Annex A Annex A Statement of Requirements Supply of IT Computer Hardware and Software to UNICEF Introduction: UNICEF is the agency of the United Nations mandated to advocate for the protection of children's rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children's rights as international standards of behavior towards children. UNICEF's role is to mobilize political will and material resources to help countries ensure a "first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children. UNICEF carries out its work through its headquarters in New York, 8 regional and 265 country offices worldwide. UNICEF also has offices in Geneva, Brussels and Tokyo, a research center in Florence and a supply operation in Copenhagen. Its 37 committees for UNICEF raise funds and spread awareness about the organization's mission and work. More information is available at http://www.unicef.org/ Scope The objective of this Request for Proposal is to establish Long Term Arrangement with competent Suppliers to supply IT Computer Hardware and Software requirements to UNICEF offices and its Partners globally. The requirement includes but is not limited to; HP Desktop Computers, Lenovo Laptop Computers, Microsoft Tablets, HP Servers, Local Area Network Equipment, HP Printers, HP Scanners, Uninterruptible Power Supplies, Shrink-Wrapped Software, Network Equipment and Accessories. The approximate total volume of equipment purchased for the standardized equipment over the last 30 months is provided below: Desktop Computers(HP):3,000 Servers (HP): 500 Laptops(Lenovo): 6,000 Printers (HP): 3,000 Power Backups (APC): 2,000 Projectors (InFocus): 300 Routing hardware (CISCO): 400 HP Scanners: 200 Pg. 1/7
Annex A 1. LIST AND DESCRIPTION OF REQUIREMENTS 1.1. The current list of requirements attached to the RFP is as follows: a. IT Computer Hardware (Annex 1-11) b. IT Computer Software (Annex 12 {a-h}) 1.2. The lists of equipment will be updated as the products reach end of life. UNICEF will adopt or upgrade to new technologies and standards while phasing out obsolete or legacy technologies that no longer meet UNICEF's needs, are expensive to maintain or operate, or have high costs of ownership. 2. TECHNICAL DOCUMENTATION All equipment must be accompanied by complete documentation including detailed installation, user guides, software documentation and operating manuals. English is the preferred language for these materials as many remote offices rely solely on documentation for product support. 3. ACCOUNT MANAGEMENT 3.1. UNICEF Supply Division (New York) shall be the Contractual Authority and will be responsible to manage the Long Term Arrangement(s), including updating List of Items, prices and terms and conditions. 3.2. UNICEF Information Technology Division shall be the Technical Authority and will be responsible for recommending revisions to the list of items, either additions or deletions, and updating specifications. At times when a particular piece of hardware is going end-of-life or transitioning to a new product, the Supplier shall propose a suitable replacement in both functionality and price in consultation with the manufacturer or publisher. 3.3. The supplier(s) shall appoint a dedicated experienced Account Manager to oversee the relationship with UNICEF. The Account Manager shall have the capacity and responsibility to resolve any dispute or disagreement with UNICEF. The Account Manager shall have at least five (5) years of experience as an Account Manager. The Account Manager shall be supported by a team directly responsible to him/her. The Account Manager will contact UNICEF proactively if any hardware is approaching the end of their respective life cycles and will identify and recommend a comparable successor, similar in both price and functionality. 3.4. The Supplier shall provide customer services that will allow all UNICEF Offices to place orders for the requirement listed under 1.1 above. REQUIREMENTS FOR INFORMATION TECHNOLOGY HARDWARE 4. INTEL BASED HARDWARE 4.1. Suppliers should be capable of suppling keyboards in different Pg. 2/7
