1) BRIEF BACKGROUND TO THE ASSIGNMENT:

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1 United Nations Development Programme (UNDP) Pre-Bid Meeting for ITB Supply, Installation, Configuration, Testing and Commissioning of Hydrological Equipment (Ref no ) Date: 20 th May, 2015 Time: 10:00am-11:30pm Venue: UNDP Main Boardroom Meeting Minutes Agenda 1. Brief background about the assignment 2. Presentation on the proposed requirement (technical issues) 3. Questions from prospective bidders and clarifications 1) BRIEF BACKGROUND TO THE ASSIGNMENT: Justine Viola Naiga-Bagonza, the Head of Procurement unit welcomed the members present and highlighted the agenda. Pascal Onegiu Okello, the Strengthening Climate Information and Early Warning Systems (SCIEWS) Project Manager gave a brief overview of the assignment following the publication of the ITB Supply, Installation, Configuration, Testing and Commissioning of Hydrological Equipment. (Ref no ), and also introduced the project and DWRM team present. Highlights: a) Through the SCIEWS project, UNDP had been tasked to procure the Supply, Installation, Configuration, Testing and Commissioning of Hydrological Equipment for 16 weather stations on behalf of the Directorate of Water Resources Management and Ministry and Water and Environment (DRM / MWE). b) The Terms of References were already posted on both UNGM and UNDP Corporate website, so bidders are advised to keep checking for any further updates. 2) PRESENTATION ON THE PROPOSED REQUIREMENTS/FEATURES (technical issues): Aggrey Kyewe from DWRM / MWE presented the technical aspects of the assignment to the participants (refer to the Power Point Presentation on Telemetry attached) Highlights: a) Elaborated on the specifications of the equipment requested for with reference to the pictorials included in the presentation like of the telemetry system 3) QUESTIONS AND ANSWERS SESSION: No. Questions Answers 1. Does the ITB include construction of the houses for the hydrological equipment or is it only for the supply of the equipment? The ITB is for supply, installation, configuration, testing and commissioning of hydrological Equipment, and there are no civil works involved. 2 With reference to Annex A clause 2.3 and clause 3.3 please clarify following points. Please clarify that UNDP/DWRM will organize civil works for site preparation as foundations, towers/poles, housing/buildings, fencing, underground empty conduits from measuring site (pressure transducer position) to pole foundation etc.? UNDP/DWRM will organize civil works for site preparation as foundations outside this contract, however architectural drawings showing how installation will be done are provided. Page 1 of 9

2 3 How many sites will be covered? 16 sites will require supply, installation, configuration, testing and commissioning while 40 sites will require supply but without installation. (A list is to be posted on the website) 4 5 With reference to ITB section 3B, please can you clarify training requirements? Is training to be held at every site of the 16 stations for all the 6 participants of DWRM, or will participants change at every station? What is meant with additional factory or onsite level training for 6 hydrologists and IT experts? Is this a separate classroom training, for how long? Can this be done in Entebbe? Please specify in detail The sites will require satellite connection for transmission of data and this requires subscription, who will be responsible for the subscription? The sites will require satellite connection for transmission of data and this requires subscription, who will be responsible for the subscription? Training will be on site and the supplier will recommend the most suitable methodology to be used to ensure the best learning outcome. (The most suitable geostationary satellite telemetry solution is METEOSAT, which is supported by the European Union. Information from Data Collection Platforms (DCP) located at the field can be transmitted to one of the geostationary METEOSAT satellites by the self-timed option, or an alert option. The satellite transmitter must conform to EUMETSAT requirements and must a have an EUMETSAT Data Collection Platform/Radio Set Certificate. The transmitter will be designed to operate without degradation under the dusty and wet conditions experienced at exposed sites and will enclosed in a watertight case conforming to IP65. The equipment will function satisfactorily between -10 C and +60 C. The satellite transmitter must be programmable by an external terminal without modification of the equipment for METEOSAT and GOES international and regional channels, have a GPS interface for auto-synchronization of time and a RS232/V28 serial interface for data transmission and control from the data logger. The antenna is to be either a Yagi or UB6 antenna, but the UB6 antenna is preferred. If there is any subscription needed, the supplier should provide subscription for the first one year. Page 2 of 9

