Pre-qualification for The Provision of Explosive Ordnance Clearance Capacity (EOCC) in the Syrian Arab Republic

New amendment added #3: 1) The deadline for submission of applications has been extended from 25 September 2020, 1200 noon Local Time in Damascus, Syria to 30 September 2020, 1200 noon Local Time in Damascus, Syria. 

New amendment added #2: Dear Applicants, Please be advised that an amendment has been made in order to upload the following documents:1 - Joint Venture Form2 - Format for Resume of Proposed PersonnelWhere applicable, please use these templates when preparing your submission to this pre-qualification. Please be guided accordingly. 

New clarification added: Question: Dear UNOPS team,Please find below two clarification questions regarding the Pre-qualifiation [Pre-qualification] for the provision of EOCC in the Syrian Arab Republic.Question: Could you please confirm that if an organisation applies for this pre-qualification through a Joint Venture, this would preculde [preclude] said organisation to apply as a stand-alone entity for future projects that fall under this pre-qualification?Answer: If an organisation applies for this pre-qualification process through a Joint Venture, and their application has been evaluated based on that, and granted the PQ status, they will be invited to bid/tender for a specific contract in the Syrian Arab Republic. The organisation will not be able to apply as a stand-alone entity to the same tender since it was part of a Joint Venture. Please note that it is up to the supplier to apply either as a stand-alone entity or through a Joint Venture provided that they meet the criteria set forth in the PQ. In some circumstances, often depending on the individual contracting requirements, a tender may be open to a wider group of organisations/companies/NGOs (both pre-qualified and not pre-qualified).Question: Would it be possible for an organisation that applied as a stand-alone entity for this pre-qualification to later form a Joint Venture or partnership for a specific project that falls under this pre-qualification?Answer: No, the supplier willing to become a prequalified for this process must meet the respective criteria set forth in the pre-qualification. UNOPS is not currently able to confirm whether this would be possible. Organisations are encouraged to form a Joint Venture with partner organisations that meet the requirements specifically under Section C as part of this PQ process. This will help to ensure your eligibility for invitation to tenders which will rely on the shortlist created from this process.    ​

New clarification added: Question: Per the Amendment 1_Annex II - PQ Evaluation Criteria instructions, some organizations are exempt from submitting documentation for some Stage 1 and Stage 2 categories.  The eSourcing portal lists all categories as mandatory for upload prior to submittal [submission]. Please confirm that it is acceptable to upload a copy of the exemption-providing PSC document to satisfy portal prompts in these areas.Answer: Yes, it is acceptable to do so by providing a document confirming that in writing since some suppliers hold the PQ status to PQ/2019/12668. We encourage you to review the document carefully, where there are specific requirements at stage 2, that you shall make a full submission for. For example, if you are pre-qualified for Technical Survey (TS) under PQ/2019/12668 and you are applying for TS under this PQ, you will be waived from submitting the Stage 2 documents marked with an 'X'. If you are applying for TS but are NOT pre-qualified for this category under PQ/2019/12668, you must submit all the Stage 2 documents required for this category under this PQ.

New clarification added: Question: Dear UNOPS,We would be grateful if you would clarify the following:Question 1. Given the timeframe should the UNs responses to previously lodged CQs raise further questions, how will this be actioned, will there be a further extension to the current timeline?Answer: Sorry, there is no extension to this process. Question 2. Given the complicated political situation in Syria, should a western based company opt to use a local national partner in an effort to establish a local government link, will they be able to partner without committing to a JV?Answer: It is up to the supplier to decide to opt to use a local national partner or regional, or international. We are not in a position to advise on the national partner ability; this is to be arranged/communicated between the partners/suppliers themselves. Question 3. If a partnership is established between an international company and a local vendor will there be a requirement for both parties to complete the full PQ process?Answer: There have been some questions and answers in regards to the partnership within Joint Venture. Please review our earlier formal answers.

New clarification added: Question: We would kindly like to clarified [clarify] if we as are a currently pre-qualified vendor under PQ/2019/12668, need to submit the stage 1: B.1.1, B.1.2, B.1.3, B.1.4 again, since we already have submitted this in the last pre-qualification? We just want to ensure that we are fully compliant.Answer: If your organization applied to and was granted PQ status under PQ/2019/12668, OR your organisation has PQ status valid from 2020 to 2023 (including those with provisional PQ status which expires in 2021), you will not be required to submit documents for requirements under the UNMAS Syria PQ that are identical to those under PQ/2019/12668. If you currently hold PQ status with PSC through a process prior to PQ/2019/12668 (i.e. your PQ Status is due to expire on Dec 2020 or May 2021) you will be required to prepare a full submission for all the requirements under the UNMAS Syria PQ.

