International Organization for Migration
Location
Iraq
Level of Urgency
High Priority
IOM Preferred Delivery Timeline
4-6 weeks
RFP Reference No.:
2022/ERB/FMR/07-25
This call is open to all professional leading consulting firms for Transport & Logistics services that at least have five (5) years’ experience in Fleet Management Review and provide at least three (3) References of similar work.
- Background
Established in 1951, the International Organization for Migration (IOM) is the leading United Nations Migration Agency in the field of migration that works closely with governmental, intergovernmental, and non-governmental partners. IOM ensures the orderly and humane management of migration, promote international cooperation on migration issues, assist in the search for practical solutions to migration problems, and provide humanitarian assistance to migrants in need including refugees and Internally Displaced Persons (IDPs).
The International Organization for Migration (IOM) in Iraq, within fragile security environment, operates a multi-sectoral response that includes the provision of camp management and camp coordination, shelter and infrastructure rehabilitation, health care, mental health and psycho-social support services, livelihood assistance, protection, and support for national migration policy development. IOM Iraq while operating to achieve its goals of the stated activities operate and use vehicles rented from third parties for IOM staff members with a total number that range between 250 to 350 vehicles on a monthly basis in all over Iraq for different offices and for different progrmme units.
IOM is looking for a professional leading consulting firms for Transport & Logistics services that can do an overall evaluation of the organization’s current decentralized fleet management practices of their third-party vehicles and cover shortcomings, costs and benefits and disadvantages and provide recommendation in line with the scope of this Terms of Reference.
SCOPE OF WORK AND RESPONSIBILITIES
- RESPONSIBILITIES
IOM Iraq is seeking an experienced consulting firm to perform a Fleet Management Review addressing the below components:
- An Analytical Assessment of IOM Iraq’s existing fleet and best exit strategy.
- An Analytical Assessment of IOM Iraq’s new fleet management under consideration.
- Report/Recommend Best Practices and new Fleet Management Solution and associated risks mitigation.
- Report/Recommend Fleet management software (WFP FleetWave, IOM Turkey FMS, WFP Humanitarian Booking Hub, Book&Move by CLC and/or any other systems).
- SCOPE OF WORK
IOM to looking to enhance its fleet management by exiting the current methodology used and adopt a new fleet management approach & practices with the aim of covering shortcomings and centralize fleet management to IOM Iraq Logistic Unit instead of Programme Units and to determine the most effective manner in which to provide fleet services to the 250-300 third-party vehicles required to support IOM Iraq operations and incorporate best practices. Also, to identify the risks associated with such change and provide recommendation how to mitigate them.
The selected firm will be responsible to submit a comprehensive assessment report covering the above (4) four components mentioned in point 5, and develop a business plan and recommendations regarding the services provided by the Fleet Service to all IOM Iraq different departments and office operating in Iraq upon a review of:
- IOM Iraq existing fleet management, operational needs, and allocated budget.
- Vehicles rental local market rates, including review of methodology and costing with regards to the impact on operational budgets,
- Optimal replacement timing, versus leasing, versus renting considering seasonal operational needs,
- Recommendations do more to ensure the use of simple eco-driving techniques and better trip planning
- How IOM Iraq Fleet Operation compares with similar UN Agencies, and/or private sector organization’s performance measurement criteria and benchmarking information.
The entire process should be carried out in close consultation with the requesting unit in IOM Iraq, which is the Procurement & Logistics Unit which will also coordinate the other consultation session with other internal units and external parties as well.
- ELIGIBILITY & REQUIREMENTS
- Licensed and specialized in the logistical services field subject of this Call for proposal.
- Have at least five (5) years’ experience in Fleet Review Management out of which at least one in a context similar to Iraq.
- Provide at least three (3) References of similar work.
- The consulting firm selected to provide the services should be able to operate in Iraq in line with their proposal and assessment mythology to be applied and to be able to closely cooperate with IOM Iraq staff and other staff and entities may be brought in or designated to support the project as required.
- The company should ensure the services received by IOM under this project is of a high quality and standards and Business Plan & Recommendations are realistic and can be implemented by IOM to its full satisfaction.
CONFIDENTIALITY, AND INTELLECTUAL PROPERTY
- Confidentiality
All information which comes into the Service Provider’s possession or knowledge in connection with this project is to be treated as strictly confidential. The Service Provider shall not communicate such information to any third party without the prior written approval of IOM. The Service Provider shall comply with IOM Data Protection Principles in the event that it collects, receives, uses, transfers or stores any personal data in the performance of this project.
