rfp - supply of a corporate cards programme for the afdb€¦ · web viewbidders who will meet a...

AFRICAN DEVELOPMENT BANK GROUPGENERAL SERVICES AND PROCUREMENT DEPARTMENT

TEMPORARY RELOCATION AGENCY

Corporate Procurement DivisionFax Number: + (216) 71 835 249

REQUEST FOR PROPOSALS

SUPPLY OF A CORPORATE CARDS PROGRAMME FOR THE AFRICAN DEVELOPMENT BANK

ADB/ICB/CGSP/2012/0244

WORD VERSION OF FORMS

BP 323, 1002 Tunis, Belvedere, Tunisia (216) 71 10 29 71 – Fax: (216) 71 835 249 – E-mail: [email protected] - Internet: www.afdb.org

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http://www.afdb.org/

mailto:[email protected]

Appendix A

Bid submission Form

(To be included in the Technical Proposal)

To the African Development BankPO 323, 1002 Tunis BelvedereTunisia

Dear Sir,

Having examined the Request for Proposals documents (RFP N° ADB/CGSP/ICB/2012/0244), we, the undersigned, offer to provide the Bank, with a Corporate Cards Program, in conformity with the Request For Proposals mentioned above, in the amount indicated in the Price Schedule form included in our Financial Proposal.

We undertake, if our Proposal is accepted, to commence and complete delivery of all services required in this Request For Proposals within the time frame stipulated in our Proposal.

We agree to abide by this proposal for a period of ninety (90) days from the date of the submission of the proposals in the Request For Proposals, and it shall remain binding on us and may be accepted by the Bank at any time before the expiration of that period.

Dated

Signature

In the capacity of

Duly authorized to sign this proposal for and on behalf of:


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Appendix B

Bid submission Form

(To be included in the Price Proposal)

To the African Development BankPO 323, 1002 Tunis BelvedereTunisia

Dear Sir,

Having examined the Request for Proposals N° ADB/CGSP/ICB/2012/0244, the receipt of which is hereby acknowledged, we the undersigned, offer to provide the requested services in full conformity with the said Request for Proposals in the total amount (free and clear of all taxes) of [amount in words], [amount in figures].

We agree to abide by this proposal, for a period of ninety (90) days from the proposal submission date as stipulated in the Request for Proposals, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period.

Until a formal contract is prepared and executed between us, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding contract between us.

Dated:

Duly authorized to sign this proposal for and on behalf of:

[signature]

In the capacity of

[position]


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Appendix C

BIDDER INFORMATION SHEET

1. Bidder’s Legal Name :

2. In case of Joint Venture, Consortium or Association (JVCA), legal name of each party:

3. Bidder’s actual or intended Country of Registration:

4. Bidder’s actual or intended Year of Registration:

5. Bidder’s Legal Address in Country of Registration:

6. Bidder’s Authorized Representative Information

Name:

Address:

Telephone/Fax numbers:

Email Address:

7. Attached are copies of original documents of:

Articles of Incorporation or Registration of firm named and information on the capital structure.

In case of JVCA, letter of intent to form JVCA including a draft agreement, or JVCA agreement

In case of government owned entity from the Bank’s country, documents establishing legal and financial autonomy and compliance with the principles of commercial law.

Organizational chart of the company and list of current staff


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Appendix D

PARTY TO JVCA INFORMATION SHEET

1. Bidder’s Legal Name:

2. JVCA’s Party legal name:

3. JVCA’s Party Country of Registration:

4. JVCA’s Party Year of Registration:

5. JVCA’s Party Legal Address in Country of Registration:

6. JVCA’s Party Authorized Representative Information

Name:

Address:

Telephone/Fax numbers:

Email Address:

7. Attached are copies of original documents of:

Articles of Incorporation or Registration of firm named and information on the capital structure.

In case of government owned entity from the Bank’s country, documents establishing legal and financial autonomy and compliance with the principles of commercial law

Organizational chart of the company and list of current staff


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Appendix E

GENERAL EXPERIENCE

Starting Month /

Year

Ending Month /

Year

Contract Identification Role of Bidder

______ ______Contract name:Brief Description of the Services performed by the Bidder:Name of Employer:Address:Email :






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Appendix E-1SPECIFIC EXPERIENCE1

Page _______ of _______ pages

Similar Contract Number: ___ [insert specific number] of ___[insert total number of contracts required.

Information

Contract Identification _______________________________________

Award date Completion date _______________________________________

Role in Contract Contractor Subcontractor

Total contract amount __________________ US$_________________

If partner in a JVCA2 or subcontractor, specify participation of total contract amount __________

%______ US$_________________

Employer’s Name: _______________________________________

Address:

Telephone/fax number:E-mail:

_______________________________________

1 Please complete one table per contract

2 Joint Venture Capital Association


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Appendix F PERSONNEL CAPABILITIES

The bidder is required to complete this form for key positions who will be in charge of the implementation of the project and who will be the contact person between the bidder and the Bank.