New clarification added: Question: Dear UNOPS,Could you please advise when responses to the latest set of clarifications will be released?Answer: The first batch of responses was posted on 17 September 2020. The next set of answers will be posted shortly after this.

New clarification added: Question: With a JV consisting of a 50:50 partnership must the prime applicant submit accounts into Section B, or can either party do so?Answer: Please note that the lead entity in the Joint Venture must have 51% or more of responsibility within the JV. The lead entity must submit financial statements for the JV. Financial statements from the other JV members would also be accepted but as a minimum, financial statements for the lead entity must be submitted in your application.

New clarification added: Question: We note that unlike the global prequalification which is similar to this applicataion [application] process, there are no returnable forms to fill in such as a JV partner information form. Will you be making one available or do you wish for us to simply upload a letter explaining the details of any JV into Section A1?Answer: The pre-qualification document will be amended and uploaded the Joint Venture Partner Information Form.

New clarification added: Question: Dear UNOPS procurement team,Please confirm that supporting documents to Amendment 1_Annex II-PQ Evaluation Criteria sections B1.1; B1.2; B1.3 and B1.4 should be uploaded under heading B1 on eSourcing?Answer: Yes, organisations are required to upload copies of their financial statements to the relevant placeholder under the ‘Document Checklist’ tab for requirement B.1 or B.2 (B.1 applies to organisations operating for longer than 2 years, B.2 applies to start-ups only). UNOPS will assess the financial health of applicants based on the financial statements submitted by reviewing any of the following ratios under B.1.1, B.1.2, B.1.3 and B.1.4.  ​

New clarification added: Question: Does the partner organisation referred to in Section C2 have to be a joint venture member or can it simply be a Syrian partner?Answer: The partner organisation referred to in Section C must be in a Joint Venture with the lead organisation applying to this PQ process.

New clarification added: Question: In the tender particulars you state "all joint venture members combined must meet the evaluation criteria". Does this mean that all joint venture members must meet all the criteria, or that the combined members must meet the criteria?Answer: Please refer to our earlier clarification which states the following:The Lead Organization (i.e. responsibility must be 51% or more) must submit and comply with all the Financial Requirements stipulated under Annex II - B. All the members of the JV must comply with the requirements under Annex 2 - C (C.1, C.2, C.3, C.4). The rest of the requirements must be met by the members of the JV combined (i.e. SOPs).

New clarification added: Question: Dear UNOPS team, please find below a list of clarification questions regarding the Pre-qualification for the provision of EOCC in the Syrian Arab Republic.1.       E.3. "Current ISO accreditation or similar evidence of capacity to attain accreditation": As some accreditations are applicable over several categories, will it be accepted to submit the same one for different technical categories?Answer: If accreditation is applicable over several categories, it will be acceptable to submit the same one for different technical categories. Please, specify it in your submission.2.       E.5. Suppliers are required to submit a plan demonstrating their ability to work in Syria, including obtaining all required authorizations from and coordination with relevant Syrian authorities: What assistance, if any, can UNOPS or other UN agence provide future selected suppliers to obtain registration with the Government of Syria? What assistance, if any, can UNOPS or other UN agency provide future selected suppliers to obtain entry visas for international staff?Answer: This will be the responsibility of the contractor. As stated in this PQ document, “the organisation/company/NGO should inform themselves, through their country's diplomatic representation in Syria or any prior engagement that the organisation/company/NGO has had with the Government of Syria, in regards to timing of visa approval of personnel, restriction of certain nationalities, restrictions of goods/equipment manufactured or assembled in certain countries, customs clearance procedures for goods via land, sea, or air, etc...” 3.       F.1. "Provision of relevant equipment for the services relating to explosive ordnance clearance capacity": Will UNOPS or other UN agency be able to provide support with access, logistics and approval for the importation of relevant equipment to operators?Answer: No, this will be the responsibility of the contractor. 4.       F.3. "CVs of current or previous employees": Is a specific format required by UNOPS for the CVs? Considering CVs are expected for each technical category, will CVs from personnel based at a global level be accepted?Answer: There is no specific format for a CV. However, for ease of reference, we attach a Format for Resume of Proposed Personnel which you can use when making your submission.

