Dear Sir/Madam,
Date: 21 August 2013
Subject: Request for Proposals for Consulting Services:
Project no. 00083860/UNOPS/PCB Collection and Disposal 2013
1.
The United Nations Office for Project Services (UNOPS) is seeking qualified offers for the
above-mentioned consulting services. Your company is kindly invited to submit your best
technical and financial offer for the requested services. Your proposal could form the basis for a
contract between your firm/institution and the United Nations Office for Project Services
(UNOPS).
2.
To enable you to submit a proposal, please find enclosed:
a) Annex I: Terms of Reference (TOR), containing a description of UNOPS requirements for
which these services are being sought;
b) Annex II: Proposal Submission Form, to be completed and returned with your proposal; and
c) Annex III: A draft of the form of contract under which the services would be performed,
including a link to the "General Conditions for UNOPS Contracts for Professional
Services".
This letter is not to be construed in any way as an offer to contract with your firm/institution.
Manner of Submission
3.
Your proposal shall be prepared in the English language.
4.
Your proposal shall comprise the following documents:
a) Proposal Submission Form;
b) Technical Component; and
c) Price Component.
5.
Your proposal shall be prepared in duplicate with one marked "Original" and the other marked
"Copy". In the event of any discrepancy between them, the original shall govern. The proposal
shall be sealed in one outer and two inner envelopes, as detailed below.
The outer envelope shall be addressed as follows:
ATTN: PROPOSAL FOR CONSULTING SERVICES
PROJECT # 00083860/UNOPS/PCB Collection and Disposal 2013
United Nations Office for Project Services
International Environmental House
11-13 Chemin des Anémones
1219 – Vernie, Geneva
Switzerland
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Both inside envelopes shall indicate your firm's name and address. The first inner envelope shall
be marked "Technical Proposal" and contain the Proposal Submission Form and Technical
Component of your proposal. The second inner envelope shall be marked "Price Proposal" and
include your financial cover letter (paragraph 15, below) and Price Component.
6.
Proposals must be received by UNOPS at the above address on or before 20 September 2013 at
10:00 am Geneva Local Time. Any proposal received after this date may be rejected. UNOPS
may, at its discretion, extend the deadline for the submission of proposals, by notifying all
prospective proposers in writing. The extension of the deadline may accompany a modification
of the solicitation documents prepared by UNOPS at its own initiative or in response to a
clarification requested by a prospective proposer.
7.
You are requested to hold your proposal valid for 90 days from the deadline for submission.
UNOPS will make its best effort to select a firm/institution within this period.
8.
Assuming that a contract can be satisfactorily concluded by September 2013, the assignment is
expected to commence in October 2013.
9.
If you consider that your firm/institution does not have all the expertise for the assignment, there
is no objection to your firm/institution associating with another firm/institution, particularly from
a developing country, to enable a full range of expertise to be proposed. UNOPS strongly
encourages association with a local firm/institution in the country of assignment. However, any
invited firm/institution may not participate in more than one consolidated proposal. Similarly, a
local firm/institution may associate with only one invited firm/institution that is making a
proposal.
Any consulting, manufacturing or construction firm/institution with which you might be
associated may not be eligible to participate in proposing/bidding for any services, goods or
works which may result from or be associated with the project of which this assignment forms a
part.
10. 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.
11. Any requests for clarification should be referred to Samina Kadwani, Portfolio Manager, at the
above address, e-mail saminak@unops.org , telephone: 0041 022 91 7805. Any written reply to
a particular question may be copied to all other invited firms/institutions, at the discretion of
UNOPS.
12. UNOPS strongly encourages all Bidders to subscribe to the Tender Alert Service available on the
United Nations Global Market Place (www.ungm.org). This will allow Bidders to be notified
automatically of all UNOPS business opportunities for the products and services for which they
have registered. Instructions on how to subscribe to the Tender Alert Service can be found in the
UNGM Interactive Guide for Suppliers.
13. We would appreciate you informing us by e-mail or fax as to:
a) your receipt of this letter request for competitive proposals.
b) whether or not you will be submitting a proposal.
c) the date and mode of submission, in case you decide to submit a proposal.
