QUESTIONS AND ANSWERS FROM SUPPLIERS - RFP FOR PREFABRICATED ACCOMMODATION AND OFFICES UNITS (05/04/2018)

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1 QUESTIONS AND ANSWERS FROM SUPPLIERS - RFP FOR PREFABRICATED ACCOMMODATION AND OFFICES UNITS (05/04/2018) QUESTIONS FROM SUPPLIERS ANSWERS FROM UNHCR 1. Regarding the walls of the prefabricated units, is there any specification for the 1. No, there is no specification for the thickness of sandwich mineral wood panels. thickness of sandwich mineral wool panels? 2. Is there any color request specification for the prefabricated units (prefabs)? 2. No, there is no requirement for a specific colour of prefabs however please specify which colour you can offer for each type of prefabricated units. 3. Will prefabs be transported as FLATPACK (packaged) style and erected at site? 3. UNHCR is interested in ready to use prefabs. Although the packaging and transporting method and details are important, they are dependant on each supplier. 4. Regarding quantity projected; we understand that (opt-1+opt-3+opt-4 4. UNHCR can only give an estimate of the annual needs for prefabs. It is our =40ea/year and opt-5 = 20ea/year? assumption that all 4 (four) types of prefabricated accomodation units will be ordered. However no indication about the number of prefabs per option can be given at this stage. Please note that option 1 (single prefab partitioned into two to accomodate two persons) may imply an order of option 2 prefab (ablution container named option 1 ablution in the attached layout). The estimated quantity of office units is 20 (twenty) and corresponds to the option 5 of prefabs. Option 6 (guard house) has been added to this RFP and represents an annual estimate of Regarding installation fee, who will be responsible for the erection team s flight/accomodation/food? UNHCR or the Vendor? 5. UNHCR is interested in ready to use prefabs with an all-inclusive cost which includes all components. Please capture the cost of expenses of the installation team (e.g.: flight, accomodation, food) in the updated Financial Offer Form which now replaces Annex B_Financial Offer Form. Please only complete the attached Updated Annex B _Financial Offer Form as a basis for your financial offer. 6. Shall we fill only the attached documents to submit our offer and nothing else? 6. Your offer shall comprise two sets of documents: Technical Offer (section of the RFP instructions document) and Financial Offer (section of the RFP instructions document). Bidders are requested to fill in the Financial Offer form using the Excel template provided in Updated Annex B _Financial Offer Form. This will form the basis for comparison of costs between Bidders. 7. Do we have to quote for transportation to Uganda or can we quote FCA-Factory Ankara-Turkey? 7. In the updated Annex B Financial Offer Form, Bidders are requested to provide in column B the unit cost of prefabs in Kampala, Uganda. In case the prefabs will be transported from another location, please incorporate this transportation cost into the unit cost. 1

