Supply of laboratory equipment (Part III - Freezers and Refrigerators) for the SES of the Republic of Uzbekistan

New amendment added #4: The ITB has been further amended in order to extend the deadline for submission of bids till 22 July 2024.

New clarification added: Q33: Please clarify if freezers and fridges without internal light would be acceptable.  A33:Only freezers and fridges with internal light will be evauated as technically compliant.

New amendment added #3: The ITB has been further amended in order to change requirements in the criteria 3.6 "Liquidity ratio" in the section "Criteria" of this ITB.

New clarification added: Q32: Please clarify if total financial offer refers to the value based on CPT or FCA Incoterms? A32: Total value offer based on CPT Incoterms shall be entered in section "Financials" of the ITB, however a bidder will provide both FCA and CPT Incoterms prices  in the uploaded document "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form C_ Price Schedule Form".

New clarification added: Q31:Is the ISO 14001 certification of the manufacturer a mandatory requirement? A31:Bidder shall submit a copy of Manufacturer(s) Environmental Management Certificate (ISO 14001 or EMS certificate issued by a competent national body).

New clarification added: Q30: Is it feasible to consider extension of bid submission deadline from 15 July 2024 till 22 July 2024?  A30:Considering the timelines set for procurement of the items, further extension of the bid submission deadline is not feasible. 

New clarification added: Q29:Is it required to have all the licences and authorizations required under national legislation of the country for all the items in this tender?  A29:Please refer to clause 2.2. of ANNEX 3:Schedule of Requirements in the document titled "ITB_2024_52451_Section_IV_Draft_Contract_for_Goods_REV.1_03JUL24" for detailed information on the documents requirements. 

New clarification added: Q28:Is any bid security bond or performance secuirty bond applicable to this ITB?  A28: As per the Patrticulars of this ITB, neither bid security nor performance security are applicable to this ITB.

New clarification added: Q27:Is it mandatory to provide prices for all items?  A27: As per the particulars of the ITB, bidders must quote prices for the total goods, services or works for the total requirement.

New clarification added: Q26:Could you please clarify the delivery time?  A26:Please read ITB_2024_52449_Section_IV_Draft_Contract_for_Goods_Rev1_03.07.2024, ANNEX 3: Schedule of Requirements, clause 2 - Delivery requirements, sub-clause 2.1.

New clarification added: Q25: Does the current ITB accept manufacturers from any country, or are there specific country-of-origin requirements?  A25: Yes it does. 

New clarification added: Q24:Please clarify whether the tender is exempt from value added tax (VAT) and customs duties, import or other taxes, or fees applicable to goods imported into Uzbekistan. A24:Reference made to ITB Particulars, Duties and Taxes, where it is stated:1. UNOPS as a UN subsidiary organ, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use.2. This project is co-financed by ADB and AIIB as state external debt. Per the provisions of Article 483 of the Tax Code of the Republic of Uzbekistan, as amended on 28 December 2023 through the Law № ЗРУ-891, supply of goods and services within the framework of projects fully or partially financed from international financial institutions as state external debt are exempt from Value Added Tax until 01 January 2028.3. Based on the foregoing, all bids must be submitted net of Value Added Tax, other direct taxes and customs duties for the imported items. Indirect taxes, such as Income Tax, payable by the Contractor's staff, personnel, consultants and subcontractors that may be engaged for the provision of in-country services (in-country delivery to final destinations, assembly, installation, calibration, user training, post-sales services, etc., as may be applicable for the required goods), must be incorporated in your all-inclusive rates and prices for the respective services.

New clarification added: Q23:What are the delivery terms?  A23:CPT Tashkent, Uzbekistan.

New clarification added: Q22:Are suppliers from any country allowed to participate in this tender and would be evaluated and accepted equally as local suppliers? A22:All bidders are eligible to participate in the tender, and each will be evaluated based on their individual merits.

New clarification added: Q21:Reference is made to  the technical requirement line # 8 "Automatic defrost system" and line #9 "Internal forced air re-circulation for temperature stability improvement" in Form D for Lots #1 and #2. Automatic defrost system and internal forced air re-circulation for temperature stability improvement are not applicable to such freezer, mostly used for refrigeration minus 20 degrees or above, in the market such - 30º freezer are mostly all adopting manual defrost and direct cooling function. Meanwhile because of the defrosting heating module, the temperature rise is inevitable during the automatic defrost for such freezer, the lower the set temperature, the greater the temperature rise, it can not help improve temperature stability as indicated in line #9 "Internal forced air re-circulation for temperature stability improvement" in Form D for Lots #1 and #2. for such freezer. Please advise if amending these requirements accordingly or adding the option of manual defrost and direct cooling function may be considered. A21:These technical specifications will not be changed in Lots #1 and #2. There are many models available which fit these technical requirements.

