LTA for provision of travel management services for UNDP Country Office and Other UN Agencies in Uzbekistan

SECTION 1: LETTER OF INVITATION


United Nations Development Programme, hereinafter referred to as UNDP  hereby invites prospective proposers to submit a proposal in accordance with the General Conditions of Contract and the Terms of Reference as set out in this Request for Proposal (RFP).

To enable you to submit a proposal, please read the following attached documents carefully.

Section 1: This Letter of Invitation

Section 2: Instruction to Proposers

Section 3: Data Sheet 

Section 4: Evaluation Criteria

Section 5: Terms of Reference

Section 6: Conditions of Contract and Contract Forms

Section 7: Proposal Forms

Form A: Technical Proposal Submission Form

Form B: Bidder Information Form

Form C: Joint Venture/Consortium/Association Information Form

Form D: Qualification Form

Form E: Format of Technical Proposal 

Form F: Financial Proposal Submission Form

Form G: Financial Proposal Form

If you are interested in submitting a proposal in response to this RFP, please prepare your proposal in accordance with the requirements and procedure as set out in this RFP and submit it by the deadline for submission of proposals set out in Section 3: Bid Data Sheet.

Should you be interested to submit a proposal, please log in to the online portal and subscribe to this tender following the instructions in the system user guide. Should you require  further clarifications, kindly communicate through the system as indicated in Section 3: Bid Data Sheet. 

Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org/ using the profile you may have in the portal. In case you have never registered before, follow the Supplier Portal Registration Link   to register a profile in the system. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

We look forward to receiving your proposal.

 

UNDP UZBEKISTAN









Tender Overview

Long - Term agreement for the provision of travel management services for UNDP Country Office in Uzbekistan and Other UN Agencies



Table of Contents


1 Overview

1.1 General Information

1.2 Tender Timeline

1.3 Response Rules

1.4 Terms

2 Requirements

2.1 Section 1. General Provisions

2.2 Section 2. Evaluation Criteria - Preliminary Examination

2.3 Section 3. Evaluation Criteria - Minimum Eligibility

2.4 Section 4. Evaluation Criteria - Qualifications

2.5 Section 5. Technical evaluation Criteria

2.6 Section 6. Financial Evaluation

2.7 Section I-1.

3 Lines

3.1 Line Information


1 Overview

1.1 General Information


Title

LTA for Travel Management Services

Amendment Description

Pre-bid meeting minutes are attached. Revised BDS with correct technical pass score (700 out of 1000).

Contact Point

Procurement Unit

Outcome


Two Stage Evaluation

Yes

E-Mail

pu.uz@undp.org

Reference Number

RFP/012/22

Beneficiary Country

Uzbekistan

Introduction

UNDP Uzbekistan has been identified as the Leading Agency to organize and conduct the bidding process on behalf of the following UN Agencies in Uzbekistan: UNDP, UNICEF, UNODC, UNFPA, FAO and other agencies (hereinafter referred to as "UN Agencies") who financially operating through UNDP (UN RC, UN RCC, OHCHR, UNDSS, UNOPS/GEF SGP, ILO, UNICRI and etc.).


In order to achieve further time and cost efficiency while ensuring outstanding quality of service, UN Agencies in Uzbekistan wish to enter into a Long-Term Agreement with a competent Travel Agency to serve all its travel management services for an initial period of two years with the option to extend for one additional year, subject to a satisfactory performance evaluation.


Hereby, UNDP Uzbekistan kindly invites eligible travel agencies to submit their proposal for provision of travel management services for UNDP Country Office and Other UN Agencies in Uzbekistan.


Pre-Bid conference will take place on August 9, 2022, at 11.00 AM Tashkent time via zoom platform (link will be shared along with the notice).  All interested companies are invited to participate in the conference.  Please inform us about your participation in the conference COB August 8, 2022, by sending letter to pu.uz@undp.org

Kindly provide information about your company name, number of participants in pre-bid meeting, names, job positions.   


The UNDP focal point for the arrangement is: 

Procurement Unit

Telephone: +998781203450 

E-mail: pu.uz@undp.org  



Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. if you have an account, log in in this link: http://supplier.quantum.partneragencies.org using your username and password. User the forgotten password/username feature if you do not remember them. If you do not have an account already, you can register one following this link: https://estm.fa.em2.oraclecloud.com/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=300000127715271.


Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.


UNDP OFFICE Uzbekistan

PROCUREMENT UNIT

This is a two stage negotiation and all responses will be evaluated in two stages.

1.2 Tender Timeline


Preview Date

Open Date

11/08/22 09:56 AM

Close Date

25/08/22 06:00 AM



Time Zone

Coordinated Universal Time


1.3 Response Rules


This negotiation is governed by all the rules displayed below.


Rule

An Image

Negotiation is restricted to invited suppliers

An Image

Suppliers are allowed to respond to selected lines

An Image

Suppliers are allowed to provide multiple responses

An Image

Suppliers are allowed to revise their submitted response


1.4 Terms


Negotiation Currency

USD




2 Requirements


*Response is required

Please fill the forms attached and upload for the related requirement. 


Make sure you upload financial proposal at the section where it is required. Prices and other financial information MUST NOT be disclosed in any other place except in the financial proposal. Failure in compliance with the mentioned condition shall result in rejection of the offer.


IMPORTANT NOTICE: DO NOT DISCLOSE your price anywhere in your submission or e-tendering system other than encrypted financial proposal. Please insert "1" as your bid price in e-tendering line item.


2.1

Section 1. General Provisions
















*1.

General Instructions to Proposers
This tender is governed by the provisions in Section 2. General Instructions to Proposers herewith attached. By participating and submitting an offer you confirm to have understood and accepted such provisions.


Attachments:

File Name or URL

Type

Description

Section 2 General Instructions

File

General Instructions



Target: Confirm acceptance of instructions and provisions of this tender


*2.

Bid Data Sheet
Bid Data sheet contains information and instructions specific to this Tender. Please confirm to have read, understood, and accepted such provisions, herewith attached.


Attachments:

File Name or URL

Type

Description

Bid Data Sheet final.docx

File

BDS



Target: Have read and understood provisions in BDS


2.2

Section 2. Evaluation Criteria - Preliminary Examination
















*1.

General Conditions of Contract
Do you accept the General Conditions of Contract as specified in Section 6


Attachments:

File Name or URL

Type

Description

PSU_UNDP GTCs for Contracts.pd

File

GTC

PSU_Model Travel Agency Agreem

File

Model Agreement



Target: Accept General Conditions of Contract


*2.

Proposal Validity
Do you accept that your proposal is valid as required in General Instructions and Bid Data Sheet sections?






*3.

Form A: Proposal Confirmation
Have you provided Proposal Submission as per the form provided, duly signed by a legal representative of your company?




Target: Technical Proposal Submitted


*4.

Form B: Proposer Information
Have you submitted form B with information on proposer using the template herewith attached?






*5.

Form C: Joint Venture/Consortium/Association Information
Have you provided information on Joint Venture/Consortium/Association Information using the template and instructions attached?
Choose the applicable answer from options below.






*6.

Form D: Eligibility and Qualifications
Have you submitted the information requires to establish eligibility and qualifications as per Form D herewith attached?




Target: Information provided


*7.

Form E: Technical Proposal
Have you submitted technical proposal using template herewith attached?




Target: Technical Proposal Submitted


*8.

Form E: CVs of Proposed Key Personnel
Have you provided CVs of key proposed personnel using the template herewith attached?
Upload CVs individually in technical evaluation criteria section further below.




Target: CVs uploaded for all key personnel


2.3

Section 3. Evaluation Criteria - Minimum Eligibility
















*1.

Legal Registration
Bidder is a legally registered entity and all relevant information is provided.
Upload scanned copies of legal registration documents according to options listed below and any other relevant document.






*2.

Sanctions List
Do you confirm that you are not suspended, nor otherwise identified as inelibile by any UN organization, The World Bank Group or any other International  Organization in accordance with section 2 Article 4.




Target: Not suspended or ineligible


*3.

Bankruptcy
Do you confirm that you have not declared bankruptcy or not involved in bankruptcy or receivership proceedings and there is no judgment or pending legal action against the company that could impair operations in the foreseable future.






2.4

Section 4. Evaluation Criteria - Qualifications
















*1.

