RFP-DAN Staff Structures, Office and Accommodation Questions and Answers 20th of November 2017

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1 RFP-DAN Staff Structures, Office and Accommodation Questions and Answers 20th of November 2017 Question 1: Is it possible to extend the deadline of Sample submission? Answer 1: Please notice that the deadline for sample submissions has been extended to the 23rd of January 2018 The rest of deadlines remain the same. Commercial and Technical proposals must be received by the 11th December 2017 Question 2: In excel file named Annex 2 RFP-DAN Technical Evaluation Criteria Sheet the word tent is never mentioned and UNICEF uses the word structure, so that we deduce that the final product could be a prefab structure. In excel file named Annex 3 RFP-DAN Sample Evaluation Criteria the word structure is usually replaced by the word tent. Please, could you explain if UNICEF is looking for a prefab structure (for example with aluminium or steel frame and sandwich panels as walls) or a structure type tent (with aluminium or steel frame and covering in PVC material for example)? Answer 2: The purpose of the TPP (Annex 1), and what makes it different from traditional procurement specifications, is that it aims to communicate a list of technical/ performance requirements that combined describes the essence of an ideal solution while leaving enough room for suppliers to innovate. I.e. it is up to the supplier to prioritize requirements and propose to UNICEF the most optimal solution possible within the given framework. As such, UNICEF will consider all solutions, regardless choice of material, which meets the requirements of the TPP. However, more rigid structures such as pre-fabs and similar are heavily challenged by the weight, volume and packaging requirements as well as set-up requirements (time & complexity) hence below introduction text to the TPP. The Staff Office and Accommodation emergency structure UNICEF is looking for by means of this TPP, is substantially lighter and easier to transport and set up than the flat-pack structure currently on offer with UNICEF. Whereas the most appropriate technology is left open in this TPP, it is most likely a tent or tent-like solution that fits the requirements of this TPP best Question 3: In Annex II there isn t any mention regarding the insulation of the structure. Please could you advise if there are some requirements about it, or if a solution with sandwich panels is acceptable? Answer 3: There are no specific insulation requirements. UNICEF is seeking solutions providing an optimal work/living environment with reference to the use cases and the conditions specified in the Climate Section, Use of product in UNICEF context, page 3 and in the Internal climate performance section, Performance Requirements, page 9 of the Annex 1 Staff Structures Target Profile TPP.

2 Question 4: In Annex II there isn t any specification about flooring, except surface sqm, please could you supply more specification? Such as insulation, material, load capacity. Answer 4: Please see Answer 3 Question 5: At page 21 of pdf file RFP-DAN Staff Office and Accommodation it is indicated to provide a sample of item 0010 and 0020 (Staff Office and Accommodation). This item numbers 0010 and 0020 don t appear in any annex received, please explain: Answer 5: For sample item 0010 and 0020, we mean a sample for staff accommodation with furniture and a sample for staff office with furniture Question 6: Where should the samples be delivered? Answer 6: Samples should be sent to: Sample inspection Unit Skagerrakvej 6, DK 2150 Copenhagen, Denmark. Information available on page 23 of the RFP-DAN Staff Office and Accommodation. Question 7: Are these samples to be lost with the evaluation of bids, or will they be given back to bidder if not awarded Answer 7: Samples can upon request be returned at the expense of the proposer. However, UNICEF cannot guarantee the quality of the samples as they might have been damaged during the evaluation process. UNICEF remains the right to keep samples from the winning bidders for the duration of the RFP plus 1 year. Question 8: Is each RFP-DAN and RFP-DAN a separate query or they are a single one but RFP # updated? Please advise back as you are asking for a sample of each. Answer 8: Both RFPs are separate tender processes for two different sets of items. The use case and requirements as well as use cases for each RFP are different and require their own submissions to be evaluated. Samples must be provided for both tenders to be qualified for award. Please, refer to their respective tender documents for the sample requirements. The rest of deadlines remain the same. Commercial and Technical proposals must be received by the 4th December 2017 Question 9: Can we submit the sample for any RFP after being technically and /or financially approved? Answer 9: Prototype/sample development is expected as part of the TPP process and considered a necessary mean to developed innovative and technical compliant solutions. In addition, it would extend the time lines significantly as development of samples would only be initiated after the technical evaluation has been completed

3 Question 10: In any case would it be possible to send only 1 sample of the structure with the 2 type of furniture (office and living)? Answer 10: Bidder's may provide only 1 sample for the structure and 1 sample for each furniture package. The samples should allow to evaluate the proposal as per Annex 3 criteria Question 11: In the Multipurpose tent RFP, there is the possibility to participate even if not yet certified but "on the road to", while in this Staff Structures RFP, it is written certification required (page 11 of the TTP) Answer 11: If the bidder is not yet ISO certified but has a plan and a timeline for the obtention of this or an equivalent certification, this should be stated in the proposal for the obtention of points in the technical evaluation. Question 12: The file that we have to send must be 10MB maximum. Does it mean that we can send separate messages in case our file is too big? Answer 12: The proposal may be sent in multiple messages as necessary. Please consult the section of the RFP "Instructions to bidders" for further details. Question 13: Regarding Staff office, we can read in the document that we can send more than one proposal but, regarding the Multipurpose Tent, we read that we can only submit one proposal. Are we allowed to send more than a proposal for the first but not for the second bid? Answer 13: Companies may offer alternative products under one proposal for both tenders provided that samples are received for each alternative. Question 14: Regarding the prices that you mention on the bids, do we have to stick to these prices or are they guiding prices? Answer 14: The prices indicated in the TPP is target prices and as such guiding That being said, suppliers are competing both technically and commercially and awards will be given to those with the optimal balance as per the evaluation and award criteria indicated in the RFP Question 15: What are the differences between TPP v2.0 and TPP v3.0? Answer 15: Kindly find the track changes image below:

