RUTF Tender Overview Francisco Blanco, Chief, Medicines and Nutrition Centre, UNICEF Supply Division

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1 RUTF Tender Overview Francisco Blanco, Chief, Medicines and Nutrition Centre, UNICEF Supply Division Consultation with RUTF Suppliers Copenhagen, 15th August, 2012

2 Overview of plans for RUTF Tender One RFP for period Jan 2013 to Dec 2013 Basis for this tender are: - Request for Proposals (same as in 2010) - Long Term Arrangements to be for a forecasted quantity of RUTF - The total forecasted quantity covers 2013

3 Overview of 2013 Tender Main Parts 1- Objectives 2- Background, including forecast 3- Terms and Conditions 4- Instructions to Proposers 5- Answer sheets Annexes

4 Overview of 2013 Tender 1- Objectives The objective of the tender is to ensure a sustainable supply of affordable Ready-to-use-therapeutic food (RUTF) of assured quality through: A diverse supplier base with capacity to respond to demand, including emergency response; A competition on the market in order to obtain best value for money; Selection of products with characteristics that best match product specifications; Assurance of quality in line with set international standards; Supporting countries where local production is available in establishing contractual agreements for affordable products of assured quality that meet programme needs.

5 Overview of 2013 Tender 2- Background: Forecast Forecasting methodologies The forecast is informed by country inputs to the annual UNICEF forecast (conducted in January 2012) and further revised during mid together with UNICEF Programme Division. This forecast is conducted in coordination with National Programmes. Projections for 2013 informed by forecast for 2012 and planned scale-up of programmes and roll-out of CMAM in new countries.

6 2- Background: Forecast (cont.) Projections for 2013 UNICEF total forecast for 2013 is 32,000 MT. This represents a 20% increase from 2012 forecast. 10,000 MT 22,000 MT 10,000 MT for local procurement by UNICEF CO in Ethiopia, Malawi, Niger, Mozambique, Sierra Leone, Tanzania, Haiti, Sudan, Uganda and Burkina Faso.

7 Forecast per Region Historical uptake and forecast

8 2- Background: Forecast (cont.) Projections Key trends identified are: - Drive to scale-up use of RUTF to treat SAM continues, with funding availability and readiness of programmes main factors affecting timing of demand. - Capacity to forecast and managed the supply chain improving, but more efforts required to increase capacity of programmes, specially during scale-up. - New funding opportunities: WB already engaged, CIFF support to Nigeria. - Food for Peace included RUTF in UNICEF engaged in response to Horn of Africa crisis and could work on programme support for specific countries facing funding constrains in near future.

9 Overview of 2013 Tender 3- Terms and Conditions Products Requested Technical Requirements and Manufacturing Standards Contractual Provisions (LTA, Term, Prices and discounts, Delivery, Destinations, Incoterms, Samples, Subcontracting, Packing, Packing List, Bidder Representation, Supplier Registration and Evaluation, Liquidated Damages, UNICEF General Terms and Conditions, Dangerous Goods, Unethical Behavior, Corrupt and Fraudulent Practices, Officials not to Benefit, Guidelines on Gifts and Hospitality, Most Favored Customer Price Certification, Award Notification)

10 Products Requested The RUTF requested is based on the nutritional composition of F-100 (therapeutic milk in powder). Proposals should be for peanut and milk based RUTF paste. A separate bidding exercise will be issued for BP-100. The item to be requested is: Therapeutic spread, sachet 92g/CAR-150 (material code S000240) Other sizes will only be considered in the context of local supply.

