Request for Proposal

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1 Request for Proposal Management of ADEC Warehousing Activities RFP No. ADEC/2015/1115 Scope of Work

2 Introduction: The Procurement and Contract Management division (P&C) in Abu Dhabi Education Council (ADEC) is in the process of soliciting proposals from qualified respondents for leading the operations of its warehouses operations located in Abu Dhabi, Al Ain and Western Region for a period of three years. The department is hence seeking the services of providers who have adequate knowledge and expertise of logistics management and distribution. Warehousing Section Structure and Mandate: Procurement and Contract Management Market Development Contracts Purchasing Warehousing Staff Warehousing Section Current Section Manager 0 Team Leader 2 Store Keeper 5 Admin 4 Specialist 2 Total Staff 13 Ensure appropriate storage and release of purchased goods Manage logistics and administration of service/good onward delivery and receipt Oversee inspection of goods received Conduct receipt and processing of contracted goods/services Manage the storage, transportation, and return of damaged or non-used goods and materials Relocation/ Transfer of assets between ADEC entities Insure proper handling (checking the delivery notes, organize spaces and proper storage, etc) and adequate labeling for all the samples received in response to RFQs. RFP No. ADEC/ 2015/ 1115 Scope of Work Page 2 of 6

3 Objective of this RFP: The main objective of this assignment is to lead current Warehouses operations and increase efficiency of distribution of received items to schools while minimizing stock items and storage in a way that contributes to the effectiveness of ADEC s supply chain. This includes strengthening receiving, put away, distributing, inventory control, auctioning and disposal of scrap items and reporting activities. The successful bidder will be required to provide a team to lead ADEC s warehouses operations, train the current warehouse staff, ensure optimum knowledge transfer during the course of the agreement and report directly to the P&C management. It will also be required to utilize ADEC s existing Oracle Inventory Management System and to provide warehousing materials (shelving, and the like) that will improve the operations. Scope of Work: Evaluation of current situation: An evaluation of the existing Warehouses operations via a pre-bid site visit (to all warehouses Abu Dhabi, Al Ain and Western Region) is essential. Based on the assessment, the following shall be included in the proposal: 1. Identification of the problems, gaps and obstacles that: a. Hinder the current operations, or b. Cause ineffective utilization of current resources, or c. Limit the perspective for expanding the warehouse operations that can be added with minimal resources addition which may result on overall savings to ADEC. 2. Recommended development actions including reorganization within the available layout, provision of additional racking and shelving requirements and provision for the introduction of new technologies (not Warehouse Management System) that will help expediting and raising the efficiency of operations or reducing the costs. 3. Introduction of processes, work methodologies, and resources allocation techniques that will lead to improve the current distribution activities efficiency through optimum utilization of resources. The above should allow ADEC to understand its shortages and prioritize the required changes according to its vision. The selected bidder will also be required to rearrange existing inventory and stock items in an organized manner and conduct a complete stock inventory at the beginning of the agreement. It is also vital that the successful bidder ensures that all warehousing practices follows the Department of Finance s Purchases, Tenders, Auctions and Warehouses Manual (3 rd version dated November 2014) and that the warehouse management (ADEC team and the Winning Bidder s team) is able to produce all the necessary reports requested by the manual. RFP No. ADEC/ 2015/ 1115 Scope of Work Page 3 of 6