New amendment added #2: The ITB has been further amended in order to:1) replace document titled "ITB_2024_52451_Section_IV_Draft_Contract_for_Goods" with document titled ITB_2024_52451_Section_IV_Draft_Contract_for_Goods_REV.1_03JUL24" that introduces amendments (in red font) in: a) Annex #1 on payment terms; b)  Annex #2 on delivery requirements in Table 2 under "Delivery requirements" clause; c) Annex #2 with additional Table 3 with final destinations; d) Annex #3 on training services under clause 4.1.;l2) replace document "ITB_2024_52451_Section_III_Returnable_Bidding_Forms" with the document titled " ITB_2024_52451_Section_III_Returnable_Bidding_Forms_REV.1_03JUL24" that introduces amendment in services requirements stipulated in Form H: Local Partner’s Information Form;3) replace document "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form G_ Performance Statement Form" with the document titled "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form G_ Performance Statement Form_REV.1_03JUL24" that introduces amendment in in-country services provision capacity requirements;4) replace document "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form D_ Technical Bid Form with the document titled "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form D_ Technical Bid Form_REV.1_03JUL24" that introduces amendment a) to the technical requirement line #11 of Technical bid form for item #3; b) to the delivery time for the goods in the "Delivery requirements –– Comparative Data Table";5) replace document "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form I_ Financial Capability Form" with the document titled "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form I_ Financial Capability Form_REV.1_03JUL24" that introduces amendment in financial statements and balance sheets requirements.6) Extend the deadlines for submission of requests for clarification and submission of bids till 8 July 2024 and 15 July 2024 respectively;7) Pre-bid meeting was not held due to absence of potential bidders on the set date and at the set time. 

New clarification added: Q20:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 5.3. Packing and shipping instructions (d), it states: "Partial shipment is allowed. Transshipment is allowed." Given this allowance, could you please provide clarification regarding how penalties or liquidated damages are applied? Specifically, are they based on the total Contract value rather than the value of delayed goods or services? A20: Liquidated damages shall apply based on the total contract value in order to discourage the Suppliers from any possible delay of the last batch(es). In case a shipment is delayed for reasons beyond supplier's control, if justified and properly explained, iquidated damages shall not apply.

New clarification added: Q19:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 5.4. Documents required, it reads as follows: "… Important: Documents must arrive well in advance of goods. Contractor will be held responsible for any financial loss resulting from failure to comply with the above requirements. Payment will be effected within thirty (30) days of receipt of the above documents by this office." Could you please clarify the procedure if the documents arrive later than the goods? Additionally, if the package of documents for payment is incomplete, does this mean that payment will not be effected? In the event that the goods have already been received by the Consignee and customs clearance has begun, but the documentation package is incomplete, what steps should the Contractor take to ensure timely payment?  A19:Scanned copies of documents must be submitted well ahead of the goods' arrival. Documents required for customs clearance must accompany the goods. If upon arrival of the shipment, the Customs delays the clearance due to missing documents, the Contractor will promptly provide the missing documents and shall bear the responsibility for any financial loss resulting from delays and demurrages.If the payment documentation package is incomplete, it will result in payment delays until all documents are completed. 

New clarification added: Q18:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 5.4. Documents required, it reads as follows: " Pre-loading inspection report - 1 original." Does that mean that the contract value should include the cost of Pre-shipment inspection services at the Manufacturing or Contractor's site? A18: Yes the quotation value should include the cost of pre-shipment inspection.

New clarification added: Q17:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 5.3. Packing and shipping instructions, it reads as follows: "Unless not applicable to the ordered products, the following packing and shipping instructions shall be followed: … i) For consumable items, the item must bear the Date of manufacture; and Expiry date." Are the Date of manufacture and Expiry date related to solutions only? Please confirm, since the consumables could be different types of rubber tubes, which do not have these dates given on their packaging.  A17: This applies only to consumables with limited shelf life, such as reagents and disposables, and does not include rubber tubes.

