DEADLINE: 28TH APRIL, 2021
CENTRAL SECURITIES CLEARING SYSTEM PLC
REQUEST FOR PROPOSAL
TITLE: FACILITY MANAGEMENT SERVICES REF: CSCS/CS/FMSERV/04/2021
(1) INTRODUCTION
(1.1) CSCS Policy on Bribery and Corruption
Central Securities Clearing System (CSCS) Plc strictly adheres to professional work ethics and emphasizes zero tolerance for bribery and any other forms of corruption. It is our policy that service providers involved in offering bribes will be disqualified and excluded from any potential engagement opportunity.
(1.2) Executive Summary of Project
CSCS is requesting proposals for the provision of Facility Management Services at its Headquarters located at the Nigerian Stock Exchange Building in Marina Lagos and the Abuja office located at Muktar El Yakub Place, Abuja. The award shall be made to the responsible Proposer taking into consideration the evaluation factors set forth in this Request for Proposals (RFP).
The CSCS Procurement Committee will evaluate all proposals, conduct negotiations, and make a final recommendation to the Management of CSCS for award of the contract. The successful Proposer shall be required to furnish all equipment, machinery, transportation, and other implements necessary to execute the contract. Proposer’s Proposal should include an outline of the type of equipment, which the Proposer intends to use to ensure Proposer has sufficient equipment and supplies for the provision of services contemplated in this request for proposals. The Proposer should propose a plan as to how the Basic Services and any suggested and/or enhanced services will be performed. The plan should include the number of personnel, which will be used to execute the services and when the services will be performed, and estimated time to complete each service.
The Proposer is specifically advised that any person, firm, or other party to whom it is proposed to award a subcontract under this contract must be approved by the Authority. In the event Proposer plans to subcontract any portion of the work, Proposer shall indicate in its plan the identity of the subcontractor(s) and the role of said subcontractor(s).
The successful Proposer shall maintain that all employees have been trained in appropriate safety measures to ensure Proposer’s employees are performing their work in a safe manner.
Qualifications of Proposer.
The Proposer shall state their qualifications as a Facility Management Company which should include but not be limited to, Facility management services offered to corporate organizations, current Facility Management contracts being performed by Proposer, the length of time that this Proposer has been performing this service. The Proposer shall have a minimum of three (3) years previous experience in Facility Management services for similar sized projects.
The Proposer shall include responsibilities and relevant experience of the person(s) who will be actively engaged in managing the contract and supervising the employees providing the services.
The Proposer shall submit with the proposal a summary of any training provided to employees to ensure the services proposed are provided in a safe and high-quality manner and environment.
If any services are expected to be subcontracted, the Proposer shall also provide the above information for the subcontractor(s).
References/Client List
The Proposer shall provide a list of five (5) client references, at least two (2) of which shall be current clients, for whom the same or similar type of services as those sought in this RFP have been or are being provided. The Proposer shall provide the location of the properties served, a contact person, electronic mail address, (if available) and telephone number for each. CSCS reserves the right to contact clients for reference checks. In the event the Proposer plans to subcontract any services, the above information shall be provided as it relates to the subcontractor(s) and the services that will be performed by such subcontractor(s).
(2) Terms Governing this RFP.
(2.1) Recipients of this RFP are required to read all the information supplied and have a clear understanding of CSCS’s requirements. Further information can be made available by contacting nominated persons listed in this RFP.
(2.2) It is a condition of this RFP that all mandatory requirements (indicated in the body of text by the word “must” or expressed or implied accordingly) are met in full. Responses and proposals that do not conform to mandatory requirements will be deemed to be made on the basis that conformance is implied by the proposer. The contents of proposals must be submitted in the same order as that specified in this RFP.
(2.3) All communication relating to this RFP must be directed to the specified key contact persons listed below. All other communications between a respondent and CSCS staff concerning this RFP are prohibited. In no instance is a proponent to discuss cost information contained in a proposal with the CSCS contact persons or any other staff prior to proposal evaluation. Failure to comply with this section WILL result in disqualification of the proposal and proposer.
(2.4) Central Securities Clearing System (CSCS) Plc will select the successful proposal based upon several evaluation factors including features outlined in the RFP; company stability, experience executing similar projects; implementation plan and price. The selection will be decided based on the proposal submitted by a qualified proposer that best meets the needs of CSCS. CSCS reserves the right to reject any or all proposals.