11 Technical Requirements and Manufacturing Standards Specifications Products Documentation Manufacturing Certification

12 Contractual Provisions Long Term Agreements (LTAs) Long Term Agreements resulting from this RFP will be for forecast quantities (target LTAs). Back-up LTAs might be established with manufacturers to which an award for target LTA was not recommended. This means that UNICEF will award all or part of the requested quantity among proposers, and will plan to allocate demand according to LTA targets. While the resulting LTA remains a non-binding agreement and final quantities to be procured under them are subject to changes depending on demand, all efforts are made to maintain the original allocation resulting from the RFP. LTAs for local purchase will be established by UNICEF Country Offices on the basis of tender awards The tender includes demand for UNHCR (1,000 MT), and UNHCR will establish their own LTAs based on the results of the UNICEF tender. Term The proposed LTA will be for a duration of 12 months.

13 Contractual Provisions Prices and Discounts Unit prices should be in USD or EUR. Offers for local supply can be made in local currency. All awards will be adjudicated on the basis of USD calculated at exchange rate at time offer. International Supply - Preferred currency (USD/EUR) - Item unit price (FCA palletized and containerized) - FCA Delivery point Local Supply - Preferred currency - Item unit price (EXW) - Item unit price (DAP UNICEF WH)

14 Contractual Provisions Prices and Discounts Proposers are encouraged to indicate staircase pricing (discounts applicable to ranges in quantities to be awarded) and other discounts offered (e.g. for cumulative purchases during the LTA period).

15 Contractual Provisions INCOTERMS Quoted unit prices are to be in accordance to FCA nearest Main Sea/Airport(s). UNICEF may purchase RUTF from alternative locations proposed by manufacturers, for which prices or commitment to sell at LTA prices + transport/storage costs should be provided.

16 Overview of 2013 Tender Document 4- Instructions to Proposers Marking and returning of offers Time for receiving offers No Public opening (publication of LTA prices post-award) Request for information Changes from specifications Corrections Modification and withdrawal Errors in bid Validity of bids Delivery period Gross weight/volume Discounts Quality Assurance Supplier registration Country of origin Rights of UNICEF Proposal evaluation method and evaluation criteria Basis for Award Proposals for products that do not meet technical requirements Answering sheets Award notification Debriefings

17 Proposal Evaluation Process The merits of each Proposal will be evaluated to assess its ability to support the objectives of the tender. Notwithstanding anything contained in the INSTRUCTIONS TO PROPOSERS, Long Term Agreements will be awarded to the Proposers whose Proposal best meets the criteria. EVALUATION METHODOLOGY: Evaluation of the offers will follow UNICEF standard procedure and will consist of two main reviews: a) Review of Mandatory Requirements, and b) Evaluation of Quantitative and Qualitative Data of the Bid. In addition to the requested information, the Proposer may supply other information as deemed appropriate.

18 Proposal Evaluation Process a) Review of Mandatory Requirements Proposals will first be evaluated for compliance with the Mandatory requirements of this RFP including: Compliance with Instructions to Proposers Compliance with Financial Requirement UNICEF General Terms and Conditions Currency of offer Fixed and firm pricing Technical and Manufacturing Standards Failure to comply with the mandatory terms and conditions contained in this RFP, including the provision of all required information, may result in a Proposal being considered non-responsive and rejected without further consideration.

19 Proposal Evaluation Process b) Review of Quantitative and Qualitative Data In order to ascertain to what extent a proposal is found acceptable, all quantitative data will be evaluated together with the qualitative data. Below is an overview of factors that will be included in the evaluation: Price Payment Terms and Discounts Responsiveness to RFP Delivery times Offered production quantity Product characteristics Past performance on-time delivery which is measured by ability to meet agreed upon delivery dates Account Management Experience in RUTF supply Medium and long term plans Affordability of prices offered

20 Proposal Evaluation Process BASIS FOR AWARDS Awards for the full projected quantity defined herein will be made to multiple manufacturers on the basis of most responsive evaluated proposal as per evaluation criteria.