3 6 7 8 With reference to Annex A clause 3.6. Server and Software: Most of above software licenses are time restricted. For how long above licenses to be valid in case bidder has to provide? With reference to Documentation checklist: Please clarify what is meant under SN 20, Current ratio of not less than 1.0? What document is expected? With reference to Section 6 Technical Bid Form point 2.9 Statement of full disclosure: What is the definition of conflict? We can t find under definition under Section 4. Preferred option is to identify service providers that don t charge annual subscription. However, subscription costs will eventually be the responsibility of UNDP / DWRM; bidders are advised to indicate the annual subscription cost which may be considered as part of this evaluation if the free option is not available. The License should be valid for 3 years, where applicable; please indicate accordingly Please refer to page 22 of the bidding document and pages to understand and complete this. Refer to Section 4: bid submission form pages 28-29; also refer to page 6 of the bidding document 9 With reference to Annex A clause 3.6. Server and Software: Please clarify what to be understood under pre-defined statistics under clause 3.6.2) The data management software should process raw data to daily and monthly statistics. 10 Does DWRM provide Backup Software / License or to be provided from bidder? To be provided by the bidder 11 Does DWRM provide Antivirus Software / License or to be provided by bidder? To be provided by the bidder 12 Does DWRM provide Firewall Software / License or to be provided by bidder? To be provided by the bidder Where are the sites located? Can bidders ask for payment via a Letter of Credit? According to the ITB Data sheet clause 15 preferred currency is UGX. Please can you ask if offer in Euro or USD is acceptable? The list of stations to install can be located in the ITB annex A at article 1.1 location of the delivery on the UNDP website. No Letters of Credit will be accepted Yes, however conversion will be based on the ongoing UN Rate for the month of June Please clarify if offer and contract in Euro or USD is acceptable as also reference to conversion Exchange rate is provided Page 3 of 9

4 16 According to the ITB data sheet clause 10 bid security amount is UGX 50,000,000. Bid security can also be issued in USD. What conversion rate shall apply? According to the ITB data sheet clause 12 is advanced payment not allowed? In accordance to ITB clause 38, what is the possibility that bidders ask for advance payment? Please clarify With reference to ITB section 11, the mentioned contract form is missing. Please can you provide? ITB Data sheet 32. Bid evaluation criteria. What kind of appropriate permission and registration forms need to be obtained by international companies? If necessary can only be obtained after award. What should be submitted in the offer? Incoterm DDP to DWRM in Entebbe is requested in accordance to Annex A clause 1.1. Who is responsible for equipment delivery to site and storage of the equipment? Please clarify who is responsible for storage and local transportation of the equipment to the sites listed in Annex A clause Security of personnel at the sites Electricity availability Water availability What is the height (depth) of water the shaft encoders (item 1.1.1) need to be fitted at? Are they to be mounted in an existing observation well? If new installation, then relevant civil works/ site preparation comes into picture Ongoing UN Rate for the month of June 2015 and the same will apply for any other currencies other than UGX. Advance Payment will not be permissible Model Contract for Professional Services hereby attached; Please refer to submission requirements and provide all that is applicable as required. DWRM will provide space for storage and local transport will be provided by the project unit UNDP may however assist the bidders, in case of importation / tax exemption letters required. This means that in case of off shore, goods must be consigned to the UNDP Resident Representative, to enable us obtain any required clearance documentation to assist bidders accordingly. There is no pipe water sources to tap from. The sites are in remote areas. But since installation will be carried on rivers and lakes. There is no electricity on sites. Power for running the equipment is expected to be from batteries charged by solar panels. The batteries should be able to store charge for long periods (up to 60 days). Security on sites will be the responsibility of the bidder for the first 30 days during system testing. Shaft encoder to measure a maximum water level range of 10 meters (Water Level Range = Highest water level - Lowest water level). A10 METER LONG FLOAT CABLE IS GOOD ENOUGH FOR OUR STATIONS New Installation as per the design drawing attached for demonstration purposes only; can be mounted on the wall of still well structure or on stand over the still well. (NOTE: This is a supply, installation, configuration Page 4 of 9