The data on their experience should be supplied on separate sheets using one Appendix D-1 for each candidate and each member of the proposed staff

Bidders may propose alternative management and implementation arrangements requiring different key personnel, whose experience records should be provided.

1. Title of position:

Name of prime candidate:

Name of alternate candidate:











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Appendix F-1CANDIDATE SUMMARY

Position Candidate Prime Alternate

Candidate information

Name of candidate Date of birth

Professional qualifications

Present employment

Name of Employer

Address of Employer

Telephone Contact (manager / personnel officer)

Fax e-mail

Job title of candidate: Years with present Employer

Role in Bank’s contract:

Summarize professional experience in reverse chronological order. Indicate particular technical and managerial experience relevant to the project.

From To Company / Project / Position / Relevant technical and management experience


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Appendix GAfrican Development Bank

Temporary Relocation Agency

Corporate Procurement DivisionFax Number: + (216) 71 103 780

PRICE SCHEDULE FORM

List all standard fees associated with your card products: Response (in EUR or % or days)

1. Individual Card fee, per annum (provide a sliding scale based on the number of cards, if applicable)

2. Late payment fee, per occurrence, as % p.a. or flat of the outstanding balance or as a fixed lump sum.

3. Emergency Card Replacement, per request

4. Transactions fee

5. Web-based Card Management Software

6. Interest rate or fee charged for cash advance

7. Fees on ATM cash withdrawals

8. Currency conversion costs

9. Set up and/or consultancy fees

10. Any other fee/cost/ incentive not listed in the above.

11. The delay applied before the monthly invoice is due

12. The proposed monthly credit limit applicable to the account. Please note that the AfDB will not provide any bank guarantee for this limit.

13. Please indicate any other applicable fees

14. Incentive rebate as % of the annual purchase volume

15. Please indicate any other initiatives that you can propose to enable the AfDB realize additional value and/or reduce costs


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ANNEX III

African Development BankTemporary Relocation Agency

Corporate Procurement DivisionFax Number: + (216) 71 83 52 49

EVALUATION CRITERIA

3.1 DETAILS OF THE EVALUATION

3.1.1 A pass/fail assessment will be carried out to determine whether the proposals meet the minimum pass/fail criteria indicated below.

3.1.2 Technical proposals determined to meet the minimum pass/fail criteria shall be evaluated as indicated in clause 3.3. The Bank will consider technical proposals from Bidders which receive highest technical scores for the next stage.

3.1.3 Firms scoring less than 70 points will be rejected and their financial proposals returned unopened.

3.1.4 The financial proposals will be eligible to be considered for bids which have satisfied the minimum final technical evaluation score of 70 points. The Selection of bidders will be based on technical quality only (technical evaluation + live demonstration). The award shall be made to the bidder receiving the highest final technical evaluation score (above 70) and ranked no “1” and with whom satisfactory price and terms can be negotiated and agreed upon.

3.2 COMPLIANCE REQUIREMENTS

3.2.1 A Bidder may be a natural person, private entity, government-owned entity – subject to 3.2.3 – or any combination of such entities supported by a letter of intent to enter into an agreement or under an existing agreement in the form of a joint venture, consortium, or association (JVCA). In the case of a joint venture, consortium, or association:

a) unless otherwise specified in the RFP, all partners shall be jointly and severally liable, and

b) the JVCA shall nominate a Representative who shall have the authority to conduct all businesses for and on behalf of any and all the partners of the JVCA during the bidding process and, in the event the JVCA is awarded a contract, during contract execution.

3.2.2 The individuals or firms in a joint venture, consortium or association (JVCA) “shall be” jointly and severally liable. A JVCA shall not be constituted by more than 02 (two) partners.

3.2.3 Government-owned entities in the Applicant’s Country shall be eligible only if they can establish that they are (i) legally and financially autonomous, (ii) operate under the principles of commercial law, and (iii) are not dependent agencies of the Government.


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3.2.4 The following selection criteria shall be met by JVCA:

- Nationality: Each Partner of existing or intended JVCA must meet requirement

- Annual Turnover: Each Partner of existing or intended JVCA must meet t meet 50 %, [fifty] of the requirement

- General and Specific Experience: All combined parties must meet requirement

3.3 PASS/FAIL ASSESSMENT

To be responsive, offers must contain all the information required in each envelop as described in Annex 2. If the Bidder fails an item they will be disqualified and will not proceed further in the Technical Evaluation:

PASS/FAIL CRITERIAOffers must meet all the mandatory criteria described below. Incomplete responses or lack of response to mandatory requirements will make the offer non-receivable.

