Expression of Interest Pre-Qualification Medical Evacuation Services Ref: EOI/HMRRP/0004/2009

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1 Date: 1 September 2009 Expression of Interest Medical Evacuation Services Ref: EOI/HMRRP/0004/2009 The International Organization for Migration (IOM), Mission with Regional Functions in Manila announces the of International Medical Evacuation Services in support of Emergency Response Operations in the Republic of the Marshall Islands and the Federated States of Micronesia. The intent of this E.O.I notice is to encourage experienced, reputable Medical Evacuation Service Providers to apply for registration as an IOM vendor. Services to be provided on an Emergency On-Call basis (within 24 hours) after a catastrophic event will include: transportation of critical patients to the US, Philippines, or Guam, stabilization of patients while in flight, pick up and transfer of patients to applicable care facilities at International destinations, carry at least 1 dependant/care giver with the patient, as well as VIP medical evacuation services. Emergency instruments, medication and supply kits will accompany these teams as part of THEIR response. If there is need of clarification please contact Chris Hoffman Project Officer at choffman@iom.int. Correspondence on this EOI notice should state the above-reference number and subject and be addressed to Chris Hoffman, Project Officer, Hybrid Mitigation, Relief and Rehabilitation Project at choffman@iom.int. Applicants are requested to note that for this category, IOM contracts directly with operators of these services and not brokers/agents. Please also note that this request for EOI constitutes a solicitation. IOM reserves the right to change or cancel this request for EOI at any time. All documents must be submitted in clear and legible print. Certificates and licenses must conform to internationally accepted standards and instruments issued thereunder, and must be accompanied by an English language translation. All copies submitted should be Certified True Copies by an appropriate certifying authority. Deadline for documents submission September 30, 2009 by 1200 hours (local time) 1

2 Project Description: Hybrid Mitigation, Relief and Reconstruction Program: Federated States of Micronesia and the Republic of the Marshall Islands The Republic of the Marshall Islands (RMI) and the Federated States of Micronesia (FSM) are two nations collectively made up of 1,800 islands (comprising 340 square miles, mostly uninhabited) spanning 2,000 miles across the northwestern Pacific Ocean, with a combined population of 180,000. The two nations account for three million square miles (about 5%) of the western Pacific Ocean, an area triple the size of the South China Sea or the Mediterranean. Typhoon events in these island nations take place between November and April each year. Documented disaster declaration histories, albeit partial, show that: (a) for FSM, based on partial records covering the period 1990 through 2004, total disaster expenditures reached USD 106 million addressing typhoons, drought, and mudslides; and (b) for RMI, for the period 1991 to 1998, total disaster expenditures was USD 24 million, addressing drought, typhoons, and sea wave actions. Under Compacts of Free Association signed in 2003 between the United States Government (USG) and the Governments of the RMI and FSM, respectively, and as amended in 2004, responsibility for disaster and reconstruction services for these independent nations was transferred from the Federal Emergency Management Agency (FEMA), a component of the US Department of Homeland Security (USDHS), to the US Agency for International Development (USAID) in November In this regard, USAID s roles and responsibilities are: (a) coordination of (and/or direct provision of elements of) the USG emergency federal response to disasters declared by either or both of the two nations Presidents and by the President of the United States (humanitarian relief); and (b) provision of operations and finance for post-emergency recovery (reconstruction). With the objective of providing operational support to USAID in complying with these federal responsibilities, IOM, through the Hybrid Mitigation, Relief and Reconstruction Program, will: (1) maintain a small full-time project-specific presence in the region, in areas most likely affected by disasters; and (2) manage and implement various planning, pre-positioning, mitigation, and disaster emergency relief and reconstruction activities. The program will initially run from Outcomes of this program will include: Establishment of a project presence in the islands with a dedicated support team in place in Manila, Philippines, to provide maximum coverage for regional and extra-regional logistics and procurement activities; Execution of advance stand-by resource/service contracts, grants, personnel and other arrangements, in the FSM and RMI; Organized pre-positioning of basic emergency resources and coordination mechanisms; and, Establishment of pre-positioning agreements for logistical service support, emergency medical services and medical evacuation. 2

3 I. INSTRUCTIONS TO BIDDERS A. Introduction General: The Purchaser invites Sealed Expression of Interest (EOI) for the prequalification of International Medical Evacuation Services. Eligible Bidders: Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design specifications, and other documents to be used for the procurement of goods to be purchased under this pre-qualification. Cost of EOI: The Bidder shall bear all costs associated with the preparation and submission of the EOI, and IOM will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation. B. Solicitation Documents 1. Examination of Solicitation Documents: The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Bidder s risk and may affect the pre-qualification. 2. Clarification of Solicitation Documents: A prospective Bidder requiring any clarification of the Solicitation Documents may notify the procuring entity in writing. The response will be made in writing to any request for clarification of the Solicitation Documents that it receives earlier than 10 days prior to the Deadline for the Submission of EOI. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders that received the Solicitation Documents. 3. Amendments of Solicitation Documents: No later than one week prior to the Deadline for Submission of Bids, the procuring entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend the Solicitation Documents. All prospective Bidders that have received the Solicitation Documents will be notified in writing of any amendments. In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their EOI, the procuring entity may, at its discretion, extend the Deadline for the Submission of EOI. 3