5 What is the cable length required for the Pressure Transducer (item 1.1.2). This is the distance to water from top of well/ dam/ jetty to the water. ***Changes to this response made: please take note What is the measuring range required for PT - range in meters such as 0-20 m/ 0-40 m/ m Do we have an existing arrangement to wall mount/ pole mount the data logger enclosure, battery box, solar panel? With Reference to ITB Section 3b, please can you clarify training requirements? Is training to be held at every 16 stations for always the same 6 participants of DWRM or will participants change at every station? What is meant with additional factory or onsite level training for 6 hydrologists and IT experts? Is this a separate classroom training, for how long? Can this be done in Entebbe? Please specify in detail. contract only. Civil works are contracted separately). The cable length should be between m depending on the site conditions m is fine for our sites. Because the Maximum water level range is about 10 m hence the 0-20 m measuring range is Okay The Data logger and battery can be mounted on the wall and solar panel over the House structure. Material for mounting is the responsibility of the bidder. Training on installation and configuration will be on each of the sixteen stations with the same participants (6). This is intended for participants to have practical, hands on training in installation, configuration and servicing of the equipment. The participants will include hydrologists, technicians and IT officers. The onsite training includes a theory part on installation, configuration, trouble shooting, operation and maintenance of the supplied equipment. This could take one or two days but the supplier can propose how best it can be handled. The onsite training is for the same group of 6 participants that will be trained in installation and configuration and can be held in DWRM complex in Entebbe for theory if any and practical training in the field at each of the 16 sites In accordance to Annex A, Clause 2.1 Training requirements, all costs related to training during installation at the sites will be the responsibility of the bidder. Please specify costs. Does this also mean costs for participants as travel, accommodation etc? When is the risk and title transfer of equipment completed? Please clarify if transfer of risk and title of equipment takes place with delivery of equipment to DWRM Entebbe. The costs are for the bidder to facilitate his team while carrying out training. The Costs should be lump sum / all-inclusive and therefore must include any cost required to make the assignment complete. After the warranty period Installation shall be considered complete when all stations have been commissioned and operating for a 30 day period with no Page 5 of 9

6 break in service for any station/sensor longer than 24 hours. After handover will be after 30 days of the system working without breakdown. 30 In regards to payment terms and payment 70% (ITB Section 3B); When is installation completed? (Ans as above) -70% paid after supply, delivery and installation. - 30% paid after Testing and training in usage. Is there an acceptance test to be done? When and how is equipment paid going to be installed e.g. ADCP. Data logger without transmission, Staff gauges? ADCP include supply and training in usage. A manual will be prepared by the bidder and a short training report. A no objection will be issued by DWRM to UNDP to effect full payment ITB Data Sheet 32; Bid evaluation criteria. What kind of appropriate permission and registration forms need to be obtained by International Companies? If necessary can only be obtained after award? What should be submitted in Offer? Do you require an enclosure to house the Satellite Transmitter and battery which will be installed on the wall, or will you just install the equipment on the wall without an enclosure? Which size battery and solar panel do you require? How many days do you want the system to run on just the battery in case of solar panel failure or vandalism? For Item 1.1.4, Data logger programming set, do you require a laptop, or do you just require the software? For Item 1.2.1, ADCP, do you require the boat with the ADCP, or just the ADCP were you will use your own boat? For Item 1.3.1, data loggers without transmission, do you have any requirements for this data logger? Is the METEOSAT telemetry an alternative to GSM/GPRS or both are required? For data loggers without transmission, the equipment will be checked and may be tested. DWRM will issue a no objection to UNDP to effect full payment Please refer to submission requirements and provide all that is applicable as required. The supplied equipment will be housed in house. An enclosure to offer more security is required. Please read the specifications, in the annex,chapter3.4 (Annex A is on UNDP website) A complete set is required, please refer to specifications, in the annex A, chapter (Annex is on UNDP website) A complete set is required, please refer to specifications, in the annex,chapter5 (Annex is on UNDP website) Yes, please refer to specifications in the annex A,chapter6 (Annex A is on UNDP website) Satellite and GSM/GPRS are forms of data transmission mechanism. The preferred option is satellite. Page 6 of 9

