Request for Proposal

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3 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Office Boys and Porters for ADEC Schools and Warehouses RFP No. ADEC/2015/1084 TENDER ADDENDUM 3 6 August 2015

4 Pursuant to Paragraph 9 of Document 1 of the subject RFP (Addenda and Revisions), ADEC has decided to issue the following:- 1) Add Appendix 1: Additional Scope for the Office Boys for ADEC HQ and Zone Offices of this addendum 3 to the original Scope of Work provided in Document 2 of the Original RFP. 2) Revise Appendix B of the Original RFP with Appendix 2: Revised Price Schedule of this addendum 3. This document shall be read and construed as Tender Addendum # 3. All other terms and conditions shall remain the same until further notice. RFP No. ADEC/2015/1084 Tender Addendum 3 Page 2 of 9

5 Appendix 1: Additional Scope for the Office Boys for ADEC HQ and Zone Offices This document shall be added to the Original Scope of Work provided in Document 2 of the Original RFP. 1. Hospitality Services 1.1 Office Boys: The Contractor has to provide the office boys to the regions specified in Table A hereunder. ADEC has the right to increase or decrease the number of office boys at the Site upon 1 week written notice. The job description and minimum requirement of any office boy should be compliant with the below: Table A: Office Boys Distribution:- SN Description Qty 1 Office Boys for ADEC HQ 38 2 Office Boys for Al Ain Zone 12 3 Office Boys for Western Region Zone 10 4 Supervisor for ADEC HQ 1 Total Office Boy s Job Description: Attending visitors, promptly providing water, tea, beverages and other needs. Transmittal of documents between offices inside ADEC HQ building(s). Transmittal and distribution of Office Mail. Photocopying documents upon Staff request. Organizing files and folders. Daily working hours are 9 hours a day from 7:30 am to 4:30 pm hours. Reports to the Supervisor. Performing diverse physical tasks. Provide support to all Staff and assist them in performance of their official duties. Washing and cleaning of dishes and glasses. Any other task(s) related to the nature of the work mentioned above Office Boy s Minimum Qualifications: Must be proficient and able to write legibly as well as read and understand directions and instructions in Arabic or English. Has to be Male be at least 21 years of age and not more than 35 years. Having good conduct and behaviour. Having 3 or more years of experience in the hospitality field. Must have minimum of secondary education. Must be presentable and have high level of hygiene. Must be medically and physically fit. RFP No. ADEC/2015/1084 Tender Addendum 3 Page 3 of 9

6 Must be able to speak clearly and listen attentively. Must be able to stand for extended periods of time. Must be service and safety oriented. Must possess a sense of awareness, timelines, urgency, humour, and common sense. 1.2 Supervision: The Contractor is to provide one qualified supervisor in ADEC HQ to supervise and manage all the Services required in the Scope of Work. The job description and minimum requirement should be compliant with the below: Supervisor s Job Description: Monitoring and reporting the attendance and timeliness of Office Boys. Supervising and facilitating the daily tasks of the office boys and finding solutions to any problems that occur. Managing the hospitality service for any meeting. Observes and evaluates Personnel performance according to Personnel satisfaction. Supervises and coordinates activities of Personnel engaged in customer service activities. Issues instructions and assigns duties to Personnel. Train and instruct Personnel. Interprets and communicates work procedures and ADEC policies to Personnel. Helps workers in resolving problems and completing work. Resolves complaints and answers questions of customers regarding services and procedures. Makes recommendations to assigned ADEC s Representative concerning Services. Monitors, controls, and submit a detailed weekly report of the inventory list and consumption rate of the consumables to ADEC s Representative. Reports to the assigned ADEC Facilities Supervisor to resolve problems and facilitate work. Responsible for Office boys scheduling to include: work assignments/rotations, training, vacations, breaks, overtime assignment, back-up for absent employees, and shift rotations (in coordination with ADEC s Representative) Supervisor s Minimum Requirement: Basic reading, writing, and arithmetic skills required. This is normally acquired through a high school diploma or equivalent. Having 5 or more years of experience in the hospitality field. A good level of physical fitness is required to carry out duties. Excellent team work skills. A courteous and friendly manner and an ability to relate appropriately with all visitors. RFP No. ADEC/2015/1084 Tender Addendum 3 Page 4 of 9

7 High standards of dress and turnout. A commitment to the provision of quality service and a strong customer service focus. Ability to work with minimal supervision in a small team environment. Related experience in kitchen or fast food operation. Must be proficient in Arabic and English. 2. Contractor s General Responsibilities The Contractor should undertake the following in addition to the Scope of Work: Provision of high quality service for all aspects of the scope of work. Provision of training to all of its employees to meet customer satisfaction, job description, international safety standards, and high hygiene level. Provision of uniform to all of its Personnel. Provision of trained stand-by staff to cover in case of any absent allocated staff. Provision of transportation from and to ADEC Building for all staff, consumables, equipment, and meals associated with the Services. Insuring punctuality and order among its staff. Providing its staff of all benefits as per UAE Labour Law. Should be fully compliant with the rules and regulations of Abu Dhabi Food Control Authority (ADFCA), the Health Authority, and with the food law (20/2008). Should always be ready for an ADEC/ADFCA unannounced joint visit for inspection and assessment. All the Contractor s Workers must have Essential Food Safety Handling Certificate issued from ADFCA. RFP No. ADEC/2015/1084 Tender Addendum 3 Page 5 of 9

8 Appendix 2: Revised Price Schedule This supersedes Appendix B of the Original RFP Total Annual Proposed Cost (AED) For Schools Total Annual Proposed Cost (AED) For ADEC HQ and Zone Offices Total Annual Cost (AED) for Schools & ADEC HQ and Zone Offices Total Cost for 2 years (AED) For Schools Total Cost for 2 years (AED) For ADEC HQ and Zone Offices Total Cost for 2 Years (AED) for Schools & ADEC HQ and Zone Offices Option Item Total Cost (AED) (IP Based Time Attendance System) Authorized Signature [in full and initial]: Name and Title of the Signatory: Name of Firm: Address: Contact Number: Detailed Pricing Structure to be filled by Proposer (As per Table 1-A, 1-B, 2 below) RFP No. ADEC/2015/1084 Tender Addendum 3 Page 6 of 9

9 TABLE 1-A (Schools): Please complete the costing matrix table below: SN Price Element 1 Basic Salary+ Overtime 2 Accommodation 3 Gratuity 4 Uniform + Laundry 5 Transport 6 Travel 7 Visa and UAE ID card 8 Medical and Health 9 Training 10 Other Allowances (Please specify if any) Cost in AED Office Boy Office Girl Porter Supervisor Project Manager Overheads (Admin and 11 Operation Fees) 12 Profit Unit Cost per Month per personnel No. of Personnel Required Total Cost per Month (all personnel) Annual Cost Total Annual Cost of Services Total Cost for 2 years RFP No. ADEC/2015/1084 Tender Addendum 3 Page 7 of 9

10 TABLE 1-B (ADEC HQ & Zone Offices): Please complete the costing matrix table below: SN Price Element Office Boy Abu Dhabi Office Boy Al Ain Cost in AED Office Boy Western Region Supervisor 1 Basic Salary+ Overtime 2 Accommodation 3 Gratuity 4 Uniform + Laundry 5 Transport 6 Travel 7 Visa and UAE ID card 8 Medical and Health 9 Training 10 Other Allowances (Please specify if any) 11 Overheads (Admin and Operation Fees) 12 Profit Unit Cost per Month per personnel No. of Personnel Required Total Cost per Month (all personnel) Annual Cost Per Person Total Annual Cost of Services Total Cost for 2 years TABLE 2: OPTIONAL PRICE: (Please provide separate cost for IP Based Time Attendance System, per site unit basis, for ADEC to decide the future strategy.) Description Quantity Unit Price (AED) Total Price (AED) IP Based Time Attendance System 285 Zone No. of Schools/Warehouses Abu Dhabi 135 Al Ain 112 Al Gharbiah 38 Total 285 RFP No. ADEC/2015/1084 Tender Addendum 3 Page 8 of 9

11 NOTES (related to Schools Scope of Work): 1. It is to be ensure that the staff are allowed annual leave during the school vacation period mainly the summer vacation, any deviation from this will require replacement and special approval of ADEC. 2. There are two packages, Package 1 is combined Abu Dhabi & Western Region and Package 2 is Al Ain. 3. The distribution and allocation of ADEC Facilities to awarded Proposer(s) will be solely at ADEC s discretion. 4. ADEC reserves the right to partially award or split the award amongst several bidders without any impact on the above mentioned rates. RFP No. ADEC/2015/1084 Tender Addendum 3 Page 9 of 9

12 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Office Boys and Porters for ADEC Schools and Warehouses RFP No. ADEC/2015/1084 TENDER ADDENDUM 2

13 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 1 Commencement period is not mentioned in the document Contract beginning date is 01/01/ Clause 21 Doc 1 of 4. States Validity of Proposals should be for 120 days from posting whereas doc 4 of 4 states This proposal shall remain open for acceptance by ADEC for a period of 180 days after the due date for return of proposals specified in your RFP Please clarify the validity of proposal As minimum, the proposal should be valid for 120 days. 3 Document 2 of 4 Page 3 of 27 Scope of work How many project managers are required? The total column in the table states one where as in the paragraph above the table it states one project manager per package Please confirm One project manager per package. 4 Doc 2 of 4, page 10 of 27 Service levels Can we have co branding on the uniforms? Please confirm Yes, contractor and ADEC branding 5 Agreement Page 19 of If so required by the First Party, remove the Personnel from performing the Contract or any part of it and immediately provide a suitable replacement within ten (5) Business Days at no cost to the First Party, however no disturbance or gap to the services will be accepted. Please clarify if it is 5 or 10 5 days 6 ADFCA Certification: Please advise if the course attendance certificate from ADFCA approved institutes would be sufficient. Contractor must submit a successfully passing ADFCA certificate. Page 1 of 6

