Tender strategy Solar Direct Drive Refrigeration Systems ...• 2014-2015 tender quantities •...

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Tender strategy – Solar Direct

Drive Refrigeration Systems

(SDDs) 2013

SD, Copenhagen , 1 – 2 October 2013

1-2 October 2013, Industry Consultation Solar Direct Drive,

UNICEF SD

• Purpose of the tender • Forecast, tender and LTA time lines • Expected Outcome • Products covered and LTA parameters • Main Challenges ‘the Asks’ • Forecast process • 2014-2015 tender quantities • Invitee list • Overview of the sections of the tender document • Specific Terms and Conditions • Special Notes • Instruction to Bidders • Submission of bids • Evaluation methodology

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Create Sales order Content of the presentation

1-2 October 2013, Industry Consultation Solar Direct Drive, UNICEF SD

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Create Sales order Purpose of the tender strategy

Shortened procurement and production process lead times by obtaining multiple

supply arrangements, Long Term Arrangements (LTA) with manufacturers

in order to ensure an uninterrupted sustainable supply of affordable quality

SDDs for a smoother implementation at a country level.


From a ‘Country specific system sizing’ tendering approach

To a Global

‘one-sized system-fits-all’ solution tender

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Create Sales order 2013 tender exercise for SDDs


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Create Sales order Tender System sizing approach


The tender will cover a standard

sized systems that need to function in the defined region covering a range of

countries.

The resultant LTAs will be based on one sized system covering all the countries in the defined region

The resultant Purchase Orders for the different countries will all

receiving the same standard sized

system.

Forecasting tool issued to countries

August 2013

Start of Receipt of forecasts (mid Sept – deadline mid Oct)

Industry consultation 1-2

Oct 2013

Review/clarification of country forecasts

Oct- Nov. 2013

Issuance of Tender

Mid/End Nov 2013

Closing of tender

Mid/End Dec 2013

Clarifications and evaluation

Beg/Mid Jan 2014

CRC approval

Beg/Mid Feb 2014

Announcement of awards

Beg Mar 2014

Commencement of LTA’s

1st Mar 2014

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Create Sales order Forecast, tender and LTA time lines


Shortened order processing and lead times

Price stability for a fixed time period

Transparent ‘Menu of choice’ to customers

Increased transparency to customers and partners on products and pricing in the public domain

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Create Sales order Expected outcome of the tender exercise


< 30 litres SDD system, 3.5 kwh/m2/24 h

= > 30 litres < 60 litres SDD system, 3.5 kwh/m2/24 h



> 120 litres SDD system, 3.5 kwh/m2/24 h

Essential Spares

Tool kits

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Create Sales order Product Categories covered

by the 2013 tender


PQS listed Defined complete systems based on net storage capacity

Including Essential spares and Toolkits

Price - fixed for the duration of the LTA with a possibility for a pricing structure tied to quantities, scaled pricing

Duration - Time bound to 12 m + 12 m validity

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Create Sales order Long Term Arrangement features


Demand forecast – Product availability

Desired volume/capacity of the products - PQS versus Target Product Profiles

Funding security and channels

Demonstrated long term performance in a field setting – the result of a successful implementation including training

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Create Sales order The main challenges - the ‘Asks’


The forecast process and tender volumes

1-2 October 2013 Solar Direct Drive Industry meeting, UNICEF SD

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UNICEF annual forecast for cold chain equipment

including SDDs

Past historical procurement

Past forecast accuracy

Country and Partner

available data

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Create Sales order Forecasted tender volumes - Result of a

review and analysis of several data sources;


• ~ 100 - 290 systems 2014

• ~ 125 - 380 systems 2015

• ~ 225 - 670 systems Total

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Create Sales order SDD <30 litres - Tender volumes


• ~ 200 - 450 systems 2014

• ~ 250 - 560 systems 2015

• ~ 450 – 1010 systems Total

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Create Sales order SDD = <30 <60 litres – Tender volumes


• ~ ? - 1160 systems 2014

• ~ ? – 1400 systems 2015

• ~ ? – 2560 systems Total

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Create Sales order SDD= <60 <90 litres – Tender volumes


• ~ 150 - 220 systems 2014

• ~ 190 – 275 systems 2015


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Create Sales order SDD = <90 <120 litres – Tender volumes


• ~ 180 – 710 systems 2014

• ~ 225 – 890 systems 2015


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Create Sales order SDD = <90 <120 litres Combined

Refr./Frez.– Tender volumes


• ~ 190 – 390 systems 2014

• ~ 235 – 490 systems 2015


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Create Sales order SDD > 120 litres – Tender volumes


