INTRODUCTION TO UNHCR The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people. In more than six decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org. 1. REQUIREMENTS   UNHCR may award Frame Agreement with initial duration of 2 (two) years, potentially extendable for a further period of 1 (one) year. The successful bidders will be requested to maintain their quoted price model for the duration of agreement.   The estimated requirement of UNHCR is specified on Annex A of the tender documents.   Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will purchase a minimum quantity of goods / services. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement.   Other United Nations Agencies, Funds and Programmes shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies.   IMPORTANT: When a Frame Agreement is awarded, either party can terminate the agreement only upon 30 days’ notice, in writing to the other party. The initiation of conciliation or arbitral proceedings in accordance with article 19 “settlement of disputes” of the UNHCR General Conditions of Contracts for provision of Goods and Services shall not be deemed to be a “cause” for or otherwise to be in itself a termination clause.   It is strongly recommended that this Request for Proposal and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process.   Sub-Contracting: Please take careful note of article 5 of the attached General Terms and Conditions (Annex E).   Note: this document is not construed in any way as an offer to contract with your firm. 2.  BIDDING INFORMATION:   ITB DOCUMENTS   The following annexes form integral part of this Request for Proposal:   Annex A:         Terms of Reference (TORs) Annex B:         Financial Offer Form Annex C:         Vendor Registration Form Annex D:         UNHCR General Conditions of Contracts for the Provision of Services – July 2018 version Annex E:         UN Supplier Code of Conduct Annex F:        Confirmation on EU Vendor Sanctions List     2.2       ACKNOWLEDGMENT   We would appreciate your informing us of the receipt of this ITB by return e-mail to [email protected] as to: -           Your confirmation of receipt of this invitation to bid -           Whether or not you will be submitting a bid -           The source where you have acquired this tender document (e.g. E-Mail, Chamber of Commerce, UNGM website, etc.)     IMPORTANT: Please note that Bid Submissions are NOT to be sent to the e-mail address above.     2.3       REQUESTS FOR CLARIFICATION         Bidders are required to submit any request for clarification in respect of this ITB by e-mail to at [email protected]   The deadline for receipt of questions is 23:59 hrs CET on 20.07.2025.          IMPORTANT: Please note that Bid Submissions are not to be sent to the e-mail addresses above. Failure to comply with this provision may result in disqualification.         UNHCR will reply to the questions received as soon as possible by means of publication on its website and by email to all invited bidders.           2.4       YOUR OFFER   IMPORTANT: Cancellation of Solicitation: UNHCR reserves the right to cancel a Solicitation at any stage of the procurement process prior to final notice of award of a contract.   Your offer shall be prepared in English.   Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration.       IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission e-mail address will result in disqualification of the offer. Please send your bid directly and only to the address provided in the “Submission of Bid” section 2.6) of this ITB.   Your offer shall comprise the following two sets of documents:   -           Technical offer -           Financial offer   2.4.1    Content of the TECHNICAL OFFER             IMPORTANT: No pricing information should be included in the technical offer. Failure to comply may risk disqualification. The technical offer should contain all information required.   The technical details of the products requested by UNHCR can be found in Annex A. Clearly state and disclose any discrepancies with the specifications given.   Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:   -    Description of the company and the company’s qualifications Description of your company with the following documents: Registration certificate proving that bidding company have at least three years in the market, Tax Certificate or Tax ID. If multi location company, specify headquarters location. Number of similar and successfully completed projects. Number of similar projects currently underway.                 Understanding of the requirements for goods, services, proposed approach, solutions, methodology and outputs                    Any comments or suggestions on the TOR, as well as your detailed description of the manner in which your company would respond to the TOR: A description of your organization’s capacity to provide the goods / services; A description of your organization’s experience in the supply of these goods / services. Compliance to the requirements stated on the TOR.   -    Proposed personnel to carry out the assignment                    The composition of the team you propose to provide. Curriculum Vitae of core staff.             -     Vendor Registration Form: If your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form (Annex C).   If your company is already registered with UNHCR, please submit an empty Vendor Registration Form clearly indicating your UNHCR Vendor ID.   -     UNHCR General Conditions for Provision of Goods and Services: Your technical offer should contain your acknowledgement of the UNHCR General Conditions for Provision of Goods and Services by signing Annex D.   However, please note that submitting an offer is deemed as full acceptance of UNHCR’s General Conditions for Provision of Goods and Services.   2.4.2    Content of the FINANCIAL OFFER             Your separate Financial Offer must contain an overall offer in a single currency, either in US Dollars, or in Egyptian Pounds.   The financial offer must cover all the goods / services to be provided (price “all inclusive”) with taxations.   The Financial Offer is to be submitted as per the Financial Offer Form (Annex B). Bids that have a different price structure may not be accepted.   You are requested to hold your offer valid for 120 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. UNHCR’s standard payment terms are within 45 days after satisfactory implementation and receipt of documents in order.   