BANKA SOCIETE GENERALE ALBANIA

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1 BANKA SOCIETE GENERALE ALBANIA Request for Proposals (RFP) for: Mailing Service for the Bank s needs Issued on February 24 th, 2015 Deadline for Response: March 09 th, :00 CET 1

2 1 Objective of the RFP BANKA SOCIETE GENERALE ALBANIA is inviting eligible Albanian companies to submit a proposal for: Mailing Service for the Bank s needs. The objective of this RFP is to solicit offers from eligible mailing companies for the service and delivery of required items as described in the specification section. The service will be realized for the Branch Network of the Bank and for Head Office as per Bank s request. Note: Partial bidding 1 is not allowed in this RFP and such offers will be disqualified. As a result of this solicitation, BANKA SOCIETE GENERALE ALBANIA expects to award one fixed price contract per the selected supplier. A fixed price contract is a contract for services that will result in concrete deliverables provided to and accepted by BANKA SOCIETE GENERALE ALBANIA. As the name implies, the price of the contract is fixed and it is not subject to any adjustment on the basis of the Subcontractor's cost experience in performing the work, thereby placing full responsibility for all costs and resulting profit or loss on the Subcontractor. 1 Partial bidding means the bidder submit his quotation for a part of items requested in this RFP 2

3 2 General Information 2.1 Presentation of BANKA SOCIETE GENERALE ALBANIA Societe Generale Albania is part of one of the largest financial services groups in the Euro zone: Societe Generale Group. A key milestone for the bank was the acquisition of the majority of its shares by Société Générale Group in July Thus, the Albanian bank became a member of one of the most prominent banking groups in the world and is now contributing to the implementation of the SG Group s expansion plans in the region. Since then, Societe Generale Albania has increased its presence by expanding its branch network all over Albania and offering a wide range of local and international products and services to all client categories with the intention of establishing a dominant position as a universal bank. Societe Generale Albania has established a reputation as one of the leading banks in Albania through professionalism, quality of service, and team spirit, incorporating and displaying the standards of the Société Générale Group. 2.2 Contacts and communication This Request for proposal is piloted and coordinated by the General Resources Department of Banka Societe Generale Albania. The contact for any information during this process will be through on the following mention address and authorized discussions will be organized with each supplier if needed. As such, the contact for all information during the process is: Igli KASNECI Head of General Resources Department Non-compliance with this condition can result in its disqualification. Any question regarding the content or technical requirements must be submitted, solely by electronic messaging, to: Procurement Unit All participating suppliers will receive a copy of all questions relative to the invitation to tender process, the content of the specifications and their responses, which will be sent to the contact details indicated in the acknowledgment of receipt for the invitation to tender documents. (Appendix 1) Questions must be submitted before March 04 th, at the very latest. Beyond that date, no response will be provided.

4 2. Return of the proposal 1/ Paper version: The paper version of each bidding supplier s proposal must include the following elements, to be sealed in a big envelope: 1. Presentation of the Company, 2. Copy of legal registration certificate (QKR Extract of the last three months),. Copy of the last year financial Balance Sheet (certified from the Tax Authorities), 4. Number staff members with confirmation statement from Government Authorities (Drejtoria Rajonale Tatimore), 5. References for previous similar service with detailed description of start / end dates, locations and contact numbers for references (as per our format Appendix II) 6. Existing vehicle s fleet and postmen of the Company for this service (number of cars and postmen). 7. Financial Proposal in hard copy signed and stamped (in a separate envelope), 8. Financial Proposal 2 in electronic copy. This must be in the same envelope of the financial proposal (only in CD prepared in Excel Format). The electronic financial proposal sent via will not be taken into consideration. 2/ Electronic version: The technical proposals presented by the bidders (the above required documents) and other related documents may also be submitted in electronic format (in PDF) in a CD closed in the above mentioned envelope in the banks Protocol Office. The financial proposal must not be delivered electronically via . It must arrive in hard copy signed and stamped and electronic format (CD) inside the sealed envelope. Important Note: Failure from the participants to provide the complete documentation required above, leads to application of penalties in the result of scoring points and/or disqualification from the Tender process. The inside envelope, containing copy of your financial proposal, will bear the following indications: Name of the bidding service provider Name and reference number of the RFP 2 In case of discrepancies between the hard copy and the electronic one, only the hard copy is considered. 4