The invitee list and the tender document


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All suppliers having a PQS

listed SDD product by

WHO

All suppliers having

expressed an interest in

participating in UNICEF tenders

for SDDs

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Create Sales order Invitee list


1. BID FORM

2. Item Schedules

3. Specific Terms and Conditions

4. Special Notes including Purpose of the tender

5. Instructions to Bidders

6. UNICEF General Terms and Conditions

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Create Sales order

Content of the tender document


Concept of Long Term Arrangements Prices, Delivery and Incoterms Most favored customer price clause Award/Adjudication of bids Packing and Marking details Samples Bidders representations and Subcontracting Liquidating damages Unethical Behavior Corrupt and Fraudulent Practices Officials not to benefit Guidelines on Gifts and Hospitality Disclosure of Sanctions or Temporary Suspension Award Notification

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Create Sales order

Specific terms and conditions


By submitting an offer the bidder certifies that UNICEF, for Long Term Arrangements / Purchase Orders /

Contracts resulting from this tender, is not being charged more than other clients for similar goods

(products) or services and similar quantities and within similar

circumstances.

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Create Sales order Most Favored Customer Clause


For late delivery of items or items which do not meet UNICEFs specifications and therefore rejected by UNICEF

UNICEF shall be entitled to claim liquidated damages from the successful Bidder.

Deduction of -0.5% of the value of the items pursuant to the Purchase Order per additional day of delay, up to a maximum of 10% of the value of the Purchase Order.

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Create Sales order Liquidated damages clause


UNICEF strictly enforces a policy of zero tolerance concerning unethical, unprofessional or fraudulent acts of UNICEF bidders. Accordingly, any registered bidder that is found to have undertaken unethical, unprofessional or fraudulent activities will be suspended or forbidden from continuing business relations with UNICEF.

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Create Sales order Unethical Behavior


UNICEF requires that all bidders associated with this Invitation to Bid observe the highest standard of ethics during procurement and execution of the work. In pursuance of this policy UNICEF:

(a) Defines for the purpose of this provision the terms set forth as follows:

(i) ‘corrupt practice’ means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in the execution of a contract, and

(ii) ‘fraudulent practice’ means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the client, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the client of the benefits of free and open competition;

(b) Will reject a proposal for award if it determines that the selected supplier / contractor have engaged in any corrupt or fraudulent practices in competing for the contract in question;

(c) Will declare a bidder ineligible, either indefinitely or for a stated period of time, to be awarded a UNICEF-financed contract if at any time it determines that it has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNICEF-financed contract.

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Create Sales order Corrupt and Fraudulent Practices


The bidder warrants that no official of UNICEF or the United Nations has received or will be offered by the bidder any direct or indirect benefit arising from this tender or the award thereof. The bidder agrees that breach of this provision is a breach of

an essential term of the Invitation to Bid.

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Create Sales order Officials not to benefit


Bidders shall not offer gifts or hospitality to UNICEF staff members. Recreational trips to sporting or

cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches

or dinners are also prohibited.

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Create Sales order Guidelines on Gifts and hospitality


Only suppliers found to be responsible or conditionally responsible are eligible to be awarded UNICEF

contracts and/or to bid on UNICEF solicitations. To be deemed a responsible supplier with whom UNICEF will

conduct business, a supplier should not be suspended, debarred, or otherwise identified as

ineligible by any organization within the World Bank Group or any other International or UN Organization. Suppliers are therefore required to disclose to UNICEF whether they are subject to any sanction or temporary suspension imposed by the World Bank Group or any

other International or UN Organisation.

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Create Sales order Disclosure of Sanctions or Temporary

Suspension


FCA deliveries = the manufacturing period + transit for dispatch from the offered FCA location.

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Create Sales order Offered lead times have to be realistic


1. Purpose of the tender

2. Part one – Technical and Commercial Mandatory Requirements

3. Part two – Bid Evaluation Methodology

4. Part Three – Other Information: – Pricing, lead times

– Tools and spares (price list)

– Request for information during the tender period

– Clarifications

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Create Sales order Special Notes


How to mark and return Bids

Time for receiving Bids

Public opening of Bids

Request for information

Error in Bid

Corrections

Modifications or withdrawal

Validity of Bids

Currency of Bids

Incoterms

Supplier registration and evaluation

Country of Origin

Rights of UNICEF

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Create Sales order Instructions to Bidders


• A signed and completed BID FORM

• Price per unit in USD or EURO

• Full set of requested documentation

• Explanations for any exceptions and/or deviations in the Bid.

