REQUEST FOR PROPOSALS (RFP)

AND

GENERAL INSTRUCTION TO SERVICE PROVIDERS (GIS)

The International Organization for Migration (IOM) is an intergovernmental organization established in 1951 and is committed to the principle that humane and orderly migration benefits both migrants and society.

In the framework of IOM Turkey programmes in Istanbul, the IOM invites interested and eligible Cleaning Service Providers to submit their proposals for providing different cleaning services and as per the below tables.

This RFP includes Instructions to Service Providers and administrative requirements that Service Providers will need to follow in order to prepare and submit their proposals for consideration by IOM.

IOM reserves the right to accept or reject any proposal, and to cancel the procurement process and reject all proposals at any time prior to award of the Contract, without thereby incurring any liability to the affected Service Provider/s or any obligation to inform the affected Service Provider/s of the ground for IOM’s action.

Very truly yours,

Procurement & Logistics Unit

IOM Istanbul

IOM is encouraging companies to use recycled materials or materials coming from sustainable resources or produced using a technology that has lower ecological footprints.

GENERAL INSTRUCTION TO SERVICE PROVIDERS (GIS)

1. Description of Services

The Service Provider to provide the Cleaning Services (the “Services”) to all IOM Office facilities located within Istanbul (addresses are: Esentepe/Şişli, Abide-i Hurriyet/Şişli, and Balmumcu/Beşiktaş) according to the following terms:

1.1 Provision of cleaners as per the following schedule:

Day shift (8 hours a day – from 08:00 to 16:00) – 5 days a week except the Saturdays and Sundays.
The proposal will be submitted per one (1) cleaner, however, IOM may increase and/or decrease the number of the cleaners following the actual needs. The service provider must be flexible accordingly.

1.2 The job description of each cleaner shall be as follows:

Cleaning of the floors, grounds, corridors, offices, staircases, toilets, kitchen, etc.
Cleaning stainless steel, metal, wooden, walls, marbles, glasses, and any other special

surfaces.

Cleaning all type of windows, doors, furniture, and the office equipment and

appliances.

Emptying trash and recycling bins.
Washing the cups and dishes instantly.
Perform any other duties that fall under the category “Cleaning” as assigned by the IOM direct supervisor.
- Necessary uniforms should be provided by the Service Provider for each cleaner according to the duty requirements needed.
- Necessary cleaning tools, equipment, and accessories shall be provided by IOM Istanbul.
- A “once (1) a week” regular visit shall be done by the Area Supervisor assigned by the Service Provider to the IOM premises for checking the quality of the services provided, as well as taking any notes of IOM into consideration. On call basis, the Area Supervisor shall be available at any time required to inspect the staff assigned to provide the required services.
- The Service Provider shall cover the Staff salaries, Health/Social insurance, public liability insurance, Leave’s relievers & any other staff related cost.
- The Service Provider shall be responsible to replace any individual while on service in case of absence due to regular leave or sick leave circumstances.
- The all-inclusive monthly service fee shall follow the below table, which is the total charge to IOM including all applicable taxes. The prices shall remain fixed for the entire term of the agreement unless the Turkish Ministry of Labour increases the minimum wage, thereafter, the increment shall be applicable to the service fees accordingly.

Description

Qty

Unit Cost / Month

Cleaner (Female/Male)

Day Shift (08:00 to 16:00)

Working Days Only (Monday to Friday)

TRY

2. Corrupt, Fraudulent, and Coercive Practices

IOM requires that all IOM Staff, manufacturers, Service Providers or distributors, observe the highest standard of ethics during the procurement and execution of all contracts. IOM shall reject any proposal put forward by Service Providers, or where applicable, terminate their contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set forth below as follows:

Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the action of the Procuring/Contracting Entity in the procurement process or in contract execution;

Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the execution of a contract, to obtain a financial gain or other benefit to avoid an obligation;

Collusive practice is an undisclosed arrangement between two or more bidders designed to artificially alter the results of the tender procedure to obtain a financial gain or other benefit;

Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process to influence improperly its activities in a procurement process, or affect the execution of a contract

3. Conflict of Interest

All Service Providers found to have conflicting interests shall be disqualified to participate in the procurement at hand. A Service Provider may be considered to have conflicting interest under any of the circumstances set forth below:

A Service Provider has controlling shareholders in common with another Service Provider;

A Service Provider receives or has received any direct or indirect subsidy from another Service Provider;

A Service Provider has the same representative as that of another Service Provider for purposes of this proposal;

A Service Provider has a relationship, directly or through third parties, that puts them in a position to have access to information about or influence on the proposal of another or influence the decisions of the Mission/Procuring Entity regarding this proposal process;

A Service Provider submits more than one proposal in this proposal process;

A Service Provider who participated as a consultant in the preparation of the design or technical specifications of the Services that are subject of this proposal process.

4. Eligible Service Providers for the LTA (one-year Long Term Agreement)

Only Service Providers that are determined to be qualified shall be considered for award. In order to establish their eligibility, together with the proposal the Service Provider shall submit the following; – Registration documents.

Taxation cards.
Past performance/experience of the same type of business. – Financial reports of the last three years.

5. Errors, omissions, inaccuracies and clarifications

The documents and forms requested for the purpose of soliciting proposals shall form part of the Contract; hence care should be taken in completing these documents.

Service Providers shall not be entitled to base any claims on errors, omissions, or inaccuracies made in the proposal Documents.