4 C. Preparation of 1. Language of the EOI: English 2. Documents Comprising the EOI: The EOI must comprise the following documents: a) Completion of pre-qualification questionnaire along with all supporting documents. b) Completion of an IOM Vendor Form found at c) Completion of firm interest submission form indication areas of preference and preferred level of engagement (based on self assessment results) D. Submission of EOI 1. Format and Signing of Bid: The Bidder shall prepare one copy of the EOI. The EOI shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. A Bid shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the EOI. 2. Sealing and Marking of EOI: The Bidder shall submit their expression of interest in the following formats: By to choffman@iom.int. applicants must clearly state EOI/HMRRP/0004/2009 in the subject line of the and must be PDF format. E. Deadline for Submission of EOI/Late EOI: 1. Bids must be delivered by on or before September 30, :00 hours (local time) 2. The Purchaser may, at its discretion, extend this deadline for the submission of the EOI by amending the Bidding Documents in accordance with clause 6 of Instructions to Bidders, in which case all rights and obligations of the Purchaser and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended. 3. Any EOI received by the Purchaser after the Deadline for Submission of EOI will be rejected and returned unopened to the Bidder. 4

5 F. Modification and Withdrawal of EOI: 1. The Bidder may withdraw its EOI after submission, provided that written notice of the withdrawal is received by IOM prior to the deadline for submission. No EOI may be modified after passing of the Deadline for Submission of EOI. G. Evaluation of EOI 1. Clarification of EOI: To assist in the examination, evaluation and comparison of EOI, IOM may at its discretion ask the Bidder for clarification of its EOI. The request for clarification and the response shall be in writing and no change in substance of the EOI shall be sought, offered or permitted. 2. Preliminary Examination: Prior to the detailed evaluation, the Purchaser will determine the substantial responsiveness of each offer to the Expression of Interest (EOI). A substantially responsive offer is one which conforms to all the terms and conditions of the EOI without material deviations. The Purchaser will examine the EOI to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the EOI are generally in order. A Bid determined as not substantially responsive will be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the nonconformity. 5

6 II. Questionnaire Notes on Form of Information The information to be filled in by bidders in the following pages will be used for purposes of post-qualification or for verification of pre-qualification. This information will not be incorporated in the Contract. Attach additional pages as necessary. Pertinent sections of attached documents should be translated into English. If used for prequalification verification, the Bidder should fill in updated information only. All fields are mandatory Be aware that lack of information may lead to disqualification. COMPANY DETAILS, HISTORY, & COMMITMENTS Company / Organization Ownership Status (attach Registration certificates etc) Company Name Registered With + Registration Number Date of Incorporation Director s Names Share Holding Percentage 1.2 Company address, Phone & fax numbers: Address: Phone: Fax: Website: 6

7 Details of Work Performed in related to Emergency Response Medical Evacuations in the past 5 years (attach completion certificates / references/recommendations) Client Name Project Description Contract Value USD Completion Period Completion Date Client Contact Details Details of Coastal/Island Emergency Responses Medical Evacuations Completed over the previous 12 months (attach additional sheets if necessary) Client Name Project Description Contract Value USD Completion Period Completion Date Client Contact Details 7

8 PLANT & EQUIPMENT, PERSONNEL, & SUB-CONTRACTORS Major items of Contractor s Equipment proposed for carrying out the Works. List all information requested below. (attach additional sheets if necessary), Equipment Available (incl. Air Assets and Locations) Condition (New, Good, Poor) Owned/Leased 8

9 Qualifications and experience of key personnel proposed for administration and execution of the Contract. (attach resumes of key personnel) Position Name Years of Experience Qualifications 9

10 Proposed Sub Contractors & Major Suppliers Discipline/Portion of Work Approx. Sub-Contract Value USD Name/Address Details of Similar Experience 10

11 FINANCIAL DETAILS & LEGAL STATUS Financial Referees / References (attach bank confirmation that the company s bank account in a good standing) Bank/Financial Institution Referee Name Position Contact Details Current Financial Details (attach financial statements & profit/loss statements for the previous 5 years) Financial Actual Previous Five Years Information USD Total Assets Curr ent A ssets Total Liabilities Current Liabilities Profit Before Taxes Profit After Taxes 11

12 Details of Current Litigation Involvement Year Award for/against Applicant Name of Client, Cause of Litigation, and Matter in Dispute Disputed Amount In USD Name and Title Signature and Stamp 12

13 Firm Interest Submission Form To: The procuring entity Dear Sir / Madam, Having examined the EOI Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, Express our interest to provide International Medical Evacuation Services in the following areas: Federated States of Micronesia Republic of the Marshall Islands Do you know the region/s for your interest Yes ( ) No ( ) We understand that you are not bound to accept any Bid you may receive. We remain, Yours sincerely, Duly authorized to sign the EOI for and on behalf of