REQUEST FOR PROPOSALS (RFP) For HAAD s COFFEE SHOP RENTAL

Transcription

1 REQUEST FOR PROPOSALS (RFP) For HAAD s COFFEE SHOP RENTAL Auction no. : 02/AUC/HAAD/2016 Auction issue date: August 29, 2016 Deadline for submission of proposals: September 28, 2016 Closing time: 02:00 pm Rental of HAAD s Coffee shop 1 / 15

2 INDEX SECTION A- INSTRUCTIONS TO AUCTIONEERS... 4 ARTICLE 1 - AUCTION TIMELINE TABLE... 4 ARTICLE 2 - SITE SURVEY... 4 ARTICLE 3 - PACKING AND LABELLING OF PROPOSALS... 5 ARTICLE 4 - SUBMISSION OF PROPOSALS... 5 ARTICLE 5 - SEALED ENVELOPE CONTENTS (*)... 5 ARTICLE 6 - FINANCIAL TERMS... 7 ARTICLE 7 - AUCTION TERMS AND CONDITIONS... 7 ARTICLE 8 - APPLICABLE LAWS... 7 ARTICLE 9 - VALIDITY OF PROPOSAL... 7 ARTICLE 10 - INCOMPLETE AND LATE OFFERS... 7 ARTICLE 11 - INQUIRIES... 7 ARTICLE 12 - ALTERATION OF PROPOSALS... 8 ARTICLE 13 - ELIGIBLE PARTICIPANTS... 8 ARTICLE 14 - COSTS FOR PREPARING PROPOSALS... 8 ARTICLE 15 - CLARIFICATION... 8 ARTICLE 16 - EVALUATION OF PROPOSALS... 8 ARTICLE 17 - AMENDMENTS... 8 ARTICLE 18 - CONFIDENTIALITY... 8 ARTICLE 19 - OWNERSHIP OF PROPOSALS... 8 ARTICLE 20 - AUCTION CANCELLATION... 8 ARTICLE 21 - DISCUSSION/NEGOTIATION... 9 ARTICLE 22 - PERFORMANCE BOND... 9 ARTICLE 23 - AWARD... 9 ARTICLE 24 - SIGNING CONTRACT WITH AWARDED PARTICIPANT/ BIDDER... 9 SECTION B TERMS OF REFERENCES ARTICLE 1. BACKGROUND OF HAAD AND ITS OBJECTIVES ARTICLE 2. SPECIAL TERMS AND CONDITIONS ARTICLE 3. WEQAYA ACCREDITATION ARTICLE 4. DURATION OF CONTRACT ARTICLE 5. ADDITIONAL/ OPTIONAL LOCATION OF COFFEE KIOSK ANNEX- I - LAYOUT OF HAAD S GROUND FLOOR ANNEX II- LETTER OF SUBMISSION ANNEX III - EVALUATION MANDATORY CRITERIA ANNEX IV- FINANCIAL TEMPLATE Page 2 of 15

3 Definitions and Abbreviations: The terms used herein this Auction documents and the subsequent contract shall have the following meanings: Participant/Bidder Awarder / Coffee A legal entity/ coffee shop entity entitled to submit a Proposal The awarded Cafe shop selected by the Contracting Authority to rent the Cafe area Contracting HAAD Authority/ Health Authority- Abu Dhabi Days/months/years Government N/A Proposal Locations of Coffee kiosk/s RfP Calendar days/months/years Government of Abu Dhabi. Not Applicable Sealed bid auction submitted by the Participant to the address stated in this document and according to its deadline. The firstprice sealed bid auction proposal should include all the documents required herein along with the yearly rental cost. Mandatory requested location :HAAD main building Optional location for participant: Zayed Herbal Centre. Request for Proposals including auction requirement for renting coffee shop space in HAAD Page 3 of 15