7 With reference to Section 3b Related Services Payment Terms Please clarify when installation is completed as in accordance to Annex A clause 1.2 (Station Installation), Is there planned an acceptance with respective protocol after installation or how is installation documented to be completed in order to release payment? Please clarify how equipment is paid which is only supplied (e.g. ADCP, staff gauges). The supplier may however offer another satellite other than METEOSAT as an option on condition that it offers free or no cost or very cheap subscription rates, with data security that is guaranteed. METEOSAT at this point is the preferred option because they specialize in transmission of meteorological data and covers Africa. That said, alternatives may be considered as highlighted above. - 70% paid after supply, delivery and installation. - 30% paid after Testing, configuration and training after 30 days of system working without breakdown Installation is completed after the equipment has been running for 30 days of successful service without breakdown. Acceptance will be upon submission of an installation report that has been certified by DWRM and UNDP designated persons. - 70% paid after supply, delivery and installation. - 30% paid after Testing, configuration and training after 30 days of system working without breakdown Note: ADCP has to be assembled, staff trained in usage with a short training report (manual) produced 41 How is Technical Support paid to be offered on yearly basis? This should be part of the supply until warranty period is over. 42 Warranty point 2.2: (a) The supplied equipment should have a guarantee period of 3 years before minor and major repairs are required. Please clarify which kind of guarantee is required in the procurement. The warranty is what manufacturers offer on new equipment. This does not include security of equipment after handing over to DWRM at the expiry of 30 days of equipment testing Page 7 of 9

8 43 Warranty point 2.2: (b) Technical support for three (3) years on operation maintenance and calibration of equipment and systems will be available and cost on an annual basis. Please clarify which kind of technical support is required in the procurement. Technical support is on operation maintenance and calibration of equipment until end of warranty period 44 With reference to Annex A clause 1.1, the defined Incoterm is DDP to DWRM in Entebbe. The user department will verify compliance of equipment to specifications Please clarify that during hand over of equipment and in accordance to Annex A clause 3.2, inspection authority will verify compliance of equipment Please provide site design in order to understand how shaft encoders to be installed? Will each site have a 5 meter tower for installation of antenna and solar panel? For the preparation of implementation plan, please can you clarify how installation will be organized respectively how and when sites are ready for installation and civil works are completed. Drawings provided Each site has a 2m high house with a concrete roof that can be used. However, if the supplier so wishes, s/he can provide towers for the same. All 16 sites will be ready and handed over to the bidder for installation after contract signing Do the 280 gauge plates also need to be installed or only delivered? In the Instructions to Bidders (Data sheet), point 9 requires a Bid Security of UGX (or equivalent in US$) for the submission of the offer. (Refer to above for response) Then point 23 allows electronic submission of the offer, providing all instructions for it. Does it mean that you will accept a scanned picture of the guarantee? Yes, on condition that below is met In alternative, is it possible to send to UNDP in Kampala only the original of the guarantee (arriving some days before the closing date) and submit all the remaining docs by ? Yes Data sheet, point 4: Minimum Qualifying Criteria. Please clarify the following Criteria: (a) Valid registration certificate and trading Page 8 of 9 The 280 gauge plates will only be supplied but not installed Yes, on condition that the below is met Yes If in Uganda, Yes; if out of Uganda, bidder must demonstrate legal capacity to operate business in the Country where they are registered;

9 51 52 license to trade in Uganda or as applicable. Is it needed a trading license to operate in Uganda? Data sheet, point 32: Criteria for the Award and Evaluation of the Bid. Please clarify the following Bid Evaluation Criteria : Interested firms must have / obtained appropriate permission / registration from all the government bodies to operate in Uganda Please confirm that all the furnished service and products bought in Uganda can be quoted in Euro (EUR). For instance, A memorandum of association and articles of association are required for a company formed under the Companies Act 2006 and previous Companies Acts. The memorandum of association is the document that sets up the company and the articles of association set out how the company is run, governed and owned. Bidder will normally have the same or equivalent documents if out of Uganda. Bidder, MUST be in existence; demonstrate legality to conduct business in your own country / out or in Uganda; as applicable. Bidder MUST have a physical address / location; must not be a brief case company. Yes, but advisable if the Company is not registered in Uganda The meeting ended well with an introduction of the bidders that attended and final remarks from the Head of Procurement unit who urged the participants to thoroughly read and understand the documents uploaded on the notices website and UNGM and advised them to submit before the deadline. Additionally, bidders were reminded to check the website for any other upcoming updates. Signed: Justine Viola N. Bagonza Procurement Analyst and Head of Procurement Unit, UNDP Pascal Onegiu Okello SCIEWS Project Manager UNDP Fredah Zawedde Proc. Assoc UNDP Jennifer Kiiza Fin. /Admin Assoc: UNDP Leo Mwebembezi Directorate of Water Resource Management Gaston Osiimwe Senior Water Officer Directorate of Water Resource Management Aggrey Kyewe from DWRM / MWE Directorate of Water Resource Management Date: 20 th May 2015 Page 9 of 9