REQUEST FOR INFORMATION (RFI)

Transcription

1 United Nations Nations Unies UNITED NATIONS SUPPORT OFFICE FOR AMISOM (UNSOA) KENYA REQUEST FOR INFORMATION (RFI) This notice is placed on behalf of UNSOA. United Nations Procurement Division (UNPD) cannot provide any warranty, expressed or implied, as to the accuracy, reliability or completeness of contents of furnished information; and is unable to answer any enquiries regarding this RFI. You are therefore requested to direct all your queries to UNSOA using the fax number provided below. Title of the RFI: Provision of maintenance services for UNSOA, UNSOM, AMISOM and UNOE fleet in Somalia including provision of spare parts. Date of this RFI: 17 April 2015 Closing Date for Receipt of RFI at PD: 24 April 2015 RFI Number: RFIUNSOA53 Address: Address RFI response by fax for the Attention of: Fax Number: +254 (0) Mr Joseph Twine Chief Procurement Officer UNCCS Code: DESCRIPTION OF REQUIREMENTS

2 The purpose of this Request for Information (RFI) is to provide the United Nations Support Office for AMISOM (UNSOA) with the ability, skill and knowledge of the market on a long-term basis with respect to provision of maintenance services for UNSOA, UNSOM, AMISOM and UNOE fleet in Somalia including provision of spare parts. The gathered information will be used to determine the project s feasibility, scope, cost estimate, timeframe, and resources required by the UNSOA. If / when a decision is made, the UNSOA may follow this RFI with a Request for Proposal (RFP) for the subject services required by UNSOA. 1. Use of Information: 1.1. All costs for preparing a response for the RFI must be covered by the vendor This RFI is a separate and independent process The requested information will only be used by the UNSOA for internal planning purposes, be kept strictly confidential and only authorized personnel will have access to it The response to this RFI will not be used to pre-qualify vendors The provided information will not be contractually binding to the vendor. 2. RFI Response Delivery: As the objective of this RFI is to both gather information on the availability of the bidders, their solutions/services and ability to work in hostile environment. Your willingness and ability to reply will be of mutual benefit It is preferred that responses are received before 24 April Please your response to imbuhila@un.org, or for courier or hand delivery, address to: Clare Imbuhila Procurement Section United Nations Support Office for AMISOM (UNSOA) c/o United Nations Office at Nairobi (UNON) Block T Level 1 UN Avenue, Gigiri, Nairobi. P.O. Box Marked: RFI for the provision of maintenance services for UNSOA, UNSOM, AMISOM and UNOE fleet in Somalia including provision of spare parts. 3. RFI Response Format and Interview Method: 3.1. To keep response formats consistent, UNSOA requests the responses must be typed in Word document in the same structure/format provided Subsequent to this RFI and the submissions received, the UNSOA may request an interview to ask further questions to have a better understanding of the information submitted by your organization Please confirm whether your organization is willing to conduct such an interview Please specify the preferred interview method (In-person, Video Conference, or phone) Also provide contact information for the interview Any costs of attending such a follow-up interview must be covered by the vendor. 4. Summary of scope of services: The awarded contractor will be responsible for all works involved in the provision of maintenance services for UNSOA, UNSOM, AMISOM and UNOE fleet in Somalia including provision of spare parts. This will include but not limited to:

