Questions and Answers (Q and A) ITB UNHCR/PMCS/2016/GOODS/MI ITB/001

Questions and Answers (Q and A) ITB UNHCR/PMCS/2016/GOODS/MI ITB/001 Question 1 Delivery locations are UNHCR warehouses or UNHCR offices in the named locations. Are more precise delivery locations (addresses) available that we may communicate this information to our shipper? Please refer to Annex C Financial Offer Form. You are only requested to deliver DDP in case of Dubai (the exact address is stipulated in Annex C). In the other cases, we need the CPT price for each named location only up to the airport or terminal. You can offer sea/road transport or air shipment, whichever is the most cost effective. You are requested to offer the most cost effective shipping option. Other locations not expressively mentioned are not relevant for the purpose of the evaluation. Question 2 In item 1/C of Annex C is written Equipment accessories, spare parts and consumables - Please list all accessories, spare parts and consumables. Please add as many lines as necessary. On the other hand in Annex F item A013 is written Where a The corresponding part in Annex F refers to the format. Please note that you can amend Annex C (1/C). However, if you prefer, you can submit a separate sheet clearly indicating what is included in the sheet: e.g. Accessories for the X-Ray equipment model x.

Question 3 specific Financial Form is provided as an Annex to the tender document, it cannot be modified. Additional data can be provided in a separate sheet, if it is the case. How should we proceed in this case for the list all accessories and spare parts? Can we add additional lines to Annex C or do we have to include a separate sheet? Is it possible to know the complete data of the organization we will have to issue the invoice after a PO (name, address )? Will our invoice always issued to the same organization / office / address? The bill to address will not always be the same. In the majority of the cases it will be: UNHCR Global Service center Supply Management Service Ipoly utca 5, b,c,d H-1133 Budapest Hungary. The exact bill to address will always be stipulated in the official purchase order. Question 4 Question 5 Will UNHCR accept the Manufacture of the X-Machines experience (distribution, installation, general maintenance, and repair) in lieu of bidder/distributor experience (Reference-Annex A, paragraph 1, C and D)? All X-Machines are installed and maintained by certified Manufacture Technicians. Paragraph 2.1 D A guaranteed and earmarked stockpile of equipment. Please provide the approximate number of X- Ray and WTMD systems UNHCR would consider reasonable for stockpile. What is UNHCR s turnaround time for receiving stockpile systems? We will of course accept the Manufacture of the X-Machines as a relevant experience. Please provide relevant written customers references. Despite the fact that UNHCR plans to hold its own stockpile of equipment in our Dubai, UAE warehouse we expect a surge capacity at the manufacturer/ supplier level to accommodate an urgent request up to 10 units of each equipment in order to respond to large scale emergency deployments.

Question 6 Question 7 Question 8 Please name other United Nations Agencies that may order or issue an ITB for X-Ray and WTMD systems within the next 6 months. This information will impact the number in Stockpile. Paragraph 2.4.1 Successful bidders will be expected to maintain a dedicated emergency stock at their premises Will UNHCR consider maintaining spare parts in same location as the X- Ray and WTMD systems? Paragraph 2.4.1, Certificate, The bidder shall submit a copy of internationally recognized. Will UNHCR accept the Manufacture of the X- Ray systems Certification? Question 9 Paragraph 2.4.2 How many X- Ray and WTMD systems will UNHCR purchase within the next three (3) months? Question 10 Question 11 Paragraph 2.5.1 When will a bidder be notified that his company has been added to Vendor Database/Prequalified? Paragraph 2.8 A - The bidder will confirm his equipment.. Are X-RAY and WTMD Systems required to be certified by USA DHS/TSA? Will UNHCR accept Transport Canada, and STAC, ENAC (European) certifications Please do not take in consideration other UN when estimating the size of stockpile you can offer. As mentioned in Technical specifications 2.1C, this tender is opened to other UN agencies. Even if it does not constitute a guarantee of business but will ease their ability of procurement with the selected supplier. UNHCR will keep a small stockpile of preventive maintenance spare parts but we do not expect to store any additional spare parts unless recommended by the manufacturer. Yes we will consider the manufacturer certificate of the technical specifications. As mentioned in Para 1, We do not have an exact figure of the procurement quantities. The average annual consumption is unknown but the overall quantity is estimated to 30 units of both items for the duration of the contract Bidders will only be added to UNHCR s vendor database if they are awarded with a purchase contract or Frame Agreement. Successful bidder(s) will be added shortly after the contract award (around 4 weeks after the tender closing date). As the equipment is not intended to be used in airport premises, we would accept Transport Canada, and European STAC and ENAC certifications as valid alternatives.