Annex A languages, including Braille. Although UNICEF only standardizes on computing hardware (PCs, laptops, servers), brand agnostic keyboards in different languages should be available for purchase by offices if the need arises. Keyboard and mouse accessories should be USB compatible. 4.2. The UNICEF standard server requirements are 2 processors/sockets per sever, 4 cores per processor and should only be Intel XEON-grade chips. 4.3. Hewlett Packard and UNICEF have a Global Enterprise Agreement. UNICEF has standardized on HP Equipment identified under Annex 1. HP server-grade hardware should use the HP Platinum configuration. The maximum amount of memory is 64GB via 8 DIMMS. Bidders should make reference of this RFP for UNICEF when requesting pricing from HP for applicable price discount. 4.4. UNICEF has standardized on Lenovo brand of Laptops. Bidders should make reference of this RFP for UNICEF when requesting pricing from Lenovo for applicable price discount. 5. IMAGING SERVICES The supplier(s) will manage and install UNICEF's customized standard operating system image that will be provided by the UNICEF Information Technology Division (ITSS) on all desktops, notebooks and tablets equipment ordered for UNICEF use only. UNICEF will periodically send the supplier(s) an updated image along with specific technical installation documentation which is to be used to install all computing hardware upon receipt. These images will be refreshed on an annual basis in support of new hardware. 6. ROADMAPS AND TRANSITIONING The supplier(s) shall meet with UNICEF Supply Division, New York and Information Technology Division as and when required but maximum twice per annum for an update on planned technical improvements, discontinuation of current models, introduction of new models and compliance with key performance indicators. 7. EVALUATION UNITS The supplier(s) shall arrange for at least one evaluation unit to be delivered to UNICEF House, 3 UN Plaza, New York, preferably two months before a new model is to be introduced by the original equipment manufacturer (s) (OEM). The supplier shall arrange for the return of the evaluation units upon completion of UNICEF's testing. 8. REQUIREMENTS FOR NETWORK EQUIPMENT AND SOFTWARE CISCO The United Nations has an agreement with CISCO for the purchase of equipment. The requirement of CISCO equipment under this RFP will Pg. 3/7
Annex A cover UNICEF s requirement of CISCO equipment for distribution to UNICEF global offices outside the USA. REQUIREMENTS FOR INFORMATION TECHNOLOGY SOFTWARE 9. SOFTWARE ARRANGEMENTS 9.1. MICROSOFT UNICEF has an Enterprise Agreement (EA) for Licenses and Software Assurance (L&SA) for selected software for desktops, laptops and tablets and a Select Agreement (SA) for Licenses and Software Assurance (L&SA) for other software for use by UNICEF offices. The Supplier that will be awarded provision of software LTA may be nominated as the Software Advisor under the EA and Reseller under the SA. 10. RANGE OF SOFTWARE REQUIREMENT 10.1. The LTA(s) supplier will provide software, and annual support and maintenance, generally known as "shrink wrapped" software for which UNICEF has no global license arrangement. The list of software is not limited to Annex 13 and UNICEF may add any other software at its sole discretion based on the organization s evolving needs. 10.2. The selected LTA supplier for software shall also process purchase of software where publishers require that purchases be made in the geographical area where the software will be used. UNICEF Offices shall be able to purchase these software as needed based on technical guidance from Information Technology Division and Supply Division, New York. 10.3. The Supplier must be capable of supplying versions of the software in different languages. PREPARATION FOR DELIVERY 11. DIAGNOSTIC CHECK AND VOLTAGE SETTING All equipment shall undergo diagnostic checks prior to shipment. Test results shall remain on file at the suppliers' facility for future consultation, if requested by UNICEF. Equipment MUST be set to the voltage, amperage and frequency prevalent in the country of final destination prior to shipment. Any equipment damaged upon receipt in the recipient country due to incorrect settings will be replaced, by the supplier, inclusive of all freight charges, at no cost to UNICEF. For laptops, desktops and tablets, these tests are done as the machines are being imaged with the UNICEF standard operating system, prior to being shipped to UNICEF offices. 12. SHIPPING INSTRUCTIONS (FCA MAIN PORT) Pg. 4/7
Annex A 12.1. The supplier shall, in good time to meet the delivery date(s), obtain forwarding instructions from the UNICEF appointed forwarding agent, which will be named in the Purchase Order. 12.2. To ensure that the forwarder without due delay can arrange dispatch of the consignment(s) it is important that the supplier contact the forwarder and provide them with cargo particulars and estimated/firm date of delivery as soon as they have received the purchase order. 12.3. Once the supplier has notified the forwarder about the actual date of readiness of goods and submitted a complete packing list, as described below, the forwarder shall arrange the shipment within the following time limits: AIR - Normally within 5 working days SEA - Normally within 10 working days 12.4. Any impediment to deliver must be advised in writing to UNICEF and the freight forwarder as soon as possible. 