2 8. Are all the bids sent to 8. Yes, all the bids must be sent ONLY by to UNHCR will not accept any hand- delivered bids. Please see change communication notice attached. 9. What about the waste management and overall sanitary conditions for the 9. Waste Management is under the supplier s responsibility. contractor s crew during the on-site assembly phase. Will the overall waste management at the working site be the responsibility of UNHCR? 10. During the project s on-site construction phase will UNHCR provide the security 10. Please note that there is security within UNHCR compounds however during (fence, guards,... )? the installation phase, the security is under the supplier s responsibility. 11. Will UNHCR be responsible for an unhindered access to the work-sites? The condition of the road infrastructure in more remote area can cause problems certainly during the rain season for truck-transport. 12. What about the power generation (and associated fuel supplies) during the onsite construction phase? Will there be already an UN-team on-the-ground that will provide power or does the contractor need to provide its own generators (and fuel)? 13. During the day, from what time till what time will the Contractor s crew be allow to assemble the pre-fab units. Will work on Saturday and/or Sunday be permissible? Is 24/7 permissable? 14. Once the installation is completed and all units are commissioned, will the Contractor be required to provide for the overall maintenance of the units after delivery service? 15. A question on the configuration of Option 2: Single prefab partitioned into 6 compartments with three toilets and three shower cabinets and three wash hand basins. Should each of the 6 compartments have three toilets and three shower cabinets and three wash hand basins? 16. Should all options be supplied with AC units. If so, how many AC units are required per option? 11. UNHCR cannot guarantee an unhindered access to the sites however most of our sites are easily accessible. 12. It is a site specific question however the Contractor is requested to incorporate this cost in their financial offer (Updated Annex B). However in a situation where UNHCR will provide electricity that cost can be recovered if it can be identified. 13. The supplier of prefabs can work on site from Monday until Saturday from 8:00 am until 6:30 pm. 14. No, UNHCR will be responsible for the overall maintenance of the units after successful delivery and installation of the prefabs. 15. No, out of the 6 (six) compartments: - 3 (three) are toilets - 3 (three) are showers - 3 are general wash hand basins Please see layout attached: option 1 ablution 16. Yes, all options should be supplied with AC. Option 1: 2 ACs Option 2: 1 AC Option 3: 1 AC Option 4: 1 AC Option 5: 1 AC Option 6: no AC 17. Is there any layout/drawing of the containers? 17. Please find attached layouts for 4 types of prefabs: from option 1 to option 4. Please note that in the attached layout option 2 is option 1-ablution. 2

3 18. Going through the requirements of this tender, we noticed that we must submit the last three years financial statements (2015/2016/2017). Is that prerequisite absolutely compulsory? 19. In consideration of the incoming Easter holiday period, we would kindly ask you if you could grant us at least one week as extension of the deadline for the submitting of the bids 20. In section 2.5 of the RFP instructions document, specifically in article Supplier registration is mentioned. Some factors are to be provided by the bidder such as: - Financial standing; - Core business; - Track record; - Contract Capacity. Are you requesting bank statements or other documents? 21. The RFP requires the provision of company registration certificate as a mandatory document, but doesn t stipulate if it is a mandatory requirement to operate the contract with a Ugandan company, or if international companies are accepted. Is it accepted to bid as an international company (i.e. parent company) and submit the company registrations and audited accounts of the parent company? 22. The RFP documentation stipulates that the proposers are able to bid in USD, Euro or the currency of their country, whereas the pricing sheet (annex B) stipulates that the payment shall be made in UGX and to a local bank account in Uganda only. Please clarify if the contractor can be paid in an international bank account in USD or Euros as required (i.e.: payment matching the currency provided in the proposal). 23. The General Conditions of Contract indicates that UNHCR shall be exempted from paying importation taxes and any other direct taxes. Please clarify that products specifically imported against the contract (e.g.: prefabricated buildings), shall be exempted from payment of importation taxes? 24. In Annex A, ablutions prefabricated units are defined. Does this definition apply to options 2 and 3? (option 2: single prefab partitioned into 6 compartments with 18. UNHCR is only interested in working with financially sound and stable suppliers. In case your company is not registered yet with UNHCR, it is a requirement to provide your company s last three year s financial statements as stated in section point d) of the RFP instructions. UNHCR will not accept any offers from companies established for less than three years. 19. Unfortunately due to the urgency of having a frame agreement in place for prefabricated accommodation and offices units, UNHCR will not be able to extend the timelines for this RFP. The RFP submission deadline is 11 April 23:59 hrs EAT. 20. Section is a statement informing suppliers about the importance of providing vendor registration documents as part of the technical evaluation (as requested in section in section point d). No additional documents are requested. 21. The certificate of registration of the company which submits a bid in answer to this RFP shall be provided. Also the vendor registration form shall be completed with information related to the company which submits the offer. International companies are welcome to participate in this RFP however they need to ensure they meet the requirements of the national authorities in Uganda. 22. The Bidders are requested to provide their bids in a single currency, either in US Dollars, Euros or in the currency of your company s country. Any Purchase Order (PO) issued as a result of this RFP will be made in the currency of the winning offer(s). Please igore the sentence in the previous Financial Offer Form: payments shall be done monthly in UGX to a bank account in Uganda. Please refer and only complete the Updated Annex B _Financial Offer Form. 23. In case the products that your company requires to build the prefabricated units for UNHCR are not in Uganda and subject to your company being able to give evidence that it has to import the products, UNHCR can facilitate importation by providing a written request for duty exemption to the customs office. However UNHCR is not in control of the duration of this process. 24. No, the definition provided in Annex A item 7 only applies to option 2. 3

