REQUEST FOR PROPOSAL (RFP) - UNOPS

NORTH AMERICA REGIONAL OFFICE

REQUEST FOR PROPOSAL (RFP) Date: 04 April 2012 Dear Sir/Madam, Subject: Request for Proposals for Rapid Response BAC, EOD, Survey and Manual Clearance Teams Darfur UNAMID Ordnance Disposal Office (UNAMID ODO). Project: 00079025 – Ordnance Disposal Support to UNAMID Mission. Case no.: NAO/MA/UNAMID/RFP/12/006 1. The United Nations Office for Project Services (hereinafter “UNOPS”) is pleased to invite you to submit a proposal for the requirements described in Annex II of this Request for Proposal. 2. To enable you to submit a proposal, please find enclosed the following annexes: Annex I:

Instructions to Offerors

Annex II:

Statement of Works (hereinafter “SOW”) containing a description of UNOPS’ requirements for which these services are being sought

Annex III:

Proposal Submission Form to be completed and returned with your proposal

Annex IV:

UNOPS’ contract terms for professional services

Annex V:

Description and Qualifications of the Firm/NGO, and b) Guidelines for Preparation of Resume’s for Request for Proposals for UNOPS

Annex VI: Budget format 3. The deadline for submission of the proposal is: Date: 4th May, 2012 Time: 13:00 hours, New York time, USA, ref. wwp.greenwichmeantime.com. The above deadline is an absolute deadline. Proposals received later will be declared invalid. 4. Your offer comprising of technical proposal and financial proposal, in separate sealed envelopes, shall be addressed as follows: United Nations Office for Project Services Mine Action Cluster The Chrysler Building 405 Lexington Avenue, 5th Floor New York, New York 10174 United States of America and clearly marked with: 1


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ANNEX I INSTRUCTIONS TO OFFERORS 1. INTRODUCTION 1.1

General: Rapid Response BAC, EOD, Survey and Manual Clearance Teams Darfur UNAMID Ordnance Disposal Office (UNAMID ODO)

1.2

Eligible offerors: An Offeror may be a private, public or government-owned legal entity or any combination of them in the form of associations(s) including individuals, joint ventures or consortiums with a formal intent to enter into an agreement. Offerors shall not be eligible to submit an offer when at the time of bid submission: a) Offerors are already suspended by UNOPS, or, b) Offerors names are mentioned in the UN 1267 Terrorist list issued by the Security Council resolution 1267, which establishes a sanctions regime to cover individuals and entities associated with Al-Qaida and/or the Taliban, or, c) Offerors are suspended by the UN Procurement Division (UN/PD), or, d) Offerors have been declared ineligible by the World Bank Furthermore, as a condition of doing business with UNOPS it is necessary that suppliers, their subsidiaries, agents, intermediaries and principals cooperate with the Office of Internal Oversight Services (OIOS) of the United Nations, UNOPS Internal Audit and Investigations Group (IAIG) as well as with other investigations authorized by the Executive Director and with the UNOPS Ethics Officer (during preliminary reviews in line with UNOPS whistle blower policy) as and when required. Such cooperation shall include, but not be limited to, the following: access to all employees, representatives, agents and assignees of the supplier; as well as production of all documents requested, including financial records. Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNOPS to repudiate and terminate the contract, and to debar and remove the supplier from UNOPS’s list of registered suppliers. Joint venture, consortium or association: If you consider that your entity does not have all the expertise required for the delivery of the goods/works/services, there is no objection to your entity sub-contracting or associating with other entities, particularly with a firm in the country where the goods are to be delivered or the services/works to be undertaken. However, any invited entity may not participate in more than one consolidated proposal. Similarly, a local entity may associate with only one invited firm/institution that has been invited to offer. In the case of a joint venture, consortium or association: (a) all parties shall be jointly and severally liable to UNOPS for the fulfilment of the provisions of the contract; and (b) shall nominate one party who shall act as a leader with the authority to bind the joint venture, association or consortium during the solicitation process and, in the event a contract is awarded, during contract execution. The composition or the constitution of the joint venture, consortium or association shall not be altered without the prior consent of UNOPS.

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1.3.

Ethics clauses: UNOPS requires that Offerors observe the highest standard of ethics during the entire tender process and throughout the execution of the contract. Therefore the following will apply during the tender process and subsequent contract execution: (a) Any attempt by an Offeror to obtain confidential information, enter into unlawful agreements with competitors or influence any UNOPS representative, official, employee or other agent of UNOPS or any organization of the UN (United Nations) system during the process of UNOPS’ examining, clarifying, evaluating, comparing and selecting offers will lead to the rejection of its proposal and may result in exclusion from participation in future UNOPS tenders. (b) The Offeror must not be affected by any conflict of interest and shall have no particular link with other parties involved in the design or implementation of the project. (c) UNOPS reserves the right to suspend or cancel the contract if corrupt practices of any kind are discovered at any stage of the solicitation and award process or during the implementation of a contract. For the purposes of this provision, "corrupt practices" mean offering, giving, receiving or soliciting of, directly or indirectly, anything of value to influence the action of any UNOPS representative, official, employee or other agent of UNOPS or any organization of the UN system in the selection process or in the execution of a contract. (d) The Offeror warrants that it has not and shall not offer any direct or indirect benefit arising from or related to the performance of the contract or the award thereof to any representative, official, employee, or other agent of UNOPS or any organization of the UN system. (e) The Offeror represents and warrants that neither it nor any of its affiliates is involved in, either directly or indirectly, nor does it fund, either directly or indirectly, terrorist activities, notably upon basis of the consolidated list of individuals belonging to or associated with terrorist entities as established and maintained by the United Nations 1267 Committee. Any breach of this representation and warranty shall entitle UNOPS to terminate the contract immediately upon notice to the contractor, without any liability for termination charges or any other liability of any kind of UNOPS. Failure to comply with any of the ethics clauses may result in the exclusion of the Offeror or contractor from other UNOPS tenders.

1.4

UNOPS General Conditions of Contract: Offerors are requested to refer to the UNOPS General Conditions for Contracts for Professional Services for the provisions under which the contract will be performed.

1.5

Complaints: Offerors perceiving that they have been unjustly treated in connection with the solicitation or award of contract may complain, within five (5) working days after receipt of notification of unsuccessful offer, to the signatory of the solicitation documents, who will provide clarifications to the Offeror.

2. SOLICITATION DOCUMENTS 2.1

Acknowledgement of solicitation documents: The Offeror is requested to acknowledge receipt of the solicitation documents to UNOPS in writing via e-mail to confirm participation or nonparticipation. If you do not intend to submit a proposal, it is not necessary to return the documents unless requested to do so. Written advice should be sent to UNOPS as to whether future invitations

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for the type of services covered by this RFP are desired. Failure to comply with the above may result in the company being removed from the vendor list for the type of services covered by this RFP. 2.2

Examination of solicitation documents: The Offeror is expected to examine all instructions, forms, terms, drawings and requirements contained in the solicitation documents. Failure to comply with these documents will be at the Offeror’s risk and may affect the evaluation of the proposal.

2.3

Clarification of solicitation documents: A prospective Offeror requiring any clarification of the solicitation documents may notify the UNOPS contact specified herein (see paragraph 5 of the RFP letter) in writing at the e-mail address. UNOPS will respond in writing to any request for clarification of the solicitation documents that it receives at least 5 days prior to the deadline for the submission of proposals. Written copies of UNOPS’s response (including an explanation of the query but without identifying the source of inquiry) will be posted on UNOPS website under the respective business opportunity and all prospective Offerors that have acknowledged the receipt of the solicitation documents shall be notified accordingly. Oral explanations or instructions provided by UNOPS shall not be binding on UNOPS, except to the extent confirmed in writing by the UNOPS contact person. UNOPS will endeavor to provide the above clarifications expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of a proposal.

2.4

Amendments of solicitation documents: At any time prior to the deadline for submission of proposals, UNOPS may, whether at its own initiative or in response to a clarification requested by a prospective Offeror, modify the solicitation documents by amendment. All prospective Offerors that have received the solicitation documents will be notified in writing of any amendments to the solicitation documents or in case of an open tender, amendments will be posted on the UNOPS website under the respective business opportunity. In order to afford prospective Offerors reasonable time to take the amendments into account in preparing their proposals, UNOPS may, at its discretion, extend the deadline for the submission of proposals.

2.5

Bid Security: A Bid Security as part of the Bidder’s bid shall not be required. The successful Offeror should be prepared, if requested by UNOPS, to submit a performance security in the amount of 10% (ten percent) of the total contract value in favour of UNOPS in the form provided in (Annex III –C).

3.

3.1

3.2

PREPARATION OF PROPOSALS Technical and Procedural Aspects Language of the proposal: The proposals prepared by the Offeror and all correspondence and documents relating to the proposal exchanged by the Offeror and UNOPS shall be written in the English language. Any printed literature furnished by the Offeror may be written in another language so long as accompanied by an English translation of its pertinent passages in which case, for purposes of interpretation of the proposal, the English translation shall govern. Content of the proposal: The proposal must comprise a technical proposal and a financial proposal duly separated. The technical proposal must include the following components: (a) Proposal Submission Form (Annex III-A) 5


(b) Technical component (including the CV of personnel to be involved in the project as provided in (Annex – V)) (c) Consortium/joint venture/association form, if applicable The technical component must not contain any pricing information whatsoever on the services offered. Pricing information shall be separated and only contained in the financial proposal. The financial proposal must include the following components: (a) Cover letter (b) Price breakdown use the attached form (Annex VI). (c) Proposed payment schedule Technical proposal: The technical proposal should demonstrate that the Offeror meets all requirements and be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information: 1)

Proposal Submission Form: A statement of intent of the Offeror in which it undertakes to provide the services in conformity with the provisions as set out in the solicitation documents and the Offeror’s proposal. Please use the attached form (annex III-A).

2)

Technical component: The technical component should be structured in the following order: 2.1: Firm/institution's expertise: a. A brief description of your firm/institution’s capability to provide the services including your overall financial and managerial capacity. The information provided should be in a tabular format, including Employer, Country, Value of Contract and Achievements. Firm/institution/organizations which have current global UNOPS prequalification are not required to re-submit copies of their audited accounts. b.

An outline of your firm/institution’s recent and current experience including: projects of a similar nature projects for same client or other major similar clients projects undertaken in the country in question or in same geographical region

2.2: Understanding of the assignment: a. Any comments or modifications of importance you would propose to the SOW for the successful execution of the assignment, in particular its objectives and expected results. Innovativeness will be appreciated, including workable suggestions that could improve the quality/effectiveness of the assignment. b. An explanation of the risks and assumptions affecting the execution of the assignment. 2.3: Proposed approach, methodology and team composition: 6


This section should include a detailed description of your understanding of the assignment and the manner in which your firm/institution would respond to the SOW and execute the assignment: (a)

A detailed description of the approach proposed for implementation of the assignment. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them.

(b)

A detailed description of the proposed methodology for carrying out the activities and obtaining the expected results. You should highlight the compatibility of those methodologies with the proposed approach.

(c)

A description of the inputs/resources (team of personnel, facilities, etc.) required to achieve the expected results. You should describe the structure and composition of your team including support staff and list the main activities of the assignment and the key personnel(s) responsible for these activities. You should include the number of person-months in each specialization that you consider necessary to carry out all works required. The level of total professional/personnel inputs required excluding the mobilization and stand-down period is to be estimated. An organigram illustrating the reporting lines together with a description of such organization of the team structure should support your proposal. The curriculum vitae of all proposed personnel must be included in the proposal as an annex (suggested form Annex V). You shall note that down time as a result of absence or lack of a key staff member, e.g. medic, and/or equipment in accordance with IMAS and NTSG, may result in the full cost of the team/asset being deducted from the monthly payment.

2.4 Work plan and staffing schedule: (a) The timing, sequence and duration of the proposed activities including a Gantt chart illustrating milestones and delivery dates in the execution of the assignment. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the SOW and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, tables etc. to be delivered as final output, should be included here. (b)

A staffing schedule indicating the expected number of working days required from each category of personnel both international and national during the period of execution of the assignment and the proposed timing of each input for each proposed expert (show separately the work in the field and in the home office). The curriculum vitae of the Project Manager, Operations Manager, Administrative & Logistics Officer, International Field/ Technical Supervisors and any other personnel in managerial/supervisory positions should be submitted with your proposal. The curriculum vitae of each member of the team should clearly show which position the person will be carrying out. The CVs must include details of the candidate’s nationality, technical qualifications – including list of courses applicable to landmine and ordnance clearance, relevant military, civilian and managerial experience and language skills.