4 Section A- Instructions to Auctioneers In submitting proposals, participants must comply with all instructions contained in this document. Failure to submit a proposal containing all the specified information and documentation (incl. all completed forms and templates, and a declaration...etc) within the stated submission deadline will lead to rejection of the proposal at HAAD s absolute discretion. Article 1 - Auction Timeline Table Deadline for requesting clarifications from the HAAD September 20,2016 Last date for issuing clarifications by the HAAD September 21,2016 Site Visit for HAAD main building- Air Port road Site Visit for Zayed Herbal Centre building in Al Mafraq Deadline for submission of proposals Public bid opening of all participants in this auction Terms for attending the Public Bid opening session: The participant s representatives who wishes to attend the public bid opening should hold authorization letter stating her/his ID no. (Passport no.) signed and stamped by the authorized person in his company Site visits allowing during working days in the period from August 31,2016 to September 20,2016 (From 08 :30 to 02:30 - From Sunday to Thursdays ) September 28,2016 (02:00 pm) Date: September 29,2016 Time: 10:00 am Venue: meeting room 2nd floor HAAD building (address stated below in Article 3/section A) Article 2 - Site Survey Participants are requested to visit the mandatory /optional locations of the coffee shop areas during the period stated in the above table. Contact Person: Mr. Ahmed Al Hatti- Sr. officer, General Services. Tel no.: Imp. Note: Above contact is only for the purpose of the Site Survey. Please note that the Site Survey is only for the participants to check the space area for the coffee shop in respective site/s stated herein this RfP. Bidders are strictly not allowed to inquire about any financial or procedural questions. Any inquiries have to process as stated in article 11 below. Any deviation to such rules will eliminate the bidder from participation in this tender. Page 4 of 15

5 Article 3 - Packing and Labelling of Proposals Each submitted Proposal must comprise a technical offer and a financial offer included in One Sealed Envelope contain one original, clearly marked "Original", and One copy, marked "Copy". Article 4 - Submission of Proposals Proposals must be submitted either by recorded delivery (official postal service) or hand delivery directly to HAAD in return for a signed and dated receipt to the following address: To: Saif Al Suwaidi Head, Procurement Section Health Authority Abu Dhabi Airport Road behind Al Futtaim Motors Agency P.O. Box nd floor Note: Proposals submitted by any other means (i.e, fax or ) will be rejected. Any deviation from these instructions (e.g., unsealed envelopes) is to be considered a breach of the rules, and will lead to rejection of the proposal. The outer envelope should carry the following information: a) The address for submission of Proposal indicated above; b) The reference code of the Auction no. to which the Participant is responding (02/AUC HAAD/2016) c) The name of the Participant. The pages of the Technical and Financial offers should be numbered. Article 5 - Sealed Envelope Contents (*) The required documents in below table should be submitted in one sealed envelope as per article 3 & 4 above. (*) Note: During the bid opening of the proposals and in case any participant did not submit the required documents (*) stated above, the proposal will be administratively rejected immediately without further consideration for review or clarifications to complete such documents. Document Title (*) Check List Y/N 1- Table of Contents, including page numbers. 2-Full contact details of the key person in the company in case of any clarification requirements 3-Signed Letter of Submission (Use Annex II herein this RfP ) on Vendor s letterhead signed and stamped by Participant s authorized representative acknowledging the Vendor s agreement to the terms and conditions of this RFP and certifying that all information offered in the submitted proposal are true, accurate, and complete. Page 5 of 15

6 4- (**)Multiple examples of designs (minimum of two examples) The expected design of the Coffee Shop kiosk fitting the size allocated for the Coffee Shop (ref. Annex I- layout). (**) Designs can be submitted in the proposals contents or in maximum five days from the notification of awarded to awarded participant. Designs shall be subject to the acceptance of HAAD ; 5- Valid Certificate from Abu Dhabi Food Control Authority 6- Certificates of Quality Assurance, if any; 7- Copy of valid trade license/ Legal registration documents/agency registration in UAE. Registration Certificate in the Chamber of Commerce 8- Business references to verify that the participant has a satisfactory performance record and demonstrate his experience in the auction field. 9- Copies of the below documents for the participant s employees as mandated by Executive Council: 1. Health insurance cards 2. Valid passports & residency 3. Proof of applying the wages protection system as per the Ministry of Labour, 4. Proof of giving house allowance / accommodation benefits. 10- Copy of the Coffee Shop s Menu and offered prices, including healthy menu items that fulfil Weqaya food program specifications ; 11- Detailed CVs of Staff responsible for managing/ operating the Coffee Shop supported by Abu Dhabi Food Control Authority (ADFCA) required certification for food handling among other documents that are usually requested by ADFCA. Note: The staff to work in the coffee shop should be all certified from ADFCA. Financial Requirement 12 Bid amount of AED 1,500 (One Thousand Five Hundred Dirham) (In cash) 13- Financial proposal for the annual rental amount of the designated space for the Coffee Shop including proposed special discounted percentage on the menu prices for HAAD employees as special rate. ( please use Annex IV Financial template) IMPORTANT NOTES TO PARTICPANTS (*) Note: During the bid opening of the proposals and in case any participant did not submit the required documents (*) stated above, the proposal will be administratively rejected immediately without further consideration for review or clarifications to complete such documents. Page 6 of 15