14 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 7 Doc 2 of 4 Page 10 of 27 Compliance & Governance: Set up (within four weeks of award of contract/letter of award) and maintain the Management Team One team approach for the term of the contract Please clarify if this is only for the management team or for the entire requirement of office boys / girls & porters Management Team only Kindly provide us ADEC Information Security policy. Please provide us the location coordinates for all schools and warehouses included in the scope. We understand that the staff is required 9 hours / day, 6 days a week and will be allowed annual leave, no need to provide relievers during annual leaves, please confirm Please define the tentative time line of the project by providing the following dates: a. Tentative date of award: b. Mobilization Period: c. Tentative date of start of contract: As per section 3 of the Agreement, all payments shall be subject to withholding a retention amounting to 10% of any invoice amount, we request the client to either waive this retention amount or decrease it to 5% of the contract amount. Also the complete retention amount shall be released at the end of the contract. If appointed same can be shared Please visit site Refer to scope it is well clarified a. Award will be expected sometime in September or October b. Mobilization date is 29/Dec/2015 c. The contract beginning day will be 01/Jan/2016 Retention is not applicable. Performance Bank Guarantee shall be submitted by service provider equivalent to 10% of the Total Agreement Value Page 2 of 6

15 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 13 As per clause 4 of the agreement we understand that the client will release 20% of the contract amount as advance fee at the start of the contract, please confirm. Up to 20%, subject to submission of an Advance Payment Bank Guarantee equivalent amount. (other than Performance Bank Guarantee) 14. As per clause 10 of the agreement If the Services or any part thereof are not delivered within the Timeframe specified in Agreement the Second Party shall be liable to pay to the First Party as liquidated damages for delay a sum equivalent to 1% of the total Agreement Price per week or part thereof to a maximum 10% of the value of the Agreement with regards to this clause we request the client to consider the following: a. Define the time frame of default preferably it should be at least 7 days. b. To change the value for liquidated damages to 1% of the annual value of the contract per week and the cap of the total liquidated damages to 10% of the annual contract value. Contract Terms and Conditions are not subject to change. List all the non compliance to the Contract Terms and Conditions in the proposal (form Appendix D). However, please note that noncompliance may lead to disqualification. 15 As per form B pricing schedule we understand that for the IP based time attendance system we just have to provide the optional price which shall not form part of the total contract amount, please confirm. Yes, it will be a separate price. Page 3 of 6

16 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 16 Please confirm if we can quote for one of the packages or its mandatory to quote for both. Bidders should quote for both packages 17. As per note 4 of the price schedule we understand that the client can award the project by splitting it among several bidders, please clarify what is the basis of splitting in such case. ADEC intention is to split the award between 2 service providers unless the Tender results call for single award, hence bidders shall quote considering both scenarios We understand even in case of split award the scope will only be divided in to 2 packages awarding maximum 2 bidders, please confirm. As per RFP scope of work we have to provide 1 Project manager for each package, but as per price schedule there is only 1 project manager listed, please confirm in actual how many project managers are required. With reference to clause 13 of the agreement we request to amend it to add the First Party shall be liable for all kind of damages arising out of its negligence. See answer to question 17 Based on package Each area required one project manager. See answer to Question With reference to Clause 18.5 of the agreement we request you to revise the clause to allow the Second party to start the variation works only after the acceptance by the first party. See answer to Question 14 Page 4 of 6

17 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 22 With reference to clause 18.6 of the agreement we would request you to define a time period for the implementation of the variation. See answer to Question With reference to clause 26.1, we request to increase the notice period to 60 days in case of termination. ADEC regret to change notice period 24 With reference to clause 30.4 of the agreement, we request to you to change the clause by adding that such amendment should be done only in agreement with the second party. See answer to Question With reference to clause 31 please clarify the time period to exercise this option, the second party shall be given notice at least 60 days in advance if such variation is required. The first party will notify the second party within reasonable time if any extension is required. 26 Q With reference to clause 35 for requisition of additional staff, we request you to change the time period allowed to deploy up to 10 staff to 15 days and for more than 10 staff to 45 days. See answer to Question 14 Page 5 of 6

18 RFP no. ADEC/2015/1084 Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 2 30/July/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 27. We are holding the following insurances, please advise whether these insurances are adequate for this contract, if not please advise what insurances are exactly required. Please also advise if its mandatory to add First Party as additional beneficiary in our insurances? Insurance Category Covered Amount insurance Employers liability AED 200,000/ per person per Accident and maximum up to AED1,000,000/ per occurrence Public liability AED 45,790,062/ per occurrence Bidder is required to provide insurance policies necessary to cover project associated risks for further ADEC evaluation but shall be obliged to comply with contract terms and cover specific project risks. All Risks for Contractor's Plant and Equipment AED 1,066,640/ (insured) 28 We understand this this is mainly a manpower supply contract, the supply of any kind of materials required for cleaning or dishwashing services is not included in our scope, please confirm. By other contractor, however contractor should ensure to provide material which is required for their staff to serve and deliver the services as per scope. 29 Request for Extension The Tender Closing Deadline is extended until 16/Aug/2015; Sunday 2 pm Page 6 of 6

19 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Office Boys and Porters for ADEC Schools and Warehouses RFP No. ADEC/2015/1084 TENDER ADDENDUM 1