New clarification added: Q16:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 5.1. Schedule of supply, delivery, installation and training activities, it reads as follows: “As a minimum, the schedule shall articulate the following on a shipment-by-shipment basis: f) Details of freight forwarder.” If there are more than two freight forwarders, should we provide the details for all of them, given that the final freight forwarder is determined once the goods are ready to dispatch? Similarly, considering that the date of readiness to ship and the delivery route might change, how should this information be presented to UNOPS?   A16:This information is not required at the bidding stage. The winning bidder, once contracted, shall provide details the final selected freight forwarder(s) after the start of contract execution ensuring full accuracy of the provided information.   

New clarification added: Q15:According to Section IV: Draft Contract for Goods, ANNEX 3: Schedule of Requirements, 4.2. Warranty and After-sales Services, it reads as follows: "Within the warranty period, the Supplier or its authorised service centre shall provide after-sales service, including maintenance and/or replacement of defective parts/equipment, repair of equipment, labour for equipment repair and/or parts replacement at the equipment operation site not later than 2 (two) work-days." Could you please clarify what specific service should be provided within this 2-day timeframe: repair or replacement? Our company can offer after-sales service, encompassing maintenance and/or replacement of defective parts/equipment, repair, and labour for equipment repair or parts replacement on-site, within 60 days upon receiving a call from the authorised party of the End User/hospitals. However, our specialist will respond within 2 work-days from the date of receiving the initial phone call, which would mark the commencement of the service delivery. Please confirm if this proposed approach aligns with the contract's requirements.  A15:The bidder must respond to the request not later than 2 (two) work-days, either by phone call or site visit, to initiate the process.The proposed approach is acceptable provided the overall service remains compliant with the provisions of the quoted warranty clause, including, but not limited to the requirement of ensuring at least 95% uptime (full functioning) in a year, i.e. 347 days out of 365 days within the warranty period, which means that in the event that the item supplied has been malfunctioning for more than five percent (5%) of one single year of the warranty period, i.e. more than 18 natural days in one single year, the Supplier shall extend the warranty period for a double (2x) duration of the equipment’s downtime. Time required for customs clearance of a replacement part, if any, shall not be counted towards the downtime. 

New clarification added: Q15: Please clarify if the storage volumes stipulated for lots #1,2,3 and 4 in technical specifications under line numbers 5,5,6 and 5 respectively are nett or gross volumes and what is the maximum deviation acceptable in terms of volume capacity. A15: Internal volume storage capacity stipulated in lines 5,5,6 and 5 for lots 1,2,3 and 4 respectively are the nett volumes. Deviation is acceptable as long as the volume of offered product is not less than the volume stipulated in the respective technical requirements. 

New clarification added: Q14:Reference is made to  the technical requirement line # 8 "Automatic defrost system" and line #9 "Internal forced air re-circulation for temperature stability improvement" in Form D for Lots #1 and #2. Automatic defrost system and Internal forced air re-circulation for temperature stability improvement are not applicable to such freezer. In the market such - 30º freezer are all adopting maunal defrost and direct cooling function. Please consider amending these requirements accordingly. A14: These technical specifications will remain unchanged.

New clarification added: Q13: Reference is made to  the technical requirement line #11 in Form D for Lot #3 "Automatic defrost function". As per our suppliers there is no automatic defrost function in -80°C. freezers. Please confirm if a freezer with manual defrost function is acceptable  A13: Line #11 in Form D for Lot #3 will be amended as follows "Manual defrost function". Revised Form D "ITB_2024_52451_Section_III_Returnable_Bidding_Forms_Form D_ Technical Bid Form_REV.1_03Jul24" to be uploaded in Document section of the ITB

New clarification added: Q12: If the balance sheets for year 2023 are not available/filed by the tender deadline, can the balance sheet/budget/turnover value and liquidity ratio for the three-year period 2022, 2021, 2020 be taken into consideration? A12:If the balance sheets for 2023 are not yet available, the balance sheets for 2020 may be provided instead. The ITB shall be amended to consider this.

New clarification added: Q11: Please clarify what transport mode is suitable to use to deliver to Uzbekistan and would FCA point close to a manufacturing site be acceptable? A11:Any mode of inland or air transport  and FCA point are acceptable and it is up to Bidder to decide on the mode of transportation and FCA point.  