- 10. Intellectual Property
All intellectual property and other proprietary rights including, but not limited to, patents, copyrights, trademarks, and ownership of data resulting from the performance of the Services shall be vested in IOM, including, without any limitation, the rights to use, reproduce, adapt, publish and distribute any item or part thereof.
How to apply
REQUEST FOR PROPOSALS (RFP) AND GENERAL INSTRUCTION TO SERVICE PROVIDERS
BID DATA SHEET (BDS)
The International Organization for Migration (IOM) is an intergovernmental humanitarian organization established in 1951 and is committed to the principle that humane and orderly migration benefits both migrants and society.
In the framework of [Fleet Management Review],the IOM invites interested Service Providers to submit Proposals for the proposed project.
The following data sheet outlines Instructions to the Service Providers, Terms of Reference (annexed) and administrative requirements that Service Providers will need to follow in order to prepare and submit their Proposal for consideration by IOM.
No.
Data
Specific Instructions / Requirements
1
Tender Tittle
[Fleet Management Review of IOM Third-Party Vehicles in Iraq]
2
RFP Reference No.:
2022/ERB/FMR/07-25
3
Language of the Proposal
English
4
Contract Price
Prices quoted by the Service Providers shall be fixed during the Service Providers performance of the contract and shall not be subjected to price escalation and variation on any account, unless otherwise approved by IOM. A submitted Proposal with an adjustable price Proposal will be treated as non-responsive and will be rejected.
5
Submitting Proposals for Parts or Sub-Parts of the Schedule of Requirements (Partial Proposals)
Not Allowed
6
One Proposal per Bidder
Each Bidder shall submit only one Proposal
7
Alternative Proposals
Shall not be considered
8
Pre-Tender Conference
Not Required
9
Proposal Validity Period
90 days
10
Documents Comprising the
Proposal
The Proposal shall comprise of the following documents:
a) Documents Establishing the Eligibility and Qualifications of the Bidder;
b) Technical Proposal;
c) Financial Proposal;
d) Bid Security, if required;
e) Any attachments and/or appendices to the Proposal.
11
Late Proposals
Any Proposal received by IOM after the deadline will be rejected
12
Bid Security
Not Required
13
Advance Payment upon Signing of Contract
Not Allowed
14
Liquidated Damages
Will be imposed as follows:
Percentage of contract price per day of delay: 0.3%
Max. number of days of delay 30, after which IOM may terminate the contract
15
Performance Security
Not Required
16
Currency of Proposal
United States Dollar
17
Deadline for submitting requests for clarifications/questions
5 days before the submission deadline
18
Contact details for submitting clarifications/questions
Focal Person in IOM: Procurement Unit
Address: Erbil Office, Building No. 319/245-5, Gulan Street
E-mail address: [email protected]
19
Manner of disseminating supplemental information to the RFP and responses/clarifications to queries
Direct communication to prospective Bidders by email to [email protected]
20
Deadline & Address for Submission of Proposals
21 August 2022, 11:00 PM (GMT+3 Iraq time)
Email Address: [email protected]
21
Allowable Manner of Submitting Proposals
☐ Courier/Hand Delivery ☒ Submission by email
22
IOM will award the contract to
One Bidder Only
23
Proposal Submission
Requirements
Electronic Submission (when applicable):
- Format: PDF files only
- All files must be free of viruses and not corrupted*.*
- Max. File Size per transmission: 9mb
- Mandatory subject of email: RFP No ………
- The Technical Proposal and the Financial Proposal files MUST BE COMPLETELY SEPARATE EMAILS AND EACH MARKED AS SUCH
24
Evaluation Method for
the Award of Contract
Combined Scoring Method, using the 70%-30% distribution for technical and financial proposals respectively. The minimum technical score required to pass is 70%.
25
Evaluation of Proposals
IOM will conduct the evaluation solely on the basis of the submitted Technical and Financial Proposals.
