September 7th, 2010 Request for Quotation for services Reference: RFQ-62-2010 Deadline to submit your offer: before 23:59 1 on September 23 th, 2010. Objective: To provide services of certification of Quality Management systems under the Family of Standards SAE-AS(AS9100, AS9110, AS9120) or its equivalent for suppliers and other companies of the aerospace sector. Please send your proposal/offer duly signed in electronic format (pdf, tiff, etc.) to the e-mail address rm@undp.org.mx with copy for licitaciones@undp.org.mx with the following subject: Offer RFQ-62-2010. Optionally, you might send requested documents to UNDP Mexico Country Office, at Montes Urales, 1 st floor. Loma de Chapultepec. 11000. México, DF (working hours: 9am to 5pm). Any question regarding this Request for Quotation, shall be sent to the e-mail addresses described above not later than September 17th 2009. The answers to the questions or any modification to the Terms of Reference will be published in UNDP Mexico s Web site before 11:00 pm on September 20th 2009. I. BACKGROUND. The United Nations Development Programme (UNDP) is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with them on their own solutions to global and national development challenges. The Mexican Federation of Aerospace Industries (FEMIA by its initials in Spanish) is a non profit association established by the majority of aerospace entities in Mexico. The association was established in November 2007, to promote the development of the Mexican aerospace industry nationally and internationally. FEMIA is the only association of the aerospace industry recognized by the Federal Government given that it was established by a federal authority initiative to unify the national and foreign corporations within this sector. The Program for the Certification of special processes to impel the integration of Small and Medium Enterprises (SME) in the Aerospace sector, a project created between UNDP and FEMIA, seeks to develop a competent supplier base in Mexico to providing high quality parts and services for its manufacturing of aircraft. UNDP and FEMIA are evaluating options to establish a reliable infrastructure of suppliers in Mexico. One option would be to utilize the experience and technical expertise of a registrar in AS9100 family of standards. 1 All references to time and dates, are made considering the official Central Time for the United Mexican States, according to the National Center for Metrology: http://www.cenam.mx/hora_oficial/
The scope of this Request for Proposal (RFQ) is the certification of a maximum of twenty SME to be certified or recertified in AS9100. UNDP, according to the available budget of the project, reserves the right to launch a formal bidding process for the same services, as per the procurement guidelines of UNDP. II. TASKS. 1. To generate and to deliver a quotation by each service request presented to it, considering all services that might be provided related to the emission of the respective certification, independently of which of them are used or not in their totality. As example, but no limiting, these services will have to include: provision of information and documentation, in any means, for preparation and guides for the certification process; stage of preevaluation or preaudit; post certification services and any others that are considered opportune and suitable. 2. To assign the auditor or auditors who will carry out the process of audit and certification. 3. To present a curricular summary of all the auditors who will lend their services to the program, clearly indicating the qualifications or credentials that guarantee to them, their experience and knowledge in regard to Quality Management Systems in the aerospace sector, as well as the number of audits in which they have participated. 4. To make an individual work program for each company that should be subject the certification process and deliver it the coordinator of the program. 5. To execute the established work program for the certification with each assigned company. 6. To maintain informed, in all time and opportunely, to the project leader of each company in process of certification and to the Coordinator of the Project on any difficulty that is anticipated or that arises. 7. To start off of the specified date for the signature of the contract, the indicated product could be contracted according to the dates that the participant SMEs companies are fitting their quality management systems to the applicable norm.
III. ACTIVITIES AND EXPECTED DELIVERABLES. No. Activities Deliverables 1 To develop an Audit Plan, for each assigned company. Audit plan developed. 2 Generate for each company to certify a quote for the services to be performed. Quotation delivered. Schedule, accordingly with the company to be 3 certified a pre-assessment or pre-audit, if Schedule delivered. applicable. 4 Schedule, according to the company to be certified, the certification audit. Schedule delivered. 5 Conduct pre-assessments or pre-audits, if Report of pre-assessment or pre-audit applicable, to identify weaknesses to be delivered. addressed. 6 Carry out the certification audit. Audit documentation delivered. 7 Prepare a final report of the certification process done. Final report delivered. 8 Issue certification or registration, if applicable. Certification or registration issued. 9 Register the issued certificate in the OASIS database. Certificate registered. IV. EVALUATION OF QUOTATIONS. UNDP will award contract to the offer that guarantees the best value for money. Thus, award will be made to the lowest priced technically acceptable offer. The technical criteria are described in the following table: Technical criteria 1 Experience as registrar in the aerospace industry. 8 or more years = 150 points. 7 to 5 years = 100 points. 4 to 2 = 50 points. Below 2 years = zero points. 2 Number of AS9100 certifications in Mexico. 7 or more = 200 points. 6 to 4 = 150 points. 3 to 1 = 100 points. None = zero points. 3 Number of AS9100 certifications worldwide. 1 point per certificate up to a maximum of 150 points. Maximu m points 200* Regista r 1 Registr ar 2 Registr ar 3 Registr ar 4
4 Number of available auditors for the current Request. Experience of auditors in AS9100 certifications (please submit resumes of each auditor might be involved in the providing the requested services). 5 Letters of recommendation / satisfaction from customers. 6 Methodology offered for the requested 200* services. Capacity on providing the services in Mexican territory. Capacity on transferring best practices. Total 1000* *Scoring will be calculated as follows: Criterio Excellent Good Satisfactory Un Satisfactory Fail No presentation Evidencia The Proposal shown has an excellent technical support, for the graded criteria, that let affirm that the participant fulfill or exceed the requested services. The Proposal shown has a good technical support, for the graded criteria, that let affirm that the participant fulfill or exceed the requested services. The Proposal shown has enough technical support, for the graded criteria, that let affirm that the participant fulfill the requested services. The Proposal shown has a limited technical support, for the graded criteria, that let affirm that the participant could fulfill the requested services. The Proposal shown has a very limited technical support, for the graded criteria, that let affirm that the participant do not qualified for the requested services. No information received for the requested services. Porcentaje aplicable 100 % 90 % 70 % 40 % 10 % 0 % Minimum points to approve the technical evaluation = 80 % of available points. Award will be made to the lowest priced technically acceptable offer. UNDP reserves the right to award contract to more than one bidder. The procuring UNDP entity reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected Offeror or any obligation to inform the affected Offeror or Offerors of the grounds for the Purchaser s action. UNDP reserves the right at the time of award of contract to vary the quantity of services and goods specified in the RFQ without any change in price or other terms and conditions. V. PAYMENT. You might propose the payment form for the services duly rendered. However, please take into consideration that UNDP does not make advance payment. Exceptionally advance payments shall be made for a maximum of 20% of the contract.
Please fill in Form 1, to express your price offer for the services described in this Request for Quotation, including taxes. The payment will be made in US dollars or any other currency if the bidder is incorporated and located outside Mexico. For Mexican bidders, payment will be made in Mexican pesos (MXN) even the quotation is in USD or any other currency; UNDP will use the current UNORE (United Nations Operational Rate of Exchange) to obtain the amount in MXN to be paid. VI. FORMS TO SUBMIT OFFER/PROPOSAL. The person interested in the post described above, shall submit the following documents: Document Description File Please describe in brief, the methodology or work plan you Working would like to follow to accomplish the tasks described in the proposal Terms of References. Resume Price or quote Not more than 20 pages for each auditor proposed for the requested services. Please include your company s resume. Use Form 1 (compulsory). Your quote shall include all cost or taxes involved. No special form needed No special form needed Photocopies of the Articles of Incorporation, by-laws and of any other legal Legal documents might be requested at any time by UNDP, including valid ID of the person documents signing the Offer. http://www.undp. org/procurement/ Click the following link to know the General Conditions of the Contract: documents/gnl_co nditions_prof_servi ces_km2.doc Click the following link to know the policies and procedures applicable to this Request for Quotation: http://www.undp. org/procurement/ operate.shtml#_so licitation_methods
Price Submission Form RFQ-62-2010 Form 1. Mr. Magdy Martínez-Soliman Resident Representative United Nations Development Programme, Mexico. Having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to provide (the requested services) for the total sum of (indicate amount in number and letters) including applicable taxes, as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Offer. We undertake, if our Offer is accepted, to commence and complete delivery of all services specified in the contract within the time frame stipulated. We agree to abide by this Offer for a period of 60 days from the date fixed for receiving of Offers in the Request for Quotation, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. We understand that you are not bound to accept any Offer you may receive. Date: Signature: (In the capacity of) Duly authorized to sign Proposal for and on behalf of
PRICE SCHEDULE The Price Schedule must provide a detailed cost breakdown. Provide separate figures for each functional grouping or category. Price criteria Price per AS9100 certificate. Please indicate the number of auditors and days included in the price. Small Mexican Enterprise Medium Mexican Enterprise (11 50 employees) (51 250 employees) No quality system in place Basic quality system in place Good quality system in place or recertification Per diem rate within Mexico per person* *Hotel and transportation costs will be provided or reimbursed by UNDP. Do not include this cost in your price offer. Price criteria No quality system in place. Additional auditor / day Basic quality system in place Additional auditor / day Good quality system in place or recertification Additional auditor / day Small Mexican Enterprise (11 50 employees) Additional costs (if needed) Medium Mexican Enterprise (51 250 employees)