7 Article 6 - Financial Terms Participant should quote for his total annual rent in AED for duration of two years and the annual renting amount should be the same for each of the two years. Awarded participant should pay 20% of the annual rental fees (including the cash payment of AED1,500) during the bid opening session once being notified of awarding. The remaining 80% of the first contract year annual renting amount for the first year to be paid by the awarded participant to the Contracting Authority within one week from the date of notification of award. In case of any delay in paying the Contracting Authority the total renting amount within the stipulated timeline above, the Contracting Authority will confiscate the bid amount. The annual rental amount of the second contract year shall be paid in advance one time before the beginning of the second contractual year. The offered renting price shall be net prices to be paid to HAAD directly. HAAD shall not be responsible to all /any applicable charges, salaries, preparing or equipping the Kiosk, as this is the responsibility of the awarded participant. Article 7 - Auction Terms and Conditions Provided that Participants are complying with the requiems stated in this RfP, this auction will be evaluated on first price sealed bid- auction. This means that Proposals should be submitted in one closed sealed envelopes. Failure to meet the terms and conditions of this Auction will result in disqualification of the Participant s Proposal. Article 8 - Applicable Laws These Auction Terms are governed by and interpreted in accordance with the laws of the United Arab Emirates. Article 9 - Validity of Proposal Proposals must remain valid and open for the acceptance of the Authority for 120 days from the Auction closing date. Proposals specifying a shorter acceptance period will be rejected. Article 10 - Incomplete and Late Offers Incomplete and late Proposals will not be accepted. It is the Participant s responsibility to ensure that the Proposal is submitted complete, on time and in accordance with the AUCTION terms and conditions. Late Proposals shall be returned to Participant unopened. Article 11 - Inquiries Participant may submit questions in writing either through fax or to the following address and up to the deadlines stated in article 1. Contact name Address Ms. Dina Mohsen Khaled : Health Authority Abu Dhabi : dkhaled@haad.ae Page 7 of 15

8 Any clarification issued by the Authority will be communicated in writing to all the participants before the date stated in the table above. No further clarifications will be given after the stated date. Article 12 - Alteration of Proposals Participants may alter their proposals by written notification prior to the deadline for submission of proposals stated in this AUCTION. No proposals may be altered after this deadline. Article 13 - Eligible Participants Participants considered eligible to submit proposals are defined as the entity /organisation that is legally registered in the UAE to do business in the auction field and can provide a valid certificate of legal registration/ trade registration license. Article 14 - Costs for preparing Proposals Under no circumstances will the HAAD accept liability for any costs incurred in connection with the preparation and submission of Proposals even if the HAAD decides to reject all the proposals or cancel the tender altogether. Article 15 - Clarification During the evaluation process, the HAAD may request additional information from participants with regard to the submitted proposal if deemed necessary by the auction evaluation committee. Article 16 - Evaluation of Proposals A. Technical & Financial evaluation of Proposals The selection of the awarded proposal shall be given for the highest offered rental price on conditions that such a proposal complies with the minimum requested special price for HAAD employees within the healthy menu items that fulfil Weqaya food program specifications, and complies with the RfP requirements and Annex III Evaluation mandatory criteria. Article 17 - Amendments During the Proposal submission period, if the Authority decides to modify any requirement/s of the AUCTION; this modification/s shall be released through the issuance of an amendment/s to the Auction. Any amendments will be issued in writing and will be sent to all Participants. Article 18 - Confidentiality The entire evaluation procedure is confidential and all proposals are for official use only and may not be communicated neither to the Participants nor to any party other than the Authority. Article 19 - Ownership of Proposals The Authority retains ownership of all proposals received as part of this Auction. Consequently, participants have no legal right to have their Proposals returned to them. Article 20 - Auction Cancellation The Authority has the right at any stage to cancel this Auction without justification to any of the Participants. In this event, Authority will notify participants in writing of the cancellation. Page 8 of 15

