REQUEST FOR INFORMATION (RFI)

Transcription

1 United Nations Nations Unies United Nations Economic and Social Commission for Asia and the Pacific Thailand REQUEST FOR INFORMATION (RFI) This notice is placed on behalf of UNESCAP. United Nations Procurement Division (UNPD) cannot provide any warranty, expressed or implied, as to the accuracy, reliability or completeness of contents of furnished information; and is unable to answer any enquiries regarding this RFI. You are therefore requested to direct all your queries to UNESCAP using the fax number provided below. Title of the RFI: PROVISION OF MAIL OPERATIONS OUTSOURCED SUPPORT SERVICES Date of this RFI: 10 November 2017 Closing Date for Receipt of RFI at PD: 24 November 2017 RFI Number: RFIUNESCAP113 Address: Address RFI response by fax for the Attention of: Chief, Procurement Unit Fax Number: UNCCS Code: , , , , DESCRIPTION OF REQUIREMENTS 1. In an effort to improve services and become more efficient, ESCAP is at times required to seek support from additional resources in areas that are beyond the capacity of its current core staff members, who are required to perform core administrative and technical management tasks and who are familiar in the rules and procedures, of the United Nations. In such situations, it is necessary for ESCAP to seek additional resources through the contracting of Outsourcing Services (OS) to support the work of ESCAP s core staff and to enhance the capacity of service provision. ESCAP s Central Support Services requires proposals for experienced and skilled Task Order Operatives as described below. i. Services for Registry and Records Maintenance ii. Services for Support of Managing Mails iii. Services for Support of Servicing Mails Detailed description of these task orders is captured in Appendix Outsourcing Service Requirement Defined Through Task Orders 2.1 When an Outsourcing Service requirement arises, ESCAP will issue to the Provider of Outsourcing Services (POS) a document termed a Task Order which will describe the specific functions required, its estimated duration, and the desired skill sets that are necessary to satisfactorily fulfill the demands of the Task Order to the client s requirement. Task Orders will cover a variety of functions and may be for

2 varying periods of time. To that end, the POS will be required to mobilize the human resources necessary to execute the Task Order in both a timely and accurate manner, to the satisfaction of ESCAP. 2.2 Task Order Operatives (TOO) will be directly organized and supervised by ESCAP core staff. Therefore, ESCAP does not expect and require TOO to have any prior knowledge of UN rules, regulations or official procedures. 2.3 The rendering of specific functions will require frequent interactions between ESCAP supervisory staff and the Task Order Operatives, which may include issuing of individual activity instructions as well as assigning of tasks for an extended period or up to the maximum duration of the Task Order. Notwithstanding such interaction and the period of assignment of personnel to a particular Task Order, the TOO shall not in any way be deemed as employees of ESCAP, and they shall remain employees of the POS, which solely shall be responsible for discharging all obligations and duties (liabilities) required of it as an employer of such personnel, that is, Task Order Operatives. 3. Duration of Task Orders 3.1 The Provider(s) of Outsourcing Services are advised that the minimum period for any Task Order is anticipated to be for three months and maximum for the term of the contract, excluding any extensions that may be decided by ESCAP and subject to availability of funding as well subject to ESCAP s continuing operational needs. 3.2 ESCAP Core Working Hours are 09:00 hours through 15:00 hours, Monday through Friday with a 45-minute lunch break. All POS operatives will be required to work a minimum of 40 hours per week which will include the core working hours. 3.3 Occasionally TOO will be required to work outside of these hours, to support particular projects that need to be executed outside of normal working hours. 3.4 ESCAP may occasionally request its operatives to work overtime. Task Order Operatives will be expected on such occasions to be available to work overtime. REQUIREMENTS SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) In response to the RFI, companies are requested to provide information on the following: i. Please provide company profile proving that the above mentioned services can be provided by your company. ii. Please provide information on your proposed methodology and plan of operations. iii. Please provide detailed pricing structure, as per Appendix 2. NOTE Information on tendering for the UN Procurement System is available free of charge at the following address: Only the United Nations Global Marketplace (UNGM) has been authorized to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Expression Of Interest. Please subscribe to

3 VEND ORS RESPONSE FORM VENDOR RESPONSE FORM TO: Chief, Procurement Unit RFI Number: NOV.01/17 FAX: FROM: SUBJECT: PROVISION OF MAIL OPERATIONS OUTSOURCED SUPPORT SERVICES To be filled by the Vendor (All fields marked with an * are mandatory) COMPANY INFORMATION UN Vendor ID Number**: UNGM Vendor ID Number*: Company Name *: Company Contact *: Address *: City *: Country *: Telephone Number *: Fax Number *: Address: Company Website: We declare that our company fully meets the prerequisites A, B, C, D and E, for eligibility to register with the United Nations as outlined in the paragraph 1 of the RFI INSTRUCTIONS page. Signature: Date: Name and Title: ** If not already registered with UN Procurement Division, please use the following URL to register at United Nations Global Marketplace (UNGM): Registration at UNGM is mandatory for responding to this EOI. The following information is available about the registration process.