20 RFP no. ADEC/2015/ Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 1-26/Jul/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 1 2 Kindly clarify that the Accommodation is must provided or we can provide allowances. we would like to request for an extension till the 23rd of August, 2015 Accommodation must be provided by supplier. Proposal Deadline remains unchanged 09/Aug/15, 2:00 pm. 3 4 Documen t Page Section 12 (1) 1 of 4 and 28B (1) of (2) (2) Documen t Page Section 12 (1) 1 of 4 and 28B (1) of (2) (2) What arrangements are to be made outside summer holidays and all other school breaks/holidays Reliever / replacement will be required for staff going on leave if the annual leave occures during the summer holiday period. Not clear what is the question No. The contractor needs to adjust staff annual vacation during the summer holidays. Submit schedule before 30 days for ADEC approval. 5 6 Documen t Page Section 12 (1) 1 of 4 and 28B (1) of (2) (2) Documen t Page Section 12 (1) 1 of 4 and 28B (1) of (2) (2) Will staff be working 6 days a week all year around or will the staff follow the school holidays calendar/public Holiday breaks Should staff follow school holidays calendar please advice how many days staff will be on site vs not required on site. Saturday will be a working day for staff to clean and update of their work area. Refer to the scope. Annual leave should be availed during the summer. Please refer to the scope. 7 Documen t Page Section 12 (1) 1 of 4 and 28B (1) of (2) (2) Are standard working hours reduced during the Holy month of Ramadan? Applicable as per Abu Dhabi government notification. 8 Documen t Page Section 2 of Who shall provide garbage bags, paper products, hand sanitizers required to equip pantry? By other contractor, however contractor should ensure to provide material which is required for their staff to serve and deliver the services as per scope. 9 Documen t Page Section Who shall provide all the cleaning material, tools and equipment that Office Boys/Girls will require to By other contractor, however contractor should ensure to Page 1 of 3

21 RFP no. ADEC/2015/ Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 1-26/Jul/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 2 of maintain cleanliness and order of pantries? provide material which is required for their staff to serve and deliver the services as per scope. 10 Generic Will meals for Contractors' staff be made available on site by ADEC? No 11 Generic Will contractor standard uniform be acceptable or staff will be required to wear a specific uniform as per ADEC requirments (please provide a description / minimum standards for the latter option). Normally a paint and shirt with bow, sleeveless jacket, socks & shoes, head cover, hand gloves and ensure meeting compliance and scope. Logo of ADEC should be displayed on the uniform. ADEC approval is must for Uniform. 12 Generic Will accomodation and transportation be provided solelly by the Contractor or for some schools / areas / disctrict ADEC will be providing accommodation and transportation? Accommodation & transportation must be provide by the contractor. 13 Generic Will handover from existing provider be done in staggered approach; cluster/area by area or is mobilization required for all the schools at the same time. Mobilization required for all the schools at the same time. 14 Generic Contact person with whom to liaise to conduct HSE site visits ADEC Contact: Mr. Nabeel Al Haj 15 Documen t Page Section Start/end working hours do not match with timings mentioned in Document 2 Ms. Fatima Al Hammadi It s mentioned in section 3 A. Scope of work,clause 1, 1.1,Point 12 Page 2 of 3

22 RFP no. ADEC/2015/ Office Boys and Porters for ADEC Schools and Warehouses Tender Clarification No. 1-26/Jul/2015 Please refer to Document 1 (instruction and information) for the clarification closing date # Reference Question ADEC Response 16 document 1 of 4, page 11 of 13 With reference to the above subject tender more particularly in document 1 of 4, page 11 of 13 where you are requiring us to submit ADFCA EHSMS Competence Certificate. We applied for such and were informed that these certificates are being issued only for food supply companies, catering and restaurant companies, etc. We are a manpower supply company and we would like to clarify if the ADFCA EHSMS Competence Certificate is also applicable for us as a mandatory requirement to be submitted with the subject tender. We have ISO Certificates which complies for occupational health and safety standards with elements of health, safety and environment systems which can be consider and integrate with these mandatory requirement. Please note that we will ensure the approved training of all deployed staff thru Abu Dhabi Food Control Authority (ADFCA). We hope for your consideration on this matter. Contractor must submit ADFCA EHSMS competence certificate. It s a mandatory requirement. Page 3 of 3

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25 Request for Proposal From ABU DHABI EDUCATION COUNCIL Relating to Office Boys and Porters for ADEC Schools and Warehouses RFP No. ADEC/2015/1084 Document 1 of 4 Instruction and Information

26 Table of Contents INSTRUCTIONS AND INFORMATION INTRODUCTION BACKGROUND TIMETABLE LANGUAGE INDUCEMENTS OWNERSHIP OF RFP DOCUMENTS PROPOSAL EXPENSES CONFIDENTIALITY OF PROPOSALS ADDENDA AND REVISIONS TO THE RFP ADEC RESPONSE TO PROPOSER S QUESTIONS RIGHT TO WORK (PERMITS AND LICENSES) PRICING AND CURRENCY OF PROPOSAL SUFFICIENCY OF PROPOSAL CONCLUSIONS COMPANY INFORMATION BID BOND STATEMENT OF COMPLIANCE, DECLARATION AND UNDERTAKING OTHER RELEVANT INFORMATION SIGNING OF PROPOSALS BASIS OF THE CONTRACT VALIDITY OF PROPOSALS FORMAT OF PROPOSAL... 9 A. TECHNICAL PROPOSAL... 9 B. FINANCIAL PROPOSAL DELIVERY AND FORM OF PROPOSAL RECEIPT OF PROPOSALS ADEC RIGHTS & ACCEPTANCE OF PROPOSALS REJECTION OF PROPOSALS NON-COMPLIANT PROPOSAL EVALUATION CRITERIA INDEMNITY AND INSURANCE CLIENT REFERENCES, SITE VISITS & PRE-BID MEETING INTERVIEW STAGE KEY PERSONNEL PROPOSER S ORGANIZATIONAL STRUCTURE RFP no. ADEC/2015/1084 Document 1 of 4 Page 2 of 13

27 1. Introduction Document 1 INSTRUCTIONS AND INFORMATION This document contains the information, requirement, and technical specification gathered and developed for this project. The content of the document is written with the intent of serving as the basis for the Request for Proposal (RFP), and eventual contract. As such, references have been made to ADEC and the Proposer. These instructions are designed to ensure that all proposals are given equal and fair consideration. It is essential that you provide all the information asked for in the format and order specified in Paragraph 22 of Document 1 to ensure compliance with all deliverables of the proposal. Failure to do so may invalidate your proposal. 2. Background The Abu Dhabi Education Council was set up in September 2005 by His Highness General Sheikh Mohammed Bin Zayed Al Nahyan, Crown Prince of Abu Dhabi and Deputy Supreme Commander of the UAE Armed Forces. The Abu Dhabi Education Council is an independent corporate body and enjoys full legal status, as well as financial and administrative independence in all its affairs. It has its headquarters in Abu Dhabi and has the right to set up its branches and offices inside or outside the UAE. For more information on ADEC, please visit our website: 3. Timetable All proposals (Commercial and Technical in separate sealed envelopes) must be received no later than 9 th August 2015 (Wednesday), 2 PM. Proposals received after this time will be returned unopened to the Proposer. Proposals delivered to a location other than that specified below will not constitute a receipt. It is the Proposer s sole responsibility to ensure that proposals are received by the specified time. Milestones Due Date RFP available on ADEC s web site 14 th July 2015 Proposers acknowledgement of receipt and intention to participate in this Tender (Each 5 working days from the date of the Proposer shall fill & back the Appended Advertisement Form of Proposer s Response Form A). Pre Bid Meeting (if required) Tender Clarifications closing date (only proposers who has confirmed their interest to participate will receive ADEC s response to tender clarifications) To be advised. 27 th July 2015, 4 PM RFP no. ADEC/2015/1084 Document 1 of 4 Page 3 of 13

28 Milestones Due Date Tender Closing Date and Time 9 th August 2015 (Sunday), 2 PM Post Proposal Presentation (Upon ADEC TBA (if any) Request) Interested/Participating Proposers will be advised by an official Tender Addendum on the web should there be any change to the above Tender Timetable. Any questions and/or technical clarifications from the Proposers concerning this RFP should be submitted in writing (via ) to: Any contact by a Proposer with any ADEC staff members other than the above tender subsequent to RFP release and prior to proposal ranking and selection by the Evaluation Team/Committee regarding the RFP shall be grounds for disqualification. 4. Language The proposal, and all correspondence and documents relating to the proposal which are exchanged between the Proposer and ADEC shall be written in the English language. Any printed literature furnished by the Proposer which is in another language must be accompanied by an English translation and for the purposes of interpretation of the proposal, the English translation shall prevail. 5. Inducements Offering an inducement of any kind in relation to obtaining this or any Government Department contract will automatically disqualify your proposal and may constitute a criminal offence. 6. Ownership of RFP Documents The Request for Proposal documents and the responses received from the bidders shall remain the property of ADEC. The documents and all related information provided to the Proposers are solely for the Proposer's use in preparing a proposal. ADEC reserves the right to request any disqualified or unsuccessful Proposer to return all documents and information related to the RFP to ADEC. ADEC reserves the right to submit any part of the proposal to its Consultants for technical assessment and evaluation. 7. Proposal Expenses Proposers will not be entitled to claim from ADEC any costs that are incurred in preparing proposals, whether or not they are successful. 8. Confidentiality of Proposals All documents, specifications and other such information provided to the Proposer by ADEC in relation to the RFP shall be treated as CONFIDENTIAL. RFP no. ADEC/2015/1084 Document 1 of 4 Page 4 of 13

29 Such information concerning the RFP shall under no circumstances be disclosed or released by the Proposer to any third party (including but not limited to any company, government, Organization or news agency) without the prior written consent of ADEC other than to have a third party prepare a quotation or technical proposal for the Proposer specifically for this RFP. The Proposer should ensure that such third party treats any information disclosed to it concerning the RFP as similarly CONFIDENTIAL. Any disclosure, release or handling of information deemed improper by ADEC may result in summary disqualification of the Proposer. All documents, specifications and other such information provided by the Proposer to ADEC in response to the RFP shall be treated as CONFIDENTIAL. 9. Addenda and Revisions to the RFP For the purpose of addressing clarification questions, ADEC will use all reasonable endeavours not to issue further Addenda and Revisions to the RFP Document (although it reserves the right to do so at any time prior to the closing date if it deems necessary). Addenda will be issued to provide new information, interpretation or clarification which might assist the Proposer in preparing its proposal whilst Revisions will be issued to correct any errors or omissions in the RFP Document. Proposers are required to acknowledge each Addendum or Revision by to ADEC immediately upon receipt of the Addendum or Revision. In the Proposal Letter the Proposer must acknowledge that all Addenda and Revisions have been considered in the preparation of the proposal. Only written Addenda and Revisions issued officially by ADEC shall be considered part of the RFP Document. ADEC shall not be bound by and the Proposer shall not rely on any oral statement, answer, clarification or interpretation given by any employee of ADEC or any third party. 10. ADEC Response to Proposer s Questions Proposers may submit written questions solely for the purpose of clarification of any of the points in the RFP documentation at any time up to the date specified in the above Tender Timetable. No further clarification will be considered or responded if received after the tender clarification closing date specified in the above Tender timetable. Answers to all the questions contained in all the clarification letters will be provided as soon as possible. ADEC aims to answer all clarifications within two or three working days, without identifying the Proposer who asked for the clarification. All relevant questions and answers will be given to all Proposers through the web site provided. 11. Right to Work (Permits and Licenses) RFP no. ADEC/2015/1084 Document 1 of 4 Page 5 of 13

30 It is essential that locally registered proposers shall include with their proposal copies of relevant documents issued by the Abu Dhabi Chamber of commerce / Municipality Registration Certificates /Licenses and permits, etc. authorizing the Proposer to perform its business. However, the successful proposer (as the Proposer) shall be responsible for applying for and obtaining all permits and licenses necessary to provide the Services. Proposers shall satisfy themselves as to the procedures and timeframes required to obtain such permits and licenses. It is emphasized that the responsibility for identifying and obtaining the consents and licenses to work shall rest solely with the PROPOSER. 12. Pricing and Currency of Proposal For the purposes of submitting Pricing Information Proposers should quote in UAE Dirham. 13. Sufficiency of Proposal The Proposer is responsible for carefully examining all RFP documents including any and all updates or revisions made or announced by ADEC prior to the deadline for submission of Proposals to ensure that the information provided is adequate and clearly understood and that all RFP documents have been received. The Proposer shall make its own interpretation of any and all information provided in this RFP and shall obtain and verify all necessary data and information including informing itself with respect to all conditions which might in any way affect the cost or the performance of the services. No relief or consideration will be given for errors and/or omissions contained in this RFP. Any failure or neglect to carry out these verifications/investigations shall not absolve the proposer from any of his obligations under the requirements of the RFP or any AGREEMENT subsequently executed. 14. Conclusions The information presented in this RFP is furnished solely for the purpose of assisting Proposers in making their own evaluation of the project and does not purport to be all-inclusive or to contain all the information that Proposers may require. Proposers should make their own investigations, projections and conclusions and consult their own advisers to verify independently the information contained in this RFP, and to obtain any additional information that they may require, prior to submitting a Proposal. No member of ADEC or any of their respective advisors and consultants make any representation or warranty as to the completeness of this RFP nor have they any liability for any representations (express or implied) contained in, or omissions from, this RFP. Whilst every endeavour has been made to give Proposers an accurate description of ADEC s requirement, proposers should form their own conclusions about the methods and resources needed to meet those requirements. 15. Company Information RFP no. ADEC/2015/1084 Document 1 of 4 Page 6 of 13

31 The Proposer must provide in its proposal full details of its main office address and telephone, and fax details and the name and details of who to contact in respect of the proposal. If the Proposer is a subsidiary or a division, state the name and address of the parent Company. State the type of company or organization (corporation, partnership, joint venture, etc). Please provide details of the Country of Registration, Date of Registration or Incorporation and the Issuing Authority and any other information relevant to the incorporation or the legal standing of the Proposer. If the Proposer is registered in Abu Dhabi or the UAE, provide copies of Trade Licences and registration with Abu Dhabi Chamber of Commerce. If the Proposer is an association of two or more companies (corporation, partnership or joint venture, etc), you must provide details: a) state the same information for each of the member companies; b) include in the proposal a legally binding copy of the association agreement including the names of the partner companies and stating the responsible portion of the proposed Contract for each party; c) A copy of an agreement signed by all member companies and duly notarized appointing one of the members as the PROPOSER for the Contract and authorizing that member to act on behalf of and to legally bind all members of the association in connection with the proposal and any Contract arising there from. 16. Bid Bond Proposers are required to furnish ADEC with official bid bond with a value of AED 200,000/- (UAE Dirham Two Hundred Thousand Only) as per the form template appended under this document (Refer to Appendix C) issued from locally accepted bank in UAE. The served bid bond shall be submitted in separate sealed envelope apart from the technical and commercial proposals (Refer the submission requirements addressed in clause 23 below). ADEC will not be in a position to consider any bidder if fails to furnish the above said Tender Bond in full compliance with RFP document. 17. Statement of Compliance, Declaration and Undertaking 17.1 Statement of Compliance: Proposers shall be required to comply with the terms and conditions set out in the Form of Agreement and all other documents provided in the RFP documents. Accordingly each proposer within his Technical proposal shall serve ADEC with a clear Compliance Statement Letter with all RFP terms and Tender scope. RFP no. ADEC/2015/1084 Document 1 of 4 Page 7 of 13