4 And new wind load resistance requirements: Question 16: What is the anticipated total procurement value? Answer 16: This is an emergency product so the total procurement value depends on the number of emergency situation. Besides it is a new product so there is no baseline for the intake. It is expected that a limited number of units (around 10) to be prepositioned in UNCIEF Copenhagen Warehouse Question 17: Is it possible to extend the submission deadline? Answer 17: This process has been running since the publication of the TPP in However, the submission of samples has been extended to 23rd of January 2017.

5 Question 18: Should the floor solution made of the liner canvas material? If that is the case the heavy equipment such as beds or wardrobes may break Answer 18: UNICEF is asking suppliers to provide the material that better fits the requirements and use-case outlined in the TPP document Question 19: Should the structure be able to split in two areas for privacy reasons, should it have two different entrance doors? Answer 19: Bidders can decide what solution for entrance they prefer to better fulfill the requirement to split in two areas for privacy areas Question 20: Is it possible to ask only for samples for those suppliers that provide the lowest acceptable offer? Answer 20: For this tender, it is necessary to ensure that bidders can produce this samples from day 1 and not only make a sample for the evaluation. Furthermore, there has been a month extension for the sample submission It may be possible to recover the sample, please see answer 7. Question 21: You require that doors can be locked from inside and from outside. Is a zipper lock enough? Answer 21: Yes, provided that the zipper lock is strong enough to require some effort to break in Question 22: Which parameters have you considered to stablish the price? Answer 22: A market research was undertaken where prices for similar solutions were benchmarked. In addition, we require this solution to be more affordable than our current prefab solutions due to materials and requirements. Lastly, it was considered the price UNICEF can afford for this type of product, knowing that humanitarian workers will be living/working in them. Question 23: Could you further explain the non-powered ventilation system that meets the required ventilation without opening or doors? Answer 23: There should be for example, ventilation crates or other technical solutions that ensures that fresh ventilations requirements are met Question 24: What is the requirement for the durability of the structure? Answer 24: The durability target is explained in the TPP. UNICEF understands the challenge this requirements pose but this product is needed in different environments and should be able to withstand them Question 25: What should the lifespan of this solution be?

6 Answer 25: This tender aims for a durability of the product for minimum 24 and ideal 36 months. This is the ideal requirements of this tender and bidders are encouraged to meet it Question 26: We kindly ask you to provide Bidder's Eligibility and Qualification Criteria and a Guideline or a list of administrative documents to submit, more in particular in reference to: - Description of organization of Joint venture, document for Joint Venture, duly authorized signature - Description of company, track record, experience and references, financial statements -Declaration and warranties to UNICEF regarding UNICEF Contractual provisions/general Terms and Conditions of the Contract and UNICEF policies and ethical standards Answer 26: - Joint venture documentation: Please refer to Part IV paragraph 2.2 of the Specific Terms and Conditions. "The description of the organization of the joint venture/consortium/association must clearly define the expected role of each of the entities in the joint venture in delivering the requirements of this Solicitation Document, both in the proposal and the Joint Venture Agreement." Bidders may provide this document in the format they consider most adequate. - Description of company, track record, experience and references, financial statements: Bidders are encouraged to submit together with the commercial evaluation a brief introduction to their company as well as past experience or completed works. However, this documentation has no points allocated and will only be reviewed in the evaluation to contextualize the proposal. It is not necessary to submit financial statements at this point of the procurement process. - Declaration and warranties to UNICEF regarding UNICEF Contractual provisions/general Terms and Conditions of the Contract and UNICEF policies and ethical standards: Please refer to part IV paragraph 4.4 of the Specific Terms and Conditions "The Proposer will clearly state the period of validity of the warranty including the start date of the warranty period." Bidders may provide this information in the Annex 4 Commercial Information Sheet in the warranty field. For the rest of documentation bidders may provide them in the format they consider most adequate Question 27: Please confirm that the bid form will be submitted in the Financial Proposal Answer 27: Yes, this is correct

7 Question 28: Should a 20 or 40 container contain all the items mentioned in Annex 2: Structures + the furniture + the electricity items + tools enter? Answer 28: Yes, the packed structures are to include furniture, electrical items, tools etc. Proposers should refer to Annex 4 and indicate the number of structures, including all required items (furniture, electrical items, tools etc.) that would fit into either a 20 or a 40 container. Question 29: Regarding the delivery of annex 4 (comercial), I would like to know if, we offer two solutions that share the same technical solution but with different enclosure, is it possible that both are shown in annex 4 with different prices. Answer 29: Proposers may duplicate the Excel answer sheet or send two or more Excel files or sheets as necessary. Question 30: Regarding the containers, I would like to know if they are supplied by UNICEF or by us. Answer 30: Containers are neither supplied by UNICEF nor the awarded supplier(s). For FCA containerised and DAP terms, the containers are provided by the UNICEF appointed freight forwarders.