3)

Consortium/joint venture/association form: In the case of a consortium/joint venture/association, a form must be completed and signed in which each consortium partner must accept joint and all liabilities with the other consortium partners for the execution of the contract and gives a mandate to the leader to sign on its behalf (Annex III-B). 7


4) Price component: The price component must be completed using the attached form (Annex VI) and must include, but not necessarily be limited to, the following documents: 4.1) Cover letter: Wherein your firm/institution authorized representative affirms the following: (a)

a summary of the price in words and figures; and

(b)

the period of its validity

4.2) Price breakdown: The price must cover all the services to be provided and must be itemised as per the Annex VI. Please provide the breakdown separately by the phases of Mobilization, Operations and Demobilization for each year. The cost of Demobilization should be shown only once in the space indicated in the price form. These costs will be payable in the final year of the contract (at the end of year, 1, or 2 depending on possibility to extend the contract). The Price Component should be submitted according to the attached format for 2 years (each year separately). UNOPS will carry out the evaluation based on the option to enter into commitment with the winning Offeror either for 1 year or 2 years, depending on the likelihood of budget being available for 1 or 2 years. 5) Financial Aspects 5.1 Remuneration for preparation of proposal: The cost of preparing a proposal and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment. UNOPS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation process. 5.2 Proposal validity: Proposals must remain valid for one hundred and twenty (120) days from the deadline for submission of proposals. UNOPS will make its best effort to select a firm/institution within this period. 5.3 Proposal currency: The price component must be presented in a single currency, either in the currency of the Offeror's country or in any freely and fully convertible currency. 5.4 Duties and taxes: UNOPS is a tax exempt entity. Proposals must be submitted net of any direct taxes or customs duties. 4. 4.1

SUBMISSION OF PROPOSALS Format of proposal: A proposal shall contain no interlineations, erasures, or overwriting, except as necessary to correct errors made by the Offeror, in which case such corrections shall be initialed by the person or persons signing the proposal.

4.2

Submission of proposals: Your proposal must be submitted by the deadline specified in paragraph 3 of the RFP letter using the following method: (a) Courier/personal delivery: Your proposal shall be prepared in a duplicate with one marked "Original" and the other marked "Copy". In the event of any discrepancy between them, the original shall govern. Your proposal shall be submitted in one sealed outer and two sealed inner envelopes. 8


Both inside envelopes shall indicate the name and the address of the Offeror. The first inner envelope shall be marked "Technical proposal" and contain all required technical documents as specified in clause 3.2: Content of proposal (Technical component). The second inner envelope shall be marked "Price proposal" and shall include all required financial documents as specified in clause 3.2: Content of proposal (Price component). Proposals delivered by person are to be delivered to the address specified in paragraph 4 of the RFP letter. 4.3

Late submission of proposal: Proposals and modifications to proposals received after the deadline for submission of proposals will be rejected.

4.4

Modification to and withdrawal of proposal: Prior to the deadline for submission of proposals, proposals may be modified by their Offeror. Modifications to proposals are to be submitted in the same manner as described in clause 4.2 above: Submission of proposals. At any time prior to the proposal submission deadline, proposals may be withdrawn by written notice or in person by the Offeror, or the Offeror's duly authorized representative. Withdrawal of the submission after the deadline for the submission of proposals shall not be honoured, and in such cases UNOPS shall open and evaluate the offers together with the other offers received. If the supplier has furnished a proposal security, UNOPS shall withhold such security until the issue has been resolved.

4.5

Alternative proposals: Offerors shall submit a proposal in accordance with the requirements of the RFP. If an Offeror wishes to submit an alternative proposal, the proposal shall not derogate from the requirements of the RFP. An alternative proposal shall give full details necessary for its complete evaluation and include all documents and information required as specified in the RFP. In addition, the alternative proposal shall include a demonstration of the benefit of the alternative solution over the conforming solution, including quantifiable justification of any economic and/or technical advantage.

4.6

Confidentiality of proposal: If the Offeror wishes to restrict disclosure and/or use of the data included in a proposal for any purpose other than evaluation, a statement to that effect must be included in the proposal. However, no such restrictions shall apply if the Offeror is issued a contract.

5. 5.1

EVALUATION OF PROPOSALS Clarification of proposals: To assist in the examination, evaluation and comparison of proposals, UNOPS may at its discretion, ask the Offeror for clarification of its proposal. The request for clarification and the response shall be in writing and no change in price or substance of the proposal shall be sought, offered or permitted.

5.2 Preliminary examination: Prior to the detailed evaluation of each proposal UNOPS will undertake a preliminary examination and proposals will not be considered for further evaluation in cases where: (a) They are incomplete (i.e. does not include all required documents as specified in Annex 1, Instructions to Offerors, clause 3.2: Content of proposal) (b) The Offeror is not eligible as per Annex 1, Instructions to Offerors, clause 1.2: Eligibility criteria (c) Original proposal has not been properly signed (d) The validity of the proposal is not in accordance with the requirements of the RFP as specified in Annex I, Instructions to Offerors, clause 3.4 Proposal validity) 9


(e) Technical and financial documents have not been submitted in separate sealed envelopes and/or pricing information is included in the technical proposal envelope. 5.3

Evaluation criteria: A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical proposal being completed prior to any price proposal being opened and compared. The Price Component will be opened only for those firms/institutions whose Technical Component meets the requirements for the assignment. The total number of points which a firm/institution may obtain for its proposal is as follows: Technical proposal: 100 points Financial proposal: 50 points Total number of points: 150 points (1) Evaluation of technical proposal: The technical proposal is evaluated on the basis of its responsiveness to the SOW. The quality of each technical proposal will be evaluated in accordance with the following technical evaluation criteria and the associated weighting (total possible value of 100 points): (a)

Firms/institution’s expertise including capacity, financial stability and mine action experience and capacity in landmine and ordnance clearance techniques: 20 points;

(b)

Suitability of the approach and methodology including degree of innovation in approach and methodology and appropriateness of team composition and work plan; timeliness of required submittals; reasonableness of proposed comments, modifications and assumptions to the SOW: 60 points;

(c)

the qualifications and competence of the personnel proposed for the assignment for a total of (20 points). CVs are required for the senior positions specified on clause 3.2 above in order to evaluate the proposed personnel. The personnel will be rated in accordance with:

i. ii. iii.

their general qualifications – 3.0 points suitability for the assignment – 10.0 points previous Experience in the region of assignment – 5.0 points previous experience in landmine and ordnance clearance 2.0 points

A proposal shall be rejected at this stage if it fails to achieve the minimum technical threshold of 75% of the obtainable score of 100 points for the technical proposal. (2) Evaluation of financial proposal: For comparison and evaluation purposes, UNOPS will convert the proposal amount into USD at the official UN rate of exchange in force at the proposal submission date. The Price Component of any proposal will only be evaluated if the Technical Component of that proposal achieves a minimum of 75 points. Proposals failing to obtain this minimum threshold will not be eligible for further consideration. Proposals scoring the above threshold shall be checked for any arithmetic errors in computation and summation. Any arithmetical errors are corrected without prejudice to the Offeror as follows:

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a) where there is a discrepancy between the unit rate and the total amount derived from the multiplication of the unit rate by the corresponding quantity, the unit rate shall prevail and the total amount shall be corrected, unless in the opinion of UNOPS there is an obvious error in the unit rate, in which event the total amount as quoted shall prevail and the unit rate shall be corrected. b)

If there is a discrepancy between words and figures the amount in words will prevail.

Amounts corrected in this way shall be binding on the Offeror. If the Offeror does not accept them, its proposal shall be rejected. The maximum number of points for the price component is 50. This maximum number of points will be allocated to the lowest price proposal. All other price proposals will receive points in inverse proportion according to the following formula: Points for the financial proposal being evaluated = [Maximum number of points for the financial proposal] x [Lowest price] [Price of proposal being evaluated] A total score obtained including both technical and financial proposals is calculated for each offer. The offer obtaining the overall highest score is the winning offer. This offer is considered to be the most responsive to the needs of UNOPS and activity concerned. 5.4

Interview: After having established its written provisional conclusions but before concluding the evaluation, UNOPS may interview the Offeror presenting the overall best proposal (technical and financial) with the objective of verifying the information provided in the Offeror’s proposal. The date and time of any such interview will be confirmed or notified to the Offeror in advance. If the interview proves that the Offeror is not able to stand by his/her proposal, the offer will be rejected, and a new interview be conducted with the bidder presenting the next best offer. All Offerors interviewed will be faced with the same requirements. Minutes of interview must be approved by the Offeror.

5.5

Background check: After completion of the evaluation but prior to award, UNOPS reserves the right to conduct background checks of Offerors’ firms and to reject Offerors not deemed to have the capacity to perform the contract to the satisfaction of UNOPS. Offerors shall permit UNOPS representatives to access their facilities at any reasonable time to inspect the Offeror’s premises.

5.6

Negotiations: UNOPS may enter into contract negotiations with the firm/institution obtaining the highest overall score after adding the score of the technical proposal and the financial proposal. Such negotiations do not constitute an award of contract.

8.8

Equipment: UNOPS reserves the right to propose substituting the equipment/vehicles proposed to be purchased by the Offeror presenting the overall best proposal (technical and financial) and loan UNOPS equipment to the contractor for the purpose of completing the contract. If such situation occurs, list of such available equipment will be provided by UNOPS at the contract negotiation stage. Loaned equipment will remain the property of UNOPS and the contractor will be required to sign an Agreement on the Receipt and Right of Use of UN Assets.

9.

Award of Contract 11


9.1

Award criteria: A contract may be awarded to the Offeror whose proposal offers best value for money being the proposal having obtained the overall highest score, as specified in the above clause 8.3: Evaluation criteria, due consideration given to the general principles of UNOPS’ procurement activities. Should negotiations have been entered into, award is also subject to completion of successful negotiations. Notwithstanding the above, UNOPS reserves the right to accept or reject any proposal, and to cancel the solicitation process and reject all proposals, at any time prior to the award of contract, without thereby incurring any liability to the affected Offeror or Offerors.

10. 10.1

CONTRACT TERMS Contract: Any contract awarded as a result of this RFP will be issued in the currency offered in the proposal and shall be governed by UNOPS’ contract terms for professional services (Annex IV to the RFP) effective on the date the contract is issued. UNOPS shall issue a contract for 12 months period with the possibility of further extension through contract amendments for an additional 1 (one) year, under the same terms and conditions, subject to funding availability and satisfactory performance. UNOPS' policy is not to waive UNOPS’ contract terms for professional services, except in unusual situations where the Offeror fully explains in the proposal that there are special circumstances justifying the application of special conditions for the contract performance. In such a case, Offerors must express a request of special conditions, if any, to UNOPS’ contract terms for professional services at the time they submit their proposal. The requested special conditions shall be considered being an integral part of their proposal, which shall be evaluated as such by UNOPS. Any request of special conditions which is expressed after the deadline for the submission of proposals shall not be honoured by UNOPS. The successful Offeror shall sign and return the contract to UNOPS within 10 days of receipt of the contract.

11. 11.1

PAYMENT TERMS: Time of payment: UNOPS' general policy is to pay for the performance of contractual services rendered or to effect payment upon the achievement of specific milestones described in the contract. UNOPS shall effect payments to the Contractor after acceptance by UNOPS of the invoices submitted by the Contractor, upon achievement of the corresponding milestones. UNOPS will normally effect payment within 30 days after receipt of such invoices and payment documentation, and acceptance of corresponding deliverables.

11.2

Letter of credit: UNOPS will not provide Letters of Credit to cover payment obligations.

11.3

Currency of payment: Payment will be made in the currency in which the Contract is issued.

11.4

Advance payment:

1.

UNOPS' general policy is to pay for the performance of contractual services rendered or to effect payment upon the achievement of specific milestones described in the contract.

2.

Please note that UNOPS' policy is not to grant advance payments. Advance payments refer to payments effected prior to receipt of goods or performance of any contractual service (including, for example, payments made upon signature of contract). No advance payment shall be made on behalf of UNOPS 12


except in unusual situations where the potential contractor/tenderer, whether a private firm, NGO or a government or other entity, specifies in the proposal that there are special circumstances warranting an advance payment. The special circumstances may include mobilization costs, start-up costs, design or design adaptation costs, and payment of premises to be leased. 3.

To request an advance payment, you must justify, document and submit the request for advance payment in your financial proposal. This justification shall explain the need for the advance payment, itemize the amount requested and provide a time-schedule for utilization of said amount. In addition, you must submit documentation regarding your financial status - e.g. audited financial statements at 31 December of the previous year and include this documentation with your financial proposal. Further information may be requested by UNOPS at the time of finalizing contract negotiations with the selected proposer.

4.

UNOPS, at its discretion, may however determine that an advance payment is not warranted or determine the conditions under which an advance payment would be made. In any case where an advance payment is requested and subsequently approved, UNOPS must receive in advance an irrevocable bank guarantee or other suitable security arrangement made in favour of UNOPS except in circumstances where the selected proposer demonstrates that access to a bank guarantee is exceedingly difficult.

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ANNEX II STATEMENT OF WORK For Rapid Response BAC, EOD, Survey and Manual Clearance Teams- Darfur UNAMID Ordnance Disposal Office (UNAMID ODO) A. INTRODUCTION 1. Sudan, over the past three decades, has been involved in the longest running conflict in Africa. The landmines and unexploded ordnance (UXO) that remain from the conflict continue to maim, kill, obstruct the delivery of humanitarian aid, and impede development and reconstruction. Sudan ratified the anti-personnel mine ban treaty on 23 October 2003 and the convention came into effect on 1 April 2004.

2. In 2003 civil war broke out in Darfur again. The conflict between the Sudan Armed Forces (SAF) and militia and other armed groups led to many death, injuries, and displaced persons; and left many Explosives Remnants of War (ERW). On 5 May 2006 the Darfur Peace Agreement (DPA) was signed under the auspices of the African Union and the support from the United Nations (UN). On 14 July 2011 the Doha Document on Peace in Darfur (DDPD) was signed between the Government of Sudan and some of the opposition parties.