YES NO

1 The bid form (Appendix A) must be completed and signed by a person or persons duly authorized to bind the company to the pricing and contract

A power of attorney shall be attached to the bid form, if applicable.

2 Eligibility Criteria: Interested companies and products must originate from one of the Bank’s member countries listed in the Request for Proposals.

3 Must have three years of relevant experience prior to the proposals submission deadline, and provide three references comparable to the AfDB project. Please include the following information for each reference provided :

Ref. No 1 Ref. No 1 Ref. No1Company name and address

Contact name, title, phone number and & email addressNumber of Cards

77777777777777777

4 Financial Criteria: Audited Financial Statement for the past three years (2011, 2010 and 2009 or latest) must be provided. The required minimum average turnover shall be equivalent to EUR 1,000,000.00.

Remarks (Accept/ Reject for the next Stage)


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3.4 TECHNICAL EVALUATION (100 Points)

Responsive offers will be the subject of a technical analysis (technical evaluation + live demonstration). The evaluation committee appointed by the Bank shall carry out its evaluation, applying the evaluation criteria and point systems specified in 3.4.1. Each responsive proposal shall be attributed a technical score.

3.4.1 Technical Evaluation (weigh = 60 %): Part 1


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Technical Evaluation Criteria Score1. Proposed solution 10

2. Project implementation phase and technical assistance 05

3. Methodology for implementation and training 10

4.Experience in implementing Corporate Cards program in a SAP environment or similar environment. Please provide details.

10

5. Response to questionnaire in the TOR Matrix

Branding, design, embossing 05Automate application for new cards, card delivery, renewal and cancellation 05

Corporate liability options 05

Card management software 05

Managing transaction disputes 05

Limits 05

Additional information 05Customer service 05

Reporting Capabilities 05

Fraud and alert management system 05Data encryption and integration with SAP 05

6. Qualification and quality of proposed key personnel 10

TOTAL 100



3.4.2 Technical Evaluation : Demo Evaluation Criteria (weigh = 40 %): Part 2

Live demonstration will account for 40% of the technical evaluation. The mode of demonstration can be physical or remote. The demonstration will among other cover the following:

Demo Evaluation Criteria Points Score

1 How the provider intend to carry out the implementation 052 Ability to interface/integrate with SAP and to absorb data from

heterogeneous sources and formats 15

3 High level Implementation methodology and plan 054 Proposal/ recommendation to the Bank on how to implement change

management to internal customers within the Bank 05

5 Demonstrate their understanding of the scope of work involved 056 Highlight any implementation risk areas that need to be considered for

succesfull implementation 05

7 Ability to sort transaction data by any field, edit account allocation manually as needed, and split transaction amounts across multiple cost centres/account numbers

05

8 Ability to generate customized key reports and statistics in various formats (pdf, spread sheet, txt, graphs, etc.) for decision making 05

9 Traceability and audit trail based 0510 Security and User access management 0511 Ability of the system for on-line reconciliation of each transaction by

cardholders 05

12 Ability of the system to integrate third party data for other card providers and/or other types of card 05

13 Is the system enable multi-level of reporting to match the structure of the AfDB and for each level of reporting? 05

14 Demonstration on how the training manual both in power point presentation and screen shots will be designed 05

15 Automate processing of applications for new cards and the management of cards, including at minimum information about cancellation, suspension and renewal of cards

05

16 Is the system allowing for on-line verification and validation by managers of cardholders reconciled transactions? 05

17 Number of users that can access the on-line reporting simultaneously? 0518 Description of how exchange rates are set when processing transactions

in other currencies 05

TOTAL 100


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3.5 FINAL TECHNICAL SCORE

3.5.1 The final technical score is a combination of Technical score and demo score as follows:

Final Technical Score = 60% x Technical score + 40% x Demo score

3.5.2 Bidders who will meet a minimum of 70% final technical score will be considered for the next stage and their Financial Proposals will be eligible for consideration to the next stage.

3.5.3 The Bidders who fail to do so, or whose offer did not comprehensively address this RFP, will have their financial proposal not opened. Financial offers will then be returned to them unopened.

3.6 FINANCIAL NEGOCIATION

3.6.1 Bidders who will meet a minimum of 70 final technical score will be eligible to be considered for the next stage.

3.6.2 Following the technical evaluation, the Bank shall notify the bidder with highest technical score, by e-mail or fax, that its proposals were accepted, by inviting him to negotiate the financial offer. The financial proposal will first be checked for completeness and corrected for computational errors.

3.6.3 Negotiations begin by examining the financial proposal, the methodology of service delivery, staff proposed and any suggestions to improve the service delivery. Special attention shall be paid to optimizing the required outputs from the Bidder and to defining clearly the inputs required from the Bank to ensure satisfactory implementation of the assignment. Agreed changes must then be reflected in the revised financial proposal which will be part of the contract.