9 Article 21 - Discussion/Negotiation Although Proposals may be accepted and a contract awarded without discussion, the Authority may initiate discussions should clarification or negotiation be necessary. Participants should be prepared to provide qualified personnel to discuss technical and contractual aspects of the proposal. Article 22 - Performance Bond The award winner will be required to secure an unconditional performance bond issued from one of the banks operating in Abu Dhabi in an amount equal to 10% of the Total Proposal Price within 10 days of signing the Contract and to be in effect for the Term of the Agreement. The performance bond may be used to satisfy any losses incurred by HAAD in the event the Participant fails to deliver or perform its Services in accordance with the requirements of the Agreement.. Article 23 - Award Only successful Participant (s) will be notified of the award. An award can be withdrawn by HAAD at any time prior to its signing of a definitive contract with the awarded Participant. The HAAD reserves the option of Contracting only for a portion of the specified project scope or of not awarding a Contract to any Participant. Final approval to enter into a Contract, the standard terms and conditions of Contract and the scope of Services to be provided pursuant to the Contract, rests with the HAAD.. The Authority can withdraw the award without any Justification. Article 24 - Signing Contract with awarded Participant/ Bidder The awarded Participant is requested to sign the contract with HAAD within a week from notification of award without any delay. The delay in signing the Contract by the awarded participant within stipulated timeline herein will lead to withdraw of the award, forfeiting the bid amount in addition to paying the contracting authority any amount difference of the first year rental value between the awarded participant and the second ranked participant in this auction. Page 9 of 15

10 Section B Terms of References Article 1. Background of HAAD and its Objectives The Health Authority - Abu Dhabi (HAAD) is a local governmental entity established by especial Decree (01/2007); to fulfil the requirements for the provision of high quality healthcare services in accordance with international quality standards. The main function(s) of HAAD is to regulate the Healthcare Sector within the Emirate of Abu Dhabi, both Public and Private, through Policies, Laws, Regulations, Inspections and Audits. The corporate office of HAAD is located in the capital of UAE, Abu Dhabi. By announcing this Auction, the Authority wishes to lease out a space at its main lobby entrance in the Ground floor (size W: 4 meters, D: 3 meters, H: 4 meters) on a yearly basis for an internationally branded Coffee Shop registered in UAE. Annex 1: Layout drawing is annexed to this document. [ The purpose of outsourcing a well reputed Cafe in HAAD building is to provide this catering service (Coffee, salads, sandwiches, snacks and refreshments) for our daily customers, visitors (Doctors, patients,vendors, candidates and visitors for seminars or CME) We can estimate the number of our daily visitors on HAAD main building as follow (300 ) and HAAD employees (300). The number of employees in ZHC reached approximately 100 employees. Article 2. Special Terms and Conditions 1. The selected Participant will be responsible to equip and furnish the available space specified by HAAD for the purpose of establishing the Coffee Shop on its own costs. 2. The Contracting Authority reserves the right to accept or reject any of the materials or utensils or furniture/design/ color designed for the Coffee Shop, incase HAAD finds that they are not the right quality or not befitting the design of HAAD building and will affect the general view of the building, and it shall be the responsibility of the Participant to change it within the Coffee Shop branding guidelines. 3. Working hours of the Coffee Shop shall be one shift from 07:00 am to 03:00 pm daily 5 days a week from Sunday to Thursday unless it is required by the Contracting Authority for special events during weekend or after working hours. 4. No profit margins will be requested by HAAD from the Coffee Shop. Total income to HAAD will be the annual rental amount agreed. Profit shall be the right of the Coffee Shop. 5. Electricity and tap Water will be provided by HAAD and will not be billed to the Contracted Coffee Shop. 6. The Coffee Shop shall be fully responsible for any fault or action or inaction of its staff or damage or personal injury sustained by a HAAD staff or other third party or a visitor or customer or loss or damage to property of any personal as a result of or caused by faulty furniture or utensils or equipment or fixtures used by the Coffee Shop. The Coffee Shop will indemnify HAAD & its employees & keep harmless against all liabilities, damage & losses that will result from the willful or negligent errors & mistakes or acts of its employees, agents and representatives however arising. The Coffee Shop shall have at all times valid insurance to cover its liabilities. Page 10 of 15