3. The mandate of UNAMID is to support the implementation of the Darfur Peace Agreement (DPA) and subsequent agreements, prevent disruption of their implementation, prevent armed attacks and protect civilians without prejudice to the responsibility of the Government of Sudan. The UNAMID Ordnance Disposal Office (ODO) has its Headquarters based in El-Fasher, North Darfur, co-located with the UNAMID Force Headquarters Three sector offices have been established in El-Fasher (North Darfur), Nyala (South Darfur) and in El-Geneina (West Darfur). As the mine action component of UNAMID, ODO is mandated to coordinate all landmine and ERW clearance activities which affect the mission and other UN and humanitarian agencies in Darfur. This includes accreditation, survey, marking, clearance, and UXO Risk Education in order to create a secure environment and provide freedom of movement, which is required for the implementation of the Security Council Resolutions on Darfur, the deployment of peacekeeping forces, the return of Internally Displaced Persons (IDPs), as well as the delivery of UN Agency and INGO programmes. ERW Safety Training to new UNAMID staff, UN Agency Staff, and NGO staff will also be provided upon request.

4. The presence of UXO and ERW affect route access and pose a threat to the Peacekeeping Forces, UN Agencies, and INGOs, as well as to the delivery of humanitarian relief and the return of IDPs. The principal challenge relates to ERW contamination, which could cause casualties, not only for the UN staff but also for the local population, especially among children and returnees who are not familiar with the current situation of ERW contamination.

5. In 2012, the Sudanese Government divided the three states into five; namely North Darfur (El Fasher), South Darfur (Nyala), West Darfur (El Geneina), East Darfur (Ad Daen), and Central Darfur (Zalingei). All the routes to be used by UNAMID, as well as UN humanitarian agencies and INGOs, may need to be assessed and verified as safe for traffic in South and West Darfur. Re-assessment might also be required in North Darfur due to recontamination because of the on-going conflict. 14


6. A number of ERW incidents involving the local population, especially among children, have been recorded by the UNAMID Ordnance Disposal Office (UNAMID ODO) since inception of the Programme. A total of 201 victims (54 killed and 147 injured were recorded in Darfur up to the end of March 2012). B. TECHNICAL REQUIREMENTS See Appendix 1 1. The contractor is to note that in case of conflict in the SOW clauses, specifications as listed in Appendix 1 Technical Requirements shall take precedence Equipment and Vehicles 2. It shall be the contractors’ responsibility to arrange for movement of equipment, not supplied by UNAMID ODO under Appendix 1, into and out of Sudan and for its subsequent internal movement. Costs will be borne by the contractor and should be budgeted for accordingly. Customs clearance and secondary clearance procedures (Communications, health, vehicle registration etc.) will be the responsibility of the contractor. UNAMID ODO will endeavour to assist with the process but can make no guarantees as to the effectiveness or expediency of such assistance. Contractors should therefore plan well ahead and consider contingency planning carefully. A prior field visit by qualified and experienced logistics/administration personnel is strongly recommended. 3. The Contractor will be provided with the majority of necessary technical equipment and vehicles to carry out the activities described in the SOW but, for equipment not provided, please take note of the UNOPS Guideline on Capitalization of assets as below. The Contractor must budget to maintain and service any UN owned equipment and vehicles prior to the hand over at the end of the contract period. Items and vehicles will be checked for serviceability prior to being received back. In addition, the Contractor must carry out a thorough research into the spare part requirements. Experience to date has shown that the quantities prescribed by manufacturers of some of the spare parts in standard spare part packages, are not sufficient. These items include fast moving spares such as batteries, filters, tires, v-belts etc. 4. UNOPS Mine Action Guideline on Capitalization of Assets: a. Plant, e.g. Trucks, Tiller/Flail machines/systems, Mine Protected Vehicles (MPVs): 5 years, Vehicles fitted with belly plates; 3 years b. Other Vehicles: 3 years c. Detectors: 3 years d. Communication equipment: 3 years e. Information Communication Technology equipment: 2 years 5. UNOPS will retain the option of purchasing any equipment leased to the project upon conclusion of the contract at the following rate: [Original purchase prices] less [95% total lease costs paid by UNOPS under the Contract]. The contractor will be requested to provide UNOPS the original purchase price with proof of actual cost and ownership title of the equipment. 6. Maintenance. All maintenance, servicing and relocation are to be conducted outside the operational working hours, or during non-operational days. The Contractor is only allowed a maximum of seven days down time due to mechanical failure per vehicle, plant, or mechanical demining machine per annual operational cycle during the life of the contract. The seven-day period excludes time off during periods 15


of leave, or non-operational days within the work cycle. Repairs due to the failure of any equipment or vehicles provided by the UNAMID ODO will be discussed and agreement reached between UNAMID ODO and the contractor on a case-by-case basis. Project Timelines 7. Bidders need to include a detailed Implementation Plan in their Technical Proposal to describe how the project will be implemented. Experience to date has shown that the failure to carry out thorough logistical planning has been the single biggest cause of project failure in Sudan. Bidders need to take this into consideration when preparing their proposals and when identifying staff to undertake these tasks. Flexibility is key in the successful implementation of a project of this nature and an understanding of this should be shown by the bidder. It is therefore required that the Bidders undertake a field trip to Sudan in order to properly prepare their proposal. 8. It is expected that the contract will be carried out in the following four phases for the 2012-2013 operational year with a continuation of the service into 2014 (if there is no major change in security or operational requirements); Phase 1 - Mobilization, Phase 2 - In-country Preparation, Phase 3 - Operational Phase Phase 4 - Demobilization. 9.

2012-2014 Operational years a. Phase 1 – Mobilization (Contract Award – by 1 July 2012). This phase which commences upon signature of the contract includes all the preparatory activities and the transport of the capacity and equipment from the home country to Sudan where necessary. No specific timeframe has been allocated to this Phase since it is assumed it will automatically continue into Phase 2. The Contractor must be operationally deployable by the 1st August 2012, in accordance with specific tasking by the UNAMID ODO. b. Phase 2 – In country Preparation Phase (1 July – 1 August 2012). Activities to be carried out include all preparations prior to becoming operational, including being accredited and carrying out all planning activities to develop a works program for the remainder of the operational period for approval of the UN Programme Manager. All personnel and equipment must be in country by the end of this phase. UNOPS reserves the right to cancel this contract if the Contractor has not met this requirement In addition, the Contractor must carry out the following: i.

ii.

Bidders must plan on deploying an advance party followed by a main body, instead of having all personnel arrive at the same time. UNOPS will not pay for the full staffing during the preparation phase, as the operational staff will only be required by early July 2012. Meet with the UN Programme Manager to go over the Statement of Work and the Contract to ensure that both the Contractor and the UNAMID ODO personnel are familiar with the work to be carried out and the manner in which the services need to be delivered. Any discrepancies at this stage should be brought to the attention of UNOPS and the Contractors head office for clarification. The discussions at this meeting must be captured in minutes which should be attached to the first monthly progress report. 16


iii.

iv.

v. vi.

vii.

Amending the Contractors, Standing Operating Procedures (SOP) to conform to the National Technical Standards and Guidelines. These must be received by UNAMID ODO QA Department in Sudan by 20 July 2012 for desk accreditation. Complete all training of local and international personnel. The Technical Proposal shall include a detailed description of any training that will be carried out (curriculums, training plan plus a Gantt chart outlining all training activities). This is to be completed by 31 July 2012. Please note the requirement for refresher training to be conducted prior to operational tasking. Upon completion of training, receive on-site accreditation to become operational. Finalizing the Right of Use Agreement for all the equipment loaned to the Contractor by UNAMID ODO. In addition, for equipment purchased by the Contractor for use during the contract, an equipment list with serial numbers where relevant and distribution plan (format will be provided in due course) shall be provided to UNAMID ODO within 10 working days of customs clearance First Implementation Plan for each team is to be prepared and approval obtained by UNAMID ODO by 31 July 2012

c. Phase 3 – Operational Phase (11 months commencing on 1 August 2012 - June 2013 with possible extension for additional 12 months). Normally, a contract will be issued for a period of one year and dependant on funding from the client, the operational requirements and security in the region, the contract may be extended for an additional year. During the operational phase the Contractor shall deploy operationally in accordance with the approved plan. The contractor should liaise early with the ODO programme management if it seems likely this deadline will not be met. If appropriate, changes can be made. Lack of adequate notification and early discussions which then lead to a failure to commence with operational activities on time will constitute a penalty. d. Phase 4 – Demobilization (1 Week). The Contractor should plan on utilizing one week at the end of the contract for demobilization. Any activities that extend beyond this week will be at the Contractors own expense. During this Phase the Contractor is to finalize all outstanding reports, including a final substantive report and carry out a 100% stock take and handover of equipment to the UNAMID ODO. Tasking Process 10. UNAMID ODO operates in coordination with the Task Management System used by NMAC. This Task Management System (TMS) was developed over a number of years to be applicable to the individual conditions of the area of operations, and will be shared with the contractor prior to the start of operations. 11. The Contractor will receive tasking and priorities of work to be performed from one of the Sector Offices in the Darfur region, Sudan. Where and when possible multiple tasking orders for up to two months will be provided to the Contractor. The contractor can generally expect to be tasked to locations to conduct a GMAA, which will include all of the necessary activities to support safety and security of the mission in that location, i.e., GMAA, EOD, surface and sub – surface clearance and community liaison activities. In this regard there is a much higher level of flexibility and responsiveness and command and control and liaison capacity at the team and field supervisor level then might normally be expected. Training will form an important component of this contract – with the contractor required to conduct advanced ERW recognition courses, Level 1 – 3 EOD courses and various ammunition safety management and handling introductory courses within the mission and within the national authorities; ensuring UNAMID continues its strong commitment to development of national capacity and maintaining safety and security within the mission itself. 17


12. Where possible, the Contractor will be required to conduct a pre-deployment site reconnaissance for each task and to present an Implementation Plan for the site or cluster of sites prior to commencing operations. The Contractor’s Site Reconnaissance Report and Implementation Plan must contain the following minimum information: a. Priority order and description of the tasks, and the anticipated impact it will have on the community. b. List of assets required for the completion of the task including the level of supervision and supporting personnel to be involved in the task. c. Anticipated duration of the task, clearance depth to be achieved in relation to the final usage of the land, and rate of production to be achieved, supported by a technical survey report and detailed works program 13. The UNAMID ODO will review and approve the Contractor’s Implementation Plan for each task or group of tasks. The Implementation Plan will be used as the basis of the Final Tasking Order to be issued by UNAMID ODO. Progress on completion of the sites in each cluster will be reported in the Contractor’s Daily and Monthly reports, including the Contractor’s plan to take corrective action for any predicted or actual shortfalls in achievement. The Contractor is to achieve production targets as agreed with the UNAMID ODO in the Implementation Plan. The plan may be amended in consultation with the approval from the UN Programme Manager in writing based upon new information or changes in circumstances. Note that training and administrative tasks excluding new site set up are to be completed outside of normal productive/working hours. Failure to meet agreed production rates will result in a charge for liquidated damages. 14. In the event that tasking is not possible due to security considerations over an extended period of time UNAMID ODO, in consultation with the Contractor, may elect to re-task assets in full or in part for other tasks, such as formal training, in Darfur. STANDARDS AND REPORTING 15. The Contractor shall adhere to the International Mine Action Standards (IMAS) and the in-country National Technical Standards and guidelines (NTSG) for Sudan that have been derived from the IMAS. The most recent version of IMAS can be found on the internet at the following address www.mineactionstandards.org and the NTSG 2010 Version 1 which can be found on the internet at; http://www.mineactionstandards.org/fileadmin/user_upload/MAS/documents/nmas-nationalstandards/sudan/Sudan_NTSG-SINGLE-DOCUMENT.pdf 16. Copies of the NTSG (hard or soft copy) are to be given to all International staff. Receipt of this NTSG by these staff should be signed for and records maintained and provided to UNAMID ODO by 1 July 2012. 17. The Contractor shall modify their Standing Operating Procedures (SOPs) for mine action activities in Sudan to be in conformance with IMAS and NTSG and submit them to the UN Programme Manager via UNAMID ODO sector-office for approval prior to the commencement of operations. Modified SOPs should be provided to UNAMID ODO outlining all aspects of proposed operations by 1 July 2012. Failure to do so may result in delayed accreditation and licensing which could ultimately affect commencement of operations. The cost of this delay will be borne by the Contractor on a prorate basis for every day delayed in submitting the SOPs. 18. During the life of this Contract, the UN Programme Manager may request that the Contractor modify their SOPs in order to be in conformance with the changes made to the NTSG during the normal review 18


process. In the event the Contractor does not agree to the requested changes, the matter will be raised to the attention of UNOPS New York and to the Contractor’s Headquarters for resolution. This section of the Statement of Work highlights only those IMAS that have a direct bearing on the EOD activities. In addition, where specific procedures/conditions apply locally, these changes have been included in the NTSG. Some of the highlighted standards below may not be applicable to the specific work to be carried out under this contract; the Contractor should however be familiar with all the standards, even those that are not listed, as they are integrated into one framework. QUALITY MANAGEMENT REQUIREMENTS 19. The submission shall detail the mine action organisations’ Internal Quality Management System (QMS). 20. It is essential that all elements required by the NTSG be detailed in the organisations SOPs, as the Internal QMS will form the basis for external quality control. The UNAMID ODO expects the Internal QMS provided by the contractor to provide clear verifiable evidence that SOPs have been followed in order to provide confidence that the technical solutions have been implemented as per NTSG. Records verifying compliance with the QMS shall be maintained and shall be made available on request. At the completion of each Task Site the associated QMS records shall be included with all other required documentation in accordance with NTSG and handed over to the designated sector-office. These documents as appropriate may be scanned into the national database. 21. Each organisation shall conduct Internal Quality Assurance on each accredited asset/team of the organisation. This internal Quality Assurance shall utilise sets of IMSMA QA forms detailed in NTSG. A complete set of forms shall be completed for each accredited asset/team on a regular basis commencing from 1 August 2012. The forms shall be completed at the task site and remain at the task site for the duration of the activity. These forms shall be made available to the relevant UNAMID ODO QA Officer when conducting External Quality Assurance visits. A duplicate electronic copy is to be submitted to the UNAMID ODO sector-office with the relevant daily report. More detailed information concerning this requirement is in the NTSG. 22. All critical and non-critical non-conformities are to be clearly recorded. If a critical non-conformity is identified then work is to cease immediately and the UNAMID ODO sector-office QA officer is to be contacted. The critical non-compliance will then be subject to review by a Board established by the UNAMID ODO Programme Manager and UNOPS within 5 working days of the alleged critical nonconformity. The findings of the Board may result in UNAMID ODO accreditation being suspended and/or global accreditation by UNOPS being withdrawn. Suspension of local accreditation will result in a charge for liquidated damages. Global withdrawal of accreditation will result in cessation of all contracts. 23. UNAMID ODO will conduct External Quality Assurance as appropriate to ensure compliance with the NTSG and each organization’s approved SOP. Particular emphasis, during the External Quality Assurance visits, will be on the Internal Quality Management system. Glossary (IMAS 04.10) 24. The Contractor shall adhere to the glossary of mine action terms and abbreviations as defined in IMAS 04.10