3.6.4 If these negotiations fail, the Bank will invite the next highest ranked bidder for the opening of its financial proposal and to negotiate the contract.

3.6.5 The negotiations shall be concluded with a review of the draft form of the contract. The Bank and the Bidder shall finalize the contract to conclude negotiations.

3.7 POST-QUALIFICATION

3.7.1 Prior to award of the contract, the Bank may undertake site visits to any prospective bidder’s office in order to validate the information provided in the RFP response. The Bank also reserves the right to contact references provided by bidders in order to validate information provided in the RFP response.

3.7.2 The selected Bidder will be required to provide an Insurance certificate for professional liability of the bidder.

3.7 AWARD OF CONTRACT

3.7.1 The Bank will sign framework contract with the Bidder with whom satisfactory price, terms and conditions have been agreed.


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3.7.2 The Bank will then inform other bidders that their proposals were not selected and return the unopened financial proposals.


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ANNEX VI

PERFORMANCE EVALUATION OF SERVICE PROVIDER

SERVICE PROVIDERPURPOSE OF CONTRACTREFERENCE OF CONTRACTEFFECTIVENESS DATEEXPIRY DATE

EVALUATION PERIOD OVERALL EVALUATION RATINGTOTAL MARKOVERALL RATING IN %PERFORMANCE LEVELEVALUATED BYAPPROVED BYENDORSED BY CGSP.2

EVALUATION CRITERIA COEFFICIENT (1-3)

RATING (1-10)

TOTAL(Coef. X

Rating)COMMENT

I. CAPACITY OF SERVICE PROVIDER1. QUALITY OF CONTRACT SUPERVISION

2. COMPLIANCE WITH REGULATIONS

3. COMPLIANCE WITH TIME LINES

4. SUPPLY

5. HUMAN RESOURCES

6. TECHNICAL RESOURCES

7. MATERIAL RESOURCES

8. APPROPRIATE MEASURES PROPOSED

9. PROACTIVE HANDLING OF PROBLEMS

10. PLANNING

11. COMPLIANCE WITH LOCAL LAWS

12. COMPLIANCE OF SERVICES

13. IDENTIFICATION OF SERVICE PROVIDER (uniform, badge, etc.)

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14. MANAGERIAL EFFECTIVENESS

15. COST CONTROL

16. COMPLIANCE WITH STANDARDS

17. UPDATE CAPACITY OF INSTALLED SYSTEM

18. FLEXIBLE HOURS

19. COMPLIANCE WITH CONTRACT CLAUSES

20. COMPLIANCE WITH TOR/ TECHNICAL SPECIFICATIONS

21. RESPECT FOR ENVIRONMENT

22. INNOVATION OF SERVICES

23. SKILLS TRANSFER, TRAINING

II. STAFF1. AVAILABILITY OF CONTACT PERSON

2. NAME OF CONTACT PERSON (INTERFACE)

3.PERFORMANCE, QUALIFICATION, COMPETENCE OF WORKER

4. PUNCTUALITY

5. PROFESSIONALISM

6. ADJUSTMENT CAPACITY

7. RESPONSIVENESS

8. COMPLIANCE WITH INSTRUCTIONS

9. CONFIDENTIALITY

10. TIMELINESS

11. RESPECT FOR WORK ENVIRONMENT

12. QUALITY OF COLLABORATION

13. MASTERY OF WORKING SOFTWARE

14. CONDUCT / BEHAVIOUR

15. WORKING LANGUAGE

III. SERVICES 1. QUALITY OF SERVICE

2. AVAILABILITY OF SERVICE

3. CLEANLINESS

4. QUANTITY

5. VARIETY

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ANNEX VII

CURRENT P-CARD PROCESS OVERVIEW

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ANNEX VIII

SAMPLE MONTHLY REPORT OF TRAVEL CARD TRANSACTIONS

1989485778xxxxxx8804

Card account reference:

From 30/10/2011 to 03/11/2011

3. Receipts PAID WITH Credit Card

Date of Purchase Place Country DescriptionAmount foreign

Currency of

Credit Card

Amount in EUR

30/10/2011 Rabat Morocco Purchase SOFITEL RBT RECEPTION 111990.00 MAD 11.0006 1089.9402/11/2011 CITY...810030 Morocco ATM GABBMCE81003004 1000.00 MAD 10.4690 95.5202/11/2011 CITY...810030 Morocco ATM GABBMCE81003004 2000.00 MAD 10.7003 186.9103/11/2011 CITY...810030 Morocco ATM GABBMCE81003004 3000.00 MAD 10.7968 277.86

2. Statement Period:

Please attach your electronic statement from www.bcc-corporate.be (informations have been supplied with your credit card)TRAVEL CLAIMS for CREDIT CARD HOLDERS

Card number:Personal ID:1. Name card Holder :

Montly Card Limit:

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