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Content of Proposal
Technical Component
14. The technical component of your proposal should be concisely presented and structured in the
following order to include, but not necessarily be limited to, the following information:
a) Description of the Firm and the Firm's Qualifications
A brief description of your firm/institution and an outline of recent experience on projects of
a similar nature, including experience in the country and language concerned. You should
also provide information that will facilitate our evaluation of your firm/institution's
substantive reliability and financial and managerial capacity to provide the services.
b) Understanding of the Requirements for Services, including Assumptions
Include any assumptions as well as comments on the data, support services and facilities to
be provided by the Government as indicated in the TOR, or as you may otherwise believe to
be necessary.
c) Proposed Approach, Methodology, Timing and Outputs
Any comments or suggestions on the TOR, as well as your detailed description of the
manner in which your firm/institution would respond to the TOR. You should include the
number of person-months in each specialization that you consider necessary to carry out all
work required. The level of total professional/personnel inputs required has been estimated
to be about 12 person-months.
d) Proposed Team Structure
The composition of the team which you would propose to provide in the country of
assignment and/or at the home office, and the work tasks (including supervisory) which
would be assigned to each. An organogram illustrating the reporting lines, together with a
description of such organization of the team structure, should support your proposal.
e) Proposed Project Team Members
The curriculum vitae of the senior professional members of the team.
Price Component
15. Your separate price component must contain an overall quotation in a single currency, which
may be either in US Dollars or in any convertible currency. If you opt for the latter, and for
evaluation purposes only, your proposal will be converted into US dollars using the United
Nations rate of exchange in effect on the date submissions are due.
16. The price component shall have a cover letter wherein your firm/institution's authorized
representative affirms the following:
a) a summary of the price; and
b) the period of its validity.
In preparing your proposal, please note carefully from Annex III the various contract
provisions regarding UNOPS policies on limitations on advance payments, retention,
performance bonds, etc.
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17. In addition, the price component must cover all the services to be provided and must itemize the
following:
a) An all-inclusive rate per person-day (including honorarium and living expenses) for each
team member to be assigned to the mission in the field and a rate for his/her work at the
home office, if any.
b) An all-inclusive amount for international travel and related expenses (indicating number of
round trips per team member).
c) An all-inclusive amount for local travel.
d) Other costs, if any (indicating nature and breakdown).
e) Summary of total cost for the services proposed. [N.B.: The remuneration received by your
firm/institution and persons performing services for your firm/institution (other than
nationals of the host country) normally will not be subject to tax liability in the host
country].
f)
A proposed schedule of payments, all of which must be expressed and will be effected in the
currency of the proposal.
18. You should also indicate any comments or reservations to the draft form contract.
Payment Provisions
19. UNOPS' general policy is to pay for the performance of contractual services rendered or to effect
payment upon the achievement of specific milestones described in the contract. Please refer to
section 3.4 of the Model Contract for Services1 that is enclosed as Annex III.
20. Please note that UNOPS' policy is not to grant advance payments except in unusual situations
where the potential contractor/tenderer, whether a private firm, NGO or a government or other
entity, specifies in the proposal that there are special circumstances warranting an advance
payment. UNOPS, at its discretion, may however determine that such payment is not warranted
or determine the conditions under which such payment would be made.
21. Any request for an advance payment is to be justified and documented and must be submitted
with the financial proposal. This justification shall explain the need for the advance payment,
itemize the amount requested and provide a time-schedule for utilization of said amount. In
addition, you must submit documentation regarding your financial status - e.g. audited financial
statements at 31 December of the previous year and include this documentation with your
financial proposal; further information may be requested by UNOPS.
Evaluation of Proposals
22. A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the
technical component being completed prior to any price component being opened and compared.
The Price Component will be opened only for those firms/institutions whose Technical
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Component meets the requirements for the assignment. The total number of points which a
firm/institution may obtain for both components is [120].
23. The technical component, which has a total possible value of [100] points, will be evaluated
using the following criteria:
a) the firm/institution's general reliability as well as experience and capacity in the specific
field of the assignment ( 40 points);
b) the approach in responding to the TOR and the detailed work plan ( 40 points); and
c) the qualifications and competence of the personnel proposed for the assignment for a total of
( 20 points). The personnel will be rated in accordance with:
i. their general qualifications (5 points);
ii. suitability for the assignment (8 points); and
iii. their language qualifications and experience in the region (7 points). Experience in the
country of assignment would be particularly advantageous.
24.
a) The Price Component of any proposal will only be evaluated if the Technical Component of
that proposal achieves a minimum of 70 points. Proposals failing to obtain this minimum
threshold will not be eligible for further consideration.
b) The maximum number of points for the Price Component is 20. This maximum number of
points will be allocated to the lowest price proposal. All other price proposals will receive
points in inverse proportion according to the following formula:
Points for the Price Component of a proposal being evaluated =
[Maximum number of points for the Price Component] x [Lowest price]
[Price of proposal being evaluated]
25. Please note that the UNOPS is not bound to select any of the firms/institutions submitting
proposals. Furthermore, since a contract will be awarded in respect of the proposal which is
considered most responsive to the needs of the project concerned, due consideration being given
to UNOPS's general principles, including economy and efficiency, UNOPS does not bind itself
in any way to select the firm/institution offering the lowest price.
26. Negotiations: UNOPS may enter into negotiations with the Offerors whose offers remain within
competitive range of compliant offers. Such negotiations do not constitute an award of contract.