32 Should the proposer object on any wording, clause, term or is incapable to comply with certain scope or requirement, then he shall detail all these objections and/or non-compliances and the effect on Prices and Rates (if any) as stated in Clause 27 of this document Declaration and Undertaking: Along with the proposer s technical proposal, All Proposers shall serve ADEC with a duly signed Declaration and undertaking letter pertaining to this tender using the Template concluded under Document 4 of this Tender document. 18. Other Relevant Information Proposers are invited to provide any other relevant information which they may wish to include in support of their proposal or which substantiates any aspect contained elsewhere within their proposal. For example, previous experience gained on other relevant contracts, company profile, Governmental support, etc. 19. Signing of Proposals The proposers shall execute proposal submissions by affixing a company seal and by the signature of an employee of the Proposer who is fully authorized to bind the Proposer to the proposal and to any resulting contract. Each page of the proposal, including all text, figures, diagrams, schedules, etc., shall be stamped at the bottom with the official company seal and initialled by the person authorized to bind the PROPOSER; or If the Proposer is a partnership, joint venture or other association of two or more companies, the Proposer shall submit satisfactory evidence of its legal status and of the agreement between the member companies. In this case the partnership joint venture or association shall appoint one of the member companies as Prime PROPOSER (referred to as the PROPOSER in the Form of Agreement) and propose the remaining member companies for ADEC's approval as sub- Proposers related to the proposal and any resulting Contract. In this case the proposer shall provide evidence that the person signing the proposal has the authority to act on behalf of all members and to bind all members to the proposal and to any Contract resulting from the proposal. 20. Basis of the Contract The Specification of Requirements, Scope of Work (Refer to Document 2) and ADEC s standard Terms and Conditions of Contract Form of Agreement (Refer to Document 3), will form the basis of the contract between the successful proposer and ADEC. 21. Validity of Proposals Proposers must state the validity of its proposal, i.e. the period during which ADEC's acceptance shall become and remain binding, and shall be a minimum of 120 days from posting. Failure to Comply With the Above Conditions May Disqualify Your Proposal. RFP no. ADEC/2015/1084 Document 1 of 4 Page 8 of 13

33 22. Format of Proposal To ensure a comparative and competitive approach to evaluating Proposals, Proposers must present their proposals in the following format:- a. Technical Proposal Covering Letter Executive Summary (1-2 Pages) Section 1 Table of Contents Section 2 Company Information (as per Paragraph 11 and 15) Section 3 Statement of Compliance (as per Paragraph 17 and 27) Section 4 Declarations, Undertakings and Attachments (see Document 4 herewith) Section 5 Reach and Capability (refer to SN1 in table 28 A) Section 6 Project Approach and Methodology (refer to SN3 in table 28 A) Section 7 Performance Management (refer to SN4 in table 28 A) Section 8 Mobilization and Stabilization (refer to SN5 in table 28A) b. Financial Proposal Covering Letter Section Pages Price Summary Pricing Schedule (Refer to Appendix Form 2) 23. Delivery and Form of Proposal Proposer shall execute its bid submission by affixing a company seal and by signature of an employee of the Company who is fully authorized to bind the Company to the bid and any contract resulting from the bid. The Proposer shall submit the bid in the following format: a) One (1) original + One (1) copy Commercial Proposal (hard copy) shall be submitted in a separate sealed envelope. The envelope shall be clearly marked COMMERCIAL PROPOSAL : ADEC RFP No. ADEC/2015/1084 along with the title of the RFP Office Boys and Porters for ADEC Schools and Warehouses b) Three (3) hard copies (1 original + 2 copies) plus one soft copy (CD or USB) for the Technical proposal shall be submitted all in another sealed envelope other than the Commercial Proposal Envelope. The technical proposal envelope shall be clearly marked TECHNICAL PROPOSAL: RFP No. ADEC/2015/1084 along with the title of the RFP Office Boys and Porters for ADEC Schools and Warehouses c) One original Bid Bond should be submitted in a separate sealed envelope. Notes: All the above Envelopes (Technical, Commercial, and Bid Bond) shall be inserted in one Outer sealed Envelope and clearly labelled as RFP No. ADEC/2015/1084: Office Boys and Porters for ADEC Schools and Warehouses without stating the identity of the proposer. The Soft Copy and the Hard Copy of the Technical Proposal must be identical. ADEC will not assume any responsibility in the event that any of the Proposal copies are not identical. RFP no. ADEC/2015/1084 Document 1 of 4 Page 9 of 13

