DATE: 20th AUGUST 2024 INVITATION TO BID: No. ITB/HCR/PZU/2024/015 ESTABLISHMENT OF FRAME AGREEMENT FOR THE SUPPLY AND DELIVERY OF LAUNDARY SOAP BARS (250 GRAMS) TO UNHCR WAREHOUSES IN PORT SUDAN,

Tender Time Extension from 19 Sept until 28 Sept.

Clarifications: Batch 9 1. Could UNHCR provide tax exemptions letter? NO 2. Could UNHCR pay our payment in our Bank account outside Sudan if we win and sign the contract? IT IS POSSIABLE THROUGH INTERNAL APPROVALS, SUBJECT TO SUBMIT SUPPORTING DOCUMENTS FOR THE SAME COMMERCIAL NAME. 3. Considering the weight of the products, would this be possible that UNHCR will consider extending the deadline of the tender for 10 days? THE TENDER IS OPEN FOR 4 WEEKS AND THAT SUITS THE OPERATION PROCUREMENT PLAN. 4. Is this bidding open for all international bidders as well as national bidders? YES, SUBJECT TO LOCAL LEGAL REGISTRATION AS MENTIONED IN THE TECHNICAL EVALUATION CRETERIA. 5. could you please clarify about the required soap use for body and laundry or for laundry only? IT IS CLEARLY MENTIONED IN THE TENDER DOCUMENT THAT IT IS FOR HAND WASH. 6. Do you have any requirements for the surface treatment for the soap? ALL SPECIFICATIONS WERE PROVIDED IN THE TENDER DOCUMENT AND EVALUATION WILL CONSIDER THE MENTIONED SPEC'S. 7. could we offer for partial quantities (such as for one or two or three town)? IT IS (ALL OR NONE BASIS) AS MENTIONED IN THE TENDER PAGE 5 UNDER SECTION 2.5.2 TECHNICAL AND FINANCIAL EVLAUTION. 8. As per specification required the Fat acid is 70% minimum is this specification strict or it can be less as this has direct impact on price. Majority of soap in the local market is average 55%. THE MENTIONED SPECIFICATION WILL BE EVALUATED ACCORDENGLY. NO DEVIATION IS EXPECTED. 9. Regarding the packing it’s required to every soap bar to be packed individually can you please specify the type of packing needed (plastic or carton) and is it compulsory to have it packed individually or enough the carton containing 100 bars inside? EACH SOAP BAR IS TO BE PACKED INDIVIDUALLY BY WATERPROOF MATERIAL. 10. for the carton packing it required 100 bars which is heavy for normal carton 25kg for handling and packing this required high specification carton which impacts the price. Is this packing condition flexible? UNHCR WILL RECEIVE THE SOAP IN PALLETS FORM WITH EACH PALLET CONTAINING 30 CARTONS (EACH CARTON MUST CONTAIN 100PCS). THERE IS NO FLEXIBILITY IN PACKAGING AS PREVIOUSLY UNHCR HAS RECEIVED SOAP IN THIS PACKAGING LOCALLY WITHOUT ANY ISSUES FROM THE SUPPLIERS.

Clarifications: Batch 7: 2) If soap is manufactured outside Sudan, will the goods be exempt from customs duties? No. 3) In the specification table it is mentioned (30 cartons per pallet) Does the organization want to receive the shipment in the form of pallets? Or can the shipment be delivered in the form of individual cartons? UNHCR will receive the soap in pallets form with each pallet containing 30 cartons (each carton must contain 100pcs).

Clarifications: Batch 8 Do UNHCR provide an IM form form MOFA ( for Custom exemption)? or all these cost to be added to Unit cost? UNHCR Answer: The offered price should cover the delivery up to the named locations in the tender. UNHCR will not facilitate any custom exemption.