Evaluation of proposals is made in the following steps:
a) Preliminary Examination
b) Minimum Eligibility and Qualification
c) Evaluation of Technical Proposals
d) Evaluation of Financial Proposals
26
Documents to be submitted
Technical Proposal:
☒ Duly Completed Technical Proposal Forms (TPF Forms);
☒ Certificate of Incorporation / Business Registration (if applicable);
☒ Valid license for the type of services required, issued by the relevant Government Authorities;
☒ Company Profile, which should not exceed three (3) pages, including printed brochures or catalogues relevant to the Services being provided;
☐ Reference from the bank indicating the company’s total cash flow for the last 3 years (dated no earlier than the month of submission);
☐ Conclusion of the last audit of the company (if any), balance sheets certified by the tax authorities for the last 3 years;
☐ Reference-list on the availability of liquid assets, real estate, credit lines and other financial resources;
☒ 3 Reference letters from other UN Agencies, INGO or other entities for similar services provided;
☐ Bid Security, if applicable;
☒ Vendor Information Form, Code of Conduct for IOM Vendors and Vendor Information Sheet.
The Technical Proposal shall not include any price or financial information.
Financial Proposal:
☒ Duly Completed Financial Proposal Forms (FPF Forms);
The Financial Proposal shall be prepared using the Standard Form provided in RFP Forms. It shall list all major cost components associated with the services, and the detailed breakdown of such costs. Any output and activities described in the Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included in the prices of other activities or items, as well as in the final total price.
27
Preliminary Examination
See below Evaluation Criteria Section
28
Evaluation of Eligibility and Qualification
See below Evaluation Criteria Section
29
Expected Date for Commencement of Contract
September 20, 2022
30
Delivery Place
IOM Iraq
31
Settlement of Dispute
The United Nations Commission on International Trade Law (UNCITRAL) arbitration ruleswill apply for any dispute, controversy or claim that will arise in relation to the Contract
32
IOM will award the contract to
One Bidder Only
33
Right to Accept, Reject, Any or All Proposals
IOM reserves the right to accept or reject any Proposal, to render any or all of the Proposals as non-responsive, and to reject all Proposals at any time prior to award of contract, without incurring any liability, or obligation to inform the affected Bidder(s) of the grounds for IOM’s action. IOM shall not be obliged to award the contract to the lowest priced offer.
34
Right to Vary Requirements at the Time of Award
At the time of award of Contract, IOM reserves the right to vary the quantity/volume of services, by up to a maximum ten percent (10%) of the total Contract Price, without any change in the unit price or other terms and conditions.
35
Price Verification
Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by IOM. The unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the final price based on IOM’s re-computation and correction of errors, its quotation will be rejected.
36
Bidding Forms
Bidding Forms can be found enclosed/attached with the RFQ as following here:
- Vendor Information Form
- Code of Conduct for IOM Vendors
- Other Bidding Forms
37
Other Information Related to the RFP
As given in Terms of Reference
EVALUATION CRITERIA
Preliminary Examination Criteria
Proposals will be examined to determine whether they are complete and submitted in accordance with RFP requirements as per below criteria on a Yes/No basis:
- Appropriate signatures
- Power of Attorney (if applicable)
- Minimum documents provided
- Technical and Financial Proposals submitted separately
- Proposal Validity
- Bid Security (if required) submitted as per RFP requirements with compliant validity period
IOM reserves the right to reject any Proposal at this stage.
Minimum Eligibility and Qualification Criteria
Eligibility and Qualification will be evaluated on a Pass/Fail basis.
Subject
Criteria
ELIGIBILITY
- Licensed and specialized in the logistical services field subject of this Call for proposal.
- Have at least five (5) years’ experience in Fleet Review Management out of which at least one in a context similar to Iraq.
- Provide at least three (3) References of similar work.
- The consulting firm selected to provide the services should be able to operate in Iraq in line with their proposal and assessment mythology to be applied and to be able to closely cooperate with IOM Iraq staff and other staff and entities may be brought in or designated to support the project as required.
Legal Status
Vendor is a legally registered entity
Eligibility
Vendor is not suspended, nor debarred, nor otherwise identified as ineligible by IOM or any other UN Organization
Conflict of Interest
No conflicts of interest detected
QUALIFICATION
History of Non-Performing Contracts
Non-performance of a contract did not occur as a result of contractor default for the last 3 years
Litigation History
No consistent history of court/arbitral award decisions against the Bidder for the last 3 years
Previous Experience
Minimum 3 years of relevant experience
Minimum 2 contracts of similar value, nature and complexity implemented over the last 3 years
Financial Standing
Minimum average annual turnover of USD 1000,000 for the last 3 years. Bank statement indicating the total turnover of the company for the last 3 years
Bidder must demonstrate the current soundness of its financial standing and indicate its prospective long-term profitability
Evaluation of
Technical and
Financial Proposals
The evaluation committee shall review and evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference and other RFP documents, applying the evaluation criteria, sub-criteria, and point system specified below the document. A Proposal shall be rendered non-responsive at the technical evaluation stage if it fails to achieve the minimum technical score indicated in the BDS.