27. Supplier eligibility
Suppliers shall not be eligible to submit an offer when at the time of bid submission:
a) Suppliers are already suspended by UNOPS, or,
b) Supplier’s names are mentioned in the UN 1267 Terrorist list issued by the Security Council
resolution 1267, which establishes a sanctions regime to cover individuals and entities
associated with Al-Qaida and/or the Taliban, or,
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c) Suppliers are suspended by the UN Procurement Division (UN/PD), or,
d) Suppliers have been declared ineligible by the World Bank
Furthermore, as a condition of doing business with UNOPS it is necessary that suppliers, their
subsidiaries, agents, intermediaries and principals cooperate with the Office of Internal Oversight
Services (OIOS) of the United Nations, UNOPS Internal Audit and Investigations Group (IAIG)
as well as with other investigations authorized by the Executive Director and with the UNOPS
Ethics Officer (during preliminary reviews in line with UNOPS whistle blower policy) as and
when required. Such cooperation shall include, but not be limited to, the following: access to all
employees, representatives, agents and assignees of the supplier; as well as production of all
documents requested, including financial records. Failure to fully cooperate with investigations
will be considered sufficient grounds to allow UNOPS to repudiate and terminate the contract,
and to debar and remove the supplier from UNOPS’s list of registered suppliers.
28. Information regarding Bid Protest can be found at:
http://www.unops.org/english/whatwedo/services/procurement/Pages/Procurementpolicies.aspx
Yours sincerely,
Pre-cleared by:
Farouk Hirzalla
Regional Practice Specialist
IPAS, UNOPS
Approved by:
Maria-Noel Vaeza
Regional Director
GPSO, UNOPS
Date:
Date:
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ANNEX I: TERMS OF REFERENCES
Terms of Reference and Technical Specifications
The TOR’s consist of the following categories:
1)
2)
3)
4)
5)
6)
7)
Overall framework of the bid
Services to be provided
Health, safety and Environmental Management
Responsibilities connected to the work/services
Supervision of works
Reporting Obligations
Essential equipment to be provided by the contractor (examples)
I. OVERALL FRAMEWORK OF THE BID
UNEP/MAP MED POL programme in view of assisting the Contracting Parties to meet their
obligations under the National Action Plans adopted in the framework of the LBS Protocol of the
Barcelona Convention) and the National Implementation Plans adopted in the framework of the
Stockholm Convention) is implementing a number of activities within the Project entitled “Strategic
Partnership for the Mediterranean Sea Large Marine Ecosystem (Medpartnership Project)’,
(Component II of the project).These activities deals with the environmental Sound Management of
equipment, stocks and wastes containing or contaminated by PCBs in national electricity companies
of 4 Mediterranean countries and the aim is to introduce environmentally sound management (ESM)
to all stages of the ‘life-cycle’ of electrical equipment containing or contaminated by PCBs. PCB are
Persistent Organic Pollutants ( POPs) that are regulated in the framework of the Stockholm
convention and LBS Protocol of the Barcelona Convention. The activities are implemented in several
Mediterranean countries namely in Albania, Egypt, Turkey, Bosnia-Herzegovina. The commitment is
to dispose up to 800 tons liquid and or solid PCB contaminated.
A disposal operation is initiated which results in the need to remove PCBs stocks up to 800 tons
(pure liquid PCB; liquid and or solid PCB contaminated) from various places in 4 Mediterranean
countries and transport them to one temporary storage facility per country herein after referred to as
the site as agreed by the respective Governments and ship them abroad to final disposal facilities.
Collection, temporary storage, packaging and shipment of PCBs and of PCBs contaminated
equipment (> 50 ppm) in Albania, Bosnia Herzegovina, Egypt and Turkey.
1. PCBs and PCBs contaminated equipment must be collected and safely transferred to the Site
in order to be shipped out of the country for final disposal in relevant final disposal facilities
in Europe.
2. The total quantity of PCBs/PCBs contaminated equipment to be collected and disposed off is
up to 800 tons in all the countries. The collection points and the quantities to be collected will
be indicated by the environmental authorities of the respective countries.
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3. The area from which PCBs/PCBs contaminated equipment will be collected expands up to
200 km around the Site as defined by the respective governments from up to 3 collection
points of PCB per country as identified by the respective countries and based on PCB data
inventory outcome.
4. The collection, transport, temporary storage, packaging, labeling and shipment will be
elaborated by the contractor’s own means i.e. tracks/lorries, workers/employees, safety
equipment etc. and/or by his affiliates/collaborators/subcontractors. All the above services
have to be accomplished according to international rules and safety measures (UN
classification etc.).
