BANKA SOCIETE GENERALE ALBANIA

BANKA SOCIETE GENERALE ALBANIA Request for Proposals (RFP) for: Maintenance works for Bank's premises and Construction works for relocation of Bank s offices inside Twin Tower Premises Issued on November 14 th, 2014 Deadline for Response: December 03 rd, 2014 12:00 CET

1 Objective of the RFP BANKA SOCIETE GENERALE ALBANIA is inviting eligible Albanian companies to submit a proposal for: Maintenance works for Bank's network premises and Construction works for relocation of Bank s offices inside Twin Tower Premises. Note: Partial bidding 1 is allowed in this RFP and such offers will be accepted. The objective of this RFP is to solicit offers from eligible firms for the purchase / service and delivery / implementation 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. For your information, the total estimated annual turnover for Maintenance works for Bank's network premises in all SGAL branches and Head Office, is 50,000 Euro. As a result of this solicitation, BANKA SOCIETE GENERALE ALBANIA expects to award one fixed price contract per each request. 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 one of the requests in this RFP 2

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 2007. 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 email 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: Ilir APOSTOLI Head of Procurement Sector E-mail: ilir.apostoli@socgen.com 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 E-mail: procurement.al@socgen.com 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 November 24 th, 2014- at the very latest. Beyond that date, no response will be provided. 3

2.3 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. Copy of legal registration certificate (QKR Extract of the last three months); 2. Presentation of the company, similar service realized with other Banks / Institutions and Curriculum vitae of the contact person (Account Manager), (in Hard or Soft Copy) 3. Copy of the licenses (Construction, electrical, data and other engineering Licenses) in case the company has a subcontracted person for the usage of the license, a copy of the contract must be provided; 4. Copy of the last year s financial Balance Sheet (certified from the Tax Authorities); 5. Number staff members with confirmation statement from Government Authorities (Drejtoria Rajonale Tatimore), 6. References for previous similar service with detailed description of start / end dates, locations and contact numbers for references (as per our format Appendix III), 7. Contract Agreement with subcontractors (electrical) if any and their copy of the license. 8. SLA & Warranty period proposed (as per our format Appendix II); 9. Financial Proposal in hard copy signed and stamped (in a separate envelope); 10. 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 proposals sent via e-mail 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 submitted in electronic format (in PDF) in a CD. The financial proposal must not be delivered electronically via e-mail. It must arrive in hard copy sign and stamped and electronic format 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. 2 In case of discrepancies between the hard copy and the electronic one, only the hard copy is considered. 4

Your financial proposal must be prepared in hard copy and sealed in a separate envelope (inside the big envelope). 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 Do not open before.. The outside envelope will bear the following indications: Banka Societe Generale Albania General Resources Department For the attention of: Mr. Ilir Apostoli Head of Procurement Sector (Name of the bidding service provider) We must receive the paper version of the commercial proposals on or before December 03 rd, 2014 12:00 CET, at Bank s Protocol Office: Bul. Deshmoret e Kombit, Kullat Binjake, Kulla 1, Kati 9, Tirana. All suppliers invited in this process will have to indicate, by fax or email, whether or not they intend to submit a proposal by November 21 st, 2014 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

2.4 Financial proposal The financial proposal of the bidder should be quoted in Albanian Leke, should include the price per square meter, linear meter or per piece and will have to valid for three (3) months as of the date when the offer is received by the Banka Societe Generale Albania. A - The financial proposal delivered to us for the maintenance works in branches should have the following layout: Nr Item Unit Price/Unit 1 2 3 4 5 etc Note: In the above prices, must be included all the other costs related to the service (such as: personel transfer outside Tirana, etc). The price offered should be the same for Tirana and the locations outside it. The financial proposal delivered to us for the small repairs or partial works in branches, should have only the quotation of the price per kilometer (one way trip). The number of trips needed for the performing of the repairs will be negotiated during the costs estimation phase: Nr Travel distance Kilometres Price/Unit 1 Tirana other city Note: The transportation fee for the locations outside Tirana must be expressed in ALL/KM. The calculation of the distance covered will be done for one way of the trip and not for round trip. E.g. The distance to Lushnja is 100 KM from Tirana, if the price per KM is set at 5 ALL/KM the total to be paid by the bank will be 100 KM x 5 ALL/KM = 500 ALL. (The distance and prices mentioned in the example are purely indicative and not to be referred to). Note: The prices per unit at financial proposals should have specified if VAT is included or not. 6

B - The financial proposal delivered to us for the construction works for relocation of Bank s offices inside Twin Tower Premises should have the following layout: Nr Item Unit Price/Unit 1 2 3 4 5 etc Note: The bidder has to specify the realization time for relocation of offices inside and also provide the Time schedule for these works. Note: In the above prices, must be included all the other costs related to the service (such as: personel transfer inside Tirana, etc). 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. After a detailed analysis of the proposals, only the most competitive suppliers according to the selection criteria established will be selected to participate in the negotiations that will lead to an eventual one year contract as the Banka Societe Generale Albania service provider for the goods and services described below. 7

2.5 General terms 2.5.1 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. 2.5.2 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. 2.5.3 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 8