In the second stage, only the Financial Proposals of those Bidders who achieve the minimum technical score will be opened for evaluation. The Financial Proposals corresponding to Technical Proposals that were rendered non-responsive shall be disregarded for further evaluation.
The evaluation method that applies for this RFP shall be as indicated in the BDS, which may be either of two (2) possible methods, as follows: (a) the lowest priced method which selects the lowest evaluated financial proposal of the technically responsive Bidders; or (b) the combined scoring method which will be based on a combination of the technical and financial score. When the BDS specifies a combined scoring method, the formula for the rating of the Proposals will be as follows:
Rating the Technical Proposal (TP):
TP Rating = (Total Score Obtained by the Offer / Max. Obtainable Score for TP) x 100
Rating the Financial Proposal (FP):
FP Rating = (Lowest Priced Offer / Price of the Offer Being Reviewed) x 100
Total Combined Score:
Combined Score = (TP Rating) x (Weight of TP, e.g. 70%) + (FP Rating) x (Weight of FP, e.g., 30%)
Technical Evaluation Criteria
Maximum
Assessment
i) Relevant experience and financial capacity
- Specific experience of the Service Provider relevant to the assignment for the last (5) five years.
15
- Similar contracts with public sector, non-governmental agencies, and related contracting authorities
15
- Financial capacity annual turnover in last three years (Bank/Financial Statement Provided, Y/N)
10
Total points for criterion (i)
40
ii) Adequacy of the proposed methodology and work plan in response to the Terms of Reference
- Technical approach and methodology
15
- Work plan
15
Total points for criterion (ii)
30
iii) Staffing capacity and competence for the assignment:
- Organization and staffing
30
Total points for criterion (iii)
30
Overall total score
100
BIDDING FORMS CHECKLIST
This form serves as a checklist for preparation of your Proposal. Please complete the Bidding Forms in accordance with the instructions in the forms and return them as part of your Proposal submission. No alteration to format of forms shall be permitted and no substitution shall be accepted.
Before submitting your Proposal, please ensure compliance with the Proposal Submission instructions of the BDS.
Technical Proposal:
Have you duly completed all the Bidding Forms?
- TFP-1: Technical Proposal Submission Form
☐
- TFP-2: Qualification Form including Vendor Information Sheet
☐
- TFP-3: Description of the Approach, Methodology and Work Plan for Performing the Assignment
☐
- Certificate of Incorporation / Business Registration (if applicable)
☐
- Bid Security (if required)
☐
- Valid license for the type of services required, issued by the relevant Government Authorities
☐
- Company Profile, which should not exceed three (3) pages, including printed brochures or catalogues relevant to the Services being provided
☐
- Reference from the bank indicating the company’s total cash flow for the last 3 years (dated no earlier than the month of submission)
☐
- Duly Completed and Signed Vendor Information Form, Code of Conduct for IOM Vendors, and Vendor Information Sheet
☐
- Reference-list on the availability of liquid assets, real estate, credit lines and other financial resources
☐
- Reference letters from other UN Agencies of INGO for similar works implemented
☐
- Conclusion of the last audit of the company (if any), balance sheets certified by the tax authorities for the last 3 years
☐
Financial Proposal:
- FPF-1: Financial Proposal Submission Form
☐
- FPF-2: Financial Proposal Form (Breakdown of Costs)
☐
Annex A
Price-list Form
(This Form must be submitted only using the Service Provider’s Official Letterhead or the Service Provider may use its own template containing the below information)
#
Description of the Services
(attach Terms of Reference, if available)
Qty
Unit Price USD
Total Price USD
1
2
3
4
5
Total Costs of Services:
#
Other Required Information
Please specify
1
Delivery Time
2
Warranty Period, if applicable
3
Payment Terms
4
Validity of Quotation
5
Full contact details of the vendor (address, phone number, email address, website and etc.)
All other information that we have not provided automatically implies our full compliance with the requirements, terms and conditions of the RFP.
[Name and Signature of the Service Provider’s Authorized Person]
[Designation]
[Date]