5. During temporary storage and packaging operations the contractor shall allow the presence of
UNEP/MAP experts as well as of the country’s national experts (to be nominated by the
relevant authorities) for training purposes. National and UNEP/MAP experts will form the
Project Management Unit (PMU). A National Project Coordinator will be nominated by the
government of the respective countries, who will chair the meetings of PMU and represent
PMU towards the contractor.
6. Documentation according to the prescriptions of the Basel Convention on the control of transboundary movements of hazardous wastes and their disposal must accompany any load being
shipped out of the country. The contractor is responsible to follow the relevant procedures.
7. The necessary national administrative procedures needed for the shipment (permits for export
of hazardous waste) have to be accomplished by the contractor following the relevant national
legislation.
8. The contractor must indicate the price per km (or per 100 km) he charges for the collection of
PCBs/PCBs contaminated equipment. Prices must be indicated in US Dollars (US $).
9. Any costs for the accomplishment of the necessary national administrative procedures for the
shipment of the PCBs out of the country must also be included in the offer.
10. The total costs (in US $) for collection, temporary storage, packaging, shipment and disposal
of minimum 20 tons PCB per country must be indicated in the offer. For each of these items
the relevant cost allocations (the breakdown) must be described.
Treatment of PCBs and of PCBs contaminated equipment (> 50 ppm)
1. The contractor must ensure the environmentally sound disposal of the shipped PCBs and of
PCBs contaminated equipment. In doing so the shipped PCBs and PCBs contaminated
equipment must be transferred to a well known final disposal facility in Europe and the
relevant documentation for the safe disposal has to be submitted by the contractor to the
national authorities as well as to UNEP/MAP in 40 days after delivery.
2. The name of the final disposal facility must be included in the offer as well its agreement to
accept the relevant quantities of PCBs/PCBs contaminated equipment. The agreement has to
be included in the offer.
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3. Any additional requirements on national level for the proof of the safe PCBs disposal must be
followed by the contractor and the relevant documentation has to be submitted to the relevant
national authorities.
II. SERVICES TO BE PROVIDED
A Summary of the Services to be accomplished are given in Table 1
Table 1: Summary of Services/Deliverables of the Bid
No ITEM
Milestones
Provision of Work Plan for the execution of the Services
Acceptance of work
1 and coordination/provision of Trans-frontier Shipment
plan PMU
(TFS) Notification Documents and Financial Guarantee
Acceptance
by
Provision to Site of agreed packaging and safety
PMU
after
2
equipment
inspection
I. Repackaging, labeling, sampling and safeguarding
operations being carried out by the contractor
Packaging
II. Verification and classification of wastes for
certificate
and
3
international transport
custom clearance
III. Loading of the repacked stocks for export to shipping
cargo units.
Approval to export/
import
from
4 Notification for import /export the amount of PCB’s
relevant Authorities
Road transportation to the port of loading to sea shipping
containers and loading on the vessel and sea shipping of Reception
at
5 containers from port of loading up to final disposal facility certificate
and or road/rail transport form the site to the final disposal disposal plant
facility
Disposal by High Temperature Incineration of up to 800
Destruction/deconta
6 tons of obsolete PCBs (including PCBs contaminated
mination certificate
equipment for the four concerned countries)
In particular the following Services have to be provided by the contractor:
1. Drawing up of a Work Plan to show the sequence and timing of the services and
deliverables. The contractor will be required to provide a final detailed critical path
analysis / work plan for project implementation within 4 weeks of award of contract. The
contractor will use the work plan to identify key milestones in collaboration with the PMU
for the implementation of the safeguarding and disposal activities.
2. Drawing up of an Environmental Management Plan for Export (EMP) for export
operations, especially management of the packed wastes during transport to the Site of
loading to ship. Submission to PMU of the EMP together with a copy of TFS Notification
Documents and a copy of any required Financial Guarantees.
3. Provision of a full list of PCBs quantities to be shipped associated with relevant UN Code,
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International Maritime Dangerous Goods Code (IMDG Code) and Packing group II as
determined during the site inspection by the contractor before tendering and based on the
list of quantities of PCBs.
4. Provision to the Site of specific equipment and materials being provided by the Contractor
as listed in Section VII and Annex VIII. The packaging materials will include UNaccredited steel drums or other appropriate packaging materials that are both suitable and
fully compliant with the International Maritime Dangerous Goods Code (IMDG Code)
requirements for these products .The verification of the operational and safety equipment,
packaging and other materials will be accomplished by PMU.
5. The safeguarding and repackaging operations of the PCBs as described in EMP and
presented in Section VII and Annex VIII. The PMU will supervise all activities to be
carried out by the contractor for the repackaging of approximately 200 tons of PCBs and
PCBs contaminated equipment. This will comprise packaging into drums including
draining of any emptied original or temporary containers and the appropriate packaging of
empty and drained packaging. All repacked wastes for export must be fully compliant
with IMDG Code requirements. Only UN approved packaging materials required to be
used for the obsolete stocks.