5 The outside envelope will bear the following indications: Banka Societe Generale Albania General Resources Department Mobile Phone Services For the attention of: Mr. Igli KASNECI Head of General Resources Department (Name of the bidding service provider) We must receive the paper version of the commercial proposals on or before March 09 th, :00 CET, at Bank s Protocol Office: Bul. Deshmoret e Kombit, Kullat Binjake, Kulla 1, Kati 9,. All suppliers invited in this process will have to indicate, by fax or , whether or not they intend to submit a proposal by March 04 th, 2015 at the latest (Appendix 1). Note: Only proposals from bidders who returned the Acknowledgment of Receipt and Intent to Propose form completed and signed will be considered and evaluated. Proposals arriving after this deadline will not be taken into consideration. 5

6 2.4 Financial proposal The financial proposal should be quoted in Albanian Leke ALL; VAT specified, will have to be valid for three months as of the date when the offer is received by the Banka Societe Generale Albania. The financial proposal delivered to us should have the following layout: A Delivery of Documents in Albania and Abroad Time per city in days Tirana Other cities 0.02 (20 g) Standard Delivery in Albania for documents (100g) (250g).5 Up to Time per city in days Tirana Other cities 0.02 (20 g) Fast Delivery in Albania for documents (100g) (250g).5 Up to Time per countries in days U.S.A. Europe Asia Africa Etc. Etc 0.02 (20 g) Standard Delivery Abroad for documents 0.1 (100g) 0.25 (250g) Up to Time per countries in days U.S.A. Europe Asia Africa Etc. Etc 0.02 (20 g) 0.1 (100g) Fast Delivery Abroad for documents 0.25 (250g) Up to

7 B Delivery of Non Documents in Albania and Abroad Time per city in days Tirana Other cities less than 0.5 Standard Delivery in Albania for Non documents Time per city in days Tirana Other cities less than 0.5 Fast Delivery in Albania for Non documents Time per countries in days U.S.A. Europe Asia Africa Etc. Etc less than 0.5 Standard Delivery Abroad for Non documents Time per countries in days U.S.A. Europe Asia Africa Etc. Etc less than 0.5 Fast Delivery Abroad for Non documents Note: The prices per unit at financial proposals should have specified if VAT is included or not. Your proposal will be considered as the best response that you can provide. 7

8 General terms.1 Confidentiality clause The information provided by the Banka Societe Generale Albania as part of or relative to this consultation is strictly confidential. The bidder will refrain from disclosing or using this information for any purpose other than the preparation of its bid for Banka Societe Generale Albania. Similarly, Banka Societe Generale Albania will refrain from disclosing or publishing any information brought to its awareness as part of this consultation..2 General principles The submission of a proposal implies that the bidders accept the present specifications. However, these specifications only represent a minimum that is to be respected. The proposals will be signed by a person authorized to take on commitments for the bidding company. Only proposals that strictly comply with the obligations of the present specifications, considered as minimums, will be taken into account. In their offers, the bidding service providers declare their familiarity with the service(s) that is/are to be provided, and will refrain from, after the submission of their proposal, arguing with regard to provisions, constraints or special conditions of any kind that they may have overlooked. The Bank reserves the right to not take into consideration any response that is incomplete or does not comply with all of the demands, requirements and constraints expressed by the Bank as part of the present consultation. The bidding service provider undertakes, as a result of its response to the request, to not claim from the Bank any cost for preparation, proposal or any other activity related to this processes.. Reservation The Bank reserves the right, at any time and until the signing of the contract, to not proceed with all or elements of the request and to terminate, without compensation, the contracting process for reasons of its own. As part of this service, the Bank reserves the right: - to carry out a second provider if it is not satisfied with the results of the first - to sign a contract only relative to a portion of the services proposed.4 Legal framework The service provider will have sole responsibility for the financial management, notably relative to its personnel. It will be personally responsible for the results of the operation of the service provided under the conditions defined in the specifications, without being able to initiate any recourse of any kind against the customer in the event that this operation should be unprofitable. 8

9 .5 Contract The objectives pursued by the Bank asking the bidders to respond to the present consultation on a legal level as well are notably: - To assess the contractual formalization of the services offered by the bidder, - To assess the level of commitment proposed by the bidder, - To anticipate the subsequent contractual negotiation. It is also expressly indicated that the bidder s response to the legal aspects will be taken into consideration as part of its assessment by the Bank..6 Contractual documents The bidder is hereby warned that the service and its response will be an integral part of the contract..7 Contract term and termination The Bank reserves the right to terminate the contract without notice in the event of gross negligence by the service provider..8 Effective date of the contract The effective date of the operator s contract will be stipulated by the Bank at a later time. For information, the foreseen period of the contract will be for 2 (two) years and no price changes are allowed during this period..9 Ownership of Proposals All materials submitted in response to this RFP shall become the property of The Bank and, upon Proposer s request, may be returned only at the option of the Bank and at the expense of the Proposer. In any case, The Bank shall retain one copy for its official files. 9

