Safe Injection Equipment
Industry Consultation
28th – 29th March 2017
Outline of Tender Document for Safe
Injection Equipment for 2018 - 2019
Rob Matthews, HTC
Objective of Session
• Outline of the Tender Document
• Overview of Evaluation
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.
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
Proposals from Proposers
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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.
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, leadtimes, 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
Financial Evaluation SEU
Supplier Registration and Evaluation
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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 http://www.ungm.org, under
http://www.ungm.org/NewSupplierRegistration.aspx. Instructions are
provided on the website.
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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:
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The report from the auditor (signed by the auditors)
The balance sheet,
The income statements, and
notes thereto
Mandatory Requirement Identification
A. 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.
Mandatory Requirements
Compliance
with
Instructions
to Proposers
UNICEF
General
Terms and
Conditions
Compliance
with Financial
Requirement
Technical and
Quality
assurance
compliance
Compliance
with the new
packing and
shipping
requirements
Currency of
offer (EURO
or USD)
Fixed and
firm pricing
unless
alternative
offer
Review of Quantitative and Qualitative Requirements
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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
Landed Cost Evaluation
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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.
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
i. The volume of product to be shipped around the world and associated
environmental impact
ii. 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.
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.
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The maximum number of points (i.e. 70 points) will be assigned to the lowest landed cost
proposal.
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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.
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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
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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.
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.
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.
Evaluation of Proposals – Multiple Criteria Considered
Clear elements indicated in the Tender document and Industry Consultation..
………Question more
relates to what offers we
receive……
Proposed Procurement Framework
The proposed approach is to maintain the current approach of
competitive tendering, using a consolidated RFP, leading into
I.
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;
II.
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
III.
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).
Proposed Procurement Framework
Discussion
Thank you!