6. Collection of stocks from small sites to the Site are conducted by the contractor by his
own means and then repackaged for road and maritime transport. The names, location of
the small sites and the distances from the Site will be provided to the contractor by PMU.
The contractor is required to provide a detailed methodology on how transfer of
ownership of the repackaged stocks from the PMU to the contractor can be affected at the
Site.
7. Issuing all required applications in order to export all PCB waste according the local
legislation for waste management and the European legislation 1013/2006.
8. Provision of shipping cargo units (SCUs) to Site that are suitable and fully compliant with
the IMDG Code requirements for these products in line with the work schedule developed
by the PMU. Every SCU will be inspected by PMU staff to ensure that the requirements
as set out in the International Maritime Dangerous Goods Code (IMDG Code) are met.
Any SCU found not meeting the required standard will not be used. Any incremental costs
associated with supply of alternate SCUs will be for the account of the contractor. The
contractor is required to work in close cooperation with the PMU to ensure that the
logistics for loading of the SCUs is as streamlined as possible, thus limiting demurrage
costs over and above the stated hire period for the SCUs.
9. Provide service on management of stocks at the Site to allow consolidation of stocks and
batching of wastes to ease the forward shipment for disposal.
10. Containerization into the SCUs of the repacked PCBs/PCBs contaminated equipment
destined for export in compliance with IMDG requirements and with best professional
practice so as to minimize risks of damage or leakage of the PCBs during transport and
shipping to the final disposal facility.
11. Establishing and maintaining accurate records of all activities, outcomes and data on a
daily basis. Any and all significant variations from the EMP or the Work Plan and any
accident occurring during the Services will be subject to special reporting procedures to be
agreed with PMU during development of the Work Plan referred above.
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12. Arrangement of any additional permits, approvals and documentation required for the
transport of the Wastes from the Site to the final Disposal Facility notified to the recipient
country.
13. Overland transportation of the filled SCUs to the port of loading to ship, as described in
the EMP, temporary storage of the SCUs at the port if required and loading of the SCU’s
to ship.
14. Onward shipment of the filled SCUs to the final disposal facility as defined in the Work
Plan and in compliance with the TFS Notification Documents. It is envisaged that the
contractor will transport the SCUs to the final disposal facility by sea and/or by road. The
contractor is therefore required to ensure all requirements as set forth in the IMDG Code
as well as in ADR if required are met. The provision of full and adequate insurance for
this element of the services covered by this contract will be the responsibility of the
contractor. The shipment includes all required insurance cover (third part liability against
environmental damages) as required from local as well for maritime and international
transport. The contractor should cover all required financial coverage asked from
European regulation 1013/2006.
15. Issuing a reception certificate upon delivery of SCU at the final disposal site (TFS
tracking document sign and stamp from Final disposal facility)
16. Assure the destruction by high temperature incineration of the PCBs loads at the final
disposal facility. The contractor will be required to provide details of the proposed
disposal technology to be used to ensure complete environmentally sound disposal of the
obsolete stocks. The contractor should provide details on:
 The destruction efficiency of the proposed technology;
 The scope of the license / authorization to operate, focusing on:
- acceptance of PCB wastes
- emission limits to air, water and solids, ashes and sludge
 The licensing authority for the disposal facility with a contact point with e-mail
address
 Details of any breaches of authorizations in the past five years
 Details regarding any outstanding environmental litigation
 Details on experience in the disposal of wastes similar to those covered by this
project to include country of origin of the waste, annual quantities disposed of,
operations restrictions to include chlorine contents etc.
All proposed disposal options must be proven to meet the requirements of the Basel and
Stockholm Conventions to include the latest guidelines on Best Environmental Option and
Best Available Techniques.
17. Assure the proper decontamination of solid parts contaminated with PCB’s.
18. Provision of a certificate of safe and environmental sound destruction within 30 days of
final disposal/ decontamination in the form of a duly completed Trans-Frontier Movement
Tracking Form.
19. Provision of a full documentary and photographic report of the Services on completion of
the Services together with a file in electronic format of all photographs, records and other
relevant documents (including copies of all permits, destruction certificates, weekly
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reports and other relevant communications in sequence of occurrence and in a bound
format) produced and acquired by the contractor during the project according to the
reporting obligations set in Section VI. The report should be provided to PMU.
20. The contractor will be required to maintain accurate daily log of all activities to allow
weekly and monthly review of the work plan. Detailed written reports should be
formulated into a weekly report and monthly progress report submitted to the National
Project Coordinator. This report should detail any problems, accidents, incidents,
environmental issues or impacts and achievements or successes of activities. The reports
need to provide details as to what activities are scheduled or planned for the following
activities during subsequent week(s).
