For Rehabilitation of an existing building allocated …

1 1 DATE: 21/02/2014 REQUEST FOR PROPOSAL: No. RFP/2014/03 FOR THE ESTABLISHMENT OF A CONSTRUCTION SERVICE CONTRACT INCLUDING KITCHEN EQUIPMENT AND INSTALLATION For Rehabilitation of an existing building allocated for Canteen (kitchen, stores and dining) with detailed technical design, supply and installation of kitchen equipment provided by the company for the Refugee Center in Harmanli- Sofia, Bulgaria. CLOSING DATE AND TIME:10/03/2014 16:30 h. CET INTRODUCTION TO UNHCR The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide.

2 Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people. In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 7,600 people in more than 125 countries continues to help about 39 million persons. To help and protect some of the world s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations please see 1. REQUIREMENTS The Office of the United Nations High Commissioner for Refugees (UNHCR), in Sofia Bulgaria, invites qualified service and goods providers to make a firm offer for the establishment of Construction Services Contract for the provision of Rehabilitation and/or construction services and installation of kitchen equipment provided by the supplier (referred to hereinafter as services and goods).

3 IMPORTANT: Terms of Reference (TOR) are detailed in Annex B of this document. UNHCR may award Contracts for provision of Services and Goods with initial duration of 60 days. The successful bidders will be requested to maintain their quoted price model for the duration of the Contract. 2 The estimated requirement of UNHCR is for estimated quantity of goods and services as per the attached ToR (Annex B). Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will purchase a minimum quantity of services.

4 Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the main Contract. IMPORTANT: When the Contract is awarded, either party can terminate the Contract only upon 30 days (1 month) notice, in writing to the other party. The initiation of conciliation or arbitral proceedings in accordance with article 18 settlement of disputes of the UNHCR General Conditions of Contracts for provision of Services and Goods shall not be deemed to be a cause for or otherwise to be in itself a termination clause. It is strongly recommended that this Request for Proposal and its annexes be read thoroughly.

5 Failure to observe the procedures laid out therein may result in disqualification from the evaluation process. Sub-Contracting for kitchen equipment and installation: Please take careful note of article 5 of the attached General Terms and Conditions (Annex E). Note: this document is not construed in any way as an offer to contract with your firm. 2. BIDDING INFORMATION: RFP DOCUMENTS The following annexes forms are integral part of this Invitation to Bid: Annex A: Calendar of activities Annex B: Terms of Reference (TOR) (with the respective attachments) Annex C: Financial offer Form Annex D: Vendor Registration Form (only for bidders which not submitted it so far) Annex E: UNHCR General Conditions of Contracts for the Provision of Goods and Services 2010 Annex F: UN Supplier Code of Conduct Annex G: 1.

6 Template for Contract for provision of Construction services. 2. Template for Contract for provision of goods. Remark: Both templates under Annex G will be combined in one contract. Annex H: General Conditions of Contract for Civil Works. ACKNOWLEDGMENT We would appreciate your informing us of the receipt of this RFP by return e-mail to has to: - Your confirmation of receipt of this invitation to bid - Whether or not you will be submitting a bid IMPORTANT: Failure to send the above requested information may result in disqualification of your offer from further evaluation. 3 REQUESTS FOR CLARIFICATION Visits for the bidders who have confirmed their participation in the bidding procedure will be organized on the 25 and 26/02/2014.

7 Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to Mr. Stoyan Georgiev, Supply Associate at The deadline for receipt of questions is 16:30 h. CET on 28/02/2014. Bidders are requested to keep all questions concise. UNHCR will compile the questions received. UNHCR may, at its discretion, copy any reply to a particular question to all other invited bidders at once. IMPORTANT: Please note that Bid Submissions are not to be sent to the e-mail address above. Please, note that English is the official language in UNHCR. Translation is for easy reference. The technical plans/projects must be presented in Bulgarian.

8 YOUR offer Your offer shall be prepared in English, except the technical plans/projects. Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration. IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission e-mail address will result in disqualification of the offer . Please send your bid directly to the address provided in the Submission of Bid section ) of this RFP. Your offer shall comprise the following two sets of documents: - Technical offer - Financial offer Content of the TECHNICAL offer IMPORTANT: No pricing information should be included in the Technical offer .

9 Failure to comply may risk disqualification. The technical offer for both parts of the tender: construction works and kitchen equipment should contain all the information required. The Terms of Reference (TORs) of the services requested by UNHCR can be found in Annex B. Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information: I. Description of the company, the company s qualification and financial stability for both the construction company and the subcontractor: 1. A description of your company with the following documents: company profile, registration certificate and last audit reports: 4 a.

10 Valid Trade License b. VAT Registration c. Business Address & company registration d. Declaration about Legal Capacity to enter the contract e. Litigation History If multi location company, specify headquarters location; Number of similar and successfully completed projects;(The minimum period of general experiences of the bidder in the construction works shall be 5 ( five ) years. List of major clients; NB! According to the UNHCR General Conditions of Contract (Contracts for the Provision of Services), : In the event that the Contractor requires the services of subcontractors to perform any obligations under the Contract, the Contractor shall obtain the prior written approval of UNHCR.)