4 Warehouse Management: ADEC requires the successful bidder to assign a competent and experienced full time team to lead the warehouse activities and continuously train the current Warehouses staff as required. The team will be required to provide strategies and solutions for improving the physical management of the Warehouses (such as space utilization) and enhance the efficiency of receiving and distribution of goods (such as books) to schools by utilizing the warehouse resources and available equipment. Hence, the proposal shall include details of the recommended manpower, their positions, qualifications and experience; and the successful bidder shall be liable for their performance and achieving the desired operational performance. Use of Oracle Inventory Management System: The chosen bidder must be able to master the usage of the current system and ensure its maximum utilization. Included in the implementation plan, the successful bidder shall outline how they are willing to fully utilize the current system and ensure inhouse staff are completely capable of using the system effectively. Archiving: The successful bidder will be required to manage the storage of all the documents received at ADEC s Abu Dhabi Warehouse only. The bidder shall make available separate storage area in the warehouse located in Abu Dhabi for the safe storage of all the documents received either from ADEC HQ and/or schools. The bidders shall present in their proposals their document management (archiving) capabilities both (physical and electronic archiving), and in case ADEC decides to use the services of another document management service provider, the successful bidder shall warrant full cooperation and to extend every effort to spare (plan for it in advance) sufficient space for archiving and to present this plan in their technical proposal. Provision of storage area: Specifically for Al Ain region and upon conducting a site visit, the bidder will be required to present to ADEC a proposal on whether to utilize the available facilities in Al Ain or to provide an alternative storage area. Functionality Provided by Oracle Inventory ADEC s Oracle Inventory Management is part of the Oracle Value Chain Execution solution and integrates seamlessly with other Supply Chain Management applications. The system includes stocking, tracking and maintaining the level of different items in an Organization. The system provides the following: Feature # 1: Fully integrated with Oracle Purchasing Receipt items included in approved Purchase orders Inspect the received items in order to accept or reject them Deliver the items received to a specific area in the inventory based on their categories Return the unutilized quantities again to the suppliers Feature # 2: Track item quantities after receiving RFP No. ADEC/ 2015/ 1115 Scope of Work Page 4 of 6

5 After the receiving process happen, the item on hand quantities got increased You can specify an expiry date for the item received You can distinguish between Items Ex: stock item, for disposal, damaged, etc. You can set each item in a separated locations inside the store You can assign a specific serial for the items that are resides on hand You can cost the items resides on the inventory in order to extract an inventory valuation report Feature # 3: Move Items inside Inventory Move the items from one location to another Reserve the item quantities for specific transactions in order not be used with another transactions Move the items according to their status whether (e.g. damaged) Feature # 4: Distribute the Item s Quantities Issue the item s on hand quantities to any destination (such as schools) You can specify specific account for the process of the issue You can set specific location in the process of the issue Controls tracking to which location an item was issued Feature # 5: Physical Count Provides a fully automated physical inventory feature that can be used to reconcile systemmaintained items on-hand balances with actual counts of inventory Accurate system on-hand quantities are essential for managing supply and demand Maintaining high service levels, and planning production. Environment, Health & Safety Requirements: The bidder to be awarded the Warehouses Management and Operations shall abide and fully comply with the attached Annex for Services Providers/ Contractors EHSMS Requirements and all applicable Laws, Regulations, and Standards enforced in the Emirate of Abu Dhabi and ensure the provision of a safe workplace to protect staff, visitors and other persons present in the Warehouse and to protect ADEC assets and properties under their management and supervision. (Annex-01-Services Providers / Contractors EHSMS Requirements). The Bidder's RFQ Submittals / Proposals: 1. Technical Submittal: The bidders are required to submit a document entitled "Technical Submittal" that clearly shows the following: 1.1) Table of Content. 1.2) Company profile. 1.3) Detailed demonstration of the Company's experience in warehouses management. RFP No. ADEC/ 2015/ 1115 Scope of Work Page 5 of 6