10 4 Specification of the RFP 4.1 Requirements Banka SGAL is looking for qualified supplier able to offer the mailing service of documents and non-documents materials. The quotation should be defined for different specific weights as it is required in Section 2.4. The supplier shall be able to provide required services in Tirana, in other cities inside country and Abroad. The supplier shall be able to return the signed voucher from the customer for each delivery ordered from the Bank. 4.2 Reporting The subcontractor reports to the Head of General Resources Department and/or his/her designee and will work closely with him and other specialist of his department. 4. Timing and Budget Guidelines The assignment is expected to commence on March 2015 or as soon as agreement to the Technical and Financial proposal is reached and a contract signed. 10

11 5 Qualifications and selections criteria 5.1 Qualifications Interested companies shall demonstrate the following: At least years of experience on mailing services, Similar previous services with other Banks and/or other institutions. Capable to provide and realize mail service of different items within a short time and in different cities in Albania. 5.2 Selection Criteria The quality of each offer will be evaluated in accordance with the selection criteria and the associated weighting as specified below: Technical Criteria Points Criteria for Max. Score 1. Supplier s organizational experience: - References about quality of work performed in similar contracts - Quality of Tender documentation References 40 Presentation 10 Maximum goes to the bidder with: best experience for required services no missing of documents required 2. Financial capacity - Financial health of the Company, Fin. Health 10 Maximum goes to the bidder with best financial figures. Staff & Equipments: - Qualifications of proposed staff, capabilities and assignment of tasks to maximize resources and meet deadlines. Qualifications 40 Maximum goes to the bidder who has best staff and equipments figures. 11

12 Selection Process Subcontract awards will be based on a best value approach. There are 2 major factors when evaluating the proposal: technical approach (including management approach, past performance on similar contracts), and price. Each major factor is assigned a weight such that the sum of the weights is equals 100. The assigned weights allow for a greater emphasis to be placed on one major factor over another. For this RFP the assigned weight for technical approach will be 50 points and for the financial proposal will be weighted to 50 points. Total Score for the provider = weighted technical score + weighted financial score Example: Companies providing the offers are: A, B, and C. Based on the technical evaluation Criteria the score of each company is as following: Company Technical points Weighted Technical Score A (maximum) B (74 * 50 / 85) C (45 * 50 / 85) The maximum weighted score is given to the company with the max technical points, in this example to Company A. The others are weighted with a factor of Max score possible/max technical points (Weight Factor = 50/85) Financial Score is calculated as below: Max weighted score is given to the lowest price. In our example Company C. Weighted price for the others is equal to (Lowest price/company price) * max weighted score. Company Financial Offers Weighted Price Score (price EUR) C 1000 (lowest) 50 (maximum) A (50 * 1000 / 1200) B 1500 (50 * 1000 / 1500) Total Score for each Provider is: Company Total Score A = 92 B 44 + = 77 C = 76 The winner in this example is Company A. The Bank will notify officially via the bidders. Prices listed here are only part of the example and are not related to this RFP 12

13 Appendix I - Acknowledgment of Receipt Acknowledgment of Receipt and Intent to Propose REQUEST FOR PROPOSAL (RFP) GRD-RFP Please fax this notification of receipt and intent to apply on or before March 04 th, 2015, 5:00 pm CET. In Attention of: Mr. Igli KASNECI This information can be ed to the contact above via or fax: ; fax: A. Acknowledgment of Receipt: (Company) Hereby Acknowledges Receipt of RFP document. Print Name: Tel: Authorized Signature: Title: Date: I intend to submit a proposal I do not intend to submit a proposal How did you learn about this tender? News paper Direct invitation Website Other (specify) Note: Only offers from vendors who returned this form completed and signed will be considered and evaluated. 1

14 Appendix II Similar Contract references Nr Customer Cities (branches) Contact Contact Start date End date Type of service name covered for this service person/position number 1 XXXXXXXX Mailing Service Only in Tirana Ilir Apostoli 068 xx xx xxx 2 YYYYYYYY Mailing Service Tirana + Other cities in Albania Ilir Apostoli 068 xx xx xxx Etc. Note: The above example is given to show how to fill the reference table. 14

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