Question 12 Will UNHCR accept more than one (1) bid from a bidder for similar X-Ray and WTMD systems but from different Manufacturers? Question 13 Will UNHCR consider leasing X- Ray and WTMD systems? Yes, it is possible. But the different options have to be clearly separated in the bid, both the technical and financial part of the bid. The current tender is for purchase option only. Question 14 Question 15 Question 16 Question 17 Will these X-Ray and WTMD systems be operated by UNHCR employees or contractor of UNHCR? Will the X-Ray Machine Software Technology be considered, by UNHCR, more significant than the price in the evaluation process? You have indicated in paragraph 2.12A of Annex A that you will integrate a CBT training module that we will provide into your existing E- Learning platform. Can you please provide more details of this platform to enable us to make a compliant offer? Annex A contains in Paragraphs 3 and 4 the detailed technical requirements for the Baggage Scanners and WTMD Annex B contains the same technical requirements for the two products Please confirm that bidders have to complete and return just Annex B? UNHCR personnel will operate the equipment in most locations but external security contractors may need to operate the UNHCR equipment. This is why appropriate training in multiple languages is an important part of this tender requirements. Among all the technically accepted offers (all offers will be evaluated based on and against the technical specifications set in Annex A) the most cost effective one(s) may be awarded. Please take also note of tender provision 2.7 Bid acceptance, the last paragraph. UNHCR uses cornerstone learning platform as a standard training and learning component for UNHCR Staff and partners. www.cornerstoneondemand.com The platform is unhcr.csod.com. Annex A is the technical specifications of the items and associated services. Annex B is the technical offer form that has to be completed and submitted as part of your technical offer. (Indeed you can see the elements of Annex B in annex A, as paragraphs 3 and 4) Question 18 Section 2.9 B 2 Year Warranty No, it is understood in the terms

to include Parts and Labor, does this mean we can invoice for travel and expenses during the 2 year warranty? Question 19 Paragraph 2.11D A guaranteed and earmarked stockpile In the Q&A, you specified that the manufacturer must have 10 units available for emergency deployments. Please specify the expected turn-around time for a unit to be shipped from our factory/warehouse. Question 20 Question 21 Question 22 Annex A Item 2.12 Training A Does the customer need to be able to make edits to the provided document(s) and CBT classes or do they want us to make the edits? In order to upload the CBT into their e Learning Platform, what format will they need (i.e., SCORM 1.2, SCORM 2004, AICC, Tin Can API). Or if they want to edit the CBT themselves, what format are they requesting for the editable CBT (i.e., articulate)? Requirement 2.12 C In addition, the bidder will include onsite intensive training course of 2 days which will be hosted by UNHCR. Question: Does the UN know where will the initial onsite training course be hosted? We need this information to accurately project our cost. of the warranty that it has to cover expenses related to travel. UNHCR has no exact turn-around time. UNHCR needs to ensure the manufacturer is able to deliver with FCA terms up to 10 units within 1 or 2 weeks. Please suggest your company view of a guaranteed and earmarked stockpile in your response. UNHCR has capacity to do the edits however we would prefer that the customization mostly cosmetic including logos and tailored scenarios be handled by the company providing the module. UNHCR uses cornerstone learning platform as a standard training and learning component for UNHCR Staff and partners. www.cornerstoneondemand.com For this platform use we prefer SCORM 2004 format. We expect this training to take place in one of the five regional offices of UNHCR where we plan deployment Amman, Jordan - Nairobi, Kenya Dakar, Senegal - Kuala Lumpur, Malaysia or our Headquarters in Geneva.

Question 23 Question 24 Question 25 Question 26 Requirement 2.3 B Should a specific cable / interface be required to complete these tasks 8 units will be provided at the awarding contract signature for the UNHCR Headquarters Security Service and UNHCR regional support offices. Question: Please clarify the sentence. What is meant by 8 units? Requirement 2.4 A The selected vendor will provide, starting within the first quarter of the contractual arrangement and during the entire contracting period and for a transition period of three month after the end of the contract an extranet platform accessible to field engineers to download required technical manuals, software based maintenance support tools, programming software or internal software upgrade of the equipment. Question: We are assuming the field engineers referenced in this requirement are employed by or are contracted by UNHCR, is this correct? If so, the field engineers would need extensive factory training in order to use any software for upgrading the equipment in the field. Requirement 2.5.2 Question: Are the technical and evaluation factors listed in order of importance? Requirement 2.5 C Equipment including a battery backup power or an UPS allowing large variations and protecting the equipment will be an asset. Question: Is the UN asking that the UPS supply 30 minutes of full operation If the unit requires a specific cable, we will require 8 pieces of specific cable or interface for our regional security staff. Yes field engineers referenced in this requirement are employed by or are contracted by UNHCR. In some locations where UNHCR operates your company may not want to send a technician to run a software upgrade or preventive maintenance. These tasks could easily be handled by a small selected group of UNHCR professional staff. Should a factory training be required please quote it in the options of your offer. No, all technical evaluation criteria are equally important. Not meeting one them may lead to disqualification. 30 minutes of operation would be a minimal acceptable level of energy backup.