(2.5) This RFP is a request for proposal to provide Facility Management Services to CSCS. It is not a contract and no contractual obligations shall arise on behalf of CSCS. CSCS will not be liable for any costs incurred in the preparation and submission of a response to this RFP.
(2.6) CSCS shall deduct Withholding Tax from payments to service provider (successful bidder) to account for that tax to the local tax authorities. Any agreement with the successful bidder shall be subject to CSCS being entitled to make these deductions so that CSCS will not bear unnecessary additional costs. Service provider can usually claim a credit against their tax liabilities in respect of Withholding Tax deducted by CSCS.
(2.7) In addition to submitting a proposal in response to this request, all proposals should be sent with a written confirmation that there is no conflict-of-interest issues that will prevent the firm from taking up this engagement.
(2.8) CSCS shall evaluate proposals based on their responsiveness to the requirements of this RFP as outlined above. Each responsive proposal will be given a score. A proposal shall be rejected at this stage if it fails to respond to the requirements. The shortlisted vendors shall be invited for an oral presentation before a Committee of CSCS representatives. The vendor with the highest score after the final presentation will be invited for negotiations.
Negotiations will be held with the aim of reaching an agreement on all points and subsequently engage the successful vendor. If negotiations fail, the vendor with the second highest score will be invited to negotiate an agreement.
After negotiations are completed, CSCS will promptly notify other vendors on the shortlist that they were unsuccessful.
(2.9) Timeline to be observed for this RFP:
Milestones Due Date RFP issued by Central Securities Clearing System PLC 19 April 2021 RFP questions received by Central Securities Clearing System PLC in writing 19 Apr – 28 Apr 2021 RFP questions responded to by Central Securities Clearing System Plc 19 Apr – 28 Apr 2021 RFP response due 28 April 2021 Presentation date 5 May 2021
(2.10) All bids shall be submitted by providing one copy of the proposal in electronic format (either Microsoft Word or PDF). Electronic copies of your proposals should be submitted on or before close of business on Wednesday 28 April 2021. The electronic copy should be sent to: rfpsubmission@cscs.ng
(3) Service Provider’s Actions Required for this RFP.
(3.1) Read Part 2 carefully which contains the under listed sections. Complete them accurately and concisely where required.
(A) Service Providers Declaration
(B) Service Provider Information Questionnaire
(C ) Statement of Requirements
(D) Methodology/ Description of the Approach
(E ) Price Schedule
(F) Bid Securing Declaration
(3.2) Sign service providers declaration (A) indicating your compliance and acceptance of the terms of this RFP.
(3.3) Provide your responses to the Service Provider Information Questionnaire (B). They must be precise and concise without unnecessary marketing/advertising materials. If there is any other information which, it is felt should be included because of its relevance to the proposal please feel free to do so but this must be separate from the required structured response.
(3.4) CSCS may issue addenda notices to the bid documents to advise of any changes and clarifications thereto or to respond to queries from bidders or for any other reason that the company deems necessary. Addenda Notices will be numbered, and the bidder shall acknowledge receipt via email and inclusion in their Bid.
CSCS may issue additional information for reasons that the company deems necessary at any time for bid submission as nominated in the Invitation to Bid or subsequent Addendum. Such information shall be included in the Contract award.
The Company shall use its sole discretion to make any changes to the date of Bid closing from that advised in the Bid schedule which may result from an addendum.
(3.5) Any request for clarification must be emailed to: admin@cscs.ng
CSCS reserves the right to distribute answers to questions to other suppliers who may not have asked that question but where CSCS feels that the answer corrects a mistake, adds clarity or removes ambiguity from the original RFP.
(3.6) Authorized representatives of the firm shall initial every page of the RFP and no further questions will be taken or meetings held regarding this RFP until after the receipt of proposal/s, unless otherwise advised by CSCS.
(3.7) Please ensure the bid declaration is a computation of total cost of the exercise.
(3.8) All Proposers are welcome to make a visit to assess the premises prior to submitting an offer.
(3.9) The subject matter of the information provided or gained in relation to this Request for Bid may contain valuable property rights of the Company. This information is to be treated in strict confidence by the Bidder and its employees and shall not be used except for the specific purpose of preparing and submitting a Bid. Upon receiving notice, unsuccessful Bidders shall return such information to the Company whose property it shall remain.
(3.10) Submit response to CSCS in line with the milestone dates stated in section 2.9 above