4 RFI INSTRUCTIONS 1) Registering as a Vendor with the United Nations Vendors interested in fulfilling the requirement described above must be registered with UN in order to be eligible to participate in any future solicitation. Information on the registration process can be found at Prerequisites for Eligibility In order to be eligible for UN registration, you must declare that: A. Your company (both parent and/or subsidiaries, if applicable) is not on, or associated with a company or individual on The 1267 List website ( and is not on the IIC Oil for Food List website ( B. Your company (both parent and/or subsidiaries, if applicable) is not currently removed, invalidated or suspended by the UN Headquarters, field missions or other UN organizations (including the World Bank) and is not under investigation by a government or UN Member State. C. You have no outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern. D. You currently do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN (in accordance with ST/SGB/2006/15, post-employment restrictions ( E. Your subsidiaries, agents, intermediaries and principals agree to cooperate with the United Nations Office of Internal Oversight Service during any investigative processes undertaken by them, either before during or after execution of a contract, including providing all required documents, company records, access to employees, officers and staff, as well as financial information. For Registered Vendors: Vendors already registered must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace ( information on the registration process can be found at Vendors must complete the registration process within 90 days of the date of this REOI. Vendors who have not initiated and completed the formal registration process with the Procurement Division within the 90 day-period will be automatically removed from the vendor roster and will have to start again a new registration for consideration in future EOI and tendering exercises. IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration. 2) RFI Process Vendors interested in responding should forward their information (as requested in the RFI) to the United Nations Procurement Division (UNPD) by the closing date set forth in this RFI. Due to the high volume of communications, UNPD is not in a position to issue confirmation of receipt of RFIs. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This RFI is issued subject to the conditions contained in the RFI introductory page on the UNPD Website indicated above.

5 APPENDIX 1 TASK ORDERS FOR EACH SERVICE FUNCTION: SERVICES FOR REGISTRY AND RECORDS MAINTENANCE General Description of Services to be provided: Mail Operations Unit (MOU) supports the Secretariat activities and programmes by facilitating the flow of communications. It acts as the communications clearing house and handles all ESCAP incoming and outgoing correspondences by providing registry, mail distribution, messenger, hand delivery, postal, courier and diplomatic pouch services. Main Services The services are required to: (i) assist core staff member of MOU in developing and updating the central database for archive and records of MOU files and databases (e-doc); (ii) undertake data processing and transferring of files, records and important materials from the central database into e-doc; (iii) assist in providing training and guidance to other MOU team members to use the central database programme; (iv) undertake other IT-related functions to support archive and records management; and (v) support the daily computerized recording and processing of incoming and outgoing mails and handling service requests in order to ensure an accurate and timely delivery of services. Tasks 1. Creates and develops the central database programme and undertakes other IT-related tasks on archive and records management. 2. Assists in the preparation of presentation materials using appropriate IT software, technology and office equipment. 3. Assists in training and guiding MOU team members to use the central database. 4. Provides full range of assistance to MOU staff members by consolidating and transferring daily work schedule and relevant records for archive. 5. Consolidates and retrieves databases and records pertaining to MOU services and categorizes the contents or series of e- DOC files for storage purpose. 6. Monitors, updates and undertakes periodic inspections of materials archived in e-doc to ensure the completion of records, correct placement, legibility and good condition. 8. Compiles and generates periodical reports or list of files, records and databases. 9. Prepares and updates the daily computerized recording and processing of incoming and outgoing mails in order to ensure accurate and timely delivery of services to clients. 10. Monitors and updates the central database of work process, schedule and outputs for quick retrieval and reference and where applicable, verifies records of service requests and tasks accomplished. 11. Assists core staff members of MOU in archive and records management of files and databases (e-doc) and client relations management. 12. Compiles and generates a variety of summary reports on incoming and outgoing mails, break-down activity reports of service requests, work statistics and etc. 13. Processes service requests for mail, courier and diplomatic pouch received from clients and routes to the responsible staff members for timely action. 14. Maintains files and records, both electronic version and hard copies and provides technical assistance on matters relating to registry and records services. 15. Performs other general office support functions as assigned by the supervisor. Minimum Work Experience: A minimum of five years of work experience in general administrative and office support services or other related fields. Knowledge of computer programme and applications is desirable.