History of non-performing contracts
Provide history of non-performing contracts that did not occur as a resulf of contractor default within the last 3 years.
Non-performance, as decided by UNDP, shall include all contracts where (a) non-performance was not challenged by the contractor, including through referral to the dispute resolution mechanism under the respective contract, and (b) contracts that were so challenged but fully settled against the contractor. Non-performance shall not include contracts where Employer's decision was overruled by the dispute resolution mechanism. Non-performance must be based on all information on fully settled disputes or litigation, i.e. dispute or litigation that has been resolved in accordance with the dispute resolution mechanism under the respective contract and where all appeal instances available to the Bidder have been exhausted.  






*2.

Litigations
No Consistent history of court/arbitral award decisions against the proposer for the last 3 years.






*3.

Relevant Experience
Indicate the number of years of relevant experience of the company.
Company must have at least 5 years of relevant experience in managing the travel related services for National/Multi-National organizations .



Response attachments are optional.



*4.

Recent Experience
Indicate the number of contracts of similar nature and complexity implemented over the last 3 years. Provide information on such contracts as per the template/form provided.
For JV/Consortium/Association, all parties cumulatively should meet requirement.
Bidder must provide at least 3 recent corporate long-term agreements, 3 recommendation letters for the last 3 years .



Response attachments are required.



*5.

IATA membership

Indicate the year of entering to the IATA. Please attach valid IATA membership certificate.

Bidder should have IATA membership for the last 3 years. 




Response attachments are required.



*6.

Duly licensed in the country and minimum 1 branch located in Tashkent.


Please attach valid license and indicate branches. 




Response attachments are optional.



*7.

Number of tickets sold annually. 

Please indicate the numbers of tickets sold annually for the last 3 years.  

Bidder should have minimum 5,000 tickets sold annually in 2019-2021




Response attachments are optional.



*8.

Financial Standing - Liquidity
The ration average current assets/Current liabilites over the last years must be equal of greater than 1. Proposers must include audited balance sheets overing the last 3 years.
Indicate the average ratio



Response attachments are required.



*9.

Financial Standing - Turnover
Proposer should have annual sales turnover of minimum USD 500 000 equivalent for the last 3 years.
Provide average turnover amount for the last 3 years in USD.



Response attachments are optional.



2.5

Section 5. Technical evaluation Criteria
















1.

Technical evaluation criteria of the proposal

The technical proposal will be evaluated based on the criteria set here below following the maximum obtainable points set. Evaluation team will score each criteria based on the information provided in the proposal. To pass the technical evaluation, the proposal must score at least 70% of the maximum total obtainable points.







*2.

Reputation of the organization and staff Credibility
Assess reputation of the organization and credibility and reliability of its stand and standing in the industry.
Write a short paragraph highlighting main points relevant to this criteria. Add attachments if needed.






*3.

General organizational capability
Write a short paragraph highlighting key points related to organizational capability which is likely to affect implementation: 

Financial stability and strength for the last three years (liquidity ratio more than 1 for the past 3 fiscal years) 15 points for the provision of each year financial statement

- Management structure (20 points)

- extent to which any work would be subcontracted (subcontracting carries additional risks which may affect project implementation, but properly done it offers a chance  to access specialized skills.)

No – 15

Yes - 0


Include attachments if needed.




Response attachments are optional.



*4.

Specialized knowledge and experience
Write a short paragraph highlighting specialized knowledge and experience on similar engagements done in the region/country. Please indicate existing Offices/Branches in Uzbekistan. Include attachments if needed.



Response attachments are optional.



*5.

Quality Assurance and risk mitigation measures
Write a short paragraph highlighting key quality assurance procedures and risk mitigations measures in place. Include attachments (e.g. internal policies) as applicable.



Response attachments are optional.



*6.

Organization commitment to Sustainability
Organization is compliant with ISO 14001 or ISO 14064 or equivalent (Provide copy of certificates) – 20 points
Organization is a member of the UN Global Compact (provide proof) – 5 points
Organization demonstrates significant commitment to sustainability through some other means (for example internal company policy documents on women empowerment, renewable energies or membership of trade institutions promoting such issues). Provide copies of internal policies – 5 points






*7.