The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment. Any activity undertaken or expenses incurred in preparation of a contract before an actual contract is signed shall be borne by the Bidder. An advance notice or information of award is not to be considered as a contract.     2.5       BID EVALUATION:     Each proposal from a Bidder will be considered separately and independently. Bidders shall submit a complete proposal for each solicitation in which they wish to participate. References to previous or ongoing proposals will be not considered. Award of a previous contract with UNHCR will not be considered in itself as a preference or guarantee for the award of future solicitations on the same subject.   For the award of the Frame Agreement(s), UNHCR has established evaluation criteria which govern the selection of offers received. Evaluation is made in three (3) steps (Pre-qualification, Technical and Financial), as described below.     2.5.1    Pre-qualification   A prerequisite for any supplier to be deemed eligible for an award of contract is, that the company is not, or not associated with a company or individual, under procurement prohibition by the United Nations, including but not limited to prohibitions derived from the Consolidated United Nations Security Council list of ineligible vendors and the EU sanctions list.   The qualified supplier(s) will be added to the UNHCR Vendor Database after investigation of suitability based on the submitted Vendor Registration Form (Annex C) and supporting documents.   The following are the criteria based on which UNHCR decides if a company has pre-qualified to be considered for further evaluation:   Pre-qualification Criteria Merit 1. Availability of valid business (commercial) company registration certificate Pass/Fail 2. Valid Tax ID Pass/Fail 3. Acknowledgment of the UNHCR General Conditions of Contract for the Provision of Services Pass/Fail 4. Acknowledgment for the UN Supplier Code of Conduct Pass/Fail 5. Confirmation on vendor’s non-inclusion in the UN and EU vendor ineligibility lists Pass/Fail   Only the bidder passing the above pre-qualification will be recommended for further evaluation.   Technical evaluation: The technical component of the submission will be evaluated using the criteria PASS or FAIL by using the exact same structure as outlined in Annex B, and based on the requirements from Annex A.   Criteria for Technical Aspects Merit  1. Company Qualifications A description of your company with the following documents: company profile, registration certificate PASS / FAIL Minimum 3 Years in Cleaning Business PASS / FAIL Clearly Identified Headquarters Location (for multi-location companies) PASS / FAIL Submission of at least 3 Similar Cleaning Contracts Successfully Completed PASS / FAIL 2. Understanding of the requirements Minimum 5 Verifiable References from Major Clients for Similar Cleaning Services PASS / FAIL 3. Proposed Personnel Submission of proof of adequate Staffing Capacity (minimum 30 full-time cleaning personnel) PASS / FAIL 4. Equipment and Materials Complete List of Cleaning Equipment and Materials to be Used PASS / FAIL Confirmation of the use of Environmentally Friendly Cleaning Products (minimum 50% of proposed materials) PASS / FAIL       Financial evaluation: The financial component will be analyzed only for those suppliers that pass the technical evaluation                         UN Global Compact and other factors: UNHCR supports the UN Global Compact Initiative put forward on 31 January 1999 by UN Secretary-General Kofi Annan that would bring companies together with UN agencies, labor and civil society to support ten principles in the areas of the human rights, labour, environment and anti-corruption. We encourage our suppliers to sign up with the UN Global Compact Initiative.               2.6       SUBMISSION OF BID:   The offers must bear your official letter head, clearly identifying your company.   Bids should be submitted by Cloud Sign In   Bids should be submitted, and all attachments should be in PDF format. (Copies of the PDF format documents may, as an addition, be included in Excel or other formats etc.). The Technical and Financial offers shall be clearly separated.     IMPORTANT: The technical offer and financial offer are to be sent in separate documents. Failure to do so may result in disqualification.   Deadline: 06 August 2025, 23:59 hrs CET.   IMPORTANT: Any bid received after this date or sent to another UNHCR address may be rejected. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective bidders simultaneously.   It is your responsibility to verify that all e-mails/documents have been received properly before the deadline. Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of [8] Mb so it may be necessary to send more than one e-mail for the whole submission.   Please indicate in e-mail subject field: Bid ITB / CAI/004/2025 Name of your firm with the title of the attachment Number of e-mails that are sent (example: 1/3, 2/3, 3/4).   UNHCR will not be responsible for locating or securing any information that is not identified in the bid. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the bid, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer.   IMPORTANT: The Financial offer will only be opened for evaluation if the supplier’s technical part of the offer has passed the test and has been accepted by UNHCR as meeting the technical specifications.     2.7       BID ACCEPTANCE:   UNHCR reserves the right to accept the whole or part of your bid, or to allow split or partial awards.   UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Goods.   UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier.   Please note that UNHCR is not bound to select any of the firms’ submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to UNHCR’s general principles, including economy and efficiency and best value for money.   2.8       CURRENCY AND PAYMENT TERMS FOR PURCHASE ORDERS   Any Purchase Order (PO) issued as a result of this ITB will be made in the currency of the winning offer(s). Payment will be made in accordance with the General Conditions for the Purchase of Goods and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.   2.9       UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES   Please note that the General Conditions of Contracts (Annex D) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing.