The World Banksiteresources.worldbank.org/INTINDONESIA/Resources/RFP.Travel.pdf · the World Bank at the address specified on or before 5:30 PM, ... attendance at any pre-proposal

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The World Bank 1818 H STREET, N.W. (202) 477-1234 INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT WASHINGTON D.C. 20433 Cable Address: INTBAFRAD INTERNATIONAL DEVELOPMENT ASSOCIATION U.S.A. Cable Address: INDEVAS

REQUEST FOR PROPOSALS (RFP) FOR

TRAVEL AND RELATED SERVICES RFP 09-0025

The International Bank for Reconstruction and Development (“The World Bank Group” or “the Bank”) invites Proposals from Offerors interested in providing Travel and Related Services to it’s Country Office Jakarta, Indonesia as outlined in this document. Proposals must be received by the World Bank at the address specified on or before 5:30 PM, on August 18, 2008. The Solicitation Documents hereunder include:

Annex A Instructions to Offerors Annex B Statement of Work Annex C Mandatory Criteria Annex D Requirements Matrix Annex E Price Schedule Annex F Proposed Contract Matrix Annex G Certificate of Authority to Sign Proposal Annex H Resume Format

Interested Offerors may obtain further information by contacting: The World Bank Attn: Suresh K. Khosla Jakarta Stock Exchange Building Tower 2, 13 Floor Sudirman Central Business District (SCBD) Jl. Jendrat Sudirman Kav. 52-53 Jakarta 12190, Indonesia Tel. (62-21) 5299-3100, Fax 233,21 22 78 87

E-mail: Skhosla@World Bank.org Sincerely, ORIGINAL SIGNED Peter R. Easley Senior Contracts Officer

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ANNEX A REQUEST FOR PROPOSALS (RFP) FOR


INSTRUCTIONS TO OFFERORS

1. INTRODUCTION 1.1 The World Bank Group (the Bank) invites qualified firms to submit technical and financial proposals to provide services associated with the World Bank’s requirement for Travel and Related Services at its Country Office in Jakarta, Indonesia. 1.2 A description of the Services required is provided in Annex B. 1.3 The cost of preparing a proposal, attendance at any pre-proposal conference, meetings or oral presentations shall be borne by the Offeror, regardless of cancelation or outcome of the solicitation process. Proposals must offer Services for the total requirement; proposals offering only part of the Services will be rejected. 1.4 Offerors may submit requests for clarification to this RFP by sending an email to Suresh K. Khosla, identified in Section 3. (iii) below. Clarification requests must be received by the date and time stipulated in Section 7.0, Proposed Schedule. Responses will be provided to all Offerors via email. The Pre-Proposal Conference will be held on July 31, 2008, at the World Bank Jarkarta Country Office, Jakarta Stock Exchange Building, Tower 2, 13th Floor, Sudirman Central Business District (SCBD), at 9:30 AM. Offerors are required to notify Suresh K. Khosla by email the names and titles of the 2 people attending on their behalf by July 29, 2008. Minutes of the Pre-Proposal Conference listing questions and the related clarifications of the Solicitation Documents will be sent to the Offerors of record. 1.5 The Bank may, whether at its own initiative, or in response to a clarification requested by an invited firm, modify the solicitation documents by addendum. The Bank may, at its discretion, extend the deadline for submission of proposals or cancel the requirement in part or in whole. 1.6 A proposal may be withdrawn after submission provided that written notice of withdrawal is received by the Bank prior to the deadline prescribed for submission of proposals. 1.7 All proposals shall remain valid and open for acceptance for a period of 90 calendar days after the date specified for receipt of proposals. 2. PREPARATION OF PROPOSAL

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2.1 You are expected to examine all terms and instructions included in the solicitation documents. Failure to provide all requested information will be at your own risk and may result in rejection of your proposal. 2.2 Annex B provides a general overview of the current operation. If the Offeror wishes to propose alternatives or equivalents to them, the Offeror must demonstrate that any such proposed change is equivalent or superior to the Bank’s established Requirements. Acceptance of such changes is at the sole discretion of the Bank.

2.3 Offeror’s proposal shall include all of the following labeled Appendices:

Appendix A Certificate of Authority to Sign Proposal

Appendix B Completed Mandatory Requirements Matrix

Appendix C Completed Requirements Matrix Appendix D Completed Price Schedule (SEALED IN A SEPARATE

ENVELOPE) Appendix E Completed Proposed Contract Matrix

Appendix F Audited Financial Statement or copy of Annual Reports for the last 2 fiscal years

Appendix G Resume

3. SUBMISSION OF PROPOSAL

Technical and Financial Proposals must be submitted simultaneously but in separate sealed envelopes no later than 5:30 PM on August 18, 2008. Both inner envelopes shall indicate the name and address of the Offeror. The first inner envelope shall contain the Offeror’s technical proposal with copies duly marked “original” and “copy”. The second inner envelope shall include the Financial Proposal duly identified as such. If the envelopes are not sealed and marked as instructed, the Bank will assume no responsibility for the misplacement or premature opening of the proposals submitted.

(i) Technical Proposals must be submitted in one original, clearly marked as such,

with five (5) additional copies. Technical Proposals (both original and copies) must be sealed in a specially marked envelope/package labeled “TRAVEL AND RELATED SERVICES RFP 09-0025– TECHNICAL PROPOSAL”

(ii) Financial Proposals must be submitted in one (1) original only on the form prescribed

in Annex E. Financial Proposals must be sealed separately in a specially marked envelope labeled “TRAVEL AND RELATED SERVICES RFP 09-0025 FINANCIAL PROPOSAL – DO NOT OPEN”.

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(iii) All proposals shall be addressed as follows for mailing:

The World Bank Attn: Suresh K. Khosla Jakarta Stock Exchange Building Tower e, 13 Floor Sudirman Central Business District (SCBD) Jl. Jendrat Sudirman Kav. 52-53 Jakarta 12190, Indonesia

(iv) Whenever possible, Offeror shall use recycled paper for all printed and photocopied

documents related to the submission of this proposal and fulfillment of this contract.

3.2 Proposals must be received no later than 5:30 PM on August 18, 2008. Offerors are responsible for ensuring that the World Bank Country Office Jakarta, Indonesia has received their proposal by the due date and time. Proposals received by the Office after the due date and time may be rejected. 3.3 The “Certificate of Authority to Sign Proposals” attached hereto as Annex G must be executed by a representative of each Offeror who is duly authorized to execute contracts and bind the Offeror. Signature on the Certificate represents that the Offeror has read this RFP, understands it and agrees to be bound by its terms and conditions. The Offeror’s proposal with any subsequent modifications and counter-proposals, if applicable, shall become an integral part of any resulting contract. 4. MANDATORY/NON-NEGOTIABLE CRITERIA 4.1 The Mandatory Criteria and Evaluation Criteria are designed to assure that, to the degree possible in the initial phase of the RFP procurement process, only those Offerors with sufficient experience, the financial strength and stability, the demonstrable technical knowledge and the evident ability to satisfy the Bank’s requirements and superior customer references for supplying the services envisioned in this RFP will qualify for further consideration. The World Bank reserves the right to verify any information contained in Offeror’s response or to request additional information after the proposal is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any questions will affect your evaluation. 4.2 Offerors will receive a Pass/Fail rating in the Mandatory Criteria section. In order to be considered for Phase I, Offerors must meet all the mandatory criteria described in Annex C. 4.3 Offeror’s proposal must be organized to follow the format of this RFP. Each Offeror must respond to every stated request or requirement and indicate that Offeror confirms acceptance of and understands the World Bank Group’s stated requirements. The Offeror should identify any substantive assumption made in preparing its proposal. The deferral of a response to a question or issue to the contract negotiation stage is not acceptable. Any item not specifically addressed in

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the Offeror’s proposal will be deemed as accepted by the Offeror. The terms “Offeror” and “Contractor” refer to those companies that submit a proposal pursuant to this RFP.

4.4 Where the Offeror is presented with a requirement or asked to use a specific approach, the Offeror must not only state its acceptance, but also describe, where appropriate, how it intends to comply. Failure to provide an answer to an item will be considered an acceptance of the item. Where a descriptive response is requested, failure to provide the same will be viewed as non-responsive. Where a statement of non-compliance is provided, the Offeror must indicate its reasons and explain its proposed alternative, if applicable, and the advantages and disadvantages to the World Bank Group of such proposal. 4.5 The Proposed Contract Matrix, Annex F, contains Non-Negotiable term and conditions for Offeror’s review and acceptance. The Bank will not entertain proposed changes to those Articles marked as Non-Negotiable. 5. EVALUATION OF TECHNICAL AND FINANCIAL PROPOSAL 5.1 TECHNICAL PROPOSAL (55 points) 5.1.1 Only firms meeting the mandatory criteria will be advanced to the technical evaluation in which a maximum possible 55 points may be awarded. An evaluation committee appointed by the Bank will carry out the technical evaluation applying the evaluation criteria and point’s ratings as listed below. The top 3 scored Firms will advance beyond Phase I of the detailed evaluation process to Phase II, Reference checks, Oral Presentations and site visits and Phase III (Financial Evaluation).

• Capability to Perform Tasks 20 points • Management & Personnel 15 points • Key Performance Indicators & Quality Assurance 10 points • Technology 10 points TOTAL 55 points

5.2 ORAL PRESENTATIONS (10 Points)

5.2.1 Oral Presentation. The top three (3) Offerors will be required to make an oral presentation. Information from the oral presentation will also be used as part of the technical evaluation process. The Bank reserves the right to incorporate elements from oral presentations in the final Contract and adjust Offeror’s Technical score based on the information received during the Oral presentations.. The Oral presentation will not encompass price proposals.

Oral Presentation Ground Rules. The selected Offerors as specified above must make an oral presentation to the Bank’s evaluation panel and participate in a question and answer session. The purpose of the oral presentation and question and answer session is to test the Offeror’s understanding of the work by addressing some case scenarios. Each Offeror will be allowed 60 minutes to make their oral presentation.

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The presentations should be divided into: 30 minutes for Offeror presentation and 30 minutes for Questions and Answers.

• Presentation will begin approximately 3 weeks after receipt of proposals. The Bank will determine the date and time for each Offerors’ oral presentation. The Contracts Officer will notify Offerors of the scheduled date and time, as well as the agenda for their presentation. At its sole discretion, the Bank reserves the right to reschedule any Offeror’s presentation. Offerors must confirm their availability on that date should they be invited.

• The presentation must be made by one or more of the personnel whom the Offeror will employ to manage or supervise contract performance. The proposed Senior Executive must be present and must, at a minimum, answer questions directed to him/her during the question and answer session. The Offeror should be prepared to answer detailed technical questions from the Bank.

• During the presentation, interaction between the evaluation team and the Offeror will be limited. The Bank’s Contracts Officer will chair the meeting and ensure compliance with the ground rules. The Bank will not inform Offerors of their strengths, deficiencies or weaknesses during the presentation and the Bank will not engage in bargaining during the presentations. The presentation does not constitute discussions with Offerors.

• The Bank reserves the right to make video or audio recordings of oral presentations for its own internal use; these will not be released or made public except where required by law.

5.3 CALL CENTER/OFFICE VISIT (10 points) The Technical Evaluation Team will schedule a visit to visit an implant office Offeror currently has for another customer. 5.4 REFERENCE CHECKS 5.4.1 The Technical Evaluation Team will perform either telephonic or e-mail reference checks for those Offerors invited for Oral Presentations. 5.5 FINANCIAL PROPOSAL (25 points) 5.5.1 Financial proposals will be evaluated following completion of the technical evaluation. The Offeror that provides the overall best value to (The World Bank Office, Jakarta) will be awarded 25 points and others will receive pro-rated points based on the prospective Offeror’s financial proposal in relation to the one that was awarded the 25 points. 5.5.2 The Bank reserves the right to conduct a Best and Final Offer (BAFO) if in the Bank’s exclusive determination such procedure is appropriate. However, the Bank’s right of BAFO as

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herein reserved should not be interpreted to allow negotiations on mandatory criteria. Offerors are forewarned that they must make their best offer at the time of their Proposal. 6. AWARD

6.1 Award will be made to the highest evaluated Offeror, following negotiation of an acceptable contract, to establish and operate the Jakarta implant office and provide services through existing Contractor Offices to World Bank Staff located at Makassar, and Banda Aceh . The award will be in effect only after acceptance by the selected Offeror of the terms and conditions and final Statement of Work. The Contract will reflect the name of the Firm whose financials were provided in response to this RFP. Upon completion of negotiations the Bank will promptly notify the unsuccessful Offerors. 6.2 The selected Offeror is expected to commence providing services as of October 1, 2008. 7. PROPOSED SCHEDULE 7.1 The following schedule reflects the expected completion dates but may be modified by the Bank at its sole discretion:

♦ Issue Request for Proposal ................... ........................ July 18, 2008 ♦ Requests for Clarification Due… ........ ........................ July 29, 2008… ♦ Pre-Proposal Conference...................... ........................ July 31, 2008 ♦ Proposal Due Date…………………………………August 18, 2008 5:30 PM ♦ Expected Contract Start Date (on or before)………….October 1, 2008

COMMUNICATIONS

8.1 Effective with the release of this solicitation, all communications must be directed only to Suresh K. Khosla. Offerors must not communicate with any other staff member of the World Bank Group regarding this RFP.

ANNEX B

REQUEST FOR PROPOSALS (RFP) FOR

TRAVEL AND RELATED SERVICES 09-0025

STATEMENT OF WORK

Current Operations

The World Bank Group, headquartered in Washington DC, comprised five international organizations whose mission is to fight poverty for the world’s poorest. Founded over 50 years ago, the Bank is owned by the governments of approximately 180 countries. Member countries borrow from the Bank to finance investments and provide economic growth to strengthen economies and expand markets. Bank staff represent all member countries. Because of the high number of staff on assignment from their home countries, the Washington headquarters and the Bank’s Local Offices offer a diverse cultural and business environment. The official language of the Bank is English. Bank staff personnel travel extensively among Headquarters, in the regional area and within the country where the office is located, and to other international destinations.

This Statement of Work (SOW) describes the objectives and requirements of the World

Bank Group (the Bank), in seeking a company to provide travel services for the World Bank Office, Jakarta (WBOJ), and IFC Office, Jakarta..

1.0 SCOPE OF SERVICE REQUIREMENTS

The current travel planning and processing requirements of the WBOJ1 are as follows: 1.1 This annex details the Travel Planning and Processing as a wide variety of services including counseling, reservations, fare quotations, ticketing, arrangements for visas, rental cars and hotel accommodations. These services are rendered for all World Bank travelers whose trips originate in Jakarta, Makassar, and Banda Aceh, as well as other cities in Indonesia and are authorized by an approved Travel Request ("TR"). 1.2 Travel planning and processing services will also be provided to all World Bank travelers, as requested, whose trips originate in Indonesia, regardless of the agency which issued the original tickets. 1.3 The bulk of the day activities and quality control functions will be performed by the Travel Services Contractor, while the Travel Administration Staff of the Bank’s WBOJ will perform contract management, quality assurance and necessary policy work for the program. 1.4 The Contractor shall provide personnel, supervision, equipment, systems, supplies, material and other items and services necessary to perform comprehensive travel services as defined herein. 1 Reference to WBOJ in this document also refers to IFC Office in Jakarta.

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The Contractor will provide the bulk of its travel services via a “Service Station” (Implant) to be set up within the premises of the WBOJ. 1.5 Bank’s staff and its hired consultants undertake extensive domestic and international travel. The international travel is mainly to its headquarters (in Washington DC), and the rest mainly to other developing countries and within the region, but travel to all countries around the world occur occasionally. 1.6 The Contractor shall provide counseling with respect to transportation, routing, hotels, fares and visa requirements for the planning of itineraries.

1.7 Contractor shall complete all domestic and international flight arrangements, including personal portions if requested by the traveler. The cost of any personal portion will be settled directly by the traveler with the Contractor.

1.8 Contractor shall secure hotel accommodations in accordance with the Bank’s Travel Policy and obtain other such accommodations at the Bank's negotiated rates, or better, at no additional cost to the Bank. The Contractor shall provide confirmation of hotel availability within one working day;

1.9 Contractor shall arrange, as requested, surface transportation including limousine service and car rentals, at reasonable and competitive cost to the Bank.

1.10 Contractor shall process special requests associated with travel arrangements, such as seat assignments, special meals, complimentary stopovers, accommodation during connection stops, etc. 1.11 Contractor shall rate all itineraries on the basis of such domestic and international fare construction principles as well as one-way ticketing and other carrier approved techniques authorized by the WBOJ that will produce the Lowest Fare for all modes of transportation in accordance with the Bank’s Travel Policy. In addition, Contractor shall advise travelers of lower fares available on alternate routings or for other departures scheduled within a reasonable period of time of the one requested. 1.12 Contractor shall handle changes, cancellations, wait-listing and follow-up to all service requests. The Contractor shall remind the traveler of any deadline for any reservations made (ticket/hotel); 1.13 Contractor shall provide the traveler, through its designated offices, with all necessary tickets, miscellaneous charge orders, vouchers, and any other required documentation, and shall revalidate or reissue tickets when reservations are changed. This requirement includes an obligation to coordinate the reissuance of all tickets, regardless of issuing agency, making every effort to obtain endorsements from the appropriate carrier and any other action that may be required. 1.14 Contractor shall advise travelers of any information received from vendors relevant to their itineraries, including but not limited to hotel confirmation status, flight cancellations and schedule changes. 1.15 Contractor shall obtain and credit the Bank any refunds which may be due the Bank in respect of unused or lost tickets, miscellaneous charge orders, unused prepaid ticket advances and

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downgradings (cancellation charges levied by airlines shall be charged as applicable), within one month and provide regular updates on the refund status; 1.16 Contractor shall assist in obtaining both official and tourist visas for travel to the US and other countries, as well as entry visas for entry in Indonesia, as required and as authorized by the Travel Policy and whenever the personal appearance of the applicant is unnecessary. The Contractor shall also provide necessary forms/information/advice regarding the renewals of national passport and related issues. All personal services provided to staff will be charged to staff at a competitive price to be agreed between the parties prior to the services being provided. 1.17 The Contractor shall offer Air Travel Insurance coverage to all staff at competitive prices, over and above other insurance that they may have. 1.18 Contractor shall assist, as required, in the processing of claims under any applicable travel accident and baggage insurance policies and in tracing of lost baggage. 1.19 Contractor may, as an ancillary service, provide personal travel services to Bank staff provided that this service does not in any way interfere with the efficient processing of Official Travel requirements. Settlement for personal travel and personal visa fees shall be made directly between the parties concerned and the Contractor, without the involvement of the WBOJ. All personal travel orders shall be paid for by the traveler directly to the Contractor prior to the delivery of the travel documents. The Bank assumes no financial liability for such services. 1.20 Contractor will implement an itinerary-specific, Lowest-Fare Program, under which alternative airlines/routings will be offered for all official travel so as to assist travelers in making cost-effective travel selections. Contractor shall document all lower fare options in the itinerary record in accordance with the instructions of the WBOJ. All itineraries should have a lower fare option recorded or a notation stating that “No cost savings alternatives exist”. 1.21 Contractor shall provide all necessary personnel to provide prompt, courteous and efficient service at dedicated office on site in WBOJ. The number of assigned personnel will be sufficient to meet all Contract standards and provide all required services. If volumes increase, the WBOJ may request assignment of additional personnel, to be provided within 30 days. Contractor should also augment and/or cross utilize personnel as necessary to meet all service standards during both daily and annual peak travel periods. 1.22 The minimum travel experience for the travel agents assigned to this account will be 2 years. Pre-employment screening may be requested by the WBOJ to test the English competency and professional skills and pleasant personality of the assigned personnel. The Contractor shall remove any of its employees from the Bank’s office upon determination that such employees are found to be unfit for the performance at the Bank’s office. The replacement should be filled up immediately to maintain high quality services. 1.23 Representative of WBOJ retains the right to negotiate separate preferential rates with the third party travel suppliers (airlines, hotels, tourist companies) and all the commissions are to be passed back to WBOJ.

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1.24 Contractor is responsible for providing replacement personnel in case of absenteeism, vacation, sick days, etc of the regular personnel assigned to the WBOJ. Contract shall notify in advance the Bank’s Travel Manager of any personnel changes involving the account. 1.25 Contractor shall at all times allow the Project Manager or a duly authorized representative of WBOJ to conduct such on-site observation and monitoring of the performance of the services including conducting audits of expenses and revenues. In addition, WBOJ retains the right to random checks to ensure receipt of all applicable discounts, commissions, and benefits from various vendors. 1.26 Contractor shall have the facilities to provide services after office hours as well as emergency assistance to travelers on a need basis. Contractor shall provide the appropriate telephone numbers to the Bank’s Travel Manager for expeditious handling of requests outside regular business hours. Contractor personnel assigned to the WBOJ dedicated office and their back up personnel, Contractor account representative and Contractor 24 hour emergency number shall have access to the all system required to support the WBOJ. 1.27 Contractor shall at all times abide by the Travel Policy which will be provided to the Contractor along with the new Contract. The Bank shall provide the Contractor, in writing, any changes, updates, interpretations of the Travel Policy. 1.28 Contractor shall have responsibility for smooth transition and the creation and ongoing maintenance of all travel profiles for Bank staff. 1.29 Contractor’s obligation to procure transportation tickets and accommodations, to make reservations or to perform services shall be at all times conditioned upon the availability of such tickets, accommodations, reservations and such services at the time requested, and all tickets, accommodations, reservations and other such services will only be provided subject to any and all tariffs and other terms and conditions under which the same are offered and provided. 1.30. Contractor shall provide the WBOJ Accounting Unit their consolidated billing for each month in the first week of the following month and the World Bank will make the payment for the entire previous month billing in the second week of each month. The billing will also show the cumulative charges for the year through the end of the last month. WBOJ will hold periodical meetings with the Contractor to review the quality of service and seek improvements, as needed.; 1.31 Contractor shall offer the World Bank staff complete group/meeting packages at desirable locations in Jakarta and other cities in the country; 1.32 Contractor shall provide staff upgrades whenever possible; 1.34 Special Services The following additional special services will be provided by the Contractor, including, but not limited to:

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- quarterly air fare updates for operational and benefits travel, including special or promotional fares offered by the airlines;

- assistance to travelers who wish to utilize free tickets, upgrades, and other frequent flyer awards in conjunction with Bank’s official travel or personal travel;

- provide the WBOJ staff with travel news and information of specific interest to Bank travelers;

- provide valid contact information on Indonesian airlines as well as airlines in other countries, when requested.

2.0 PROCEDURAL, REPORTING AND PERFORMANCE REQUIREMENTS 2.1 Contractor shall obtain authorization, in the form of an approved Trip Request from the WBOJ, prior to releasing tickets to travelers. No tickets will be released without an approved Trip Request. 2.2 Unless otherwise directed, all hotel reservations for Official Travel shall be secured under the name of the Bank at the non-commissionable rates negotiated by the Bank or at rates negotiated by Contractor if such rates are lower. 2.3 The Contractor shall maintain complete Monthly spreadsheet for payment to submit to Accounting Unit of the WBOJ. It is the accounting records of all transactions and provide monthly all type of travel (operational and benefits), class of travel and other data as required by WBOJ. . 2.4 Contractor shall advise travelers of changes and updates to their itineraries that are known prior to departure (such as flight confirmations, wait-list clearances, flight cancellations, and schedule changes) within 24 hours of receipt of such information from the Vendor. Flight changes that result in departure or connecting time deviations of 10 minutes or less need not be advised. It is understood that for travelers en route such required notifications will be considered given when an appropriate email/fax advisory is sent or telephone call made as necessary on the Bank's behalf. Contractor shall notify travelers en route regarding flight changes when it is apparent that travel plans will be seriously impacted. 2.5 Subject to notification to the contrary by the hotel, Contractor shall have all hotel requests confirmed before departure at the point of origin. 2.6 Contractor shall deliver all tickets/e-tickets not later than two (2) working days prior to the traveler's scheduled departure, or earlier if requested by the traveler. For bookings within 2 days of departure, ticketing should be as soon as possible. 2.7 Contractor shall follow standard Bank procedures for routine administrative matters and reporting requirements as determined by WBOJ. 2.8 Contractor shall investigate each client complaint and provide a response within 48 hours. 2.9 Contractor shall hold frequent meetings with the Bank’s Project Manager (Manager, Finance and Administration or Resource Management staff), as agreed by both parties, during the

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transition/implementation phase to address status of associated action items that support the timely completion of the transition phase. During the term of the contract, representatives from the Contractor and the Bank shall participate in monthly or quarterly meetings to review performance. 2.10 Contractor agrees to 100% credit of all supplier incentives, commissions, overrides or any form of payment or soft dollar benefit as result of our sales back to WBOJ, along with audits to verify this to the extent not prohibited by specific supplier agreement. 3.0 STATISTICAL INFORMATION Attachment 1 4.0 HOURS OF OPERATION The Contractor is required to be available to book travel arrangements during Country Office business hours, 8:00 AM to 7:00 PM, Monday through Friday Contractor must provide a toll free telephone number for customers. Contractor shall provide dedicated personnel, based on volume of travel requests, familiar with the Bank policies and requirements. 5.0 EMERGENCY SUPPORT The Contractor is required to provide emergency travel support services outside regular business hours for travelers that experience problems with travel arrangements made by Contractor. The Contractor will provide a toll free line/number to WBOJ for this purpose, which will be manned by experienced Contractor’s staff. 6.0 FACILITIES

6.0 The contractor will operate on the Country Office premises. The country office will

provide the contractor floor space, utilities, security, phone access, furniture, computer for use in conducting Bank’s business and an e-mail access for communication with Bank Staff. The contractor will provide terminals to log to reservation systems, ticket printer, office supplies, etc. The area allocation/configuration may be changed at its own expense by the Bank in the event its own space requirement so dictate.

6.1 The Contractor shall not carry out any alterations in its work area without the prior

approval of the Resource Management Officer. 6.2 In the event that expansion of official travel should entail additional space requirements for

the Contractor, the WBOJ shall endeavor to make such additional space available at the WBOJ.

6.3 The WBOJ shall provide all cleaning services and shall be responsible for the maintenance

and repair of the premises.

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6.4 The Contractor will reimburse the WBOJ at actual cost for all long distance telephone calls

not related to Bank’s business. The reimbursement payable to WBOA will be calculated at the end of each quarter and remitted within three weeks of the end of the quarter.

6.5 The Contractor shall obtain, at its own expense, manuals, trade publications, travel guides,

equipment, directories, tariffs and the like necessary or useful to perform complete travel services with the highest quality.

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ANNEX C

MANDATORY CRITERIA

REQUEST FOR PROPOSALS (RFP) FOR TRAVEL AND RELATED SERVICES

RFP 09-0025 Offerors will receive a Pass/Fail rating on this section. In order to be considered for Phase I, Offerors must meet all the mandatory criteria described below. All questions should be answered on this form or an exact duplicate thereof. The World Bank reserves the right to verify any information contained in Offeror’s response or to request additional information after the proposal is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any questions will affect your evaluation.

MANDATORY CRITERIA OFFEROR’S RESPONSE

1.1 Provide a list of at least five (5) customer references for which similar service is currently provided by Offeror in the Jakarta metropolitan area. The Bank will contact references as part of the evaluation process.

Reference #1:

Company Name:

Address:

Name of Contract Officer:

Reference #2:

Company Name:

Address:


Reference #3:

Company Name:

Address:


Reference #4:

Company Name:

Address:


Reference #5:

Company Name:

Address:


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1.2 Confirm Offeror has been in business for at least five (5) years, and has permanent offices that will be able to provide Travel and Related Services to World Bank Staff located in Makassar, and Banda Aceh

1.3 Offeror must submit a complete set of financials for the previous two fiscal years that demonstrates it has been operating in a positive position (i.e. generated an operating profit in both of the last two fiscal years) and has had Sales in excess of $5,000,000 in each of the last two years.

1.4 Offeror must agree to all the non-negotiable clauses in the Contract Clause Matrix, Annex F.

1.5 Offeror must submit copy of IATA membership certificate as well as copy of valid license to operate as a travel agent issued by competent authority in Indonesia

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ANNEX D

REQUIREMENTS MATRIX REQUEST FOR PROPOSALS (RFP) FOR


Offeror’s proposal must be organized to follow the format of this RFP. Each Offeror must respond to every stated request or requirement and indicate that Offeror confirms acceptance of and understands the World Bank Group’s stated requirements. The Offeror should identify any substantive assumption made in preparing its proposal. The deferral of a response to a question or issue to the contract negotiation stage is not acceptable. Any item not specifically addressed in the Offeror’s proposal will be deemed as accepted by the Offeror. The terms “Offeror” and “Contractor” refer to those companies that submit a proposal pursuant to this RFP.

Where the Offeror is presented with a requirement or asked to use a specific approach, the Offeror must not only state its acceptance, but also describe, where appropriate, how it intends to comply. Failure to provide an answer to an item will be considered an acceptance of the item. Where a descriptive response is requested, failure to provide the same will be viewed as non-responsive. Where a statement of non-compliance is provided, the Offeror must indicate its reasons and explain its proposed alternative, if applicable, and the advantages and disadvantages to the World Bank Group of such proposal.

Section OFFERORS

RESPONSE 1 CCAAPPAABBIILLIITTYY TTOO PPEERRFFOORRMM TTAASSKKSS ((2200 PPOOIINNTTSS))

Q1.1 Describe Offeror company’s experience as a corporate travel provider. Q1.2 Describe how the Offeror proposes to staff WBOJ operations. Q1.3 How many dedicated staff do you plan to assign to the Bank? It is

expected that dedicated staff should become familiar with Bank travel policy.

Q1.4 Describe how the Offeror proposes to provide visa services to WBOJ. Q1.5 Does Offeror currently provides visa processing services for any of its

customers in Jakarta?

Q1.6 Passport documents are considered highly sensitive and confidential by the Bank and its staff. Describe how you plan to pick up passport documents from the traveler, process them through the various embassies and return to the traveler. How would you track passport documents while in your possession?

Q1.7 For each of the items below, describe how and when they are addressed by the travel representative: • Informing traveler of all costs and requisites for traveling to

destination, including airport fees, baggage size and weight allowed, etc.

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• Informing traveler of travel services/options, including clear reimbursement and cancellation procedures, deadlines, benefits, traveler’s rights, etc.

• Informing traveler of security measures and procedures at origin and destination airports, specifically when important changes occur that may cause delays.

• Informing traveler of vaccines and visa requisites according to their destination.

Q1.8 The Bank will establish a business travel account to facilitate issuance of

the tickets for Bank staff. Indicate what are your requirements for a business travel account and how do you administer it.

Q1.9 The Bank requires a monthly detailed billing statement. Information to be provided is as follows: traveler’s name, department and division codes, class of travel, origin and destination, staff UPI number (to be provided by the Bank), Travel Request number and confirmation of approved travel request (provided by the traveler), charge information, carrier’s tariffs. Indicate your ability to comply with this requirement.

Q1.10 Emergency contact. Immediate response in case of emergency. Provide the phone or cell phone number that travelers may call for Emergency Services.

Q1.11 Describe your ability to provide direct support with airline in emergencies.

Q1.12 How would you arrange for ticket home delivery in case of emergencies?

Q1.13 How do you plan to create and maintain traveler profiles?

Q1.14 How do you plan to capture changes to individuals profile needs and preferences

Q1.15 Indicate your experience level analyzing travel data and making recommendations for negotiation of preferential airline rates with selected airlines for travel originating in Indonesia

Q1.16 Explain how do you plan to obtain and credit the Bank any refunds, which may be due to the Bank in respect to unused or lost tickets, miscellaneous, purpose documents, unused ticket advises, and down-grading.

Q1.17 Explain your capability to provide commission-free travelers cheques in US Dollars.

Q1.18 Explain your capabilities to make arrangement for transportation services, rental cars, hotels and other travel related requirements required by travelers.

Q1.19 Indicate whether Offeror will accept credit card payments for personal travel and other services without any fee to the traveler.

Q1.20 Indicate whether Offeror provides Automated Air Travel Insurance to travelers? Explain type, coverage, value and cost, if any.

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Q1.21 Explain your capabilities to provide services to Staff located in Makassar, and Banda Aceh through existing Contractor operated Offices.

2 MMAANNAAGGEEMMEENNTT && PPEERRSSOONNNNEELL ((1155 PPOOIINNTTSS))

Q2.1 Describe Offeror staffing plan for WBOJ in-plant operation. Include total number of employees by title or category.

Q2.2 Provide the name, title and telephone number of the manager with overall responsibility for WBOJ in-plant office.

Q2.3 Provide the curriculum vitae for the proposed Account Manager that will be responsible for the Bank.

Q2.4

Identify the level of experience and qualifications of the travel agents that will be assigned to support WBOJ account.

Q2.5 Provide information on the staff turn over ratio for your company. Q2.6 Describe the Emergency Services your company provides for travelers

that are en-route or need to make urgent reservations.

Q2.7 Explain Offeror’s plan to transition the account should they receive award of the contract. Include a project plan outlining the timeline for transition and successful assumption of all responsibilities, critical path, action items with the associated responsible party [i.e., Offeror or WBOJ], resource requirements and any other critical item for implementation.

3 KEY PERFORMANCE INDICATORS & QUALITY ASSURANCE (10 POINTS) Indicate your acceptance of the following key performance indicators:

Q3.1 Tickets issued and delivered at least 48 hours prior to departure Acceptance: Yes/No

Q3.2 Visas for all official or personal travel obtained at least 48 hours prior to departure

Acceptance: Yes/No

Q3.3 Response to calls from staff with travel needs within 4 hours. Acceptance: Yes/No

Q3.5 Explain how your agents will ensure that the traveler will be offered the lowest fares obtainable for a given itinerary within the parameters of the Bank’s Travel Policy, carrier’s tariffs and special airline agreements negotiable by and agreed to by the Bank.

Q3.6 Explain how does Offeror perform quality review of the travel tickets and itineraries prior to issuance.

Q3.7 Indicate how does Offeror plan to measure client satisfaction. Provide a sample of an existing questionnaire that you currently use with another customer.

Q3.8 The Bank requires frequent meetings with Contractor during the implementation/transition phase. Frequency will be determined by mutual agreement of both parties. On an ongoing basis, the Bank requires

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monthly or quarterly meetings to review performance and action items. Indicate your acceptance of this requirement.

Q3.9 Provide examples of changes that Contractor has implemented in other customer’s accounts as a direct result of feedback provided by their customer.

Q3.10 Provide examples of changes that Contractor has implemented in other customer’s accounts as a streamline measures based on Contractor’s efforts to improve customer’s operations and increase customer satisfaction.

4 TTEECCHHNNOOLLOOGGYY ((1100 PPOOIINNTTSS)) Q4.1 Explain what travel systems you will be using to support the

requirements of this contract. Acknowledge Offeror responsibility to provide the equipment, licenses and any other tools required by the travel agent to perform the work as required in this RFP.

Q4.2 Describe the database system where traveler profile information will be maintained. Address data security.

Q4.3 Do you communicate electronically with your customers? Will Bank staff be able to obtain itineraries and other information electronically?

Q4.4 The Bank requires a monthly detailed billing statement. Information to be provided is as follows: traveler’s name, department and division codes, class of travel, origin and destination, Travel Request number and confirmation of travel request (provided by the traveler), charge information, carrier’s tariffs. Indicate your ability to comply with this requirement.

Q4.5 The Bank will make payments to the Contractor for the services used on a monthly basis. The Contractor will provide a detailed monthly bill at the beginning of the following month and payment will be made within the second week of the same month. Indicate your ability to comply with this requirement.

Q4.6 Explain the management information reports that you can provide to facilitate performance and account management. Examples of reports to be provided are, number of tickets issued to key destinations, airlines used and number of tickets per airline, sorting by unit to be charged, by staff member, etc.

Q4.7 Indicate your ability to provide a monthly statement in response to Annex B, paragraph 2.10, and as required in Annex E.

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ANNEX E


RFP 09-0025

PRICE SCHEDULE

(a) This Price Schedule Form must be completed in its entirety. (b) The entire Price Proposal must be place in a separate envelope pre-addressed and marked

FINANCIAL PROPOSAL FORM - TRAVEL AND RELATED SERVICES RFP 09-0025 – DO NOT OPEN

(c) The Financial Proposal envelope is herewith submitted in accordance with the instructions

given in the Request for Proposal. (d) The completed Price Schedule Form constitutes Offeror’s Financial Proposal and fully

responds to Request for Proposal No. RFP 09-0025. I commit my Offeror to be bound by this Financial Proposal for carrying out the range of services as specified in the solicitation package.

In compliance with this RFP the undersigned, propose to furnish all labor, materials and equipment in order to provide goods and services as stipulated in the RFP. This shall be done at the price set in this Schedule and in accordance with the Contract terms in this RFP. ______________________________________ __________________________________ (Signature) (Name) ______________________________________ __________________________________ (Name of Offeror) ______________________________________ __________________________________ (Address) (Date) ______________________________________ __________________________________ (Telephone No.) (Fax No.)

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ANNEX E

RFP 09-0025 TRAVEL AND RELATED SERVICES

PRICE SCHEDULE

In compensation for the rendering of all of the Services described in this RFP document, Contractor shall remit to the Bank all commissions (including overrides) it may obtain from carriers and other vendors in connection with Official Travel. Contractor will charge the Bank an all inclusive fee to man, operate and manage the implant operation and services provided to Staff located in Jakarta and provide Travel and Related Services to Staff located in Makassar, and Banda Aceh. Offeror must provide a breakdown of items and costs used for the fee submitted above for year 1 of the contract. Offeror must also indicate the % adjustment used to calculate year 2 and 3 as well as their rational for the increase.

1 YEAR OF CONTRACT 2 YEAR OF CONTRACT 3 YEAR OF CONTRACT ______________ IDR Rupiah per month

______________ IDR Rupiah per month

______________ IDR Rupiah per month

In addition to the above Management Fee the Contractor will indicate the charges for the following services. If charge for service has already been factored into Contractos Management Fee enter N/C in cost column. AIRPORT(Meet and Greet) + transfer to/from Airport. *ARRIVAL ____ IDR PER PERSON *DEPARTURE ____ IDR PER PERSON CONFERENCE HANDLING Airport Meet & Greet + Transfers ARRIVAL ____ IDR PER PERSON DEPARTURE ____ IDR PER PERSON

VISA SERVICES Processing requests for G-4, business visas, tourist visas for the US ____ IDR PER TRIP Processing requests for official/tourist visas for other countries ____ IDR PER TRIP

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Processing requests for single and multiple entry visas for entry in Indonesia ____ IDR HOTEL & CAR RENTAL BOOKING

HOTEL BOOKING ____ IDR PER BOOKING

CAR RENTAL ____ IDR PER BOOKING

.

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ANNEX F


RFP 09-0025

PROPOSED CONTRACT CLAUSE MATRIX

1. Offerors must respond to cells provided below and return the completed Matrix as part of the proposal. 2. Articles are not listed in alphabetical order. Non-negotiable Articles are listed in cells 1 – 18. 3. Offeror’s response to this Matrix will be a basis for contract formation. 4. Resulting contract will be for an initial period of three (3) years, with an option to extend for additional 24

month period.

Item # Proposed Contract Clause Matrix Offeror’s Response

1. CLOSE RELATIVES AND FORMER BANK STAFF Contractor shall use its best efforts not to assign to this Contract any of Contractor’s employees or its subcontractor’s employees who are relatives of current Bank staff. For purposes of this clause, relative is defined as (including those related by adoption and/or step or half relationships):

mother, father, sister, brother, son, daughter, son-in-law, daughter-in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, cousin, grandson, granddaughter, grandmother, and grandfather.

In the event the Bank or Contractor discover that any of its or its subcontractors’ employees are close relatives of a current Bank staff member, Contractor shall promptly replace said employee(s) at no additional cost to the Bank, with an employee having equivalent skills. Contractor shall also reimburse the Bank for any actual direct costs incurred by the Bank resulting from the violation of this Article. Contractor shall notify the Bank of any of its employees or its subcontractor’s employees it intends to assign to provide services under this Contract that are former Bank staff members and shall warrant that said former Bank staff that it intends to assign to provide services under this Contract are not subject to any work restrictions by virtue of their former employment with the Bank.

Mandatory/ Non-negotiable

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2. BACKGROUND INVESTIGATION Prior to employing individuals to perform services under this Contract on Bank premises, Contractor agrees to conduct an investigation of the reputation and character of each employee applying to work under this contract. The Contractor shall not assign personnel to this contract until the investigation is completed and the results determined to be favorable. Favorable, in this context, means: the applicant has not been convicted of a serious crime; there is no indication that the applicant has used illegal drugs or alcohol while working; that personal references and former employers recommend the applicant for a position of trust and responsibility; and there are no other obvious disqualifying factors regarding the applicant’s reputation and character. The Contractor shall maintain the results of the investigation during the life of the contract. The Bank’s representative shall have the right to review all investigative results and records for personnel assigned or proposed for this contract. The investigation shall include, as a

Mandatory/ Non-negotiable

Confirm acceptance

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minimum, the following elements: 1. A check of criminal files, as authorized by local laws, at

locations where the applicant has lived, worked, or gone to school during the last five years, or to the applicant’s 18th birthday, whichever period is shorter.

2. An employment check going back for the past five years, or to the applicant’s 18th birthday, whichever period is shorter.

3. A check of at least three personal references.

3. CONFIDENTIALITY

Contractor shall keep all work and services carried out hereunder for the Bank entirely confidential, and not use, publish, or make known, without the Bank’s written approval, any information developed by the Contractor or furnished by the Bank to any persons other than personnel of the parties to this Contract. However, the forgoing obligations of confidentiality, secrecy and non-use shall not apply to any information that was in Contractor’s possession prior to commencement of work under this Contract, or which is or shall become available to the general public in a printed publication, but not by Contractor, and provided further that this obligation shall in no way limit Contractor’s internal use of such work. Any public representation regarding the Bank shall be made by the Bank and any requests for information made to the Contractor by the news media, or others, shall be referred to the Bank. Additional. the Contractor shall not reference the Bank nor the work performed for the Bank without prior written approval.

Mandatory/Non-negotiable

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4. CONFLICT OF INTEREST Contractor Not To Benefit From Commissions, Discounts, Etc. The remuneration of the Contractor shall constitute the sole remuneration in connection with this Contract. The Contractor shall not accept for its own benefit any trade commission, discount or similar payment in connection with activities pursuant to this Contract or in the discharge of its obligations here under, and the Contractor shall use its best efforts to ensure that any subcontractors, as well as the personnel and agents of either of them, similarly shall not receive any such additional remuneration.

For a period of three years after termination of this Contract, Contractor and Contractor’s employees and subcontractors assigned by it to perform services under this Contract, will not make use of material acquired during the assignment covered by this Contract, unless the prior consent of the Bank has been obtained; such consent will not be unduly withheld unless in the opinion of the Bank there is a conflict of interest.

Contractor and Contractor’s employees, Subcontractors and subcontractor’s employees shall, during the term of the Contract, strictly avoid carrying out any other assignments that may be in conflict with this assignment for the Bank and shall not undertake any assignments: (a) that may have a conflict with the Bank; (b) that may involve an unresolved claim about a procurement decision of the Bank or of a Bank borrower; or (c) that may be involve an investigation for corruption or fraud by the Bank. Contractor hereby warrants that at the time of signing the contract, Contractor and its Subcontractors are not engaged any assignments that would violate this article.


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5. AUDIT Contractor shall agree to maintain, in accordance with sound and generally accepted accounting procedures and practices, records of all direct and indirect costs of whatever nature involving transactions related to this Contract or a Subcontracts hereunder as “Contractor’s Records,” which include books, documents, receipts, accounting procedures and practices and other data regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form. Contractor's Records shall be available for inspection by the Bank or the Bank's designated representative, at all reasonable times until the expiration of three (3) years after the date of final payment, or for such shorter or longer period, if any, as is required by other Articles of this Contract for inspection, audit, or reproduction for the purpose of verifying services or quantities delivered, hours of work performed, or the right of Contractor to any price adjustment or extra charge claimed under this Contract. Contractor shall reimburse the Bank, within thirty (30) days after receipt of a written request thereof, the price, including overhead and profit, charged by Contractor for services or quantities required but not delivered, hours of work charged but not performed, and adjustments or extras claimed but not authorized under this Contract, as verified by an inspection or audit of Contractor's Records. Cost or pricing data. If the Contractor is required to submit cost or pricing data in connection with a Request for Proposal hereunder or any other pricing action relating to the Contract, the Bank or its authorized representative shall have the right to examine and audit all of the Contractor's Records, including computations and projections related to evaluate the accuracy, completeness and currency of such data.


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6. BANK NAME/LOGO Contractor may use the Bank’s name only, with no use of the Bank’s logo or discussion of the subject License issued by the Contractor to the Bank, among its references, in its customer lists or resumes without prior approval of the Bank. Contractor agrees to request permission to use the Bank’s name and/or logo in any manner. For any other use of the Bank’s name, you must request permission to the Project Manager. Contractor shall submit such request(s) in writing to the Bank’s Project Manager thirty (30) days in advance of its intended use. Bank shall respond in a timely manner and not unreasonably withhold such permission. Contractor further agrees to flow down the contents of this Article into all subcontracts, consulting agreements or agreements with any other contractors/individuals entered into by Contractor in regard to the subject License. Contractor’s obligation under this Article shall survive the termination, expiration or completion of this License Agreement for of three (3) years.


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7. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the Bank, its officers, employees and agents against all claims, suits and losses, including reasonable attorneys’ fees, that arise from patent, trademark and/or copyright


Confirm acceptance

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infringement by Contractor. Contractor further agrees to hold harmless and indemnify the Bank in any action brought against the Bank by Contractor's employees seeking further compensation for claims covered by Contractor's Workers' Compensation insurance. The obligation set out in this Article shall survive the expiration or termination of this Contract.

8. DISPUTES

Any dispute or difference arising out of, or in connection with, this Contract or the breach thereof which cannot be amicably settled between the Parties through Alternative Dispute Resolution (ADR) procedures, if any, as may be agreed to by the Parties, shall be arbitrated in accordance with the UNCITRAL Arbitration Rules as at present in force. The arbitration shall take place in Indonesia and resulting arbitral decision shall be final and binding on both parties. Judgment upon any arbitration award may be entered in any court having jurisdiction thereof. Such judgment shall be in lieu of any other remedy.

In resolving a dispute hereunder, the parties agree that the Contract will be interpreted in accordance with the substantive laws of Indonesia.

Pending final resolution of any claim, dispute or action arising under or related to this Contract, Contractor shall, if requested by the Bank, proceed diligently with the performance of this Contract.


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9. PRESERVATION OF IMMUNITIES

Nothing herein shall constitute or be considered to be a limitation upon or a waiver of the privileges and immunities of the International Bank for Reconstruction and Development, International Development Association, Multilateral Investment Guarantee Agency, International Finance Corporation and International Center for the Settlement of Investment Disputes, which are specifically reserved.


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10. WORLD BANK GROUP MEMBERS The benefits of this Agreement shall extend to all members of the World Bank Group (IBRD Multilateral Investment Guarantee Agency, International Development Association International Finance Corporation and International Center for the Settlement of Investment Disputes) whether or not they are signatories to this Agreement (“Members”). Notwithstanding the foregoing, any Members must have a written agreement with the World Bank Group that binds them to the obligations assumed by the World Bank under this Agreement and the World Bank Group will indemnify Contractor for any breach by any Member of the terms and conditions herein.


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11. ASSIGNMENT

Contractor shall not assign this Contract or subcontract any portion of it without the previous written consent of the World Bank. Contractor shall not assign any moneys due or to become due to it hereunder, without the


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previous written consent of the World Bank.

12. SEVERABILITY

If any term or provision of this Contract or the application thereof to any entity or circumstance shall to any extent be invalid and unenforceable, the remainder of the Contract or the application of such term or provision to persons or circumstances other than those as to which it is invalid or unenforceable shall not be affected thereby, and each term and provision of the Contract shall be valid and shall be enforced to the extent permitted.


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13. MERGER The foregoing Contract, including Annexes attached hereto, constitutes the entire and integrated understanding between the parties relating to the purpose of this Contract and supersedes all prior discussions and writings between them. Neither party shall be bound by any condition or representation other than as expressly stated in the Contract.


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14. CONSEQUENTIAL DAMAGES

In no event shall either of the parties hereto be liable to the other for the payment of any consequential damages even if the possibility of such damages is known at the time of the execution of this Contract.


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15. FORCE MAJEURE

DEFINITION:

(a) For purposes of this Contract, "Force Majeure" means an event which is beyond the reasonable control of a Party, and which makes a Party's performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other adverse weather conditions, strikes, lockouts or other industrial action (except where such strikes, lockouts or other industrial actions are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by government agencies.

(b) Force Majeure shall not include (i) any event which is caused

by the negligence or intentional action of a Party or such Party's consultants, agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected to both (A) take into account at the time this Contract was entered into and (B) avoid or overcome in the carrying out of its obligations hereunder.

(c) Force Majeure shall not include insufficiency of funds or

failure to make any payment required hereunder.

The failure of a Party to fulfill any of its obligations hereunder shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and conditions of this Contract.


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Measures to be Taken:

(a) A Party affected by an event of Force Majeure shall take all reasonable measures to remove such Party's inability to fulfill its obligations hereunder with a minimum of delay.

(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any event not later than seven (7) days following the occurrence of such event, providing evidence of the nature and cause of such event and its expected duration and impact on the performance of this Contract, and shall similarly give notice of the restoration of normal conditions as soon as possible.

(c) The Parties shall take all reasonable measures to minimize the consequence of any event of Force Majeure.

Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure provided that such Party has provided notice as required by this Article.

16. TERMINATION FOR CONVENIENCE

The Bank may terminate the Contract, by written notice sent to Contractor, in whole or in part, at any time for its convenience. Notice of such termination shall state that termination is for the Bank's convenience, the extent to which performance of services under the Contract is terminated, and the termination date.

For services that have been performed by Contractor in accordance with the Contract terms, prior to the effective date of termination, the Bank shall pay Contractor at the Contract prices and in accordance with the Contract


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17. TERMINATION FOR DEFAULT

If Contractor fails to deliver any or all goods, services equipment, materials or work (“Contract Work”) within the time period(s) specified in the Contract or any work order issued thereunder, and or if the Contract Work does not conform, in all respects, to the requirements listed in Annex ____ (Statement of Work) the Bank will give Contractor written notice describing the reasons for default and an opportunity to cure.

In addition to any other remedy available to the Bank, if the Bank is required, due to this default, to re-procure all or part of the Contract work from others similar to that terminated, Contractor shall be liable to the Bank for costs in excess of this Contract price.

If the Contractor does not cure the default to the satisfaction of the Bank within the period specified, the Bank may terminate the Contract for default by written notice, specifying the reason for the default, the portion(s) of the Contract defaulted and the effective date of default.

In any termination for default, the Bank shall pay Contractor, at Contract prices, for Contract Work completed prior to the effective date of default


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notice and accepted by the Bank subject to the Bank’s right to set off amounts owed by Contractor under this Contract and at law.

18. TERMINATION FOR INSOLVENCY

The Bank may terminate this Contract at any time if Contractor:

Files a petition in bankruptcy or has filed against it an involuntary petition in bankruptcy not dismissed within sixty (60) days after filing;

Applies for or consents to the appointment of a receiver, custodian, trustee or liquidator; Makes a general assignment for the benefit of creditors; or Becomes otherwise insolvent or unable to meet its payment obligations when due. Upon the occurrence of such events, the Bank may terminate this Contract immediately by giving written notice to Contractor.

The Bank's exercise of its right hereunder shall not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Bank.

In any termination for insolvency, the Bank shall pay Contractor, at Contract prices, for Contract work completed prior to the effective date of default notice and accepted by the Bank subject to the Bank’s right to set off amounts owed by Contractor under this Contract and at law.


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19. BANK PROPERTY All Bank property, including but not limited to equipment, facilities, drawings, patterns, research, writings of other information furnished to Contractor by the Bank for use in the performance of this Contract shall at all times be the property of the Bank. Upon completion, termination or expiration of this Contract, or at such other times as the Bank may direct, Contractor will return to the Bank all such property, at Contractor’s expense.

Accepted:

Yes ________

No ________ Proposed Change:

Reason for Proposed Change:

20. HOLIDAYS

In the year, the Bank closes in observance of the following holidays in Indonesia:

SCHEDULE FOR Jakarta will be provided before the beginning of each calendar year.

On holidays and any other day on which the Bank determines that it will be closed for business, Contractor services will not be required on Bank premises unless specifically directed, in writing, by the Bank's Authorized Representative.

Accepted:

Yes ________



21. INSURANCE

1. CONTRACTOR SHALL PROCURE AND MAINTAIN DURING THE PERFORMANCE OF THIS AGREEMENT THE FOLLOWING INSURANCE COVERAGE WITH THE FOLLOWING MINIMUM LIMITS. CONTRACTOR SHALL ALSO PROCURE AND MAINTAIN ALL OTHER INSURANCE COVERAGE REQUIRED BY LOCAL LAW IN THE JURISDICTION WHERE THE WORK REQUIRED BY THIS AGREEMENT WILL BE PERFORMED. THE REQUIRED INSURANCE COVERAGE SHALL INCLUDE, BUT NOT BE LIMITED TO:

Accepted:

Yes ________



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APPLICABLE WORKER’S COMPENSATION (FOR EXAMPLE - JAMSOSTEK) UNDER THE INDONESIAN LAW.

Personal Accident minimum three (3) times the annual salary.

Professional Liability minimum of $100,000.

Comprehensive General (Property Damage and Bodily Injury) - Liability Insurance for all operations including Contingent Liability coverage for subcontractors, Products and Completed Operations, Broad Form CGL Endorsement and Contractual liability (to cover assumption of liability under this Contract) with minimum limits of $250,000 per occurrence.

Upon request, Contractor shall furnish evidence to Bank of a current commitment by the insurance company to Contractor for these coverage

22. QUALITY ASSURANCE AND REPORTING

Contractor is responsible for all aspects of quality assurance and quality control for the work. In addition to the Contractor’s quality assurance program, the Contractor agrees, at a minimum: (a) to meet monthly with the Bank's Authorized Representative to review performance and ensure that it is consistent with the Contract Documents; (b) to prepare a report of any remedial action required; and (c) to participate in quarterly contract review attended by representatives of both Bank and Contractor Management.

Accepted:

Yes ________



23. CHANGES AND MODIFICATION

The Bank may, at any time, by written order designated or indicated to be a change order, make changes in the work within the general scope of the Contract.

If Contractor receives any other written or oral order from the Bank staff, representatives, Project Office or Project Manager (which includes instruction, interpretation, or determination) that Contractor believes causes a change within the general scope of the Contract Contractor must give the Bank written notice within seven (7) business days of such written or oral order stating: (i) the date, circumstance and source of the order; and (ii) that the Contractor regards the order as a change to the Contract. The Chief, Institutional Procurement Unit shall respond in writing to Contractor's notice in a timely manner. It is expressly understood that except as provided in Article 34, no order, statement or conduct of the Bank, its staff, representatives shall be a change to this Contract or entitle Contractor to an equitable adjustment therefore and failure to comply with the seven (7) day notice in subparagraph 24.2 of this Article shall be a waiver of Contractor’s right to claim an equitable adjustment. Within thirty (30) days of (1) receipt of the Bank’s written response to the notice under subparagraph 24.2 of this Article or (2) receipt of the

Accepted:

Yes ________



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Procurement Representative's determination based upon Contractor's notification under subparagraph 2 above, Contractor must submit a written statement describing a detailed description of the changes and the amount of any claims adjustment in Contract price or time. Contractor may include this statement in its notice under subparagraph 24.2 above. However, no adjustment for any change under subparagraph 24.2 above shall be made for any costs incurred more than seven (7) days before Contractor gives written notice as required. Failure to submit such a statement within the thirty (30) day limit specified herein shall be deemed a waiver of the Contractor’s right to an equitable adjustment. No proposal by Contractor for equitable adjustment shall be allowed if asserted after final payment under this Contract. Failure to agree to any adjustment shall be a dispute under the Disputes Article. However, nothing in this Article shall excuse Contractor from proceeding diligently with the Contract as changed.

24. CONTRACT

This Contract is made _________, 2008, by and between the The World Bank Office, Jakarta (hereinafter referred to as the “Bank”) and _______________________ (hereinafter referred to as the “Contractor”).

Accepted:

Yes ________



25. CONTRACT DOCUMENT The Contract Documents consist of this Contract; Statement of Work (SOW), (Annex A); Price Schedule (Annex B); and all modifications or changes to said documents agreed upon between the parties and issued after the execution of the Contract. If anything in this Contract is inconsistent with any of the other contract documents, the provisions of this Contract shall govern. As this Contract is modified or changed during its term, the Contract Documents shall include all modifications or changes to said documents agreed upon between the parties and issued after the execution of the Contract. Any such modification or change shall supersede the original Contract Documents, where modified or changed.

Accepted:

Yes ________



26. CONTRACT TERM

The Term of this Contract is for three (3) year starting on October 1, 2008 through September 30, 2011. The Bank may, at its option, extend this Contract for two additional 12 months periods. The Bank may exercise these options upon notice to the Contractor, furnished at least thirty (30) days before such extension shall take effect. Contractor shall provide at least thirty (30) calendar days written notification to the Bank prior to any thirty (30) day notification point.

Accepted:

Yes ________

No ________ Proposed Change: Reason for Proposed Change:

27. CONTRACT ADMINISTRATION

The Bank designates ____________ as the Project Manager (PM) for this Contract.

Accepted:

Yes ________

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She/He shall monitor administration and completion of the Contract according to its terms and conditions as described below:

The PM will be the Bank’s authorized representative during the Contract and shall be responsible for the coordination of activities between the Bank and the Contractor under this Contract.

The PM will receive all communications of whatever nature which the Contractor is obligated to submit to the Bank under the Contract, including but not limited to changes to the Contract involving the quality level, Statement of Work, price, delivery and/or completion dates/schedules and subcontractors.

The PM does not have the authority to authorize a change to the Contract work, or delivery/completion schedule. Such changes must be coordinated with the Procurement Officer and finalized by a Contract Amendment or Modification, in writing and signed, as required, either by the Procurement Officer or the Procurement Officer and Contractor’s Authorized Representative.



28. The Contractor:

(a) The Contractor designates [insert name of person] as the project Manager (PM). He/she shall be responsible for the coordination of all contract activities between the Bank and the Contractor under this Contract. In this capacity, his/her responsibilities include but are not limited to daily supervision and oversight of the Contract work and all communications between the Contractor and the Bank. The Contractor's CR does have the authority to agree to a change to the Contract work or delivery/completion schedule. (b) (i) Contractor agrees to provide the services required hereunder in accordance with the requirements set forth in the Contract Documents. Contractor undertakes to perform the services hereunder in accordance with the highest standards of professional and ethical competence and integrity in Contractor’s industry, having due regard for the nature and purposes of the Bank as an international organization and to ensure that employees assigned to perform any services under this Contract will conduct themselves in a manner consistent therewith. The Services will be rendered by the Contractor in 1) an efficient, safe, courteous, and businesslike manner; 2) in accordance with any specific instructions issued from time to time by the World Bank Project Manager; and 3) to the extent consistent with above as economically as sound business judgment warrants. (ii) Contractor shall provide the services of qualified personnel through all stages of this Contract, including those of [name of person]. Contractor represents and warrants that it is in compliance with all the applicable laws of the India and any other jurisdiction in which the services shall be performed. Contractor will promptly replace any member of the Contractor’s project team that the Bank considers unfit or otherwise unsatisfactory. (iii) Contractor shall perform the Services as an independent Contractor under the general guidance of the Bank. The Contractor’s employees shall not act as agents or employees of the Bank. (iv) Contractor shall train a back-up staff to fulfill the role of PM when the appointed PM is able to perform the functions in accordance with the

Accepted:

Yes ________

No ________/ Proposed Change:


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Contract.

29. BILLING RATE EXPENSE AND PAYMENT Contractor shall invoice the Bank at the beginning of the monthly billing cycle. Invoices shall be submitted to:

The World Bank Attn: Fransisca Silalahi Jakarta Stock Exchange Building Tower 2, 13 Floor Sudirman Central Business District (SCBD) Jl. Jendrat Sudirman Kav. 52-53 Jakarta 12190, Indonesia and must include: Contract No. Project Manager’s name; Unit prices, extended totals; Payment advice information, including wire transfer information. The Bank shall make payment on undisputed amounts within thirty (30) days of the receipt of a correct invoice. The services provided under this Contract shall be invoiced at the rate(s) specified in the Price Schedule (Annex B). Such other allowable and allocable expenses as are APPROVED IN ADVANCE AND IN WRITING by the Bank's PM.

Original documentation to support reimbursement of expenses shall be included with Contractor’s invoices. The Bank is exempt from the payment of import duties, sales, use and excise taxes and shall provide Contractor with evidence of such tax exemption certification upon request. Contractor authorizes the Bank to deduct from any invoice presented in connection with this Contract, without prior notice to Contractor and without cost to the Bank, any and all amounts representing taxes erroneously charged to the Bank. Payment of such corrected invoiced amount shall constitute full payment by the Bank.

Accepted:

Yes ________

No ________

Proposed Change:


30. NOTICES

A written notice shall be deemed to have been given if 1) delivered by courier, 2) sent by registered or certified mail; or 3) transmitted by any other means if receipt is acknowledged by the person identified below: Bank: The World Bank Attn: Suresh K. Khosla Jakarta Stock Exchange Building Tower e, 13 Floor Sudirman Central Business District (SCBD) Jl. Jendrat Sudirman Kav. 52-53 Jakarta 12190, Indonesia Copy to:

The World Bank

Accepted:

Yes ________



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Corporate Procurement Unit, Room I3-700 1818 H Street, NW Washington, D.C. USA 20433 Attn: Chief, Corporate Procurement Unit

Contractor: ___________________________________

___________________________________

___________________________________

___________________________________

31. SIGNATURE REQUIRED

This Contract shall not become binding unless and until signed by the Bank’s Authorized Representative and the Contractor’s Authorized Representative.

Accepted:

Yes ________



32. ENTIRE CONTRACT

This Contract, including the Contract Documents attached hereto, constitutes the entire, integrated understanding and agreement between the parties and supersedes any prior oral or written agreements with respect to the subject matter of this Contract.

Accepted:

Yes ________

No ________ Proposed Change: Reason for Proposed Change:

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ANNEX G


RFP 09-0025

CERTIFICATE OF OFFEROR’S ELIGIBILITY AND AUTHORITY TO SIGN PROPOSAL

Offeror Eligibility Confirmation and Information Offeror’s Response 1. What year was your firm/organization established? 2. In what province/state/country is your firm/organization established? 3. Has your firm/organization ever filed or petitioned for bankruptcy? (If YES,

explain in detail the reasons why, filing date, and current status.) Yes _____; No ______

4. Have you ever been terminated for non-performance on a contract? If YES, describe in detail.

Yes _____; No ______

5. Have you ever been suspended or debarred by any government, a UN agency or other international organization? If YES, provide details, including date of reinstatement, if applicable.

6. It is the Bank Group’s policy to require that Offerors and their sub-contractors observe the highest standard of ethics during the selection and execution of contracts. In this context, any action taken by an Offeror or a sub-contractor to influence the selection process or contract execution for undue advantage is improper.

In pursuance of this policy, the Bank Group: (a) defines, for the purposes of this provision, the terms set forth below as

follows: (i) “corrupt practice” is the offering, giving, receiving or soliciting,

directly or indirectly, of anything of value to influence improperly the actions of another party;

(ii) “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation;

(iii) “collusive practices” is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;

(iv) “coercive practices” is impairing or harming, or threatening to impair

or harm, directly or indirectly, any party or the property of the party to

Confirm Yes _____; No ______

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influence improperly the actions of a party; (v) “obstructive practice” is

(aa) deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede a Bank investigation into allegations of a corrupt, fraudulent, coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or

(bb) acts intended to materially impede the exercise of the Bank Group’s inspection and audit rights.

Confirm that Offeror and its sub-contractors have not engaged in any corrupt, fraudulent, collusive, coercive or obstructive practices in competing for this solicitation.

7. Officials not to benefit: Confirm that no official of the World Bank Group or its Member Governments has received or will be offered by Offeror or its sub-contractors, any direct or indirect benefit arising from this solicitation or any resulting contracts.


8. Confirm that Offeror is not engaged in any activity that would put it, if selected for this assignment, in a conflict of interest with the Bank or any member of the World Bank Group.


9. Confirm that Offeror and your sub-contractors have not been associated, or had been involved in any way, directly or indirectly, with the preparation of the design, specifications and / or other documents used as a part of this solicitation.


10. Bank Group policy restricts companies from bidding on or receiving Bank Group contracts if a Bank Group staff member or their immediate family are an owner, officer, partner or board member or in which the staff member or their immediate family has a financial interest. Confirm that no Bank Group staff member or their immediate family are an owner, officer, partner or board member or have a financial interest in either Offeror or its sub-contractors.


I, ________________________________________________, certify that I am

__________________________ of _________________________________________; that by signing

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this Proposal for and on behalf of ___________________________________ I am certifying that all

information contained herein is accurate and truthful and that the signing of this Proposal is within the

scope of my powers.

_________________________________________________ (Seal) (Signature) (Printed Name and Title) (Date)

Provide the name and contact information for the primary contact from your company for this solicitation: Name: Title: Address: Telephone Number: Fax Number:

Email

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ANNEX H


RFP NO. 09-0025

FORMAT OF RESUME FOR PROPOSED STAFF

Name of Staff ___________________________________________________ Title ___________________________________________________ Years with Firm_____________________/Nationality____________________ Education/Qualifications: (Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degrees-professional qualifications obtained. Employment Record/Experience (Starting with present position, list in reverse order, every employment held. List all positions held by staff member since graduation, giving dates, names of employing organization, title of position held and location of employment. For experience in last five years, detail the type of activities performed, degree of responsibilities, location of assignments and any other information or professional experience considered pertinent for this assignment. References Provide names and addresses for two (2) references. I, the undersigned, certify to the best of my knowledge and belief, this bio-date is accurate. ________________________________________ ___________________ Signature of Staff Member or Firm Representative Date

(Day/Month/Year)

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ATTACHMENT 1

BUSINESS TRIP SUMMARY The following is a detailed list of types of travel and frequency to be covered in the scope of work for this project. Number of Country Office staff : About 500: Roughly 400 in Jakarta offices, 60 in Banda Aceh, and 30 in Makassar Estimated number of Consultants and non-Bank staff on official travel: About 300 (included in the total staff listed above) OFFICIAL TRAVEL Number of Trips in year 2008: Approximately 2500rips

Percent Domestic Trips: 80% Percent International Trips: 20%

Value of Trips Approximately $2.4 Million per fiscal year Top 6 City Pairs for year 2008: Domestic City Pair International City Pair Denpasar Washington D.C. USA Banda Aceh Bangkok Ujungpandang Manila Yogyakarta Hanoi Jayapura Delhi Medan Singapore