21. The onward shipment of the SCUs to the final disposal facility in full accordance with the
Basel Convention. The contractor, through a local freight forwarding agent will provide
equipment to facilitate loading of the SCUs. The responsibility for supplying the units and
making all arrangements for the supply of the necessary locally hired equipment (crane /
fork lift truck etc) remains with the contractor. No additional demurrage charges will be
paid in cases where delays in the loading of the SCUs can be attributed to the failure of
the contractor or their appointed local freight forwarder. The contractor will use local staff
(3 workers) for field works assigned by PMU.
22. The contractor will be required to complete all obligations and notification procedures as
detailed under the Basel Convention. The contractor will also be required to place all
financial guarantees with the competent authorities of destination and transit on behalf of
the Government of the respective countries
23. Cooperation with PMU and other national experts for the conduction of training sessions
on packaging, storage, shipment of PCBs/PCBs contaminated equipment. The course
should focus on classification of materials, labeling of wastes and selection of packaging
materials, storage, shipment according to IMDG Code. The contractor is required to
provide an international trainer to the respective countries for a period long enough to
conduct the course in a single, concentrated sitting. All costs associated with the trainer
and any handouts, course notes and demonstration equipment are to be covered by the
contractor.
All the aforementioned activities are to be completed by the contractor. He has to assure the
complete, environmentally sound disposal of the wastes as detailed in the Basel and Stockholm
Conventions and EU regulations pertaining to waste management (or equivalent).
If sub-contract agreements are in place, it remains the responsibility of the principle contractor to
detail all agreements and to obtain clearance for use of any subcontractor from the PMU in the
country and from UNEP/MAP. The proposal should detail all sub-contractors and their relationship
with the principle contractor, with details of past projects. In case of insurance liability and
responsibility it is stressed that it remains the principle contractor’s task to ensure that they are
providing the insurance cover as requested in the draft contract and that there are no gaps in coverage
due to sub-contract agreements. The principal contractor will remain the responsible party of
UNEP/MAP.
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III. HEALTH, SAFETY AND ENVIRONMENTAL MANAGEMENT
1. Notwithstanding any specific requirements herein, the contractor shall perform the
Services in a safe and workmanlike manner in accordance with good practice, using
personnel, who shall all be competent and qualified to undertake their required duties
in a safe manner.
2. The contractor shall be responsible for complying and for ensuring that subcontractor(s) comply with all relevant safety laws (whether international, national,
regional, local or otherwise), regulations (including Permit To Work systems where
applicable) and for taking all necessary safety precautions relating to or arising out of
the performance of the Agreement in order to protect the Services, contractor
personnel, sub-contractor personnel, , the general public and any other persons
3. The contractor is responsible for ensuring that only contractor and sub-contractor
personnel, who are competent to undertake the Services for which they have been
supplied, shall be provided for the performance of the Services.
4. The contractor shall promptly furnish information about the contractor's scheme for
assuring competence of contractor and sub-contractor personnel to undertake the
Services for which they have been supplied, when requested to do so by PMU.
5. The Contractor shall promptly furnish records of training of Contractor and SubContractor Personnel when requested to do so by PMU.
6. Unless specified otherwise herein, all training of Contractor and Sub-Contractor
personnel shall be at the Contractor's cost.
7. Without prejudice to the Contractor's general and legal responsibility for the safety of
its operations and of the personnel and assets involved, where PMU has notified the
Contractor of any specific safety requirements that are applicable to any part of the
Services being performed, the Contractor shall comply and ensure that SubContractor(s) comply therewith.
8. The Contractor shall adhere to international applicable regulations on information
security such as the British Standards Institution Document PD003, the Code of
Practice for Information Security Management or equivalents.
9. The contractor is required to use and maintain all personnel protective equipment to be
used during the implementation of the project, including selection and maintenance of
respiratory protection. This includes a "fit-test" for all staff required to wear
respiratory protection during the project. This will include PMU staff, national field
managers working as counterparts and the hired laborers. This provision should cover
dust masks, combined filter half face disposal masks, combined filter reusable masks
and full face vapor masks. The contractor is requested to pay particular attention to the
need for proper maintenance and storage of the equipment. The contractor is required
to cover the cost of work instructions, safe systems of work and other essential inputs
needed for safe operation of the equipment. The contractor should make provision for
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training of PMU staff in the "fit test" procedure and supply equipment for completion
of the test locally by PMU staff subsequent to the project.