12.5. Documents required by the Forwarding Agent: - Four copies of itemized invoice - Four copies of packing list - Any other document/certificate required for export / import of goods. EXPORT REGULATIONS, DELIVERY, ETC. 13. DESTINATIONS For direct distribution to UNICEF worldwide and its projects in developing countries. The proposers are required to acknowledge that: (a) UNICEF may further distribute the goods supplied to its Programme partners, including procurement services customers; (b) The benefit of any warranties provided and liabilities entered into with UNICEF, shall be passed on by UNICEF to its Programme partners, including Procurement Services customers. 14. DELIVERY Deliveries shall be Free Carrier (FCA) (INCOTERMS ISO 2010) Nearest Airport or Seaport and will be made as per instructions in the UNICEF's Purchase Orders, as issued in accordance with the provisions of the LTA(s). Proposers shall indicate the guaranteed maximum lead time for delivery for each category of items offered, defined as time from confirmation of order until goods arrive at the facilities of the appointed local agent of one of the UNICEF global Freight Forwarders or 3 UNICEF House, if delivered to UNICEF offices in New York. 15. DELIVERY DURING AN EMERGENCY Pg. 5/7
Annex A Reliable and fast delivery of information and communications technologies equipment are crucial during an emergency. The supplier(s) shall be capable to expedite receipt, review and acknowledgement of Purchase Orders issued as a result of an emergency and to guarantee fast delivery lead time, usually between 24 to 72 hours in the early stage of an emergency. The Supplier (s) shall stock minimum quantities of Laptops and Desktops to meet requirements for emergency supplies. 16. DELIVERY PERFORMANCE Proposers are requested to note that UNICEF will monitor and measure the performance of the supplier(s), in comparison with guaranteed maximum lead time indicated in this request. Accordingly, it is imperative that proposer s state realistic guaranteed maximum lead times. Supplier should provide statistics and performance metrics to UNICEF for monitoring performance. UNICEF establishes lower and upper limits based on these figures and will monitor performance on an as-needed basis. Proposer will work with UNICEF to identify and remedy any exceptions to these performance control limits. Supplier performance shall be evaluated by monitoring order compliance and delivery schedules. 17. NOT MEETING SPECIFICATIONS Any equipment received in the country of final destination and which does not meet specifications will be replaced by the supplier, inclusive of all freight charges, at no cost to UNICEF. WARRANTY & AFTER-SALES SERVICE 18. WARRANTY 18.1. The supplier shall pass on to UNICEF the original equipment manufacturer warranty. This warranty shall remain valid for a minimum of 12 or 36 months (as applicable) from the time the equipment is received by the designated UNICEF office. UNICEF prefers to purchase a 3 year warranty effective for date of arrival at final destination for all Intel hardware: Laptops, Desktops, and Tablets. 18.2. The supplier shall ensure that all equipment provided is new, unused, and incorporates all recent improvements in design, materials and technology. 19. FAILURES UNDER WARRANTY 19.1. UNICEF will forward to the supplier a written claim for warranty, including a detailed description of the equipment, of the problem and/or of the damage to the equipment. Upon receipt of the claim, the supplier shall arrange, with all reasonable speed and effort, for the repair or replacement of the defective goods or parts thereof, without cost to UNICEF. 19.2. Where local authorized repair service is available, upon Pg. 6/7
Annex A receipt of notice from UNICEF, the supplier will provide an exact address, contact, and phone number at the local authorized service provider. UNICEF can then contact the local authorized service provider directly to obtain repair under warranty. If UNICEF is not satisfied with the selection of the authorized service provider, then it will request a Return Authorization Number directly from the supplier for return of the goods for repair under warranty. 19.3. The supplier shall make every effort to honor the warranty by shipping replacement components rather than having the goods returned for repair. Replacement components shall be shipped within one week from receipt of the warranty claim from UNICEF. 19.4. In the event the entire equipment needs to be returned for replacement, the Supplier shall make the necessary logistical and cost arrangement. Pg. 7/7