New clarification added: Question: Please find below a list of clarification questions regarding the Pre-qualification for the provision of EOCC in the Syrian Arab Republic.Question 1: Can you please clarify what supporting document is required for A.3 "Information regarding any litigation, current, pending or during the last five years, in which the firm(s) is involved?Answer: No specific document is required. Applicants can simply state that there is no litigation, current, pending or during the last five years if this is the case. If your organisation has been involved in any litigation cases over the last five years, please provide information on this. Question 2: Can you please clarify what supporting document is required for A.5 "Compliance with UNOPS General Conditions of Contract and the UN Supplier Code of Conduct."?Answer: No supporting documents are required. Answering “Yes” to confirm compliance would be sufficient.  Question 3: A.4. Does UNOPS have specific expectations regarding insurance coverage for personnel and equipment deployed to Syria?Answer: Yes, all personnel and equipment deployed must be covered by comprehensive insurance in Syria, such as medical insurance, third party liability insurance, insurance covers for the contractor’s assets, and worksite death and injury insurance such as accidents on site during the work.Question 4: B.1.4. "Net Profit Margin must be equal to or greater than 3% for the last 2 years": If meeting a profit of 3% is not possible for NGOs working in the sector, would this exclude such organisations from the process?Answer: This will not necessarily exclude NGOs from this process. With reference to requirement B.1, UNOPS will assess the financial health of applicants based on the financial statements submitted by reviewing any of the ratios under B.1.1, B.1.2, B.1.3 and B.1.4. Organizations complying with any of these ratios will be compliant with requirement B.1. Question 5: Can you please confirm that all questions and documents requested with an X in column D refer to information at a global level (e.g not Syria-specific)?Answer: The requirements marked with an ‘X’ applied to the recent PSC Global PQ process (ref PQ/2019/12668). Question 6: Question Can you please confirm that all questions and documents requested with an X in column D will be waived for the PSC Global PQ process at the end of September?Answer: The requirements under the new PSC Global PQ process are still being prepared however the new process will stipulate which requirements will be waived depending on their similarity to those in this UNMAS Syria PQ process.Question 7: E.1. "Previous experience in similar contracts in one or all categories with copies of client evaluations and references.": Should applicants submit a list of previous contracts/experiences for each technical category or would one list covering all categories be accepted? How many previous contracts are expected as a minimum/maximum? How many client references are expected for this process?Answer: Please, submit a list of previous contracts/experience for each technical category.All applicants must provide information on at least one contract for each of the technical categories they are applying for. However it is strongly recommended that applicants provide as much information on their previous contracts as possible (including client references) and your submissions will be scored accordingly. More contract experience will be considered an advantage during the technical evaluation.Question 8: E.2. "Copies of relevant SOP in accordance with international best practice and guidelines": As some SOPs are applicable over several categories, will it be accepted to submit the same one for different technical categories?Answer: If SOP covers all requested categories, one SOP can be accepted in submission.

New clarification added: Question: Please clarify the geographical scope of the Syrian Arab Republic in regards to the pre-qual.Answer: As stated in this pre-qualification document, “the task site size is undetermined at the moment as the location and scope in terms of area to be processed is currently under discussion. However, the task site in the area is under control of the Government of the Syrian Arab Republic”.

New clarification added: Question: We note the stated provision in Stage 1 C.3 of the evaluation criteria.  Please confirm if it would be agreeable to UNOPS in order to pass the section for those organisations that do not currently have in their possession an agreement in principle to provide a letter stating its intent to obtain such an agreement ahead of any tender release. If not agreeable, please advise what if anything would be considered as an acceptable alternative to pass the evaluation.Answer: No, a letter stating an organisation’s intent to obtain such an agreement is not acceptable. To meet this requirement, your organisation must provide supporting documents such as recent Minutes of Meetings (MoM) or other formal documents detailing progress on agreement in working on Syria. Please refer to Annex II - PQ Evaluation Criteria for guidance.

New clarification added: Question: We plan to partner with a Syrian company that has permission to carry out clearance work in government controlled territory. For various commercial reasons we do not wish to JV with this partner company for this application. Please confirm that we can use our Syrian partner for Section C in our response without having to formally JV with them as part of this prequalification?Answer:  No, if you intend to partner with this company, you will need to apply as a JV. Moreover, please note point 2 of the above clarification where all members must comply with the requirements under Annex 2 - Section C i.e. your organisation and your prospective partner organization must comply with Annex 2 - Section C.