New clarification added: Q10:Please share the pre-bid meeting minutes. A10:Pre-bid meeting did not take place due to absence of potential bidders at the set date and time.    

New clarification added: Q9:Is it possible to consider the possibility of delivery within a period of more than 90 days, since the quantity of goods is relatively large, manufacturers may not have time to deliver goods in 60 days and in addition the August-November period is a period when transport routes are overloaded.  A9: The delivery time to be extended from 90 days to 120 days CPT Tashkent, Uzbekistan. Please refer to ITB_2024_52449_Section_IV_Draft_Contract_for_Goods_Rev1_03JUL24, Annex 3: Schedule of Requirements, Section 2 - Delivery Requirements wich will uploaded in the Documents section of this ITB.  

New clarification added: Q8:Could you please advise if there is a specific form for training and warranty quotations related to the product? Is it possible to include the costs of these components in the overall product price?  A8:Training and warranty cost must be incorporated into the product price.

New clarification added: Q7: Confirm what services are required within this procurement  A7: Only training, warranty and after-sales services are required as stipulated under clauses 4.1. and 4.2. of  ANNEX 3: Schedule of Requirements of the ITB_2024_52451_Section_IV_Draft_Contract_for_Goods_Rev.1_03Jul2024. 

New clarification added: Q6: Please advise the locations where the items will be installed so that the bidder can accurately quote for installation, commissioning, and after-sales support.  A6: Installation and commissioning are not required. The list of  locations has been added under clause 2.6. of  ANNEX 3: Schedule of Requirements of the ITB_2024_52451_Section_IV_Draft_Contract_for_Goods_Rev.1_03Jul2024.

New clarification added: Q5:Could you please confirm whether this tender requires a sole representative of the manufacturer, meaning that each manufacturer can have only one representative?  A5:According to Section II: Schedule of Requirements, Section II.2a - Manufacturer’s Authorization, bidders must be either the manufacturer of the offered goods or a sole representative of the manufacturer to UNOPS. In cases where bids for a specific make and model originate from multiple appointed representatives (bidders), UNOPS reserves the right to select only one bid.

New clarification added: Q4: Is the ISO 14001 certification of the manufacturer a mandatory requirement?  A4: Yes, manufacturer(s) of offered equipment must possess a valid ISO 14001 certificate which is mandatory for submission within this tender process. 

New clarification added: Q3: Is it possible to reconsider payment terms as follows "80% against letter of credit  and 20 % against acceptance and installation. A3: Payment terms will remain the same as follows "Within 30 days upon fulfilment of all the obligations under the contract, receipt of the goods per the applicable Incoterms and on submission of payment-related documentation". Please be advised that the Incoterms applied is "CPT Tashkent" and no installation service shall be required. 

New clarification added: Q2: According to the Schedule of Requirements in Section IV: Draft Contract for Goods, ANNEX 3, Delivery requirements, sub-section 2.2 read as follows: "If required, the Supplier must obtain a Certificate of Registration/ Authorization/ Waiver for the import and use of IVDs and MDs from the health regulatory authorities of the Republic of Uzbekistan (State Center for expertise and standardization of medicines, medical devices, and medical equipment under the Ministry of Health of the Republic of Uzbekistan, referred to as 'Uzpharm Control' and Committee for Sanitary-Epidemiological Welfare and Public Health of the Republic of Uzbekistan, referred to as 'SES')". Could you please clarify if registration with Uzbekistan's regulatory authorities is required for all six lots of products? A2: To the best of our knowledge refrigeration equipment is not subject to Uzpharm Control registration in Uzbekistan, but the import requirements for the equipment in question might change. It shall be the Contractor's responsibility to verify whether registration with Uzpharm Control is required for the items under its contract. If it transpires that registration is indeed required, the Contractor shall, upon signing the contract, submit the application forms along with the required documents to Uzpharm Control and SES for registration. The Contractor shall make efforts to obtain the certificates of registration or authorizations for the import and use of the items before the goods arrive in the country. 

New clarification added: Q1: As more time required for bidders and manufacturers to work on pricing, considering the high quantity of the items requested, would it be possible to extend the deadline for submission of bids? A1:The deadline for bid submission has been extended till 11 July 2024.

New amendment added #1: The ITB has been amended in order to extend the bid submission deadline from July 01, 2024 till July 11, 2024.