19


Management of Operations (IMAS 07.10) 25. The Contractor shall establish an appropriate and effective management system and procedures to carry out the activities described in the SOW. This system shall be tailored to the local circumstances and conditions and fit into the overall framework of the UN programme. IMAS 07.10 details guidance and principles for the development of SOPs. Accreditation of Mine Action Organizations (IMAS 07.30) 26. The UNAMID ODO shall accredit the Contractor, before commencing with operational activities as described in IMAS 07.30. The Contractor shall apply for accreditation and implement management practices and operational procedures, which aim to clear land to the requirements specified in this Contract. In addition, the Contractor shall maintain and make available documentation, reports, and records on all demining activities to the UNAMID ODO and provide the UNAMID ODO access to all sites, buildings and other facilities, as necessary in order to fulfil monitoring requirements. The Contractor shall only conduct activities for which he has been accredited and licensed. If the Contractor wishes to conduct any additional activities, he will have to be accredited and licensed for them, prior to any such undertaking. Monitoring of Mine Action Organizations (IMAS 07.40) 27. The UNAMID ODO through its Quality Assurance Officers will monitor the Contractor’s operational activities, including explosive ordnance disposal. This programmed monitoring process is described in IMAS 07.40 and in the NTSG. The purpose of these monitoring activities together with accreditation and post-clearance inspections is to provide UNOPS, on behalf of the local authorities, with the necessary confidence that the Contractor has cleared the land in accordance with this Contract and that the land is safe for its intended use. These external-monitoring activities shall complement the Contractors own Internal Quality Management System, verifying that the Contractor’s quality assurance procedures and internal quality control procedures have been applied. The monitoring process will be random and should not interfere with operational activities. a. On-site monitoring by the UNAMID ODO will include: i. visits to management, logistic and administrative offices or facilities including explosive storage areas, medical facilities and equipment maintenance areas; ii. visits to sub-unit locations including worksites and supporting workplaces; iii. observing demining activities, including the destruction of mines and UXO. This is particularly important if the mines and UXO are being destroyed in bulk away from the worksite; iv. as appropriate, observing the field-testing and evaluation of equipment. b. The Contractor is to: i. apply management practices and operational procedures which aim to clear land to the requirements specified in the Tasking Order and approved Implementation Plan; ii. maintain and make available documentation, reports, records and other data on demining activities to the monitoring body; iii. provide the monitoring body with access to all sites, buildings and other facilities which need to be visited as part of the monitoring requirement; and iv. when requested, make available all documentation related to operational and quality assurance activities to UN Programme Manager. Clearance Requirement (IMAS 09.10)

20


28. Pre-Clearance Documentation: Prior to commencing operations, the Contractor will be provided with a Task Dossier by UNAMID ODO Sector Offices. The Task Dossier will consist of all known information on the task held by UNAMID ODO (including IMSMA) and any specific requirements that have to be undertaken by the Contractor to complete the task. Upon receipt of the Task Dossier, the Contractor shall conduct a site reconnaissance, where possible, and produce a full written Implementation Plan. This Implementation Plan should be submitted to the Sector Office for acceptance. Once accepted, the Sector Office will then submit the Implementation Plan to UNAMID ODO through the Sector-Office for approval. In effect, the Implementation Plan will become a mini-contract between the UNAMID ODO and the Contractor, valid for the duration of the task with progress on the task monitored by UNAMID ODO. If during operations, it becomes necessary to amend the Implementation Plan, a written request for this amendment must be submitted to the Sub Office in a timely manner. It is to be noted that the National Mine Action Centre (NMAC) will also be included in the acknowledgement of the IP to ensure full transparency of operations conducted by the contractor in Darfur. The following diagram describes the above process.

1. Tasking

2. Reconnaissanc e

3. Implementatio n Plan

6. Completion

5. Review of Implementatio n Plan

4. Monitoring

29. The Contractor shall ensure the removal and/or destruction of all mines, munitions and explosive ordnance (as defined in IMAS) from the area and depth as specified and agreed in the Technical Survey or from other reliable information which establishes the extent of the mine and UXO hazard area and an assessment of the intended land use. In the absence of reliable information on the depth of the mine and UXO hazard, the default minimum clearance depth shall be 130 mm below the original surface level; this figure is based on the effective detection depth of the majority of metal detectors. The Contractor must destroy the mines in situ, unless such action would cause damage to buildings or other infrastructure, cause greater risk to personnel or hinder technical operations without enhancing safety. In the event the Contractor believes it is necessary to remove mines for destruction, the UN Programme Manager must be consulted and provide prior written approval before any action may be taken. 30. The Contractor shall ensure all mines and UXO are destroyed, and all such mines and UXO located during the working day must be destroyed in that day whenever possible. If it is not possible to destroy the mines and UXO on the same day they are found, the Contractor is responsible to ensure that unauthorized personnel do not remove them from the clearance site. The Contractor shall ensure the destruction of mines 21


and UXO will be complete and all explosive materials will be destroyed by detonation using a demolition charge. IMAS 09.10 and NTSG detail the clearance requirements. 31. From time to time the Contractor may need to remove mines or munitions from the site for training purposes and in this case prior written approval is required from UN Programme Manager. The Contractor is responsible for disarming or neutralizing the mine/UXO before moving it in adherence to an approved and accredited neutralization technique. All training aids will be logged in a register and bear a visible marking to indicate it is FFE (Free from Explosive) FFE mines and FFE UXO used as training aids will not be mixed with live munitions. The Contractor is liable for any failure of personnel to follow these procedures. 32. The Contractor shall keep a record of all mines and munitions cleared, indicating location and type in daily work reports and IMSMA Daily Progress Reports. The Contractor shall maintain a mine and UXO consolidated record and shall present this to the UN Programme Manager on a monthly basis. Post-clearance Inspections and Sampling (IMAS 09.20) 33. Sampling will be carried out in accordance with IMAS 09.20. In addition, the UN Programme Manager, at his discretion, prior to acceptance, may at any time undertake a sampling of areas cleared by the Contractor by independent inspection body acting on behalf of the UNAMID ODO. If there is confirmed or there is sufficient reason to suspect that the area has not been cleared to the international standards and NTSG, the UN Programme Manager may order the area to be re-cleared at the Contractor’s own expense. Explosive Ordnance Disposal (EOD) (IMAS 09.30) 34. IMAS 09.30 provides specifications and guidance for the management of EOD as part of mine action. The EOD qualifications of staff should be appropriate to the threat level and shall satisfy the requirements and regulations of the UNAMID ODO Accreditation Board. The Contractor shall specify in his SOPs full and detailed technical procedures for the disposal of the wide variety of munitions currently being found in Sudan. Marking of Hazards (IMAS 08.40) 35. The marking of mine/UXO hazards should provide a clear and unambiguous warning of danger to the local population. In the event that the Contractor is tasked to mark landmine and UXO hazards it shall be done in accordance with NTSG, in which case Contractors are requested to supply such permanent marking equipment. Post-Clearance Documentation (IMAS 08.30) 36. The Contractor shall comply with the procedures described in NTSG with regard to completing handover certificates to verify that clearance requirements as defined in this Contract have been met. The Contractor is required to submit to the UN Programme Manager a Completion/Suspension Report for each scheduled mined area. The format of the report shall be provided by the UNAMID ODO to the Contractor and the contents will include: a. Completion Reports detailing the exact perimeter of the cleared area and permanent landmarks remaining for future reference (for each work cycle). b. A table representing individual items found by date, location and action taken. c. Clearance techniques employed. d. Internal Quality Assurance Reports. e. External Quality Assurance Reports. f. Commencement/completion dates and number of teams/sub teams employed. 22


Safety and Occupational Health (IMAS 10.10) 37. The Contractor (in his capacity as employer) should develop, implement and maintain S&OH management systems and plans in accordance with IMAS 10.10 and NTSG. The Contractor should: a. Appoint a person who has the overall responsibility for all safety aspects during demining activities. This individual is to be identified within the tender document and within the organizational chart to be submitted to UNAMID ODO by the Contractor; b. provide and maintain safe work places, machinery and equipment, and adopt safe work practices and procedures with a view to eliminating hazards or reducing them as much as practicable; c. provide adequate supervision and training (development and refresher training where appropriate). A copy of all training documentation including curriculums and training plan plus a Gantt chart outlining all training activities to be included in the tender; d. provide, at no cost to the employee, adequate personal protective equipment (PPE) and clothing; e. provide, at no cost to the employee, adequate health care and emergency medical support in case of accidents; f. in accordance with national practice, appoint delegates and committees to represent the employee’s views on S&OH matters. In this regard, provide such delegates and committees with access to appropriate information and advice. g. set out in writing a safety policy and arrangements, where appropriate in SOPs, and bring this information to the notice of every employee in a language or medium the employee readily understands; h. verify the implementation of applicable standards on S&OH and undertake systematic safety and health audits from time to time; i. prepare and maintain safety records as are considered necessary by the national mine action authority or authorities, including records of occupational accidents and incidents, j. Ensure that adequate insurance cover exists for all employees against death, disablement and injury in accordance with the standard agreed at National Level. In addition, the Contractor shall also provide third party liability insurance, again in accordance with the standard agreed at National Level. Evidence of all insurance coverage will be required prior to signing of the Contract, and Demining Worksite Safety (IMAS 10.20) 38. The Contractor is responsible for identifying, evaluating and reducing the risk in the worksite and to provide a safe working environment for demining personnel through the development and maintenance of management procedures and processes in accordance with IMAS 10.20 and NTSG. The Contractor shall establish and maintain SOPs that comply with IMAS and NTSG. Worksites include workplaces where survey, clearance, inspections, sampling and EOD activities are undertaken including centralized disposal sites used for the destruction of mines and UXO. Personnel Protective Equipment (PPE) (IMAS 10.30) 39. The Contractor is responsible for providing PPE to its staff. The Contractor will be responsible for the following with regard to PPE: a. To issue serviceable PPE to all personnel participating in demining activities and visitors visiting worksites’ b. Provide training and supervision in the correct use and maintenance of PPE; 23


c. Establish and maintain SOPs that specify care and maintenance requirements in accordance with the manufacturers specifications; d. Provide suitable facilities for the storage, maintenance and carriage of PPE; and e. Establish and maintain documented SOPs to undertake periodic reviews of PPE. Medical Requirements (IMAS 10.40) 40. The Contractor in conjunction with the UNAMID ODO has to ensure that a realistic capacity is developed to provide an appropriate response to demining accidents in accordance with the guidance in IMAS 10.40 and NTSG. The UNAMID ODO shall assist casualty evacuation to all of the Contractor’s international and national staff to a hospital within Darfur. Any medical evacuation to a second country will be the responsibility of the Contractor. The division of responsibilities between UNOPS and the Contractor is described in Appendix 4 to the SOW. This response shall include emergency planning, training and making the best use of available medical services to provide effective emergency training. The Contractor shall: a. ensure that he has a qualified medical supervisor holding a current recognized international medical qualification in theatre for the demining team. The Contractor shall ensure that medical orderlies have access to a safety vehicle capable of carrying a stretcher, which during clearance and survey operations is on site at all times. b. develop and maintain SOPs which aim to reduce the risk of demining incidents occurring; c. develop and maintain SOPs which aim to reduce the risk of harm resulting from demining accidents; d. develop and maintain demining accident response plans for each demining workplace in conjunction with the national Casevac plan. A specific accident response plan for each task/implementation plan must be included within the Implementation Plan and also submitted for information to the UNAMID ODO sub-office e. provide the training and resources needed for the implementation of the demining accident response plan; f. provide an appropriate health plan for the demining workforce; g. include all medical equipment as prescribed and detailed in NTSG, in each medical orderly’s trauma kit; and h. ensure that Casevac drills are practiced. Storage, Transportation and Handling of Explosives (IMAS 10.50) 41. UNAMID ODO will provide IMAS compliant, explosive storage facilities at each of the three sectoroffice locations. Transportation and field storage of explosives is the contractor’s responsibility and must be IMAS compliant. Reporting and Investigation of Demining Accidents/Incidents (IMAS 10.60) 42. The UNAMID ODO shall in accordance with IMAS 10.60 establish and maintain procedures for the reporting and investigating of demining incidents. The Contractor shall: a. report all demining incidents and accidents to the UNAMID ODO in accordance with the procedures in accordance with NTSG. The UNAMID ODO may appoint a Board of Inquiry, on which the Contractor will have representation to investigate the incident or accident and the results will be made available to the Contractor; b. take immediate photographs of the demining incident site, and then preserve it until the site is inspected and released by the investigating officer; c. provide access, and if necessary administrative support to incident investigation teams; 24


d. make available to the investigation team the original worksite records, SOPs, training records and radio log; e. assist staff appointed to investigate demining incidents; and not issue any information on accidents to third parties without the prior consent of the UN Programme Manager. Work Days 43. This capacity is required to support the Mission and available to respond to mine action related threats or perception of threat as and when possible. The security situation is fluid and as such the Contractor is not expected to complete a fixed number of operational days but shall be operationally ready from 1 August 2012 and remain available for the duration of the contract, which is a possible total of 271 workdays. The Contractor shall complete all Implementation Plans on time. The Contractor shall work a minimum of 6 days a week when executing an implementation Plan. Deployments to/between sites are to be counted as implementing days.A maximum of 2 days can be allocated for the purpose of Refresher training after leave, to be counted as operational days. A “Work day” requires a minimum of 6-hours physical clearance or survey activities that does not include travel times to and from the task-site, set-up/pack-up processes, briefings/debriefings, organized breaks, movement to and from the control-point to/from the place of work and any other activity prior to the commencement of works signal/order or cessation of works signal/order. Contractors are to note that deployment travel to respective task sites from their HQ locations are counted as workdays or part thereof. Offerors are requested to submit the work and leave plans as part of the Technical Component of the Proposal. Requests for variations on the workday cycle should be included in the Implementation Plan and needs to be approved by the UN Program Manager in advance. Reporting 44. Implementation Plan. The written Implementation Plan for each task issued is fundamental to the planning and coordination process to be undertaken by the UNAMID ODO. A full and comprehensive Implementation Plan must be provided prior to commencement of operation for every task issued to the Contractor. 45. Organisational Chart. The Contractor is required to prepare and submit an Organisation Chart to UNAMID ODO with names of all International and other key personnel on the contract. Team IDs are to be used for easy reference. Revised organisational chart will be submitted in a timely manner in case of staff changeover or shift to another position/location. 46. The Contractor shall submit activity reports on a regular basis as described below. In case of a safety incident, the Contractor will be required to submit additional specific reports. All reports will be submitted in English. 47. Works Reports. For each Site, the Contractor shall produce a Survey Report and/or a handover/Clearance Report, in accordance with the IMSMA format, immediately after completion of the Task. Copies of these reports will be provided to the Contractor upon arrival in Sudan. Modifications of the IMSMA reports can only be made with the approval of the UNAMID ODO.

25


48. Daily Reports. The Contractor is required to submit a daily report by 10:00 each morning to the UNAMID ODO outlining the proceedings of the previous day as well as any issues encountered. In particular, all problems and reasons for work not being undertaken should be highlighted. The UNAMID ODO will provide a format of the report upon arrival in Sudan. 49. Monthly Report. The Contractor shall submit substantive monthly progress reports through the UN Programme Manager to UNOPS HQ describing all operations and certifying to the best of the Contractors ability the required minimum standards are being achieved. The monthly report is to contain as a minimum the following information. A format will be provided by UNAMID ODO upon arrival in Sudan at an appropriate stage: a. A detailed narrative report of all activities undertaken during the month. Including problems encountered and solutions found. Progress made in the implementation of the contract must be measured against the phases of implementation. b. Training matters where applicable. c. Logistic and administrative comments, including the serviceability of main equipment. Detailed reports regarding equipment non-performance. d. A section of the report should explain how internal QA was carried out and what corrective actions were taken to improve the overall process. e. External QA reports. f. Copies of mine/UXO/ammunition related accident investigations. g. Statistics such as: i. Areas surveyed. ii. Identified suspected areas. iii. Cleared areas, by tool. iv. Accurate numbers and types of mines/UXO devices located and destroyed. v. Amount of explosives used. 50. Phase Report. In addition to the above reporting requirements, the Contractor will be required to submit a brief end of phase report after the completion date of each phase. The purpose of the report is to certify that the phase has been completed and that all actions for the particular phase have been completed. Examples of the reports are enclosed in Appendix 3 to Annex II SOW 51. Final report. The Contractor shall submit a written final report to UNOPS with a copy to the UNAMID ODO within 2 weeks after the end of the Contract period. This report will at least include: a. A detailed narrative of the sequence of events through the life of the project; b. Tables similar to those of the Monthly Reports; c. Comments, explanations or suggestions, which may be relevant or necessary. ADMINISTRATION AND LOGISTICS 52. Once the contract is awarded, in accordance with the Status of Armed Forces Agreement (SOFA) signed between UNAMID and Government of Sudan and in accordance with Sudanese law; the contractor should register as a commercial company in Sudan. This process will be supported by the NMAC and ODO once award is made. 53. The Contractor shall be provided with the necessary technical equipment and vehicles to carry out the activities described in the SOW but must be self sufficient in terms of food and accommodation both in the field and at the sector-office location, with minimum support from the UN. For the importation of additional equipment, UNAMID ODO assistance will solely be limited to submission of Form 1 (tax exemption and application for reversal of tax exemption/ permission to export at conclusion of contract) to the Government and the registration of vehicles. All follow-up activities will be the responsibilities of the 26


contractor. All individual teams within the structure shall be able to function independently within the area of responsibility. This includes providing; (1) field accommodation or rented accommodation for all staff, (2) providing fuel, water and food, (3) and maintaining all vehicles and equipment in accordance with the attached Right of Use Agreement that can be found in Appendix 5 to Annex II. It should also include all the necessary spare parts to maintain all equipment and vehicles. The division of responsibility for the logistic and administrative support of operations is defined in Appendix 4 to Annex II SOW. If fuel is received through UNAMID, which would be the most likely scenario; the contractor will be billed for it. 54. In order to meet the operational deadline of 1 August 2012 thorough planning and monitoring will be required from the Contractor. There are delays in the clearance of equipment and vehicles, but careful planning and adherence to the correct procedures will prevent unnecessary delays. Medical equipment, communications equipment and vehicles are particularly slow to be released. UNAMID ODO strongly recommends that this type of equipment be sent separately to avoid these items delaying the release of other equipment. 55. The Technical Proposal must include a comprehensive plan and a Gantt chart for the duration of the project, explaining the following activities over the three operational cycles; a. Mobilisation and organisational accreditation b. Personnel recruitment, obtaining visas (including location where visa is to be collected from), deployment, training (International and national) and operational accreditation c. Procurement, shipping, customs clearance and forward supply activities to identify potential bottlenecks and propose alternative solutions. d. Operational tasking and deployment (including any stand down periods) e. Demobilisation 56. Based on the equipment provided table, the UNAMID ODO may be able to loan additional equipment to the Contractor for the purposes of the contract. UNAMID ODO will provide lists of such available equipment at the contract negotiation stage after the RFP evaluation stage. Any additional equipment will have to be procured by the Contractor and leased to the project. Contractors are to submit in a timely manner reports concerning any incidents involving equipment adversely affecting operations to the UNAMID ODO. 57. The Contractor is responsible for arranging all visas and entry documentation for staff as applicable. This should be done via the ODO Admin office in Khartoum. All visas are applied for via UNAMID and NMAC under cover letter of ODO. The Contractor shall obtain GoS visas for all its personnel prior to their deployment to Sudan. Whilst the UNAMID ODO Admin Office will facilitate application for GoS visa and UN ID cards; it is the responsibility of the contractor to ensure applications are made in a timely manner. Past experience shows that it takes longer to obtain visa documentation for certain nationalities and certain embassies than others. Further details can be obtained from UNAMID ODO if required. 58. The Contractor is responsible for moving all personnel and equipment between the area of operations and their point of origin for the implementation of the contract. Management of Staff 59. International staff who are directly involved in the supervision of the Contractor’s operations are to have appropriate internationally recognized training and experience which should include recent deployment in humanitarian demining operations and/or recent appropriate military demining and explosive training. Contractor must submit to UNOPS through UNAMID ODO, the CVs of all senior international personnel, up to the level of field supervision at sector level, who will be deployed under the contract. Any replacements of already approved candidates will have to be approved in writing by the UNAMID ODO prior to deployment. 27


All staff must be medically and physically fit for duty in Darfur. Promotion / reappointment / relocation in the field of any international staff member is subject to prior approval of the UN Programme Manager. 60. All of the Contractor’s international staff must take the UN online basic and advanced security and safety training which can be found on the UNOPS website http://www.unops.org/security/ and http://www.unops.org/advancedsecurity/ prior to deployment to Sudan. A copy of each person’s certificate from passing this training must be submitted to the UN Programme Manager and to UNOPS NY. 61. The Contractor is to be fully self-sufficient to provide medical treatment for non-emergency cases and to take appropriate preventative measures for all their staff, e.g. applicable vaccinations for Sudan, prior to arrival to Sudan or deployment to the sites. International staff must have inoculations against Yellow fever and Meningitis, and possess valid records. 62. The Contractor shall take all reasonable measures necessary to ensure that the personnel deployed under this contract shall respect local customs and conform to the highest standards of moral and ethical conduct. The UNAMID ODO may at any time request the withdrawal or replacement of any of the Contractors personnel if these standards area not adhered to. Replacement will be at the Contractor’s expense. The UNAMID ODO is responsible for all liaisons with the authorities and the Contractor is to report to the UN Programme Manager, any interference in relation to demining operations including recruiting of staff and purchase/rental of equipment. Local Staff 63. The Contractor will employ, in consultation with the UNAMID ODO and NMAC, local personnel in compliance with local laws and regulations and is responsible for all personnel administration of all staff members, both expatriate and local nationals. 64. The Contractor is responsible for providing any interpretation services required by the Contractor to meet the operational requirement. 65. The Contractor is required to hire and manage all of the local staff described in their proposal. Contractors are expected to partner with the National Demining Unit for technical staff requirements, via the support of the NMAC Advisory board. Whilst local staff should be employed for general administrative support such as cooks and cleaners, the need to liaise with NMAC on local staffing issues is again stressed. UN Official Holidays 66. The Contractor should note UN Official holidays observed in Sudan when preparing their Work Plan, a list of which is attached at Appendix 2. Capacity Building 67. The Contractor is to adhere to the applicable National Policies whenever appropriate, and to take note of the National Mine Action Strategic Framework endorsed by the National Authorities in 2006. Staff Non Performance 68. The UN Programme Manager through UNOPS, New York may request the withdrawal of the Contractors’ personnel if in the opinion of the UN Programme Manager they are not performing to the standard required. Such a request would normally be issued after the Contractor had been given the 28


opportunity to make their staff aware of any shortfalls to improve their performance. Notwithstanding the above, the UNAMID ODO reserves the right to request immediate withdrawal of any of the Contractor’s personnel for any reason, including but not limited to severe infractions such as endangering people’s lives, disorderly and/or drunken behavior or illegal activities and infringement of UN Guideline on sexual exploitation and abuse. Insurance 69. The Contractor is required to purchase acceptable medical, life and disability insurance for the international and local staff as well as third party liability insurance. Vehicles will only be registered in Sudan with valid insurance. If fully comprehensive insurance is not in place, the cost of any subsequent damage or loss of vehicles will be borne by the Contractor. The Contractor must include a quote for an insurance policy in their technical proposal. Evidence of insurance will be required prior to signing of the contract. 70. All equipment must be insured to cover replacement or repairs in the event of loss or damage to the equipment. Leave 71. A leave plan for key International staff and team stand-down periods should be submitted in accordance with the Workdays guidelines as listed in Para 43. The Contractor’s international and national staff is entitled to 3 working days of accrued leave per completed month of service. Leave periods should be divided up into 3 periods of which one will be over Christmas/New Year, and the other two spaced throughout the year. The contractor shall ensure that the leave cycles are divided as such, to ensure an operationally viable presence is maintained in each sector-office location by at least 50% strength. The Contractor is responsible for all travel costs associated with leave. Failure to provide leave to the Contractor’s staff will be considered a breach of contract by the Contractor. 72. Leave begins when the Contractor’s international staff flies out of Sudan and ends when they arrive back in Sudan for duty. The Contractor is to note that travel days associated with leave within the region will be counted as operational days. It is noted that due to unreliable flight schedules and weather conditions staff will travel a day or two earlier to catch international flight connections, but the contractor should make all effort not to disrupt operations unnecessary. Accommodation 73. The Contractor is responsible for providing necessary base and field accommodation for all personnel employed under this contract. Food 74.