3 4.01 Provision of overhauling major components and specialised technical assistance services up to line four (4) for a fleet of light passenger vehicles, special purpose vehicles, ambulances, APCs, armoured vehicles, ground support equipment, material handling equipment, trailers, boats and boat engines on an as and when required basis Provision and stock management of spare parts for the fleet at reimbursable costs Provision of the above services in Mogadishu, Kismayo, Baidoa, Belet Weyne, Garowe, Hargesia and potentially one unknown location at the Kenya or Ethiopia boarder.. 5. Your Organization: Please provide the following information on your organization: 5.1. Location of headquarters and main regional offices A brief general description of your organization, its structure, years in business, and focus What makes your organization stand-out as a global or regional automobile and equipment maintenance service provider? 6. Experience / Capabilities: To ensure efficient development, implementation, and on-going management of the proposed service, please answer / elaborate on the questions listed below: 6.1. Provide a brief description of your organization s experience in managing a similar project? 6.2. How would your organization implement the required? 6.3. Do you currently have the required / necessary expertise for deployment? If no, how do you recruit expertise required for such services? 6.4. Please enclose a typical standard template for recruitment of expertise to implement the required How long will the personnel be deployed for? How do you intend on rotation of personnel without affecting operations at the ground? 6.6. What tools (management software, collaboration, tracking, documentation, etc.) will be used during the various phases for this type of project by Project Manager Advance Team Service delivery Management Trouble-shooting / problem solving Would the UN have access to any of the above listed tools? 6.7. Please explain your approach to adding, rotating, or changing personnel to meet project requirements. How much advance notice is required to implement changes? 7. Time Frames: Please estimate the time required / needed to 7.1. Respond to a comprehensive RFP Implementation of services. 8. Costing Options: 8.1. Please indicate available pricing models and options For budgeting purposes, please include projected unit prices for various levels of staffing How are the costs / pricing normally managed over time? 8.4. What key factors are taken into consideration to determine pricing? Please include relative importance of each factor. These include: Rotation of Personnel Insurance.

4 Travel Expenses (e.g. air tickets, visas etc.) Allowances Mobilization Administration. 9. Risk Management / Mitigation: Having reviewed and answered the above listed questions what do you consider to be the highest risk factors? 9.1. During mobilization, 9.2. During implementation, 9.3. During on-going operations, 9.4. How are these risk factors mitigated / managed and 9.5. In your experience, what have been the biggest issues faced on similar projects and how have you resolved them? 10. Important - Registration as a United Nations vendor: Please note that companies willing to participate in a potential RFP solicitation will have to be a registered vendor with the UNGM at Level 2. Please visit for the registration requirements and process. SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) Any information or documents acquired or developed in the course of the RFI shall not be used for any other purpose than authorised by the United Nations. Written documents provided by the United Nations shall not be copied or disclosed without written authorisation from the United Nations. NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to

5 VEND ORS RESPONSE FORM VENDOR RESPONSE FORM TO: Mr Joseph Twine Chief Procurement Officer RFI Number: FAX: +254 (0) FROM: SUBJECT: Provision of maintenance services for UNSOA, UNSOM, AMISOM and UNOE fleet in Somalia including provision of spare parts. To be filled by the Vendor (All fields marked with an * are mandatory) COMPANY INFORMATION UN Vendor ID Number**: UNGM Vendor ID Number*: Company Name *: Company Contact *: Address *: City *: Country *: Telephone Number *: Fax Number *: Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the RFI INSTRUCTIONS page. Signature: Date: Name and Title:

6 ** If not already registered with UN Procurement Division, please use the following URL to register at United Nations Global Marketplace (UNGM): Registration at UNGM is mandatory for responding to this EOI. The following information is available about the registration process.

7 RFI INSTRUCTIONS 1) Registering as a Vendor with the United Nations Vendors interested in fulfilling the requirement described above must be registered with UN in order to be eligible to participate in any future solicitation. Information on the registration process can be found at Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (both parent and/or subsidiaries, if applicable) is not on, or associated with a company or individual on The 1267 List website ( and is not on the IIC Oil for Food List website ( B. Your company (both parent and/or subsidiaries, if applicable) is not currently removed, invalidated or suspended by the UN Headquarters, field missions or other UN organizations (including the World Bank) and is not under investigation by a government or UN Member State. C. You have no outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern. D. You currently do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN (in accordance with ST/SGB/2006/15, post-employment restrictions ( E. Your subsidiaries, agents, intermediaries and principals agree to cooperate with the United Nations Office of Internal Oversight Service during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( information on the registration process can be found at Vendors must complete the registration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Division within the 90 day-period will be automatically removed from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) RFI Process Vendors interested in responding should forward their information (as requested in the RFI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this RFI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of RFIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This RFI is issued subject to the conditions contained in the RFI introductory page on the UNPD Website indicated above.