4 three toilets and three shower cabinets and three wash hand basins; option 3: single occupancy self-contained prefab with a shower, toilet and wash hand basin incorporated. 25. Annex A accommodation section, item 5: electrical system. Shall the internal power supply be three-phase or monophase? Please specifi the power and number of lights to be installed in each accomodation unit 26. Annex A, item 2 general. the desired prefabs should be of walls composed of non-combustible mineral wool sandwiched between galvanized and steel painted sheets. In case we supply Polyurethane walls is it acceptable? 27. Annex A. İtem 2 general. The size of the prefab could be the standard 6x2.4m or larger customised size. Should we suggest prefabs of 7x4m would that be acceptable? 28. Financial offer form. Please clarify the unit cost of transportation: 1 prefab (considering it will be delivered in a group of 10 prefabs ordered/delivered at the same time) or 1 (one) container in which a number of prefabs to be defined will be dispatched or 10 prefab units 29. If we assume we will deliver 10 prefab units of option 4 to Kyangwali, Kyaka II, Adjumani and Arua, the estimated 40 units will be already delivered. What about the other options and locations? 30. Our company is registered with UNGM, but not registered with UNHCR, Uganda Country Office. In the subject RFP 2.4.1d we are expected to be registered and we want to be registered for future opportunities. Thus, to which address should we send our Vendor Registration request. 31. Is it acceptable to UNHCR if we supply a product which is not in accordance with your requirements in terms of size? 25. The internal power supply is single phase. The number of lights depends on the supplier s design. 26. Yes it is acceptable to provide an offer with Polyurethane walls however it should not be combustible. 27. Yes it is acceptable as stated in Annex A. The prefabs could be of standard size 6.0 x 2.4 m or larger customized size. 28. The unit cost of transportation should only relates to the prefab and not to the container itself. Please be aware that unit cost of transportation should not be based anymore on any specific quantities or options of prefabs as earlier indicated in the previosu verison of the Financial Offer Form. It should be based on the estimated annual requirement of 40 accommodation prefabs and 20 office prefabs and 5 guard houses valid for any of the 6 prefab options. Please see updated Financial Form. 29. The annual estimate for accomodation prefabs is 40 and for office units is 20. We are not in a position to confirm the locations and exact type of prefabs which will be ordered at this stage. Purchase Orders will be placed as and when a need arises. Please refer to the updated Financial Offer Form. 30. In case you are not registered as a supplier to UNHCR, please send as part of your technical offer a duly completed vendor registration form and supporting documents as listed in section point d). 31. UNHCR will only evaluate offers which comply with the minimum requirements and specifications as given in the RFP instructions and Annex A Terms of Reference. In case you wish to include some additional products to your offer, UNHCR will not disqualify you. 4

5 ADDITIONAL NOTES RELATED TO THE RFP FOR PREFABRICATED ACCOMMODATION AND OFFICES UNITS: Please note that your Financial Offer should be submitted using the updated Financial Offer Form Updated Annex B _Financial Offer Form. Please note that a layout has been provided showing 4 options of accommodation prefabs: option 1, option 2 (named in the layout as option 1-ablution), option 3 and option 4. Please note that you are requested to quote for one additional option: option 6 guard house for 1 security guard. The estimated annual quantity is 5. Please note that your installation cost must be all included with also all travel and expenses to install the prefabs. The updated Financial Offer Form reflects this precision. 5

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