The Contractor will be responsible for the cost and provision of food for its staff. Transport

75. The Contractor will be provided with three (3) vehicles per team and is responsible for arranging the transportation of personnel and equipment based on the task to be carried out. Any additional vehicles that the contractor requires must be purchased or leased and remunerated as per the UNOPS lease rates.

29


76. Fuel is generally available in Sudan, but the quality and prices varies depending upon supply and demand and locations. The Contractor is required to be self-sufficient in supplying their own fuels and should plan on providing a refuelling capacity for the machine based around jerry cans, fuel barrels and/or a trailer/bowser. The current situation dictates that when using vehicles with UNAMID registration numbers, fuel can only be drawn from official UNAMID compounds, as such this fuel received from UNAMID by the contractor, will be billed to the account of the contractor. Detectors 77.

UNAMID ODO will provide appropriate detectors for the teams with necessary spares. Communications

78. UNAMID ODO will ensure all vehicles are equipped with both HF and VHF radios and will provide base station radios for each sub-office location. The UNAMID ODO will provide the Contractor with frequencies and call signs. The Contractor must establish an internal communications network to support operations and a link with UNAMID ODO. This network can consist of either radio (VHF and HF) and satellite or mobile phone communication. Explosives 79.

UNAMID ODO will supply all explosives and accessories for the duration of the contract. Equipment Ownership and Accountability

80. The Offeror must plan to provide all necessary equipment and vehicles – not included in the list of technical equipment - to carry out the activities described in the SOW. The Offeror must also budget to maintain and service all equipment throughout the contract period. 81. The “Master Equipment List” detailing all necessary equipment will be submitted and agreed to prior to issuance of UNOPS contract, and signed by both UNAMID ODO and the Contractors’ field representative. 82. Any equipment, to be leased to the project, and whose original purchase price exceeds US$1,000, should be listed in a table (sample table is shown below) with Description, Quantity, Year of Purchase, Annual Capitalization, Monthly lease cost, and Total cost. The Contractors may be requested to provide supporting documents to prove original purchase value and year of purchase of the equipment in question. S Descripti e on of r Item

Quantity

Original Purchase Value

Year of Purchase

Capitalis ation Period (year)

Monthly Lease Cost

Total Cost

#

83. The Contractor is to arrive in country with all the necessary equipment (not including that listed in Appendix 1) to perform operational activities. The loaned equipment remains the property of the United Nations and the Contractor will be required to sign an Agreement on the Receipt and Right of Use of UN Assets, which is attached in Appendix 5 to the Statement of Work. The Contractor shall provide a 30


maintenance and service plan for loaned vehicles for the UNAMID ODO approval which will form an annex to the Agreement on the Receipt and Right of Use of UN Assets In this case the Contractor will be responsible for the maintenance, insurance, safekeeping and correct handling of all equipment provided by the UNAMID ODO. If this is not done then the final payment will be withheld to cover final maintenance costs and the costs for non-operational days affected. 84. As part of the tender documentation, a maintenance and service plan for all equipment including proposed holding of spares and timing of servicing/preventative maintenance should be included. 85. The Offeror is requested to ensure all additional equipment is fit for purpose in terms of specifications, type, age, and condition, as well as being operational in the Sudanese or similar environment. Key equipment is required to have “proven” capability to operate in Sudan. When such proof is deemed insufficient, UNOPS may request for submission of additional documents, e.g. validation reports, trials reports, QA reports from other areas, factory specifications, and on-site demonstrations (costs to be borne by the contractor), prior to the shipment of such equipment to Sudan. Needless to say, all equipment has to be in accordance with IMAS and NTSG. The UNAMID ODO will be responsible for supervising as part of the QA process, the correct use, safekeeping and maintenance for all equipment loaned under the Contract. The Contractor is required to co-operate fully with the UNAMID ODO in the provision of security and accountability. 86. The Contractor is fully accountable for all equipment loaned under the contract to carry out the activities described in the SOW. During the life and at the end of the contract the Contractor will adhere to the UNAMID ODO requirements for stocktaking and the management of the equipment. The Contractor is responsible for developing its own SOPs to describe equipment management procedures that include the following: i. The day to day management and all user-maintenance, in accordance with the manufacturers maintenance manual, on the equipment; ii. The security of all equipment under the contract; iii. Providing comprehensive insurance cover for equipment loaned under the contract; iv. Providing training as appropriate and certifying operators as competent to be operating the equipment; v. Reporting and investigating on all equipment lost or damaged under his control; vi. Ensuring equipment is operated with due care and with consideration for the safety of the operator and others in the vicinity of the equipment; and vii. Providing training to logistical staff in the management of equipment and stores. Handing and taking over between logistical personnel shall be done to include a 100% stock take. viii. Collection, cleaning, repair and handover at an UNAMID ODO designated concentration point at conclusion of the contract. 87. Upon delivery of the Contractors’ necessary equipment and prior to start of operations, UNAMID ODO will conduct 100% equipment check to verify quantity and serviceability based on the Master Equipment List. Any deficiencies or non-serviceability identified will result in deductions of pertinent costs. 88. The Contractor is responsible for the submission of Loss and Damage Reports for UN owned equipment lost or damaged while under his control, Should there be loss or damage to equipment provided for the Contractor’s use, the Contractor shall be required to reimburse the UN at the replacement value of the item plus freight and insurance. Following the completion of the contract, all loaned equipment shall only be accepted in a state of repair that is conducive with an acceptable level of wear and tear. In event of any disputes, the UNAMID ODO decision on what constitutes fair wear and tear shall be final. The Contractor shall therefore be responsible for the maintenance (inclusive of servicing records), insurance, safe keeping 31


and correct handling of all loaned equipment. Any returned equipment deemed ill maintained and/or excessively damaged shall be replaced at the contractor’s own expense. All documentation relating to the equipment (invoices, importation documentation, registration, complete servicing records etc.) shall be transferred with the relevant equipment at the end of the contract. The Contractor shall be responsible for ensuring continued operations in event of loss or damage or breakdown of all equipment at the Contractor’s expense.

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Appendixes Appendix 1: Technical Requirement Appendix 2: UN Official Holidays Appendix 3: Phase Reports Appendix 4: Division of Responsibilities Appendix 5: Agreement for the Receipt and the Right of Use of UN Assets Appendix 6: Request for Change in Personnel

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Appendix 1 to SOW Multi-Tasking Teams in Darfur, Western Sudan (Darfur AB) UNAMID Ordnance Disposal Office, El Fasher, Sudan TECHNICAL REQUIREMENTS 1.

Area of Operations: The area of operations will be the western region of Sudan, also known as the Darfur region, and divided into five states, North Darfur, West Darfur, South Darfur, East Darfur, and Central Darfur. The contractor will be expected to have bases in El Fasher, Nyala, and El Geneina, Ad Daen, and Zalingei.

2.

Organisational Capacity The Structure of the Management team and the Multi-tasking Teams should include the following core components: A. Managerial Capacity a. One (1) x International Programme Manager based in El Fasher, b. One (1) x International EOD level 4 Operator, based in El Fasher, to act as 2IC, roving supervisor, and training facilitator. c. One (1) x International Medical coordinator, based in El Fasher, to ensure full compliance to IMAS and NTSG by the national medical staff. d. Five (5) x International Field Supervisors, with EOD level 3 or 4 qualifications, based in El Fasher, Nyala, El Geneina, Ad Daen, and Zalingei respectively. Each member is to provide details of qualifications including syllabus and year of training of Level Three or Four qualification and details of years of experience in the field – including the quantities and natures of items destroyed and the type of demolitions conducted. B. Multi-Tasked Team (MTT) The contractor shall provide six (6) x multi-tasking mine action teams capable of providing area survey, clearance, battle area clearance (surface and sub-surface), EOD, GMAA, route assessment and community liaison. The six teams shall consist of one team per sector, consisting of 8 team members, with one backup team located in El Fasher. The organization will compile the teams under advisement from the National Mine Action Center (NMAC), making full use of the National Demining Unit (NDU) capacity. The sixth (6th) standby team could consist of international staff members to facilitate access to disputed areas, where it may be difficult for NDUs to have access. Teams should each include: a. One (1) x National EOD Operator recruited from the National Demining Unit, qualified to EOD Level 2/3, to act as the Team Leader b. One (1) x National EOD Operator recruited from the National Demining Unit qualified to EOD Level 2/3, to act as the deputy team leader, 34


c. Three (3) x deminers all trained to Demining EOD level 2, recruited from the National Demining Units (Darfur). At least one must hold a national drivers licence. d. One (1) x National Community Liaison (CL), recruited from the National Demining Units (Darfur) e. One (1) x National Medic, recruited from the National Demining Units (Darfur), and f.

One (1) x National Driver, recruited from the National Demining Units (Darfur).

In recognition of the difficulties in ensuring quality and standards of staff prior to submission of the RFP, contractors will be required to conduct a two to three week Level 2 standards refresher course for staff. This will be subject to accreditation. During the mobilization/training phase, a refresher course for EOD level 2/3 shall be built in by the IP to ensure the IMAS standards. It is expected the Implementing Partner (IP) will form a partnership with the NDU, via NMAC advisory board, and evidence of such support should be attached to the RFP, via a written statement from NMAC. In the unlikely event that the task at hand demands more personnel, the two teams closest to the location of the task could be combined into one team to facilitate the successful and productive completion of these tasks. C. EOD Training Capacity The Contractor shall during the working life of the contract be required to conduct training and refresher for Basic ERW course, EOD Level 1 to 3 training courses, which may include certification of completion and accreditation of attendees. Trainees shall include, but not limited to members of NMAC, National Demining Units, UN, and humanitarian agencies. UNAMID ODO will supply the approved syllabus for the following courses to be adopted and implemented by the contractor/IP; -

3 Day Basic ERW Course (Advanced Risk Education aimed at UN Police and Military and Security forces), IMAS EOD Level 1 Course, IMAS EOD Level 2 Course, IMAS EOD Level 3 Course

The Level 4 EOD supervisor within the company shall conduct the training with support by nominated Level 3 EOD staff within the company and other staff as directed by UNAMID ODO. Actual timing of the course will be agreed upon discussion with UNAMID ODO, but will be in line with the normal accepted standards of IMAS and the individual contractor’s SOPs. The training shall be conducted as part of normal Clearance and EOD support provided by the Contractor to UNAMID. UNAMID ODO shall provide explosive stores and training items such as UXO for demolitions. Training Syllabus, EOD Log Books and other classroom training stores shall be provided in template form by the Contractor to UNAMID for printing. UNAMID ODO shall provide demolition site, training ground/room. The Contractor shall provide all training support materials.

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3.

Task Details and Equipment A. Each MTT will be equipped by UNAMID ODO with four (4) handheld, ground compensating, metal (mine) detectors that are able to locate minimum metal anti-personnel landmines to 13 cm and sub-munitions to 40 cm in laterite soil, as well as two (2) Large Loop Detectors and two (2) bomb locators. The Contractor is responsible to provide all PPE and hand tools required to conduct the following operations: a. Tasks related to Survey. To gather, process, evaluate and make available information on the perceived ERW threat within Darfur in order to assist in the immediate planning of response to all ERW related activities, being humanitarian, or in direct support of other UNAMID activities. Conduct Technical Surveys (TS) when required. Conduct Road/Route Surveys or Assessments (RA) so that humanitarian aid can be delivered to areas of need. Provide an electronic record of GPS data showing all tracks and routes travelled. Provide a source of accurate and reliable data on the nature and extent of the hazards and hazardous areas, and other important planning information such as areas of recent conflict, safe access routes, local facilities such as water sources and available medical support. b. Emergency Explosive Ordnance Disposal tasks. These tasks will involve the detection, identification, field-evaluation, render safe, recovery and disposal of UXO. It may be single UXO or a number of UXO at a specified location such as a mortar or artillery gun position c. Bunker and stockpile clearance tasks. These tasks will involve the clearance of ammunition stockpiles left in ammunition bunkers. The age of the ammunition stockpiles, when combined with inadequate storage facilities poses a significant threat to local populations. Unlike UXO that normally affect one or more individuals, an undesired detonation within a storage facility may have an impact on the whole community. These clearance operations require a defined, controlled and systematic clearance and recovery procedure. These tasks may also include support to Demobilisation, Disarmament, and Reintegration (DDR) operations, where weapons and ammunition recovered during the demobilisation can be destroyed as required by the national authorities. d. Battle Area Clearance tasks (BAC). BAC involves the planning, systematic search and clearance of a given area that has UXO contamination. The contamination may be on the surface and/or sub-surface. All BAC tasks progress from the identification of a UXO contaminated area through a detailed reconnaissance to the reporting and registration of its completion following the actual clearance of the contaminated areas. e. General Explosive Hazard Assessment (GEHA). Conduct GEHA on reported or suspected locations of mine/UXO contamination and collect information on types and quantities of explosive hazards. Collect general information to support planning of future mine action activities. f. Humanitarian mine clearance tasks on known dangerous areas. These tasks, if applicable, will involve the systematic clearance of known dangerous areas through the identification and removal or destruction of all mine and UXO hazards from a specified area to a specified depth. The actual size of the area to be cleared will in the main be relatively small in line with the actual team size or where required teams may be grouped together to clear larger areas. When conducting Demining Operations the deminers are to work on a one-man onelane drill. These operations should then also require the combination of two RRT. g. Community Liaison: Are to deploy with the teams on all tasks and ensure that all local authorities and population are informed of the teams’ activities, before during and after the task is conducted. They are to conduct emergency RE training when needed and report to the UNAMID ODO on all completed RE activities. This is an integral part of all operations and an activity that should not be neglected. 36


B. MTT/EOD and Survey combined team: For the purpose of this Contract, each MTT will require total of three (3) vehicles, of which one must be a multi-purpose vehicles that can function as dedicated ambulance. UNAMID ODO will provide the following equipment to each MTT: Ser Item Quantity Remarks 1 4 x 4 Vehicle 2 MOSS comp. 2 4 x 4 Safety Vehicle 1 MOSS comp. Hardtop, capable of carrying the stretcher 3 Major Trauma Kit with Stretcher 1 In accordance with NTSG and SOPs 4 R-BGan Sat Service 1 Cost of comms borne by contractor 5 6 7 8

Satellite Phone set GPS Metal Detector VHF Handset

1 1 4 5

9 10

VHF Vehicle set HF Vehicle set

3 3

13 14 15 16

Large Loop Detector Exploder and continuity tester Firing Cable Bomb Locator

2 2 2 2

Cost of comms borne by contractor Ground compensating Additional sets for sentries. Must be compatible with the Mission network Any HF system with Celcall facility, Codan CODAN Compatible and able to operate in the range of 1.6 to 30 mhz and minimum of f 15 channels.