11 7. The successful auction Participant will be required to enter into a lease/license contract with HAAD which includes the requirements of this auction including these Special terms and Conditions. 8. The successful Participants required to obtain all/ any necessary license from Department of Economic Development, Abu Dhabi Municipality, Chamber of Commerce, & Abu Dhabi Food control Authority and any other licensure and permits as per laws and regulations in the emirate of Abu Dhabi. 9. The participant should submit the training certificate of its employees in food safety and food handling in addition to annual training schedule. 10. Participant is requested to offer HAAD staff a discounted rate not less than 20% to attract staff and differentiate between them and customers. Article 3. Weqaya accreditation The food menu offered by the Participant should include healthy food items (this apply to salads, sandwiches, mixed fruits, etc.). In addition, the awarded bidder shall be committed to the following process: Register in Weqaya food program at and agreed that at least 30% of offered items will be inline of specifications for using Weqaya food program (ATTACHED to this Auction document). Offer at least 20% discount for HAAD s staff of a menu that complies with specifications for using Weqaya food program (document attached) Failure to abide by the above requirements within the stated duration (45 days from signing the contract) may lead to the termination of the contract with the awarded participant, forfeit the performance bond (10% of the contract rental amount) in addition to paying the contracting authority any amount difference of the first year rental value between the awarded participant and the second ranked participant in this auction. Article 4. Duration of Contract The duration of the contract with the awarded Participant shall be two years subject to early termination and can be renewed for additional year (s) upon HAAD s sole discretion. Article 5. Additional/ optional location of Coffee Kiosk HAAD encourages participants to submit their proposals including the renting proposal for coffee shop space in Zayed Herbal Center (ZHC) building affiliated to HAAD. This shall be an optional quote and not mandatory to participants. To avoid any doubts; quoting for renting ZHC area is additional services and whether the participants decided to submit their annual renting proposal for ZHC building or not this would not affect the awarding or the evaluation process in any way. Note: The location in ZHC lobby size is 5 X 3 meter. The number of employees in ZHC reached approximately 100 employees. Page 11 of 15

12 Annex- I Layout of HAAD s Ground floor Page 12 of 15

13 Annex II- Letter of Submission To : Health Authority- Abu Dhabi Subject: Letter of Submission for Dear Sirs, Tender no Tender title: We, [insert Company Name], hereby acknowledge that we studied the subject RFP and we are in agreement with the terms and conditions of it and certifying that all information offered in the submitted proposal are true, accurate, and complete. In case of being awarded this auction, we understand that we should immediately work with HAAD to finalize all the requirements to get the accreditation of Weqaya program within maximum 45 days from the award. In case of any clarification, please contact Mr assigned to respond to any received inquiry related to the submitted proposals in responses to this RfP. The contact is as follows: Designation: Tel: Mobile: Authorized Signatory Name: Designation: Signatures: Date: Company stamp Page 13 of 15

14 Annex III Evaluation Mandatory Criteria Evaluation Criteria Mandatory Criteria (Yes/ No)* Mandatory: Participant is certified by the chamber of commerce, Abu Dhabi Food control authority. Additional :ISO Quality certifications, or other quality certificates Offered Food and Beverages menu is healthy, satisfactory, of high quality and varieties, in addition to affordable market prices. The food outlet is registered at and agreed that at least 30% of offered items will be inline of specifications for using Weqaya food program (ATTACHED) Vendor s background and experience on services of similar nature at least three years in UAE market Availability of sufficient and capable personnel who are trained in food safety and food handling with the required ADFCA qualifications, skills and experience dedicated to the Coffee Shop Technical capabilities of participant in providing sufficient/efficient equipment to provide the required services for HAAD. The participant s capability in providing the services will based on the existence of already existing coffee shop/ branch already running by the participants. References from the entities (i.e.: Malls/ government/ non governments entities ) where the coffee shop is running (if applicable)/ Copy of valid certificate by ADFCA for the existing coffee shop/ branch. (*)Participant who failed to meet any of the above criteria will be failed without further consideration and only participants who meet all the criteria shall be considered further in the awarding process. Page 14 of 15

15 Annex IV- Financial template Schedule A- (Mandatory) Annual Rent for coffee shop space in HAAD building (Two years) Description Price in AED 1- Annual renting charges for HAAD for Y-1(*) 2- Annual renting charges for HAAD for Y-2(*) (*) The annual rental value shall be equal in each year. Schedule B-(Mandatory) Special discounted rate for HAAD employees Description (*)Percentage (%) Fixed percentage to be offered as special price rate on the coffee shop menu to HAAD staff (*)Participant is requested to offer HAAD staff a discounted rate not less than 20% to attract staff and differentiate between them and customers. Schedule C- (Optional) Annual Rent for coffee shop space in ZHC building (Two years) Description Price in AED Annual renting charges for the coffee shop in ZHC for Y- 01 Annual renting charges for the coffee shop in ZHC for Y- 01 Page 15 of 15