6 Educational Requirements: Completion of high school or equivalent diploma or university degree. Skills (Language, Computer, Mathematical): Language: Ability to read and understand simple instructions or short correspondence and basic communication in English. Thai language is not essential although would be considered advantageous. Computer: Knowledge of computer programme and applications, i.e. MS Office, Adobe, Dreamweaver, HTML, PHP, Lotus Notes (or other standard enterprise software for ) and etc. Clerical: Knowledge of general office procedures and systems, such as word processing, managing files and records, designing forms and other office procedures and terminology.

7 FUNCTION: SERVICES FOR SUPPORT OF MANAGING MAILS General Description of Services to be provided: Mail Operations Unit (MOU) supports the Secretariat activities and programmes by facilitating the flow of communications. It acts as the communications clearing house and handles all ESCAP incoming and outgoing correspondences by providing registry, mail distribution, messenger, hand delivery, postal, courier and diplomatic pouch services. Main Services The services are required to: (i) manage the process and handling of daily computerized recording of incoming and outgoing mail and diplomatic pouch services; (ii) process and arrange the dispatch of official mails, correspondence, documents, parcels and other materials from ESCAP through various methods of dispatch, such as EMS, registered mail, international and domestic mails, as well as special courier service; (iii) process and handle incoming and outgoing diplomatic pouch between ESCAP and the following UN pouch destinations: New York, Geneva, Vienna, Suva, Beijing, Kuala Lumpur, Manila and Vientiane; and (iv) coordinate the collection and dispatch of pouch materials with other Bangkok-based pouch providers, i.e. FAO (Rome and Hanoi) and UNICEF (Jakarta and Yangon). MOU provides mail and diplomatic pouch services to offices/divisions of ESCAP and also other UN offices, namely: FAO, ICAO, ILO, UNAIDS, UNCCD, UNDP, UNEP, UNESCO, UNFPA, UNHCR, UNICEF, UNIDO, UNISDR, UNOCHA, UNODC, UNOHCHR, UNOPS, UN HABITAT, UN WOMEN, WFP, WHO and World Bank. Tasks 1. Assists the Security Officers or other assigned staff to x-ray incoming mails. 2. Sorts, registers and assigns reference numbers for official incoming and outgoing mails, facsimiles and correspondences and prepares receipt for distribution for a timely delivery to the addressees and/or final destinations. 3. Verifies the correctness of outgoing mails, such as name and address of recipient, fax number, number of pages for transmission, chargeable funds and the authorized signatory. 4. Registers and processes service requests for mail, courier and diplomatic pouch received from clients and routes to the responsible staff members for timely actions. 5. Sorts out incoming pouch received from worldwide pouch senders, checks the contents against the Summary of Enclosures (SOE) and arranges timely delivery to the addressees and/or final destinations. 6. Assists in packing and numbering official mail and pouch to be dispatched. 7. Processes and arranges official mails to be dispatched through postal, courier and/or diplomatic pouch services and ensures accuracy and completion of records by destinations, weights, number of mails, costs and chargeable accounts. 8. Sorts out and checks all official outgoing pouch, i.e. letters, documents, specials and parcels for dispatch from ESCAP to UN pouch destinations and/or coordinates delivery to other pouch senders in Bangkok, i.e. UNICEF and FAO. 9. Arranges and coordinates the dispatch of mail and pouch items with ESCAP contracted shipping company. 10. Arranges delivery in person of important/urgent mail and pouch items directly to the recipients and ensures proper acknowledgement of receipt. 11. Assists in monitoring the use of funds to ensure expenditures are within the authorized budget allocations. 12. Assists in providing the budget estimations of mailing rates to the requesting offices. 13. Answers to inquiries from clients and provides the updated information on mail services and status of service requests through the database (e-doc and etc.) and refers inquiries to the responsible personnel for action. 14. Assists in verifying invoices/bills for postal, courier and pouch expenditures received from ESCAP contracted shipping company and other vendors prior to submission to ESCAP Financial Resources Management Section (FRMS) for payment. 15. Assists in compiling and updating the computerized records for preparation of weekly/monthly statement of accounts and expenditures on postage, courier and pouch for reconciliation of charges and generates a variety of standard summary reports on receipt and delivery, service requests and work statistics. 16. Maintains files and records, both electronic version and hard copies and assists MOU core staff members in providing registry and mail distribution services to clients in the most effective and timely manner. 17. Performs as back-up support for postal, courier and pouch services as assigned by the supervisor. Minimum Work Experience: A minimum of five years of work experience in general administrative and clerical support services or other

8 related fields. Educational Requirements: Completion of high school or equivalent diploma or university degree. Skills (Language, Computer, Mathematical): Language: Ability to read and understand simple instructions or short correspondence and basic communication in English. Thai language is not essential although would be considered advantageous. Computer: Knowledge of computer in standard computer applications, i.e. MS Word, Excel, Lotus Notes (or other standard enterprise software for ) and etc.. Clerical: Knowledge of general office procedures and systems, such as word processing, managing files and records, designing forms and other office procedures and terminology.