21 Evaluation of Quantitative Information Detailed information on each of the evaluation criteria is provided in the Instructions to Proposers, Answering Sheets and Terms and Conditions Quantitative evaluation criteria (Information provided in proposal by the bidder) - Price FCA nearest international airport/port and estimated landed cost - Volume based pricing and other discounts - Validity period of proposals and payment terms - Currency Objective of RFP Affordable price - Product specification including vitamin and mineral premix specifications - n3 : n6 ration content - Complete certificate of analysis for at least 1 batch - Shelf life - Storage conditions - Weight and volume - Quantity offered/production capacity - Minimum order quantity - Lead-time to point of delivery - Buffer stock - Registration status of the product - Past performance - Experience of the manufacturer in the field of RUTF production Quality products Quality products Sustainable supply/ capacity to respond to demand

22 Evaluation of Qualitative Information Qualitative evaluation criteria (Information provided in proposal by the bidder) Objective of RFP - Factors that influence prices offered Affordable price - Packaging material - Storage conditions - Labelling, label language and content - Certificate of origin, Health certificate, Halal certificate - Radiation Certificate, Melamine free certificate, GMO free certificate - Sample - Product texture, flavour, colour - Product stability (oil separation) - Stability study - Internal Sampling and testing plan - Manufacturing Standards (Specified Codex Alimentarious and ISO) All manufacturers would have to have passed a GMP inspection prior to any award, so it is assured that manufacture takes place in accordance with the above standards. - Experience of the manufacturer in the field of RUTF production - Past performance - Registration status of the product - Account Management Quality products Quality products Assurance of quality in line with international standards Sustainable supply/ capacity to respond to demand

23 Evaluation of proposals for products meeting requirements at the time of award Offers for products under development or which require modifications to meet standards will be consider if deemed of interest to achieve tender objectives. Based on an assessment of the timeliness of product availability, part of the forecast could be left not allocated at the time of the initial award. Upon further review of product development timelines, awards would be made to distribute non allocated quantities to new companies or to those that already have LTAs, as it was done in the period

24 Award Notification All Proposers will receive a written notification regarding the results of their proposal. UNICEF will make each award public by publishing the following information on the UNICEF web-site: The supplier name, product, duration of award, and total award value. Additionally, the RUTF price information already shared in public will be updated with unit price per supplier as per awarded LTAs

25 Post-award Debriefings All manufacturers are advised of the outcome of their proposal Manufacturers receiving an award are invited to a formal debriefing Manufacturers not receiving an award may request a debriefing During a debriefing session, the strengths and weakness of the manufacturer s proposal may be discussed. Details concerning the evaluation, results of a competitor will not be discussed, other than to indicate that which is publicly available on UNICEF web-site

26 Planned Tender Timeline Pre-Tender Meeting: 15th Aug, 2012 Issuance of Tender: Last week Aug, 2012 Closing of tender: Last week Sep, 2012 Clarifications and evaluation: Oct-Nov, 2012 Award and LTAs: End-Dec, 2012 LTA commence: 1 st Jan, 2013

27 UNICEF Procurement Standards

28 Control and Oversight of Procurement Function Internal Oversight UNICEF Financial Rules and Regulations UNICEF Procurement Procedures Ethical Code Contracts Review Committee (independent from contracting staff) Procurement Training and Certification of contracting staff External Oversight UN External Audit UNICEF Internal Audit

29 Ensuring equal treatment, maintaining ethical standards and no bias Contracting staff are government by Financial Rules and Regulation and procedures related to ethical behaviour During tender period- communication is more formal and written, in accordance with tender instructions Bids/proposals are received and validated by an independent Bid Section (QA) and then transferred to Contracting staff UNICEF does not accept manufacturers to fund trips, hotels, etc. or gifts Business should be conducted during normal working hours Meetings should be with min. two UNICEF staff members Suppliers not invited to UNICEF staff offices

30 Thank you!

Tender strategy Auto Disable (AD) Syringes and Safety Boxes SD, Copenhagen, 23 July 2013

Tender strategy Auto Disable (AD) Syringes and Safety Boxes 2013 SD, Copenhagen, 23 July 2013 1 Create Content Sales order of the presentation Purpose of the tender Forecast, tender and LTA time lines