6 1.4) Demonstration of having performed similar projects for current and / or past clients of similar size and complexity of warehouse operations as ADEC. 1.5) Brief outline of suggested areas of improvement and enhancement to the current work structure. 1.6) Description of the project team and human resources organization structure that will be mobilized to work on the project along with CVs. 1.7) Description of the role of the current ADEC warehouse management team in the project along with training plan and future detailed roles. 1.8) Estimation of the quantity (No Prices) Labour, Material, and Equipment required as per their proposal. 2. Commercial Submittal: The commercial proposal should be of two parts: Part One: Based on manpower monthly rates. The team mentioned in the technical proposal should be detailed along with their required enrolment dates and monthly remunerations and the percentage the service provider will charge to their overall monthly cost in exchange of providing proper management and making sure the team achieves the desired enhancements to the operations described in its proposals. Part Two: Material Costs Bill of Material Bidders shall include in their commercial proposals, a detailed Bill of Materials that details the required materials (shelving, etc.) to properly implement the plan submitted by the service provider. The ADEC warehouse operations improvement will be monitored and evaluated by ADEC management and if found not attractive or not sufficient, ADEC reserves the right to terminate the contract as per the contract standard terms and conditions in the RFQ documents RFP No. ADEC/ 2015/ 1115 Scope of Work Page 6 of 6

7 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Management of ADEC Warehousing Activities RFP No. ADEC/2015/1115 Form of Proposer s Response Notes: Bidders interested in participating in the above tender must send a confirmation No later than Wednesday, 2nd September 2015, 12:00 PM to by attaching the signed Form of Proposer s Response. It is the Bidders responsibility to ensure that their s were received and acknowledge by ADEC before the mentioned closing date. Upon receiving the confirmation s, ADEC shall float online tenders to the Bidders who expressed their interest in participating in any of the above mentioned tenders inclusive of the RFP documents (instruction to bidders, terms and conditions, as well as submission details/requirements). Tender closing date will be Sunday, 27 September 2015, 4 PM.

8 Form of Proposer s Response [To be typed on Proposer s Letterhead] Vendor Registered with ADEC: Yes, Vendor No.: No (note: please complete your registration before Wednesday, 2nd September 2015, 12:00). [Date] To: ABU DHABI EDUCATION COUNCIL P. O. Box Abu Dhabi - U.A.E. C/O Procurement & Contracts Division TENDER NO. : ADEC/2015/1115 TENDER TITLE : Management of ADEC Warehousing Activities Dear Sirs, We acknowledge the receipt of the RFP Invitation Package ADEC/2015/1115 dated.../..../2015. a) You may expect to receive our PROPOSAL on or before... b) We do not intend to submit a proposal because and herewith return the RFP Invitation Package. We wish to advise you of the following details with regard to our main office:- Postal Address: Street Address: Telephone Number: Fax Number: Authorized Contact Person: Address: SIGNED BY:... DATE:... NAME:... TITLE:... RFP No. ADEC/2015/1115 Appendix A Form of Proposer s Response Page 2 of 2

9 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Management of ADEC Warehousing Activities RFP No. ADEC/2015/1115 APPENDIX B Form of Proposal Security (Bid Bond)

10 FORM B A. Form of Proposal Security (Bid Bond) RFP No. ADEC/2015/1115 Appendix B Bid Bond Form Page 2 of 3

11 Form of Proposal Security [Bid Bond] [To be typed in Original on Banker s Letter Head] To: ABU DHABI EDUCATION COUNCIL P. O. Box Abu Dhabi - U.A.E. C/O Procurement & Contracts Division TENDER NO. : ADEC/2015/1115 TENDER TITLE : Management of ADEC Warehousing Activities We, the undersigned, (THE BANK) whose registered office is at have the honour to inform you that we irrevocably and unconditionally guarantee Messrs: [TYPE Proposer s Name here] to the amount of AED 100, (UAE Dirham One Hundred Thousand Only) against your Request for Proposal to RFP No. ADEC/2015/1115 for <Insert Title> We undertake to pay to you the said amount or part thereof at your first demand without warning or any restriction or condition and without recourse and notwithstanding any objection from the said Messrs: [TYPE Proposer s Name here ]. This guarantee shall remain valid for a period of 180 days starting from XX Month Year being the date fixed for the submission of Tenders and all demands for payment shall be received by us within the said period. Signed and sealed this day of For and behalf of THE BANK RFP No. ADEC/2015/1115 Appendix B Bid Bond Form Page 3 of 3

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