9 FUNCTION: SERVICES FOR SUPPORT OF SERVICING MAILS General Description of Services to be provided: Mail Operations Unit (MOU) supports the Secretariat activities and programmes by facilitating the flow of communications. It acts as the communications clearing house and handles all ESCAP incoming and outgoing correspondences by providing registry, mail distribution, messenger, hand delivery, postal, courier and diplomatic pouch services. Main Services The services for support of servicing mails cover: (i) the collection and distribution of mail, correspondence, documents, parcels and internal circulations within the ESCAP Secretariat and also arrange further delivery/distribution to various UN offices. Regular services are on a daily basis, i.e. six runs daily: thrice in the morning and thrice in the afternoon; and (ii) the hand delivery of official mail, correspondence, documents and materials from the ESCAP Secretariat to various embassies, government offices and other UN offices and if any, to collect mails from these offices back to ESCAP. Regular services are on a daily basis and cover more than 30 destinations around Bangkok. Ad hoc or special mail services are provided to offices/divisions of ESCAP during the Commission sessions, conferences and other official purposes, as well as official events organized by other UN offices, subject to receipt of request in advance. MOU provides mail services to offices/divisions of ESCAP and also other UN offices, namely: FAO, ICAO, ILO, UNAIDS, UNCCD, UNDP, UNEP, UNESCO, UNFPA, UNHCR, UNICEF, UNIDO, UNISDR, UNOCHA, UNODC, UNOHCHR, UNOPS, UN HABITAT, UN WOMEN, WFP, WHO and World Bank. Tasks 1. Assists the Security Officers or other assigned staff to x-ray incoming mails. 2. Collects, unloads and sorts incoming mails and parcels received from the post office and other sources. 3. Checks the content of incoming mail bags in line with the UN security measures and notifies the supervisor, security officers and shipping companies immediately, if mail item is missing or has been tampered with, or if suspicious mail/package is found or lying unattended. 4. Registers and logs in mail items received and arranges delivery/distribution to the concerned offices/divisions/staff members and/or final destinations. 5. Sorts and processes the daily delivery schedule of mail items and prepares the list of distribution and acknowledgement of receipt by the concerned officials and etc. 6. Processes and arranges delivery by hand of mail, correspondence, documents and materials within the ESCAP Secretariat and also from the Secretariat to the embassies, government offices and other UN offices around Bangkok. 7. Coordinates with ESCAP Protocol Office to ensure availability of official vehicle to arrange hand delivery. 8. Provides inter-office collection and distribution services within the ESCAP Secretariat and arranges further delivery to various in-house and external destinations. 9. Ensures the correct addresses and timely delivers to offices/divisions/staff members on the designated floors in the Secretariat and Service Buildings and UN Conference Center. 10. Posts public announcement on notice boards and in elevators in the ESCAP Premises. 11. Conduct daily statistical count and updates the computerized databases and records of mail items received and delivered internally and externally for reference and retrieval. 12. Prepares monthly reports and statistical records on volume of hand-delivery and in-house messenger services and provides supporting documents required for the preparation of work statistics and other relevant reports. 13. Maintains and updates files and records, both electronic version and hard copies. 14. Assists MOU core staff members in updating the computerized databases on collection and distribution of mails, including service requests received from clients. 15. Provides ad hoc and urgent mail services to the ESCAP Commission sessions and other events upon receipt of request in advance and/or as assigned by the supervisor. 16. Undertakes other general office support functions as assigned by the supervisor. Minimum Work Experience: A minimum of five years of work experience in general administrative and clerical support services or other related fields.

10 Educational Requirements: Completion of high school or equivalent diploma or university degree. Skills (Language, Computer, Mathematical): Language: Ability to read and understand simple instructions or short correspondence and basic communication in English. Thai language is not essential although would be considered advantageous. Computer: Knowledge of computer in standard computer applications, i.e. MS Word, Excel, Lotus Notes (or other standard enterprise software for ) and etc.. Clerical: Knowledge of general office procedures and systems, such as word processing, managing files and records designing forms and other office procedures and terminology.

11 United Nations Nations Unies UNITED NATIONS ECONOMIC AND SOCIAL COMMISSION FOR ASIA AND THE PACIFIC APPENDIX 2 FINANCIAL PROPOSAL FORM Item # Item Description Standard Hourly Charge in Thai Baht Standard Daily Charge in Thai Baht Standard Monthly Charge in Thai Baht Annual Charge Thai Baht Outside Working Hours Overtime Charges Weekend work Other Breakdown Cost of Standard Monthly Charge Remuneration Component Benefits Component Overhead/ Profit Component 1 Services for Registry and Records Maintenance 2 Services for Support of Managing Mails 3 Services for Support of Servicing Mails REQUEST FOR INFORMATION