1. Safe Injection Equipment
Industry Consultation
28th – 29th March 2017
Outline of Tender Document for Safe Injection Equipment for
Rob Matthews, HTC

2. Outline of the Tender Document Overview of Evaluation
Objective of Session
Outline of the Tender Document
Overview of Evaluation

3. Overview of Tender Document
5 Main Sections
1. Purpose
The objectives of the tender
2. Background
Procurement Principles
Forecasting Methodologies
Background Information relevant to understand the requirement
Information highlighting changes or specific points
3. Instruction to proposers
How to make and submit a proposal
Information on how UNICEF will handle proposals, including definition of mandatory requirements
Information on how UNICEF will debrief and share result of tender outcome.

4. Overview of Tender Document
4. Terms and Conditions (list not exclusive)
Mandatory technical and quality requirements
Mandatory financial and commercial requirements, such as;
UNGM registration
Financial Requirements / Approval by UNICEF Supplier Evaluation Unit
Shipping and Packaging Instructions, Primary Containers, weight and volumes,
Commercial Requirements; currency, Incoterm
Account Management, past performance, affordable prices, monthly Allocations, Emergency response preparedness
Special terms and conditions; ethical clauses
General Terms and Conditions
5. Evaluation of proposals and basis for awards
Methodology, process and criteria

5. Proposals from Proposers
Proposers are invited to submit a comprehensive proposal
Responsive to forecasted demand quantities for each product
The type of product being proposed, and specifications
Unit price per product
Annual and monthly production for each product
Alternative SIE products
Comply with all MANDATORY REQUIREMENTS
Comply with the INSTRUCTIONS TO PROPOSERS and information requested
Provide explanations to any request for exceptions or clarification on the RFP PROPOSAL FORM
Proposal/s will be reviewed technically and commercially.
UNICEF will send clarification requests to proposers if needed.

6. Proposal Evaluation Process
Review of Mandatory Requirements
Technical requirements
Financial Review by UNICEF Supplier Evaluation Unit (SEU)
Compliance to UNICEF General Terms and Conditions
Quantitative Review of Proposal
Products offered, quantities, price, delivery schedule, lead-times, ability to maintain buffer stock, volume and packaging requirements
Qualitative Review of Proposal
Proven experience and past performance
Ability to perform account management / good communication
On-time delivery performance

7. Financial Evaluation SEU
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.
Proposers 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

8. Mandatory Requirement Identification
Review of Mandatory Requirements: Identify the minimum requirements to be considered for further review.
Mandatory requirements will be indicated throughout the RFP by the words “mandatory”, “shall”, “must” or “will” in regard to obligations on the part of the proposer. Bids that do not meet the mandatory requirements may not be eligible for award.

9. Mandatory Requirements
Compliance with Instructions to Proposers
Compliance with Financial Requirement
UNICEF General Terms and Conditions
Compliance with the new packing and shipping requirements
Technical and Quality assurance compliance
Fixed and firm pricing unless alternative offer
Currency of offer (EURO or USD)

10. Review of Quantitative and Qualitative Requirements
Price: DAP, FCA and landed cost price
Payment Terms
Responsiveness to the RFP document
Delivery times
Offered production quantity
Gross weight and volume
Acceptance to keep a rolling buffer stock (min 10% of awarded quantities)
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; and b) ability to meet stated monthly allocations
Other information required and included in the evaluation:
Proposers relationship with the manufacturer of the offered products
Validity of Bid – minimum 120 days
Country of origin

11. Landed Cost Evaluation
Proposers will be asked to submit their prices based on (i) FCA nearest port, and (ii) DAP Copenhagen Warehouse Incoterms.
The estimated sea shipment cost for the seven identified ports and for Copenhagen (for DAP comparison purposes) will be provided by UNICEF contracted freight forwarders and will be added to the FCA prices.
Freight rates are provided per 40’ft and 20’ ft container and allocated to a freight cost per unit based on the number of pieces per container, which is added to the unit cost (FCA) to obtain the landed cost.
The landed cost for 40’ containers for the FCA port to the 7 destinations is the basis of the land cost evaluation
The commercial evaluation will compare these prices and a recommended award will take into account the landed costs.
The landed cost will contribute to seventy (70) percent of the commercial scoring.

12. Inclusion of Sustainable Procurement (SP) Targets; and inclusion of Sustainability in the Evaluation Criteria. (Supporting Objective 6)
The comparative volumes of the technical acceptable products will be reviewed as well as the overall weight of the products.
These two components both impact on
The volume of product to be shipped around the world and associated environmental impact
The weight of the product (and packaging) that needs to be disposed of
Both elements are under the control of the producer in terms of design.
Sustainability score will make up thirty (30) percent of the overall commercial score.

13. The Commercial Scoring of submissions will be a combination of landed cost pricing and sustainability elements per product.
The total amount of points allocated for the landed cost component is 70. 
The maximum number of points (i.e. 70 points) will be assigned to the lowest landed cost proposal.
All other landed cost proposals will receive points in inverse proportion to the lowest landed cost
The total amount of points allocated for the sustainability component is 30. 
The maximum number of points (i.e. 15 points) will be assigned to the lowest weight and to the lowest volume proposal to factor the transportation of the product and the disposal of the product. All other weight and volume proposals will receive points in inverse proportion to the lowest weight/ volume
The weight and volume used in the calculation will include the product as well as the pro rata packaging of the product.
The final commercial scoring will be the sum of the three individual scores for the landed cost, transport factor and disposal factor.
The resultant outcomes would then be ranked from the highest to the lowest scoring outcome which would be the basis of the review alongside all other factors.

14. Suppliers Offers
Suppliers pricing strategies have evolved over time from fixed price offers for tender quantities to a number of combinations.
The prior tender round illustrated a greater complexity in the composition of the offers than in prior tender rounds, including
Fixed price offers per year for all offered volumes;
Stepped price offers based on total volumes awarded by year;
Stepped price offers based on total volumes awarded for the tender period;
Stepped pricing for ranges of volumes awarded, with the reduced price level applicable to the incremental increase in volume;
Additional minimum overall award quantities across all offered products.
The conditions of the offers impact on the evaluation.

15. Evaluation Considerations
The overall programmatic objective is to improve injection safety.
Ensuring an uninterrupted sustainable supply of affordable quality and technically approved products is the overarching procurement objective.
Acknowledge the tension between the different strategic objectives.
Proposed approach is to build on the prior approach, maintaining gains achieved
The final award recommendation will be based upon how the combination of offers received can best meet the procurement objectives.

16. Evaluation of Proposals – Multiple Criteria Considered
Clear elements indicated in the Tender document and Industry Consultation..
………Question more relates to what offers we receive……

17. Proposed Procurement Framework
The proposed approach is to maintain the current approach of competitive tendering, using a consolidated RFP, leading into
Target bound Long Term Arrangements (LTAs) for AD syringes and Safety boxes
- to enable bidders to submit proposals leveraging their comparative advantage to better meet the objectives of the tender;
Time bound LTAs covering the immunization demand for the associated disposable and RUP syringes used for the reconstitution of vaccines established with the same supplier base awarded for the AD syringes and Safety boxes
Time bound LTAs for the RUPs, Disposable syringes and Needles for kit packing,
- based on the low volumes and value and highly variable demand levels (driven by Health kit demand).

18. Proposed Procurement Framework

19. Discussion
Thank you!