REQUEST FOR PROPOSALS (RFP) - Project for Data Cleaning of Industrial Property Documents of Indonesia

Transcription

1 REQUEST FOR PROPOSALS (RFP) - Project for Data Cleaning of Industrial Property Documents of Indonesia RFP N PTD/16/072 October 12, 2016 Table of content Introduction to WIPO... 2 A. Tender process Subject of the tender Submission deadlines (dates) Conditions of the proposals Evaluation of the proposals / Selection Payment conditions and VAT exemption WIPO s Rights Contract terms and conditions... 4 B. Terms of Reference (ToRs)... 5 C. Bidding Instructions Intention to bid Bidders Queries Content of the proposal How to submit proposals... 5 D. Additional information (optional)... 6 E. List of tender documents... 6

2 page 2 Introduction to WIPO The World Intellectual Property Organization (WIPO) is the global forum for intellectual property policy, services, information and cooperation. A specialized agency of the United Nations, WIPO assists its 187 member states in developing a balanced international IP legal framework to meet society s evolving needs. It provides business services for obtaining IP rights in multiple countries and for resolving disputes. It delivers capacity-building programs to help developing countries benefit from using IP. And it provides free access to unique knowledge banks of IP information. A. Tender process 1. Subject of the tender We are pleased to invite you to submit a proposal in reply to the Request for Proposal (RFP) n PTD/16/072 concerning the provision of data cleaning services of industrial property (IP) database for the Directorate General of Industrial Property (DGIP) of Indonesia, Ministry of Law and Human Rights, based in Jakarta. The implementation of this project will enhance the public access to IP data and improve DGIP capabilities to exchange the data with other offices in the region. This tender is being managed by Adama Thiam, Procurement Officer, adama.thiam@wipo.int 2. Submission deadlines (dates) This Request for Proposals (RFP) has the following deadlines: - Technical, commercial, or legal queries: before 17h00 on Monday, October 24, 2016 (CET) - Deadline for proposals: before 1700 on Monday, November 7, 2016 (CET) 3. Conditions of the proposals Language: Your proposal shall be prepared in English Validity: You are requested to hold your proposal valid at least for 180 days from the deadline for submission. We will make our best efforts to select a firm within this period. Please note that 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. Currency: Your financial proposal must be quoted in Swiss francs (excluding VAT) and should not contain any clause linking those prices to any future fluctuation of the exchange rate between Swiss francs and another currency. Eligibility: In order to be considered eligible for this RFP, your company must be incorporated in the form of a commercial company or equivalent and not be declared to be ineligible to do procurement business with by any organization that belongs to the UN System. 4. Evaluation of the proposals / Selection We will evaluate the proposals on the basis of all the information requested in this RFP and of the customer reference checks made based on information provided by bidders in their respective offer. We evaluate the proposals based on technical and financial criteria.

3 page 3 a. The technical criteria with their respective weight are the following: CRITERIA Weight Min Acceptable Rating Mini Technical Score Acceptable A Quality of the proposal, firm's qualification, experience and financial stability 1 Supporting documents and overall quality of the proposal 4.29% 2 Relevance and quality of company's experience 7.14% 2 3 Company financial stability (company registration certificate or equivalent, certified financial reports, turnover of the last three years of activity, size ) 4.29% 2 4 Acceptance of the WIPO General Conditions 2.86% 5 Country and/or Regional location of the company 2.86% Sub-total 21.43% B Understanding of the requirements 1 Functional requirements 8.57% 2 2 Technical requirements 12.86% 2 Sub-total 21.43% C 1 2 Proposed Approach and Methodology Project Methodology - Comprehensiveness and Meets needs Clear and Structured approach, including Quality Management and Control 20.00% % Sub-total 35.71% D Proposed solution, Resources and Risks 1 Lead resources and project team 10.00% 2 2 Project execution and Delivery risk 11.43% Sub-total 21.43% TOTAL 100% 57/100 points Each criterion will be rated from 1 to 5, where 5 is excellent and 1 is poor. 0 = non submitted / not responsive; 1 = poor; 2 = acceptable; 3 = satisfactory; 4 = good; 5 = excellent. Please note that proposals will be disqualified in the following cases: The total technical score fails to meet the minimum threshold of 57 of the total points of 100. Proposals which failed to meet the one of the minimum rate, as published in the RFP documents. b. Please note that we do not disclose the financial weight of the evaluation matrix. We reserve the right to shortlist bidders. Short-listed bidders may be invited to present their proposal. 5. Payment conditions and VAT exemption Advance payment: In its standard practice, WIPO does not undertake any advance payment. In the event special conditions in connection with this tender require an advance payment, the bidder shall submit a written request, duly justified, in its proposal. WIPO reserves