34 No additional copies are to be submitted unless specifically requested by the ADEC representative. Proposer must dispatch their proposals to ADEC and insert them into the Tender Box located at the following address in accordance with Tender Timetable set out in Article No. 3: 3 rd Floor Tender Box Abu Dhabi Education Council (ADEC) New Headquarters, behind Khalifa Park at Sheikh Zayed Street P.O. Box: 36005, Abu Dhabi, United Arab Emirates 24. Receipt of Proposals Your proposal will be received up to the time and date stated in the timetable stated under this Document. Please ensure that your proposal is delivered no later than the appointed time. It is the responsibility of the Proposer to ensure that their proposal is delivered not later than the appointed time. ADEC does not undertake to consider proposals received after that time unless clear evidence of posting is available (i.e. clear postmark and/or certificate of posting, etc.) demonstrating that the proposal was dispatched in good time. 25. ADEC Rights & Acceptance of Proposals This RFP is merely a request to formulate an offer to ADEC to provide the specified Services if you wish to do so. By issuing this invitation ADEC is not bound in any way and does not have to accept the lowest proposal or any at all and reserves the right to accept a portion of any proposal unless the proposer expressly stipulates otherwise in their proposal. ADEC may re-issue this RFP; postpone or cancel at any time this RFP process. ADEC reserves the right to partially award or split the award amongst several bidders without any impact on the proposed rates. 26. Rejection of Proposals ADEC may, at its sole discretion, reject a proposal for any reason (or for no reason) including, but not limited to, the following: a) If the proposal is non-responsive to the RFP by failing to comply with the terms and conditions set out in the AGREEMENT FORM (Document 3) b) If the Proposer includes any terms or conditions unacceptable to ADEC. c) If the Proposer includes any offer to conditionally or automatically discount, reduce or modify his proposal. 27. Non-Compliant Proposal (i.e. PROPOSER's QUALIFICATION OF THE PROPOSED DOCUMENTS). The proposer is required to submit a proposal that is wholly compliant with the proposed Contract documents. Should the proposer object any wording, clause, term of condition, then it shall detail all RFP no. ADEC/2015/1084 Document 1 of 4 Page 10 of 13

35 these objections below, and the effect on Prices and Rates by filling and signing the Non-compliance form (Reference Appendix D). The proposer may also submit an alternative proposal that is not wholly compliant, indication on the model document below all matters (technical, commercial or contractual) and the effect on Prices and Rates. Condition Number Details of Non -Compliance Note: If the Proposer submits only a non-compliant proposal, the Council reserves the right to reject and disqualify the proposal. 28. Evaluation Criteria During the evaluation process, consideration shall be given to the Proposer s demonstrated responsiveness to RFP criteria. The proposal process will be conducted in a manner that ensures all proposals are evaluated fairly to ascertain the most economically advantageous proposal. Your response to each ADEC requirement will be evaluated under the following headings: A. Technical Evaluation Criteria: S/N Evaluation Criteria 1.0 REACH & CAPABILITY 1.1 Understanding of SOW 1.2 Resources 2.0 Experience & Company profile 2.1 Similar experience with Govt entities & private sector (list) 2.2 Financial capabilities (financial statement) 2.3 Legal cases (pending, previous, progress decision) 3.0 PROJECT APPROACH & METHODOLOGY 3.1 Risk Assessment & Mitigation 3.2 Help Desk 3.3 Customer Management 4.0 PERFORMANCE MANAGEMENT 4.1 EHSMS 4.2 Quality Control 4.3 Training & Development 5.0 MOBILIZATION & STABILIZATION Mobilization Plan & Implementation Note: * ADFCA EHSMS competence certificate is a mandatory requirement. There are two packages, package 1 is combined Abu Dhabi & Western Region and package 2 is Al Ain, the contractor is requested to quote for both. RFP no. ADEC/2015/1084 Document 1 of 4 Page 11 of 13

36 B. Commercial Evaluation Criteria: Proposers shall submit their Financial Proposal Summary and detailed breakdown in full compliance with the Pricing Schedule in order for ADEC to evaluate your financial proposal. Please complete, sign, and stamp the price schedule (Form B + Excel Sheet). It is to be ensured that the staff are allowed annual leave during the school vacation period mainly the summer vacation, any deviation from this will require replacement and special approval of ADEC. ADEC may decide to split the award between 2 or more suppliers without the right for the proposer to request any additional cost to unit rates proposed. The distribution and allocation of ADEC Facilities to awarded Proposer(s) will be solely at ADEC s discretion. Please provide separate cost for IP Based Time Attendance System, per site unit basis, for ADEC to decide the future strategy. 29. Indemnity and Insurance a. The PROPOSER shall indemnify ADEC against all actions, suits, claims, demands, losses, charges, costs and expenses which ADEC may suffer or incur as a result of or in connection with any breach of these Conditions or any damage to property or in respect of any death or personal injury to any person which may result directly or indirectly from any defect in the Goods/Services or the negligent or wrongful act or omission of the PROPOSER. b. Except for liability for death or personal injury caused by ADEC's negligence, ADEC accepts no liability (whether arising from its negligence or otherwise) for any loss or damage resulting from the PROPOSER s access to ADEC s premises and/or arising from any labour and equipment that may be provided by ADEC in connection with delivery of any Goods or the performance of the Services or part of them. c. The PROPOSER shall effect with a reputable insurance company a policy or policies of insurance covering all the matters which are the subject of indemnities under these Conditions and shall at the request of ADEC produce the relevant policy or policies together with receipts or other evidence of payment of the latest premiums due. 30. Client References, Site Visits & Pre-bid Meeting ADEC requests proposers to provide a minimum of three references with a minimum of two reference sites preferably in the Education sector or major blue chip private sector organizations for on-site appraisal and to meet the proposer s previous clients (if needed), discuss their experiences in a similar project and assess their level of satisfaction. In the addition to the examination of the RFP, each prospective Proposer shall make whatever other arrangement are necessary to become fully informed regarding all existing & expected conditions & matters which might in any way affect the cost or the performance of any of the RFP no. ADEC/2015/1084 Document 1 of 4 Page 12 of 13

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