10. The Contractor shall demonstrate a commitment to Environmental practices and that it
is working to the spirit of ISO 14001. The contractor’s environmental policy shall, as
a minimum, include the following;
 Pursuing the goal of no harm to people and preventing pollution
 Using materials and energy efficiently in activities, products and services
 Setting objectives and targets for continuous improvement and measuring and
reviewing performance
 Identifying hazards for new and ongoing activities and control risks
 Promoting a culture to which all employees contribute
 The contractor’s compliance with its policy may be periodically reviewed by
PMU
IV. RESPONSIBILITIES CONNECTED TO THE WORK/SERVICES
The operation shall be implemented in full in accordance with National and International laws and
Conventions, including but not limited to the following:
(a)
The Basel Convention as embodied in EC Regulation (EC) No 1013/2006 of the European
Parliament and of the Council of 14 June 2006 on shipments of waste or equivalent covering
trans-boundary movements of hazardous wastes;
(b) The International Maritime Dangerous Goods Code (IMDG);
(c) National regulations concerning the handling, transportation and transit of wastes in the
country of origin and countries of transit;
(d) International health and safety standards for personal protection of all staff involved in the
operation;
(e)
International standards on the control of hazardous chemicals and the prevention of
environmental impact during handling, repackaging and transportation;
(f) ADR Regulation in case of road transport within Europe
(g) RID Regulation on rail transport within Europe
V. SUPERVISION OF WORKS
1. The contractor will ensure that the National Project Coordinator, UNEP/MAP experts and all
members of PMU have full and free access to all sites, activities, equipment, materials,
papers, information, records, staff etc. in order to fully perform the monitoring activities of
the provided services.
2. The National Project Coordinator will liaise closely with the representatives of the contractor
to develop an agreed schedule of works in collaboration with PMU on site. The National
Project Coordinator and the PMU will have the power of veto over any proposed equipment,
activity or action that he regards as being unsafe, unfit or unacceptable for the purpose of
repackaging and shipment overland or on seas or if the materials or actions concerned might
not conform to the UN requirements of packaging of toxic waste. The final responsibility for
compliance with Section IV above will remain with the contractor.
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3. If at any time the National Project Coordinator considers that International Standards are not
met or not complied with, neglected, compromised or that the contractor has deviated from
the proposed agreed / accepted procedures of work, he or she will be entitled to halt all works.
The contractor will be issued with an improvement or prohibition to work notice detailing the
corrective action to be taken and the time scale for action. Any and all consequential financial
loss will be the sole responsibility of the contractor. If the issue is not resolved to the
satisfaction of the National Project Coordinator he may seek alternative means to complete
the task at the cost of the contractor or may cancel the contract with no penalty to the
Government of the respective countries or other implementing partners. All losses will be for
the account of the contractor with no entitlement to compensation in such cases.
VI. REPORTING OBLIGATIONS
1. The contractor will be required to provide a final detailed critical path analysis / work plan for
project implementation within 4 weeks of award of contract. The contractor will use the work
plan to identify key milestones which will be used to formulate a detailed plan in
collaboration with the PMU for the implementation of the safeguarding and disposal
activities.
2. The Contractor will be required to maintain accurate daily log of all activities to allow weekly
and monthly review of the plan. Detailed written reports should be formulated into a weekly
report and monthly progress report submitted to the National Project Coordinator. These
reports should detail any problems, accidents, incidents, environmental issues or impacts and
achievements or successes of activities. The reports need to provide details as to what
activities are scheduled or planned for the following activities during the subsequent weeks.
3. The responsibility for keeping to acceptable project timeframe will remain solely with the
contractor. The National Project Coordinator and PMU will advise and assist wherever and
whatever possible.
4. The contractor should submit a final report covering aspects of the site operations within 30
days of completion of operations in the country. This should include copies of all project
photographs and video footage in both printed form and as JPEG files / MP4 on CD Rom(s) /
DVDs identified by location and number showing sites before cleaning and after cleaning up
of the various locations or stores concerned.
5. Upon final destruction, a full and complete report should be provided. This should include
copies of all permits, destruction certificates, weekly reports and other relevant
communications in sequence of occurrence and in a bound format. It shall be required that the
report should be submitted with the final destruction certificate.
6. The contractor shall submit in the English language the reports set out below with respect to work
and services performed under this contract:
Title of Reports
No. of Time limit for submission from effective
copies date
Daily log / weekly report / monthly 2
report
2 30 days
Destruction Certificate
2 Completion of project
2
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VII. ESSENTIAL EQUIPMENT
(EXAMPLES)
TO
BE
PROVIDED
BY
THE
CONTRACTOR
The exact numbers and type in each category to be identified by the contractor based on the analysis
of the inventory.