Shonstedt

37


Appendix 2 to SOW UN OFFICIAL HOLIDAYS The following UN holidays are normally recognized in the Sudanese calendar, it must be noted that some of the dates are not fixed and are subject to change at short notice. A UN advisory is distributed on regular intervals to all involved with allocated dates.

*

Independence Day

01 January 2012

Mulid El Nabi*

05 February 2012

Easter Sunday

08 April 2012

Sham El Nassim*

09 April 2012

El Isra’a Wa El Minag*

17 June 2012

Eid Al-Fitr*

19 August 2012

Eid Al-Fitr*

20 August 2012

Eid El Adha*

28 October 2012

Eid El Adha*

29 October 2012

Christmas Day

25 December 2012

These dates are dependant on the lunar phase.

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Appendix 3 to SOW Phased Reports COMPLETION REPORT Completion of Maintenance and Stand-down Phase (* APPLICABLE ONLY FOR CONTRACTORS CONTINUING FROM PREVIOUS YEAR)

Contract no: ____________

Date: ___________

Previous Contract effective date: ___________ Phase 1: _________ Phase 2: _________ Phase 3: _________ Phase 4: _________

to ___________ to ___________ to ___________ to ___________

Upon completion of Phase 4 of the abovementioned contract, the Contractor shall submit to UNOPS this Maintenance and Stand-down Completion Report. This Completion Report shall certify that all the Phases of the Previous Contract have been completed in accordance with Statement of Work and Contractor’s Technical Proposal and that appropriate measures have been taken for maintenance and stand-down for the next Contract. New Contract effective date: ___________

Certificate Preparation and Submittal: Step 1: The Contractor shall complete a draft Report and provide it to the UN Programme Manager (UN PM) within five (5) days of the end of the phase. Step 2: The UN PM shall review and approve, or discuss any necessary revisions with Contractor’s Project Manager within five (5) business days of receipt. If no changes are necessary, the draft Report shall be considered the final. Any disputes shall immediately be raised to the HQ’s of UNOPS and the Contractor to resolve. Step 4: The Contractor shall sign and provide a final version to UNOPS within one (1) week of the receipt of the final Report. Comment fields must be filled in for any “Yes” or “No” that is checked. (The fields below are not all-inclusive and needs to be amended to suit each contract.) 1. Was the project on schedule? If the project timeline has been changed provide a detailed explanation as well as a revised schedule. Yes

No

Comment:

39


2.

Has all UN owned equipment been serviced and either returned or securely stored in the Contractor’s camp?

Yes

No

Comment: 3.

Has all BOI’s and other outstanding investigations been finalized?

Yes

No

Comment: 4. Has all Handover/Completion Certificates under the Previous Contract been completed and submitted to the Operations Department. Yes

No

Comment: 5.

Have all UN ID cards, UN Certificates etc. been renewed or returned?

Yes

No

Comment: 6.

Are there any outstanding administrative or logistical issues with the UN field office?

Yes

No

7.

Are the base camps securely maintained with security staff to safeguard assets? Have all personnel left Sudan for Stand-down? Please provide list of personnel remaining in Sudan with dates, locations, and contact details.

8. Yes No Comment: Signatures Contractor Project Manager

UN Programme Manager

Date:

40


COMPLETION REPORT Completion of Phase 1 Mobilization & Preparation Phase Contract no: ____________

Date: ___________

Contract effective date: ___________ Phase 1: _________ to ___________ Upon completion of Phase 1 of the abovementioned contract, the Contractor shall submit to UNOPS a Phase 1 Completion Report. This Completion Report shall certify that the implementation of Phase 1 of the Contract has been completed in accordance with Statement of Work and Contractor’s Technical Proposal.

Certificate Preparation and Submittal: Step 1: The Contractor shall complete a draft Report and provide it to the UN Programme Manager (UN PM) within five (5) days of the end of the phase. Step 2: The UN PM shall review and approve, or discuss any necessary revisions with Contractor’s Project Manager within five (5) business days of receipt. If no changes are necessary, the draft Report shall be considered the final. Any disputes shall immediately be raised to the HQ’s of UNOPS and the Contractor to resolve. Step 4: The Contractor shall sign and provide a final version to UNOPS within one (1) week of the receipt of the final Report. Comment fields must be filled in for any “Yes” or “No” that is checked. (The fields below are not all-inclusive and needs to be amended to suite each contract.) 1. Is the project on schedule? If the project timeline has been changed provide a detailed explanation as well as a revised schedule. Yes

No

Comment: 2. Have the personnel arrived in the allotted timeframe? (Attach a personnel list indicating personnel, position and arrival date in country) Yes No Comment: 3.

Has equipment arrived? Has it been customs cleared? Has it been checked by UNAMID ODO Logistics for quantity and serviceability? Attach a spread sheet detailing the date of dispatch from port of origin, date of arrival, date of clearance and date that it was checked by UNAMID ODO 41


Logistics. (This information can also form part of the Equipment List required as in Appendix 2 to SOW) Yes

No

Comment: 4.

Have you been loaned some equipment from the UN?

Yes

No

Comment: If Yes, please provide details using List of Equipment form (Appendix 2 to SOW) and return signed Right of Use Agreement (Appendix 7 to SOW) 5. Has Contractor applied for Accreditation? Yes

No

Comment: 6. Has the Contractor received a Tasking Order and have they submitted a works programme for approval? Yes

No

Comment:

7. Are there any disputes on the project? Yes

No

Comment: Signatures Contractor Project Manager


Date:

42


COMPLETION REPORT Completion of Phase 2 Operational Accreditation Phase Contract no: ____________

Date: ___________

Contract effective date: ___________ Phase 1: _________ to ___________ Phase 2: _________ to ___________ Upon completion of Phase 2 of the abovementioned contract, the Contractor shall submit to UNOPS a Phase 2 Completion Report. This Completion Report shall certify that the implementation of Phase 2 of the Contract has been completed in accordance with Statement of Work and Contractor’s Technical Proposal. Certificate Preparation and Submittal: Step 1: The Contractor shall complete a draft Report and provide it to the UN Programme Manager (UN PM) within five (5) days of the end of the phase. Step 2: The UN PM shall review and approve, or discuss any necessary revisions with Contractor’s Project Manager within five (5) business days of receipt. If no changes are necessary, the draft Report shall be considered the final. Any disputes shall immediately be raised to the HQ’s of UNOPS and the Contractor to resolve. Step 4: The Contractor shall sign and provide a final version to UNOPS within one (1) week of the receipt of the final Report. Comment fields must be filled in for any “Yes” or “No” that is checked. (The fields below are not all-inclusive and needs to be amended to suit each contract.) 1. Is the project on schedule? If the project timeline has been changed provide a detailed explanation and include a revised schedule. Yes

No

Comment: 2.

Has the Contractor amended and finalized their SOPs in accordance with national standards?

Yes

No

Comment: 3.

Have all operational capacities passed their accreditation tests?

Yes

No

Comment: 4.

Is the Contractor ready to proceed with Phase 3, Operational phase? 43


Yes

No

Comment Signatures Contractor Project Manager


Date:

44


COMPLETION REPORT Completion of Phase 3 Operational Phase Contract no: ____________

Date: ___________

Contract effective date: ___________ Phase 1: _________ to ___________ Phase 2: _________ to ___________ Phase 3: _________ to ___________ Upon completion of Phase 3 of the abovementioned contract, the Contractor shall submit to UNOPS a Phase 3 Completion Report. This Completion Report shall certify that the implementation of Phase 3 of the Contract has been completed in accordance with Statement of Work and Contractor’s Technical Proposal. Certificate Preparation and Submittal: Step 1: The Contractor shall complete a draft Report and provide it to the UN Programme Manager (UN PM) within five (5) days of the end of the phase. Step 2: The UN PM shall review and approve, or discuss any necessary revisions with Contractor’s Project Manager within five (5) business days of receipt. If no changes are necessary, the draft Report shall be considered the final. Any disputes shall immediately be raised to the HQ’s of UNOPS and the Contractor to resolve. Step 4: The Contractor shall sign and provide a final version to UNOPS within one (1) week of the receipt of the final Report. Comment fields must be filled in for any “Yes” or “No” that is checked. (The fields below are not all-inclusive and needs to be amended to suit each contract.) 1. Is the project on schedule? If the project timeline has been changed provide a detailed explanation as well as a revised schedule. Yes

No

Comment:

This section needs to be tailored for each type of Contract Signatures Contractor Project Manager Date:


45


COMPLETION REPORT Completion of Phase 4 Demobilization Phase Contract no: ____________

Date: ___________

Contract effective date: ___________ Phase 1: _________ Phase 2: _________ Phase 3: _________ Phase 4: _________

to ___________ to ___________ to ___________ to ___________

Upon completion of Phase 4 of the abovementioned contract, the Contractor shall submit to UNOPS a Phase 4 Completion Report. This Completion Report shall certify that the implementation of Phase 1 of the Contract has been completed in accordance with Statement of Work and Contractor’s Technical Proposal.

Certificate Preparation and Submittal: Step 1: The Contractor shall complete a draft Report and provide it to the UN Programme Manager (UN PM) within five (5) days of the end of the phase. Step 2: The UN PM shall review and approve, or discuss any necessary revisions with Contractor’s Project Manager within five (5) business days of receipt. If no changes are necessary, the draft Report shall be considered the final. Any disputes shall immediately be raised to the HQ’s of UNOPS and the Contractor to resolve. Step 4: The Contractor shall sign and provide a final version to UNOPS within one (1) week of the receipt of the final Report. Comment fields must be filled in for any “Yes” or “No” that is checked. (The fields below are not all-inclusive and needs to be amended to suit each contract.) 1. Is the project on schedule? If the project timeline has been changed provide a detailed explanation as well as a revised schedule. Yes

No

Comment: 9.

Has all UN owned equipment been serviced and returned to the UN, if necessary?

Yes

No

Comment: 10.

Have all BOI’s and other outstanding investigations been finalized?

Yes

No 46


Comment: 11. Have all Handover/Completion Certificates been completed and submitted to the Operations Department. Yes

No

Comment: 12.

Have all UN issued ID cards, UN Certificates etc. been returned?

Yes

No

Comment: 13.

Are there any outstanding administrative or logistical issues with the UN field office?

Yes

No

Comment:

Signatures Contractor Project Manager


Date:

47


Appendix 4 to SOW Division of Responsibilities Activity Coordination of tasking Provision of office facilities Accommodation for Contractor’s operational staff Provision of all equipment to carry out to meet contract obligations Management of equipment Repair and maintenance of equipment Provision of explosives to the Contractor Responsibility for providing national operational and support staff as specified in the proposal Provision of food for operational staff employed by the Contractor Training and employment of a demining section and medic Supervision and internal QA of operations External Quality Assurance and Quality Controls Provision of communications for demining operations Personnel administration to include pay, insurance, leave, movement Payment of operating costs directly related to the Contractor internal administration. Provision of Medical and Casevac Support to operations Provision of Casevac for Contractor international staff to second country locations Local procurement Provision of insurance i.e. third party, personal, Contractor liability and equipment and vehicles Movement of equipment and personnel (custom, immigration etc.) Daily Transportation within the country of Contractor’s personnel and equipment

Contractor

UNAMID ODO X

X X X X X X X X X X X X X X X

X*

X

X*

X X X X

* The support that would be provided to the Contractor will be made known at the time of deployment since it may differ from one situation to the next.