Each Bid MUST contain:

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Create Sales order Response format


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Create Sales order Sample of the Bid Form


SEALED BIDS MUST be securely closed in a suitable envelope, clearly MARKED on the outside with the BID NUMBER RFP and MUST be dispatched to arrive at the UNICEF office NO LATER THAN the indicated CLOSING TIME Sealed Bids shall be sent to:

UNITED NATIONS CHILDREN'S FUND (UNICEF) Attention: BID SECTION RFP-DAN-2013-………… Oceanvej 10-12 2100 Copenhagen Ø Denmark

Bids received in any other manner will be INVALIDATED.

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Create Sales order Submission of Bids to the Bid Section


Send all queries to the attention of Ms. Annika Salovaara (e-mail: [email protected]),

with specific reference to the tender.

Inquiries received less than seven (7) calendar days prior to the Bid closing date cannot be

guaranteed any response.

A response to written queries will be provided to all Bidders in writing.

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Create Sales order

DO request information from UNICEF during the tender process if need be


The evaluation methodology


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Mandatory requirements will be indicated throughout the tender document by the words “mandatory”, “shall”, “must” or “will” in regard to obligations on the part of the Bidder. Bids that do not meet the mandatory requirements may not be eligible for award.

A. Technical evaluation - Review of Technical Requirements: Identify the technical requirements to be considered for further review.

B. Commercial Evaluation – Review of Quantitative and Qualitative Data

C. Financial evaluation of the bidder

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Create Sales order Evaluation methodology -

Three reviews


Acceptance of UNICEF General

Terms and Conditions

Compliance with Financial Requirement

Compliance with Specific

Terms and conditions

Currency of offer (EURO

or USD)

Compliance with the

Special Notes

Fixed and firm pricing

Compliance with

Instruction to Bidders

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Create Sales order Mandatory requirements


WHO PQS prequalification

status

Compliance with required

Quality System Standards

Correct INCO terms used

Compliance with packing, shipping and

marking requirement

Compliance with inspection requirements

Declaration of Country of

Origin (product and solar panels)

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Create Sales order Mandatory requirements


Phase 1

• WHO PQS status

• Responsiveness of the bid – complete documentation

• Review of availability of mandatory requirements

Phase 2 • Technical evaluation including required documentation

Phase 3

• Commercial evaluation (price, production, lead times, acceptance of buffer stock, INCO terms, currency of offer etc)

Phase 4 • Supplier evaluation unit (SEU) evaluation

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Create Sales order The Evaluation process in stages


• Price: FCA price (Incoterms 2010)

• Payment Terms

• Responsiveness to the tender document

• Delivery times

• Offered production quantity

• Acceptance to keep stock

• Account management abilities - Past performance on account management and on-time delivery. On-time delivery is measured by a) ability to meet agreed upon delivery dates

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Create Sales order Review of quantitative and qualitative

requirements


• Proven experience, including information on conducted field trials of the offered product if available

• Country feed back/Customer acceptance

Other information required and included in the evaluation:

• Bidders relationship with the manufacturer of the offered products

• Country of origin of the complete product

• Country of origin of components: solar panels

• Gross weight and volume

• Validity of Bid – minimum 90 days

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Create Sales order Review of quantitative and qualitative

requirements cont.


SUPPLIER REGISTRATION AND EVALUATION

• Supplier must pass the financial evaluation conducted by UNICEF Supplier Evaluation Unit. If a supplier has not undergone this review, an application must be submitted through United Nations Global Marketplace (UNGM) website at http://www.ungm.org, under http://www.ungm.org/NewSupplierRegistration.aspx. Instructions are provided on the website.

• Bidders are requested to submit the UNGM application number, along with the documentation listed below, to UNICEF Supply Division, attention Supplier Evaluation Unit,

• A copy of company's legal registration

• A complete copy of company's latest audited financial statements, with comparative figures for the previous year. This includes, but is not limited to, the following:

• The report from the auditor (signed by the auditors)

• The balance sheet,

• The income statements, and

• notes thereto

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Create Sales order Financial evaluation


http://www.ungm.org/

http://www.ungm.org/NewSupplierRegistration.aspx

Information regarding awards, advising product, awarded supplier and total value of award is published on a monthly basis on the following site:

http://www.unicef.org/supply/index_27009.html.

UNICEF reserves also the right to make publicly available the awarded prices by manufacturer / supplier.

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Create Sales order Award Notification in the public domain


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Thank you

SD, Copenhagen , 1 October 2013

1-2 October 2013, Industry Consultation Solar Direct Drive,

UNICEF SD

Tender strategy Solar Direct Drive Refrigeration Systems ...• 2014-2015 tender quantities •...

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