A. Spillage Control Materials




Fire extinguishers, dry powder, 15 kg or equivalent
Fire extinguishers, dry powder, 6 kg size
Fire extinguishers, dry powder, 2 kg size
Spill absorbent packages (pallet box with a variety of absorbent materials, spill "pigs", wipes etc),
B. Repackaging Materials
Numbers to be determined by the contractor based on the inventory
 Salvage drums, steel, certified to packaging group I for liquids - 1A2T
 Steel drums, epoxy phenolic lacquer lined, open head, certified to Packaging Group I, 210 liter UN Code 1A2
 Steel drums, epoxy phenolic lacquer lined, open head, certified to Packaging Group II, 210 liter UN Code 1A2
 Steel drums, epoxy phenolic lacquer lined, closed head, certified to Packaging Group I, 210 liter UN Code 1A1
 Steel drums, epoxy phenolic lacquer lined, closed head, certified to Packaging Group II, 210 liter UN Code 1A1
 Flexible Intermediate Bulk Container (FIBC), top opening only, woven polypropylene, integral
sift proof liner, top lifting eyes, certified to hold one metric tone (1000 kg) load of dry solid
powders - UN Code 13H
 1 cubic meter pallet boxes (not certified for hazardous cargo), for ease of handling of the filled
FIBCs.
C. Personal Protective Equipment
1. Coveralls






Type 3 coverall with hood, size XL
Type 3 coverall with hood, size L
Type 4 coverall with hood, size XL
Type 4 coverall with hood, size L
Type 5 / 6 coverall with hood, size XL
Type 5 / 6 coverall with hood, size L
2. Gloves





Nitrile rubber, long, size 10
Nitrile rubber, long, size 9
Nitrile rubber, surgical type, boxes of 50 pairs
PVC rubber, long, size 10
Leather, rigger style, size 10
Page | 16
3. Respiratory Protection (personnel have been trained in the makes detailed below)





Disposable vapor mask, combination filter to A2P3 standard, 3M product 4255
Re-usable vapor mask, for use with combination filters, 3M 7500 series
Cartridges for above for organic vapor to A2, dust to P3 (sets combined vapor / dust)
Dust masks with valve, to P3 protection level
Dust masks with valve, to P2 protection level
4. Eye Protection
 Safety spectacles (clear)
 Safety goggles
5. Footwear
 Work boot, Wellington style, no laces, toe protection, sizes 42, 43, 44, 45,
 General leather work boots, same sizes and numbers as above.
6. Special Items
 Full face vapor masks for use with combination filter for organic materials and particulates
 Cartridges for above to category A2P3
D. Additional Operational Equipment
1. Lutz drum pump, with foot valve to prevent siphoning of liquids, electric, flame proof
2. Label printer to meet IMDG requirements for water immersion, with spare ink cartridges, printer
heads etc.
3. Anionic surfactant detergent solution (caustic), 25 liter
4. Reflective barrier mesh (rolls at 25 m each)
5. Heavy duty 1000 gauge Polythene sheeting (rolls of 5m by 25m)
6. Prefabricated steel filling rig for FIBCs (to meet dimensions above) - technical drawing to be
supplied
7. Vermiculite absorbent or equivalent (bags of 25kg)
8. Paramedic first aid kits (back pack sets)
Timeframe:
Proposed time frame of delivery: September 2013 – December 2014
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ANNEX II: PROPOSAL SUBMISSION FORM
Project No. 00083860
TO:
United Nations Office for Project Services
International Environmental House
11-13 Chemin des Anémones
1219 – Vernie, Geneva
Switzerland
Dear Sir/Madam:
Having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged, we
the undersigned, offer to supply the required services for the sum as may be ascertained in
accordance with the Price Component attached herewith and made part of this proposal.
We undertake, if our proposal is accepted, to commence and complete delivery of all items in the
contract within the time frame stipulated.
We understand that you are not bound to accept any proposal you may receive and that a binding
contract would result only after final negotiations are concluded on the basis of the Technical and
Price Components proposed.
Dated this
day of
20
.
Signature
(in the Capacity of)
Duly authorized to sign proposal for and on behalf of:
Page | 18
FINANCIAL OFFER
Name(s) of
consultant(s)
(a)
Number of Daily fee
working (c)
days (b)
Daily subsistence
allowance (d)
Total
(e)=(b)x((c)+(d))
GRAND TOTAL
International/National
travels (a)
Quantity
(b)
Cost
(c)
Currency
(d)
Total
(e)=(b)x(c)
GRAND TOTAL
Other Costs (description)
Cost
GRAND TOTAL
Page | 19
ANNEX III: DRAFT OF CONTRACT FORM
Put a copy of the draft of the form of contract under which the services would be performed. Contract
models can be found in the procurement templates library. (Delete this sentence before issuing the
RFP).
In the event of a contract the UNOPS General Conditions for Contracts for Professional Services will
apply. They are available at:
http://www.unops.org/english/whatweneed/Pages/Guidelinesforsuppliers.aspx
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