Experience on Similar Projects (Experience in Travel Management for the past 3 years in terms of number of tickets issued). Please indicate the clients for long terms agreement






*8.

Travel Management Experience with UN Agencies or International agencies/companies inside Uzbekistan 






*9.

Please attach at least 3 reference check, letters from the past clients.



Response attachments are optional.



*10.

Understanding of Requirement
Have the important aspects of the task been addressed in sufficient detail? Are the different components of the project adequately weighted relative to one another?
Write a short paragraph only. Needs to be demonstrated in the technical proposal.



Response attachments are optional.



*11.

Approach and Methodology
Description of the Proposer's approach and methodology for meeting or exceeding the requirements of the Terms of Reference keeping in mind the appropriateness to local conditions and project environment.



Response attachments are optional.



*12.

Capability in anticipating peak booking periodsand doing staff adjustment and Resource Capability including on-site management of staff.  (Company Strategy to implement the contract)



Response attachments are optional.



*13.

Billing and reporting system 
Description of available performance monitoring and evaluation mechanisms and tools; flexibility and adaptability of the travel agent reporting system. (Monthly/Quarterly)



Response attachments are optional.



*14.

Implementation Plan
Assessment of the implementation plan proposed including whether the activities are properly sequenced and if these are logical and realistic



Response attachments are optional.



*15.

Partnerships
Special attention should be given to providing a clear picture of the role of each entity and how everyone will function as a team.  



Response attachments are optional.



*16.

Composition and structure of proposed team
Are the proposed roles of the management and the team of key personnel suitable for the provision of the necessary services?



Response attachments are optional.



*17.

Qualifications of key Operations Manager/Supervisor
Minimum of six (5) years corporate travel and supervisory experience - 40 points
Education/Professional Certification (master's degree or certificate of Travel Management Services) - 20 points
Experience in UN/multilateral organization in working in similar field - 20 points
Fluency in English and Russian - 10 points
Attach CV



Response attachments are required.



*18.

Qualifications of key personnel -  Expert 1
minimum two (2) years of practical experience in the management of travel services, in operating the automated reservation and ticketing systems - 30 points
Specific experience relevant to assignment - 20 points
Experience in UN/multilateral organization in working in similar field - 20 points
Fluency in English and Russian  - 5 points
Attach CV



Response attachments are required.



*19.

Qualifications of key personnel - Expert 2
minimum two (2) years of practical experience in the management of travel services, in operating the automated reservation and ticketing systems - 30 points
Specific experience relevant to assignment - 20 points
Experience in UN/multilateral organization in working in similar field - 20 points
Fluency in English and Russian  - 5 points
Attach CV



Response attachments are required.



2.6

Section 6. Financial Evaluation
















*1.

Financial Proposal
Please provide the cost breakdown of your financial proposal as per the template and instructions provided. Indicate the total amount here and make sure it matches with the total amount indicated line items.



IMPORTANT NOTE: The amount of the Financial Offer MUST NOT be mentioned anywhere in the submitted documents or eTendering system.  Failure in compliance with the mentioned condition shall result in rejection of the offer. Please insert "1" as your bid price in e-tendering line item.


The Bidder is required to prepare the Financial Proposal following the attached format and submit it separately from the Technical Proposal as indicated in the Instruction to Bidders. Any Financial information provided in the Technical Proposal shall lead to Bidder's disqualification. 


Please note that while filling the form negative figure for financial offer can also be derived. It is normal considering discount and service fee offered


The format shown on the following pages is suggested for use as a guide in preparing the Financial Proposal. The format includes specific expenditures, which may or may not be required or applicable but are indicated to serve as examples. 

 

The discounts and service fee per ticket provided by bidders below shall remain valid for the duration of the Long-Term Agreement. 


Please insert your proposal in A1 and B1 in the table attached.



Attachments:

File Name or URL

Type

Description

RFQ_012_22_Financial form to b

File

Financial offer to be completed





2.7

Section I-1. 





















3 Lines

Instructions


3.1 Line Information



Line

Category Name

Item

UOM

Estimated Quantity

Unit Price

Total Price

AdditionalAttributes

1-LTA services fee

78111502

Ea

1