2.5.4 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. 2.5.5 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. 2.5.6 Contractual documents The bidder is hereby warned that the service and its response will be an integral part of the contract. 2.5.7 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. 2.5.8 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 for Maintenance works for Bank's network premises will be December 2014 December 2015. This contract will be valid for 1 (one year) and no price changes is allowed during this period. 2.5.9 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

3 Specification of the RFP 3.1 Requirements The supplier shall be able to provide in Tirana and other cities where BANKA SOCIETE GENERALE ALBANIA is present the following patterns and make sure they fully meet the requirements set forth in this Request for Proposal. 1 - In Appendix IV, you will find a list of the items that can be used for the realization of the Maintenance works for Bank s premises. DECLARATION OF COMMITMENT By submitting your offer in this tender, the companies commit to realize all the works that the bank will deem necessary and request to be done however small will be the amount of work needed and whatever will be the location where the works will be performed. This fact will be part of the contract that will be signed between the parties. Failure to meet this reuest will result in disqualifying of the company from the tendering processes of SGAL. 2 - In Appendix V, you will find the detailed preventive of works to be realized for: Relocation of Bussines Division Offices,Twin Tower, 10-th floor, Tirana. Riorganization of Finace Department, Protocol, GSec, Marketing, Twin Tower, 9-th floor, Tirane, New Organization: New Cantina, Meeting Room, Inovation Lab.,Twin Tower, 4-th floor, Tirane. 3.2 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. 3.3 Timing and Budget Guidelines The assignment is expected to commence on December 2014 or as soon as agreement to the Technical and Financial proposal is reached and a contract signed. 10

4 Qualifications and selections criteria 4.1 Qualifications Interested companies shall demonstrate the following: At least 5 years of experience on construction field. Similar previous services with other Banks and/or other institutions. Capable to provide high volume and quality within a short time; Capable to deliver required service in all SGAL network all over Albania. For detailed list of SGAL network refer to SGAL website:. 4.2 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 Supplier s organizational experience: References about quality of work performed in similar contracts References = 40 Quality of Tender documentation Quality = 10 Financial capacity: Financial health of the Company, Fin. Health = 10 Resources and SLA: Qualifications of proposed staff and resources for this particular subcontract Resources = 15 SLA and Warranty proposed SLA = 25 Maximum goes to the bidder with: Most extensive experience in offering the required services Documents provided are complete, relevant to the requirements and clearly related with the request of SGAL. Maximum goes to the bidder with best financial figures Qualified staff and resources. Best SLA proposed (reaction time, response time, warranty, realization etc) for maintenance works for bank s premises Best SLA proposed for realization of preventive works for relocation of offices inside. 11

5 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 40 points and for the financial proposal will be weighted to 60 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 85 40 (maximum) B 74 35 (74 * 40 / 85) C 60 28 (60 * 40 / 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 = 40/85) 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 3 Weighted Price Score (price EUR) C 1000 (lowest) 60 (maximum) A 1200 50 (60 * 1000 / 1200) B 1500 40 (60 * 1000 / 1500) Total Score for each Provider is: Company Total Score A 40 + 50 = 90 B 35 + 40 = 75 C 35 + 50 = 85 The winner in this example is Company A. The Bank will notify all the participants via e-mail regarding the results of the tender. 3 Prices listed here are only part of the example and are not related to this RFP 12

Appendix I - Acknowledgment of Receipt Acknowledgment of Receipt and Intent to Propose REQUEST FOR PROPOSAL (RFP) GRD-RFP-2014-019 Please fax this notification of receipt and intent to apply on or before November 21 st, 2014, 5:00 pm CET. In Attention of: Mr. Ilir Apostoli This information can be emailed to the contact above via email: Email: procurement.al@socgen.com ; A. Acknowledgment of Receipt: (Company) Hereby Acknowledges Receipt of RFP document. Print Name: Tel: Email 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 (Please specify) Direct invitation Website Other (Please specify) Note: Only proposals from bidders who returned this form completed and signed will be considered and evaluated. 13

Appendix II Service Level Agreement & Warranty period for Maintenance works of Bank's network premises All the bidders must indicate by fulfilling the table below the proposed level of service offered for SGAL. The bidders are free to propose for the intervention time in hours or days according to their experience.. Note: The proposed SLA will be part of the contract and subject to penalties in case it is not respected! Type of request Response Time (verification) Restore Time (fixing) Maintenance works in Tirana In hours In hours or days Maintenance works within 100 km from Tirana In hours or days In days Maintenance works above 100 km from Tirana In days In days The bidder has to specify the warranty period in the table below: Nr. Description Warranty period in months 1 Warranty for the maintenance works done 14

Appendix III Similiar Contract references Nr Customer name Start date End date Type of service Cities (branches) covered for this service Contact person/position Contact number 1 XXXXXXXX 15.10.2012 14.10.2014 Construction works Only in Tirana Ilir Apostoli 068 xx xx xxx 2 YYYYYYYY 25.11.2013 24.11.2015 Construction works All network (branches) in Albania Ilir Apostoli 068 xx xx xxx 3 4 5 6 7 8 Etc. Note: The above example is given to show how to fill the reference table.