New clarification added: Question: Your Tender Particulars section state: Interested Organizations may submit applications as a Joint-Venture. In this case, all joint venture members combined must meet the evaluation criteria stipulated herein. Please note that the PSC Pre-qualified Organizations with multiple pre-qualification due to Joint Ventures can only participate once in the same tender. Please clarify if all parties must meet all the evaluation criteria, or if this means that they must as a collective meet the criteria. For example, the lead company (prime) need be the only company that has to submit accounts, whilst another can submit SOPs if they are more technically proficient.Answer: Submissions under Joint Ventures (JV) are allowed under this PQ provided that one organization is clearly designated as the lead organization (i.e. at least one of the JV members must hold 51% of the responsibilities or more). The Lead Organization (i.e. responsibility must be 51% or more) must submit and comply with all the Financial Requirements stipulated under Annex II - B. All the members of the JV must comply with the requirements under Annex 2 - C (C.1, C.2, C.3, C.4). The rest of the requirements must be met by the members of the JV combined (i.e. SOPs). Should the applicants submitting under a JV be successfully granted PQ, the respective Joint Venture arrangement used under this PQ must remain consistent for tenders being issued under limited competition to PSC-Pre-qualified Organizations for Syria.

New clarification added: Good morning,As there is just over a week until the clarification deadline, please confirm if you intend to conduct a bidders conference for this EOI. Do we have a better idea of when the pre-bid submission conference will be?  Time is getting away from us. Good morning,As there is just over a week until the clarification deadline, please confirm if you intend to conduct a bidders conference for this EOI.Dear Sir/Madam,There will be no pre-bidder conference for this PQ.  any topic you need a clarification, you can submit it via e-sourcing.

New amendment added #1: Dear Applicants,The following articles of this Pre-Qualification Notice have been amended as follows: 1) The deadline for submission of applications has been extended from 21 September 2020, 1200 noon Local Time in Damascus, Syria to 25 September 2020, 1200 noon Local Time in Damascus, Syria.  2) The deadline for clarifications has been extended from 14 September 2020, 1200 noon Local Time in Damascus, Syria to 18 September 2020, 1200 noon Local Time in Damascus, Syria. 3) No pre-bid conference will be held. All requests for clarifications can be submitted to the PQ notice through eSourcing. UNOPS responses to your questions will be posted to the eSourcing platform. 4) Annex II - PQ Evaluation Criteria has been amended to clarify how vendors that are currently pre-qualified under PQ/2019/12668 OR those who hold PQ Status valid from 2020 to 2023 will not be required to submit documents for certain requirements. The requirements for which submission will be waived for these vendors will have ‘X’ indicated against them.  5) Annex II - PQ Evaluation Criteria has been amended to clarify on the personnel requirements under the ‘Technical Capacity’ criteria for Stage 2. The documents submitted must demonstrate recruitment of international personnel with qualifications suitable for the Syria context.  Please refer to the revised Annex II - PQ Evaluation Criteria Excel file (labelled “Amendment 1_Annex II - PQ Evaluation Criteria”). Applicants must use this revised file when submitting their applications. Failure to do so may result in disqualification of your application.  Please be guided accordingly.

New clarification added: Dear UNOPSWith regards to the requirement to produce reference letters from previous clients please note all of our recent relevant projects have been contracted under UNOPS, who, as you are aware do not as a matter of policy produce reference letters. Could you please provide guidance as to which documents you would be willing to receive in place of these reference letters?Dear Sir/Madam You can also submit list of previous contracts as evidence in case you can not provide reference letters. 

New clarification added: In the Tender Particulars section under ‘Special procurement conditions and evaluation of submissions’ it states ‘If the EOCC Organisation is approved by the PSC Director for Global Pre-Qualification, it will be granted a Pre-Qualification Award confirming its Pre-Qualification status.  Unsuccessful Organizations may re-apply during the next round of Pre-qualification.’  Is it therefore safe to assume that if a company has a Global Pre-Qualification from UNOPS/PSC that they are automatically pre-qualified for this RFP? The PQ repeats much of the pre-qualification evaluation criteria from the PSC. It is safe to assume that the companies that have obtained the UNOPS PSC do not have to submit/repeat this information for this PQ?Dear Sir/Madam,This Pre-qualification (PQ) Process has been designed for our Syria Programme. Requirements have been tailored to suit the specific context in Syria. Organizations that are pre-qualified under the PSC Global PQ for Humanitarian Mine Action Services (recently changed to Explosive Threat Mitigation) must apply to this particular  (PQ/2020/14256) and submit all the requirements should they wish to gain PQ status for Syria and participate in future tenders for Syria.   Some of the evaluation criteria refers more directly to project data rather than PQ data such as the concept of operations ‘facilities required’.  Would this not be more suited to an RFP when and if they are released?This EOCC Pre-Qualification  is a formal method of assessing an organisation against a set of pre-determined criteria. This process is not related to any specific solicitation process , but instead focuses on a general assessment of an organisations’ operational, personnel capabilities and internal processes, including internal quality management , operational capacity and financial health.