48


Appendix 5 to SOW

Agreement for the Receipt and the Right of use of UN Assets (This agreement will only be signed in the event that equipment is purchased by the Contractor, on behalf of UNOPS)

BETWEEN:

Name of Contractor (hereinafter referred to as "the Recipient")

AND: "UNOPS”)

THE UNITED NATIONS OFFICE FOR PROJECT SERVICES: (hereinafter referred to as

IN RESPECT OF PROPERTY ACQUIRED UNDER PROJECT: 1. UNOPS hereby grants the Recipient a revocable right to use the asset(s) listed in the document attached to this Agreement subject to the terms herein. 2. The Recipient hereby acknowledges receipt of such asset(s) for use exclusively by the Recipient for purposes of implementing the aforementioned project. 3. The Recipient only acquires the right of use. Ownership of the asset(s) shall remain with UNOPS, which may revoke the right of use with immediate effect and demand prompt return of any or all asset(s) in a fit condition subject only to normal wear and tear. 4. The Recipient agrees that the asset(s) will be deployed to the duly authorized and responsible staff of the Recipient throughout Sudan. 5. The Recipient agrees to obtain the prior written agreement of UNOPS before redeploying these asset(s) for any other purpose or to any location other than listed above. 6. The Recipient shall provide proper insurance coverage for the asset(s), including but not limited to insurance for collision, theft and third party liability coverage. UNOPS shall be a named insured party on any such insurance policy. 7. The Recipient shall be solely responsible for the asset(s), their conditions and their use, including compliance with regulations or laws for use in the locations indicated above and any third party claims related to such use. 8. The Recipient shall properly operate and maintain the asset(s) and bear all costs associated therewith. 9. The Recipient shall provide for appropriate personnel to operation the asset(s). Any such personnel shall be duly qualified for operating the asset(s) and be licensed if so required in the territory of operation. The Recipient also shall provide appropriate death and disability insurance for any personnel responsible for operating any of the asset(s). 10. The Recipient shall report to UNOPS annually on its use of the asset(s), including the condition and the current location. UNOPS shall be notified immediately of any damage or loss, other than normal wear and tear, and the repair or recover action to be undertaken by the Recipient. 11. Nothing in this Agreement shall be deemed a waiver, express or implied, of any privilege or immunity enjoyed by UNOPS. The Chrysler Building 405 Lexington Avenue, 5th Floor New York, NY 10174, USA www.unops.org 49


12. Any disputes arising in connection with this Agreement that cannot be resolved amicably shall be submitted to arbitration according to the UNCITRAL Arbitration Rules, the decision of which shall be accepted as a final adjudication of the matter by both parties. AGREED BY:

For UNOPS: ____________________

For the Recipient: __________

Director, North America Office Date:

Date:

The Chrysler Building 405 Lexington Avenue, 5th Floor New York, NY 10174, USA www.unops.org 50


Appendix 6 to SOW

REQUEST FOR CHANGE OF CONTRACT PERSONNEL Submitter: Organisation: Date: Serial

Post Title

Incumbent

Replacement

Requested with effect date

CV attached

Observations:

Contracts Management focal person

Recommended by:

Chief of Operations and Planning



ANNEX III PROPOSAL FORMS

List of documents to accompany your proposal: III-A: Proposal submission form III-B: Consortium/Joint Venture/Association form, if applicable III-C: Performance Security (not required for submission)



ANNEX III-A PROPOSAL SUBMISSION FORM Project: 00079025 – Ordnance Disposal Support to UNMAID Mission Case reference: Request for Proposals for Rapid Response BAC, EOD, Survey and Manual Clearance Teams Darfur UNMAID Ordnance Disposal Office (UNAMID ODO). Case no.: NAO/MA/UNAMID/RFP/12/006 TO:

United Nations Office for Project Services Mine Action Cluster The Chrysler Building 405 Lexington Avenue, 5th Floor New York, New York 10174 United States of America

Dear Sir/Madam: Having examined the RFP for provision of above mentioned services, the receipt of which is hereby duly acknowledged, we the undersigned, offer to supply the required services in conformity with the requirements of this RFP for the sum as may be ascertained in accordance with the price component attached herewith and made part of this proposal. Provided that a contract is issued by UNOPS within the proposal validity period, the undersigned hereby commits, subject to the terms of such contract, to commence and complete delivery of the services at the prices offered and within the time frame stipulated. We understand that UNOPS are not bound to accept any proposal you may receive and that a binding contract would result only after final negotiations are concluded on the basis of the technical and price components proposed. This proposal shall be valid and binding upon us for 120 days, and may thus be accepted at any time before: ________________________________________________________________________ Our proposal includes the following documents: Technical component: (a) Proposal Submission Form (Annex III-A) The Chrysler Building 405 Lexington Avenue, 5th Floor New York, NY 10174, USA www.unops.org 53


(b) Technical component (including the CV of personnel to be involved in the project) (c) Consortium/joint venture/association form, if applicable Financial Component as per Annex VI in separate envelope including cover letter, price breakdown, and payment schedule. Date: _______________________________________________________________________ Name of Offeror: ________________________________________________________________________ Address of Offeror: ________________________________________________________________________ ________________________________________________________________________ Phone No.: _________________________ Fax no.: _____________________________ E-mail address: ________________________________________________________________________ Authorized signature: ___________________________________________________________ Name of Authorized Signature (type or print): ________________________________________________________________________ Functional title of Signatory: ________________________________________________________________________



ANNEX III-B JOINT VENTURE/CONSORTIUM/ASSOCIATION INFORMATION FORM (to be completed and returned with your proposal if the proposal is submitted as a Joint Venture/Consortium/Association) JV / Consortium/ Association Information Name Names of each partner and contact information (address, telephone numbers, fax numbers, e-mail address) Name of leading partner (with authority to bind the JV, Consortium, Association during the Bidding process and, in the event a contract is awarded, during contract execution) Proposed proportion of responsibilities between partners (in %) with indication of the type of the Works to be performed by each Signatures of all partners of the JV: We hereby confirm that, if the contract is awarded, all parties of the Joint Venture/Consortium/Association shall be jointly and severally liable to UNOPS for the fulfillment of the provisions of the Contract. Name of partner: __________________

Name of partner: ____________________



Signature: _____________________

Signature: __________________________

Date: __________________________

Date: _____________________________

Name of partner: ______________________ Name of partner: ____________________ Signature: ___________________________ Signature: __________________________ Date: _______________________

Date: ________________________



ANNEX III-C

Performance Security [The bank, as requested by the successful Bidder, shall fill in this form in accordance with the instructions indicated] Date: [insert date (as day, month, and year) of Bid Submission] RFP No. and title: [insert no. and title of bidding process] Bank’s Branch or Office: [insert complete name of Guarantor] Beneficiary: [insert legal name and address of UNOPS] PERFORMANCE GUARANTEE No.: [insert Performance Guarantee number] We have been informed that [insert complete name of Supplier] (hereinafter called "the Supplier") has entered into Contract No. [insert number] dated [insert day and month], [insert year] with you, for the supply of [description of Goods and related Services] (hereinafter called "the Contract"). Furthermore, we understand that, according to the conditions of the Contract, a Performance Guarantee is required. At the request of the Supplier, we hereby irrevocably undertake to pay you any sum(s) not exceeding [insert amount(s1) in figures and words] upon receipt by us of your first demand in writing declaring the Supplier to be in default under the Contract, without cavil or argument, or your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This Guarantee shall expire no later than the [insert number] day of [insert month] [insert year],2 and any demand for payment under it must be received by us at this office on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458, except that subparagraph (ii) of Sub-article 20(a) is hereby excluded. [signatures of authorized representatives of the bank and the Supplier]

1

The Bank shall insert the amount(s) specified in the SCG and denominated, as specified in the SCG, either in the currency(ies) of the Contract or a freely convertible currency acceptable to UNOPS. 2 Dates established in accordance with Clause 12 of the General Conditions of Contract (“GCG”). UNOPS should note that in the event of an extension of the time to perform the Contract, UNOPS would need to request an extension of this Guarantee from the Bank. Such request must be in writing and must be made prior to the expiration date established in the Guarantee. In preparing this Guarantee, UNOPS might consider adding the following text to the Form, at the end of the penultimate paragraph: “We agree to a one-time extension of this Guarantee for a period not to exceed [six months] [one year], in response to UNOPS’s written request for such extension, such request to be presented to us before the expiry of the Guarantee.” The Chrysler Building 405 Lexington Avenue, 5th Floor New York, NY 10174, USA www.unops.org 57


ANNEX IV CONTRACT TERMS FOR PROFESSIONAL SERVICES In the event of a contract the following will apply: UNOPS General Conditions for Contracts for Professional Services (available at http://www.unops.org/english/whatwedo/services/procurement/Pages/Procurementpolicies.a spx) under Publications. If your company is unable to access the document, please send an e-mail request to the UNOPS contact person specified in the RFP and the UNOPS General Conditions for Contracts for Professional Services will be sent to you electronically).



ANNEX V Description and Qualifications of the Firm/NGO a), and b) Guidelines for Preparation of Resume’s Description and Qualifications of the Firm/NGO The following is an example of the information required. Firms/NGOs don’t have to provide all statutes or incorporation documentation etc. Individual Firm/NGO’s or Individual Members of Joint Ventures Constitution or legal status of Firm/NGO: _____________________[attach copy of certificate] Place of registration: _______________________________ Principal place of business: _______________________________ Power of attorney of signatory of Bid: __________[attach] Total annual volume of mine action works performed in the last three years: Demining (in square meters and in monetary value): __________ Mine Risk Education (in number of beneficiaries and in monetary value ): _________ List all work performed as prime Firm/NGO on works of a similar nature and volume over the last three years. The values should be indicated in US$. Also list details of work under way or committed, including expected completion date. References from previous employers/funders should also be attached.

Project name and country

Name of client, address and contact person

Type of work performed and year of completion

Value of contract/grant

Proposed subcontracts and firms involved List all sub-Firm/NGO that will perform services for the Firm/NGO under this contract. Sections of the Works

Value of subcontract

Sub Firm/NGO (name and address)

Experience in similar work

Financial Information a.

Audited financial statements for previous financial year: balance sheets, profit and loss statements, auditors' reports, etc. List below and attach the documents.



b.

Evidence of access to financial resources to meet the qualification requirements: cash in hand, lines of credit, etc. List below and attach support documents. Name, address, and telephone, telex, and facsimile numbers of banks that may provide references if contacted by UNOPS.

c.

Current Litigation Information on current litigation in which the Bidder is involved. Other party(ies)

Cause of dispute

Amount involved

Safety Record Safety records for the last three years; record of casualties (fatal and non-fatal) for the last three years: 2008 Fatal

2009 Non-fatal

Fatal

2010 Non-fatal

Fatal

Non-fatal

Joint Ventures The information listed under the paragraph Individual Bidders or Individual Members of Joint Ventures sub-paragraphs a – f, above shall be provided for each partner of the joint venture. The same information as described under Financial Information above shall be provided for the joint venture. Attach the power of attorney of the signatory(ies) of the Bid authorizing signature of the Bid on behalf of the joint venture. Attach the Agreement among all partners of the joint venture (and which is legally binding on all partners), which shows that: a. b.

c.

all partners shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms; one of the partners will be nominated as being in charge, authorized to incur liabilities, and receive instructions for and on behalf of any and all partners of the joint venture; and the execution of the entire Contract, including payment, shall be done exclusively with the partner in charge.

Additional Requirements



a.

Any comments or suggestions on the SOW, including assumptions made by your firm/NGO regarding the requirements and regarding services to be provided by UNOPS.

b.

Your firm/NGOs detailed technical proposal regarding the approach to be taken to address the SOW, methodology, timing and outputs.



Guidelines for Preparation of Resume’s for Request for Proposals for UNOPS Please ensure that staff proposed for this contract provides ALL of the information requested in these guidelines. A. Include a signed letter from the candidate stating that s/he is interested and available for this contract. Please check the availability of the candidate as many candidates indicate their availability while working on other contracts, or they submit their resume to several bidders, which in most cases differs, from one bidder to the next. B. CURRICULUM VITAE I. Personal data Name (Last, First, Middle Initial) Address City, Region/State, Postal Code Telephone/Facsimile (Please note this number may be used for confidential communications) E-mail address DOB: Age: Nationality/Nationalities (Please indicate all the nationalities held.) Gender Marital Status II. Education List the degree(s) and major area of study. Indicate the date (in reverse chronological order), the name of the institution and location where the degree or qualifications were earned obtained. Military promotional courses and only proficiency courses with a specific bearing on the position to be filled should also be included. III. Summary of Professional skills and/or expertise Field of expertise (be as specific as possible) i.e. i.e. Demining, EOD, Mine Awareness, Finance, Human Resources, or Procurement etc. Credentials or professional training relevant to expertise (i.e. Military Command & Staff College, Explosive Ordnance Disposal etc). Computer skills (both hardware and software). IV. Summary of relevant work experience Please provide an overview of work history in reverse chronological order. Provide dates, title/military rank, employer, type of business, location, the area of work and major accomplishments. The Chrysler Building 405 Lexington Avenue, 5th Floor New York, NY 10174, USA www.unops.org 62


Please indicate any management experience including specific achievements. Please specify any UN related experience V. Languages Mother tongue Other languages. Indicate written and verbal proficiency (Fluent/full working knowledge/minimal working knowledge). VI. Other Please name three referees (with complete addresses) who are in a position to provide information on professional achievements. Please ensure the following statement is included in the resume and that it is signed and dated. CERTIFY THAT ALL INFORMATION STATED IN THE RESUME IS TRUE AND COMPLETE. Note: Employers should verify and check that the information contained in the resume is true and correct. Please note that individuals are not accredited or registered by the UN and that the UN should only be listed as an employer when persons have been employed by the UN and not when they were employed by a contractor under contract with the UN.



ANNEX VI Price Component Submission Form (Attached)