4 page 4 the right to study the subject request for advance payment and to proceed with its approval, on an exceptional basis. WIPO may require that sufficient guarantees be provided should this request be accepted. Terms of payment: Payments shall be made to the selected bidder 30 days from receipt of the invoice and certification by WIPO that the Goods and/or Services represented by the invoice have been provided, and that the selected bidder has otherwise performed in conformity with the terms and conditions of the Contract, unless WIPO disputes the invoice or a portion thereof. VAT exemption: Please note that we are one of the specialized agencies of the United Nations System with which Switzerland has reached a headquarters agreement allowing fiscal exemption from value added tax (VAT), as well as other taxes and customs duties. The relevant documents will be sent to the selected supplier at the time of awarding the contract. Your offer must therefore be submitted without any VAT and custom duties. 6. WIPO s Rights Amendments: We reserve the right to modify and/or amend this RFP in any way it may deem necessary. Amendments to this RFP, if any, will be posted on WIPO s e-tendering System. In such a case, the System will automatically notify all bidders who have expressed interest in this RFP. You are therefore advised to log into the System immediately upon receipt of said notification in order to obtain information about the amendments. Cancellation: According to our procedures for procurement, we have the right to cancel the RFP at any time before the award of the contract. All participants in the RFP will be notified if cancellation occurs. Disqualification: We reserve the right to disqualify your offer if it fails to meet the requirements of this RFP such as submitting the proposal late, not using the specified transmittal tool, not signing the proposal, not including the Officials-Not-to-Benefit and Third-Party declaration, not submitting financial and technical proposals were not submitted in the required format, etc. Split and/or partial award: We reserve the right to split the award in any way it may be deemed necessary and accepting a proposal in part. 7. Contract terms and conditions The selected supplier will be offered a time and material contract. The contract shall incorporate WIPO s General Conditions of Contract for the Provision of Goods and Services, attached in Annex II. As an intergovernmental organization, WIPO engages in a public procurement process and relies on standardized contract terms in order to offer uniform conditions to all bidders. WIPO also adheres to certain legal standards and practices of good governance that are shared among all UN system organizations. We are therefore not in a position to accept significant changes to the WIPO General Conditions of Contract. Any proposed modifications to the WIPO General Conditions must be stated at the latest in the bid and will be subject to further review before a contract can be concluded with the selected supplier. Please note that non-conformity with the WIPO General Conditions can negatively impact on the evaluation of a bid.

5 page 5 B. Terms of Reference (ToRs) The details of the ToRs of the requirement which is the subject of this tender can be found in the attached Annex I Terms of Reference. C. Bidding Instructions 1. Intention to bid We would appreciate it if you could inform us of whether or not you intend to submit a proposal by completing the attached Annex V Acknowledgment Form and returning it to us as soon as possible via the correspondence tool of the WIPO e-tendering System at 2. Bidders Queries Queries concerning the technical, legal or commercial aspects of this RFP shall only be sent via the correspondence tool of the WIPO e-tendering System by the deadline indicated above. A consolidated and anonymous list of all queries received, together with WIPO s answers, will be published at the designated area within WIPO s e-tendering System. There will not be a second round of queries. 3. Content of the proposal Your offer should be concisely presented and structured to include, but not necessarily be limited to, the following information: a. Technical component: any information/document that may support us in evaluating the proposal according to the matrix mentioned in section A-4a and in accordance with the ToRs as defined below, including sections 7 and 8 of the ToRs. b. Financial component: as defined in the Price schedule / official not to benefit form Annex III. Double-envelope special procedure The technical and financial components of your offer MUST be uploaded in two separate, independent and distinct clearly-marked files (one e-envelope shall contain your technical proposal only, and another e-envelope shall contain your financial proposal only). WIPO reserves the right to disqualify offers that are not in compliance with this instruction. For complete details on how to submit your tender in WIPO s e-procurement system, including screen shots, please see Annex IX: Upload of offers with the two-envelope system. 4. How to submit proposals Your proposal must be submitted via the WIPO e-tendering System at Proposals transmitted in ways other than through the WIPO e-tendering System return tool, including but not limited to postal mail, facsimile, , WIPO e-tendering

6 page 6 correspondence tool or hand-delivered are not acceptable and we reserve the right to disqualify them. Kindly refer to Annex VIII Submission of Electronic Documents for the detailed instructions on how to submit your offer electronically. WIPO reserves the right to disqualify offers that are not in compliance with this instruction. D. Additional information (optional) Should your company be awarded a contract following this RFP, it shall be responsible for requesting and obtaining all visas, authorizations or permits that may be required for the personnel your firm proposes to work within WIPO premises in connection with the execution of the contract. WIPO will assist you, on request, in providing an individual "Attestation" indicating the following information: a. The WIPO reference number of the awarded contract and the name of the awarded firm; b. The name(s) of each consultant, together with his/her passport details; and c. The expected duration of the appointment. E. List of tender documents RFP PTD/16/072 Invitation Letter (this document) Annex I Annex II Annex III Annex IV Terms of Reference (ToR) WIPO General Conditions Price schedule and Official not to benefit form (combined) Draft contract form To be returned duly signed via the return tool Annex V Acknowledgment_Form To be returned via the correspondence tool Annex VI Non Disclosure agreement Annex VII Annex VIII Annex IX Information Security Agreement Submission of Electronic documents via_intend Upload of offers with the Two-envelope System for Tenders process