Tender strategy Solar Direct Drive Refrigeration Systems (SDDs) 2013 SD, Copenhagen, 1 2 October 2013

Transcription

1 Tender strategy Solar Direct Drive Refrigeration Systems (SDDs) 2013 SD, Copenhagen, 1 2 October 2013 Solar Direct Drive, UNICEF SD 1

2 Create Content Sales order of the presentation Purpose of the tender Forecast, tender and LTA time lines Expected Outcome Products covered and LTA parameters Main Challenges the Asks Forecast process 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 2

3 Create Purpose Sales of order 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. 3

4 Create 2013 Sales tender order exercise for SDDs From a Country specific system sizing tendering approach To a Global one-sized system-fitsall solution tender 4

5 Create Tender Sales System order 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. 5

6 Create Forecast, Sales tender order and LTA time lines Forecasting tool issued to countries August 2013 Issuance of Tender Mid/End Nov 2013 Closing of tender Mid/End Dec 2013 Commencement of LTA s 1 st Mar 2014 Start of Receipt of forecasts (mid Sept deadline mid Oct) Review/clarification of country forecasts Oct- Nov Clarifications and evaluation Beg/Mid Jan 2014 Announcement of awards Beg Mar 2014 Industry consultation 1-2 Oct 2013 CRC approval Beg/Mid Feb

7 Expected Create Sales outcome order of the tender exercise 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 7

8 Product Categories covered Create Sales order by the 2013 tender < 30 litres SDD system, 3.5 kwh/m2/24 h = > 30 litres < 60 litres SDD system, 3.5 kwh/m2/24 h = > 60 litres < 90 litres SDD system, 3.5 kwh/m2/24 h = > 90 litres < 120 litres SDD system, 3.5 kwh/m2/24 h > 120 litres SDD system, 3.5 kwh/m2/24 h Essential Spares Tool kits 8

9 Create Long Sales Term order Arrangement features 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 9

10 Create The Sales main challenges order - the Asks 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 10

11 The forecast process and tender volumes 1-2 October 2013 Solar Direct Drive Industry meeting, UNICEF SD 11

12 Forecasted tender volumes - Result of a Create Sales order review and analysis of several data sources; UNICEF annual forecast for cold chain equipment including SDDs Past historical procurement Past forecast accuracy Country and Partner available data 12

13 Create SDD Sales <30 litres order - Tender volumes 2014 ~ systems 2015 ~ systems Total ~ systems 13

14 Create SDD = Sales <30 <60 order litres Tender volumes 2014 ~ systems 2015 ~ systems Total ~ systems 14

15 Create SDD= <60 Sales <90 order litres Tender volumes 2014 ~? systems 2015 ~? 1400 systems Total ~? 2560 systems 15

16 Create SDD = <90 Sales <120 order litres Tender volumes 2014 ~ systems 2015 ~ systems Total ~ systems 16

17 SDD = <90 <120 litres Combined Create Sales order Refr./Frez. Tender volumes 2014 ~ systems 2015 ~ systems Total ~ systems 17

18 Create SDD Sales > 120 order litres Tender volumes 2014 ~ systems 2015 ~ systems Total ~ systems 18

19 The invitee list and the tender document 1-2 October 2013 Solar Direct Drive Industry meeting, UNICEF SD 19

20 Create Sales order Invitee list All suppliers having a PQS listed SDD product by WHO All suppliers having expressed an interest in participating in UNICEF tenders for SDDs 20

21 Create Content Sales of order the tender document 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 21

22 Create Specific Sales terms order and conditions 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 22

23 Create Most Sales Favored order Customer Clause 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. 23

24 Create Liquidated Sales order damages 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. 24

25 Create Sales Unethical order Behavior 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. 25

26 Create Corrupt Sales and order Fraudulent Practices 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. 26

27 Create Sales Officials order not to benefit 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. 27

28 Create Guidelines Sales on order Gifts and hospitality 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. 28

29 Disclosure of Sanctions or Temporary Create Sales order Suspension 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. 29

30 Create Sales order Offered lead times have to be realistic FCA deliveries = the manufacturing period + transit for dispatch from the offered FCA location. 30

31 Create Sales Special order Notes 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 31

32 Create Sales Instructions order to Bidders 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 32

33 Create Sales Response order format Each Bid MUST contain: 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. 33

34 Create Sample Sales order of the Bid Form 34

35 Create Submission Sales of order Bids to the Bid Section 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 Oceanvej Copenhagen Ø Denmark Bids received in any other manner will be INVALIDATED. 35

36 DO request information from UNICEF Create Sales order during the tender process if need be Send all queries to the attention of Ms. Annika Salovaara ( 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. 36

37 The evaluation methodology 1-2 October 2013 Solar Direct Drive Industry meeting, UNICEF SD 37

38 Evaluation methodology - Create Sales order Three reviews 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 38

39 Create Mandatory Sales order requirements Acceptance of UNICEF General Terms and Conditions Compliance with Specific Terms and conditions Compliance with the Special Notes Compliance with Instruction to Bidders Compliance with Financial Requirement Currency of offer (EURO or USD) Fixed and firm pricing 39

40 Create Mandatory Sales order requirements WHO PQS prequalification status Correct INCO terms used Compliance with inspection requirements Compliance with required Quality System Standards Compliance with packing, shipping and marking requirement Declaration of Country of Origin (product and solar panels) 40

41 Create The Sales Evaluation order process in stages 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 41

42 Review of quantitative and qualitative Create Sales order requirements 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 42

43 Review of quantitative and qualitative Create Sales order requirements cont. 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 43

44 Create Sales Financial order evaluation 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 under 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 44

45 Create Award Notification Sales order in the public domain Information regarding awards, advising product, awarded supplier and total value of award is published on a monthly basis on the following site: UNICEF reserves also the right to make publicly available the awarded prices by manufacturer / supplier. 45

46 Thank you SD, Copenhagen, 1 October 2013 Solar Direct Drive, UNICEF SD 46