Question 27 Requirement 3.1 Technology used: Dual view or Real time tomography. Question: Please clarify what is meant by the term real time tomography. Most RFPs request either single view or dual view for the type of screening technology required. Previous bags review facility Question: Please clarify this requirement. Does the UN want the ability to go back and see the bag scanned two images in the past or the ability to review all bags screened from the previous month? Monitor(s) Size, Resolution: Number 2 x 21 inches HD Question: Would the UN accept monitor sizes of 19 inches? Containers: 10 containers different sizes Question: Is the vendor required to pick the sizes of the containers or will UNHCR provide guidance? Question 28 Requirement 4.1 Multi zone detection: 12 coils each side minimum Question: Please clarify on the 12 coil minimum. Is the UN asking that the Walk Through Metal Detector (WTMD) have multi zone alarm display? Does a WTMD with multiple coils but no zone indication meet the UN s needs? Duration of operation under battery: over 10 hours Question: Will the battery be used as back-up in case of power outage or is it intended to be the main power supply? Question: Will the UN accept multiple proposals from the same vendor? Our objective is to enhance the quality of the scanning result and Dual view OR Real time tomography is our technical choice. Real time tomography scanners are real-time CT system that does not require physically moving parts. (This is achieved by using multi- focus x-ray sources and a number of detector rings surrounding the object.) Monitor sizes of 19 inches are too small. 21 inches has been requested. Today containers are standard size in most screening stations. please use the 2 most commonly selected sizes. Yes we are looking for a WTMD with 12 coils each side minimum AND multi zone alarm display. Battery is not intended to be used as a main source of power however, the equipment will also be used in locations where power supply is a technical challenge and Integrated battery allowing operation time over 10 hours will certainly constitute a technical advantage. Bidders have the right to submit more than one proposal. However, both the technical and financial proposals for option 1, option 2, etc have to be clearly separated from each other to ensure the clarity of the proposals! Question 29 On page 6 section 3.1, the first Yes 2x 500 mm idle roller tables

Question 30 row in the table mentions Length without conveyor. Likewise, in the second-to-last row, there is a requirement for Conveyor: 2x 500 mm entrance and exit. Are we correct to assume that by conveyor, UNHCR means idle roller tables? Could you please clear up the following ambiguity: on page 3 section 2.5 C, it is indicated that equipment including a battery backup power or an UPS allowing large variations and protecting the equipment will be an asset. However, on page 7 section 3.1 Technical Requirements, the UPS, its capacity and duration of operation are listed as required specifications. Could you please clarify whether this component is mandatary? are required to be used in entrance and exit of the scanner. The equipment can be used in locations where power supply is a technical challenge. In such locations Integrated UPS / Backup Battery will certainly constitute a technical advantage compared to an external solution or no solution at. However we also want to have an offer for equipment without UPS or backup battery. You can offer only one or both options. That said, offering equipment with integrated UPS and backup battery is not mandatory. Please also see Annex C Financial offer form. Question 31 Question 32 Question 33 Annex C: 2/A and 2/B: Are we correct to assume that the bidder may offer X-Ray Baggage Inspection System WITH Integrated UPS or Backup Battery OR X-Ray Baggage Inspection System WITHOUT Integrated UPS or Backup Battery OR BOTH? Is the UN contracting for the installation of the equipment separately, or does our unit price include installation in the proposed locations? Section 2.13 seems to imply that you will be contracting for the installation by other means. You have indicated in paragraph 2.12A of Annex A that you will integrate a CBT training module that we will provide into your existing We would appreciate to receive offers of both configurations WITH Integrated UPS or Backup Battery WHTHOUT Integrated UPS or Backup Battery Offering only one of the options will also be accepted. Taking in consideration the general security of the locations where the equipment is intended to be deployed, UNHCR will contract the installation of the equipment by separate means. UNHCR uses cornerstone learning platform as a standard training and learning component for UNHCR Staff and partners. www.cornerstoneondemand.com

Question 34 ELearning platform. Can you please provide more details of this platform to enable us to make a compliant offer? Will the training requirements be considered in the overall bid price? We strongly recommend the training requirements be treated as an option since every vendor will provide its own solution interpreted from the scope of work. This issue is important because the UNHCR wants the best value solution but may not be able to ascertain the best value as some vendors will use in-house resources and others will use third-party resources that are more expensive but have the knowledge and experience to tailor a program for the UNHCR and the Cornerstone learning platform. The platform is unhcr.csod.com. Due to geographically isolated situation of most of UNHCR offices, we believe the training component for sensitive security equipment as an essential part of the ITB and therefore the training requirements will be considered in the overall bid price.