Service Providers requiring any clarifications on the content of this document may notify the IOM in writing at the following address:

Address : Dergiler Sok. No: 23 Esentepe Şişli, Istanbul

Attn : Mr. Onur Gökçe

Email : [email protected]

IOM will respond to any request for clarification received. Copies of the response including description of the clarification will be given to all Service Providers who received this General Instruction, without identifying the source of the inquiry.

6. Confidentiality and Non-Disclosure

All information given in writing to or verbally shared with the Service Provider in connection with this General Instruction is to be treated as strictly confidential. The Service Provider shall not share or invoke such information to any third party without the prior written approval of IOM. This obligation shall continue after the procurement process has been completed whether or not the Service Provider is successful.

7. IOM’s Right to accept any Proposal and to reject any and all Proposals

IOM reserves the right to accept or reject any proposal, and to cancel the procurement process and reject all proposal, at any time prior to award of contract, without thereby incurring any liability to the affected Service Provider/s or any obligation to inform the affected Service Provider/s of the ground for IOM’s action.

8. Requirements

8.1 Proposal Documents

The following shall constitute the Proposal Documents to be submitted by the Service Providers:

Proposal Form (Annex A)
Prices Table Form (Annex B)

Service Providers are required to use the same formats provided below as Annexes to this document but in their letterhead documents with their signature and stamp.

8.2 Proposal Form

The Proposal Form (Annex A) and other required documents shall be duly signed and accomplished and typewritten or written in indelible ink. Any correction made to the prices, rates or to any other information shall be rewritten in indelible ink and initialed by the person signing the Proposal Form.

The language of the Proposal shall be in English and prices shall be quoted in TRY.

Prices quoted by the Service Provider shall be fixed during Service Provider performance of the contract and not subject to price escalation and variation on any account, unless otherwise approved by IOM. A submitted Proposal with an adjustable price Proposal will be treated as non-responsive and will be rejected.

8.3 Validity of Proposal Price

The submitted prices shall remain valid for a minimum period of 1 year, after the deadline for submission.

In exceptional circumstances, prior to expiry of the period of validity of proposals, IOM may request that the Service Providers extend the period of validity for a specified additional period. The request and the response there shall be made in writing. A Service Provider agreeing to the request will not be required or permitted to modify its proposal.

9. Submission of Proposal Documents

Proposals must be submitted by email to: [email protected]addressed to Mr. Onur Gökçe.

Proposals shall be submitted on or before 3 pm on the 11^th of October 2019. Late^[1] Proposals will not be accepted.
If you wish to apply or contact us about this tender, please specify that you saw it on vacanciesinturkey.com

Acceptance of Proposals.

IOM is not bound to take an immediate decision on the acceptability or unacceptability of Proposals at the time of their opening.

11. Rejection of Proposals

Proposal can be rejected for the following reasons:

The Proposal is not presented in accordance with this General Instruction;
The Proposal Form or any document which is part of it is not signed;

(d) The Service Provider is currently under list of blacklisted Service Providers; (e) The Service Provider offer imposes certain basic conditions unacceptable to IOM; (f) Sudden internal operational and administrative changes within IOM.

IOM is not bound to accept any offer received and reserves the right to waive any minor defect in an offer, provided, however, that such minor defect (i) does not modify the substance of the offer and (ii) does not change the relative ranking of the Service Providers.

12. Evaluation of Proposals

IOM shall evaluate and compare the Proposals on the basis of the following:

(a) Completeness and responsiveness of the documents mentioned in 4 and 8.1. (b) Compliance with the description listed above.

Arithmetical errors will be corrected on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Service Provider does not accept the correction of the errors, its Proposal will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

Delivery Sites and Period of Delivery

The services should be rendered as per the above addresses.

14. Liquidated Damages (not applicable)

If the Service Provider fails to deliver any or all of the Services within the period specified in Annex B above, a penalty payment of 0.1% of the price of the undelivered services for every day of breach of the delivery schedule by the Service Provider will be applied.

15. Payment

Full payment shall be made within 10 working days upon IOM’s inspection and acceptance of the service, and upon IOM’s receipt of the valid original invoice describing the services delivered.

16. Settlement of Dispute

The United Nations Commission on International Trade Law (UNCITRAL) arbitration rules will apply for any dispute, controversy or claim that will arise in relation to the procurement process.

Annex A

PROPOSAL FORM

Date : _______________________

To : _______________________

_______________________

Having examined the General Instruction for the Supply and Delivery of [insert description of Services], the receipt of which is hereby duly acknowledge, I, representing [name of company]offer to supply and deliver the requested services in conformity with the General Instruction inaccordance with the Price Table (Annex B) which is herewith attached and form part of this Proposal.

I undertake if my offer is accepted, to deliver the services in accordance with the delivery schedule set out in the Price Schedule.

I agree to abide by this Proposal for the Validity Period specified in the General Instruction which may be accepted at any time before the expiration of that period.

I hereby certify that this Proposal complies with the requirements stipulated in the General Instruction.

Dated this______________day of_________________.

________________________ ________________________________

[signature over printed name] [in the capacity of]

Duly authorized to sign Proposal for and on behalf of

____________________________________ [name of company]

Annex B

Prices Table

The all-inclusive monthly service fee shall follow the below table, which is the total charge to IOM including all applicable taxes. The prices shall remain fixed for the entire term of the agreement unless the Turkish Ministry of Labour increases the minimum wage, thereafter, the increment shall be applicable to the service fees accordingly.