Clarifications: Batch 6 1 Concerning the Sample as everyone these products are imported at this stage will find in local market specification given in terms of FA 70percenatage or size 250 grams all laundry is 180 grams Can Sample be less than carton of 100 pcs can be 10 pcs. UNHCR Answer: 40 pieces minimum is acceptable but during PO execution each carton must contain 100 pcs. 2 do You accept lose or we can be palletized After arrival. UNHCR Answer: at our warehouse we only accept palletized consignment. 3 Or can we Keep 72 carton per pallet for better utilization of container. UNHCR Answer: 30 cartons per pallet are recommended for easy to handle therefore 72 will be too heavy to handle and distribute. 4 What are custom exemption that your provide, or custom UNHCR Answer: None 5 For payment in USD we operate same Company name outside Sudan can we get payment in it UNHCR Answer: Yes 6 If payment in Sudan done in USD AS OER UNHCR email that we received or still negotiating with BNMB. UNHCR Answer: All payments within Sudan shall be made by USD to your respective USD valid accounts. 7 DO ACCEPT alternative offer of less FA 70Percentage or 50Pecentage . UNHCR Answer: No. 8 Is the quantities predication State annually or this for 3 years estimate quantities. UNHCR Answer: Is an estimation for one year period but, the frame agreement is renewable up to three years. 9 As well know the quantity is quite big to be Delivery can we offer form 2 different source. Quality is the same the minimum period can be 3.5-month footnote source with unforeseen can be 4 months. UNHCR Answer: UNHCR usually issues a PO with depending on budget availability and the location demand therefore the requisition is placed on manageable quantities. .

Clarifications: Batch 5 1- for the international organization which registered in Sudan and still didn't get the local recognized quality certificate from Sudanese Standard and metrology organization, shall we will be disqualified or can we provide the same till the time we get the contract with UNHCR? UNHCR Answer: The local registration certificate is a mandatory requirement as per the technical evaluation criteria. The certificate should be part of the technical offer. And it will be evaluated by the technical evaluation committee upon the closing date. if you started the registration process and still not receiving the certificate, you may need to submit the proof as part of your technical over subject to be technical evaluation committee advice. 2. The positive result from recognized laboratory that we have to provide, the test result can be accepted from recognized laboratory outside Sudan ? and do you want this result for the mass production later or for the 100 pcs samples as well ? UNHCR Answer: As mentioned in the tender document, bidder who is welling to participate needs to send the sample to the mentioned company for inspection. The company will handle the inspection and submit the final report for all samples.

Clarifications: Batch 4 1) Is this ITB open for International Suppliers or it is only for Sudanese companies. International and Sudanese companies are allowed to participate but they need to be registered in Sudan. 2) For the local supplier can UNHCR make the payments outside Sudan. Allowed if a bank account has the same commercial company name.

Clarifications: Batch 3 1. Price validity: prices of soap as a commodity is very volatile and depends on the oils and fats prices on the international commmodities exchanges, are prices going to be flexible and subject to renegotiation given any significant changes within the 1 year period (which is extendable to 3 years period as per the tender), is it possible to submit a price that is valid for less than 12 months? UNHCR Answer: The tender is for the purpose of establishing a frame agreement (contract valid for three years). The price in USD is expected to be valid for the duration of the contract, however, if any cases of price increment the contractor needs to provide justifications that would be discussed and investigated internally subject to negotiation/approvals. 2. Location: the delivery locations include some cities that currently have security issues and might not be reachable (ie. Damazine, darfur, kurdofan, khartoum), is it possible to exclude any locations in our offer or is it mandatory to include all locations? Are there any arrangements by UNHCR to secure transportation to those locations? UNHCR Answer: It is mandatory to accept the delivery to all mentioned locations. The security situation will be observed when time of implementation. UNHCR does not facilitate support for the delivery. 3. Extension: the tender document states that the price should be valid for 1 year extendable for 3 years, however, this article does not mention whether the extension is at UNHCR discretion or with agreement of both parties. UNHCR Answer: the total duration of the contract is three years extendable depends on the supplier performance.

Clarifications: Batch 2 1-Will the full quantities be purchased as stated in Financial Annex B as one batch or Scheduled during the agreement period? The mentioned quantities are an estimation for three years frame agreement (contract). 2-If the quantities are scheduled during the life of the agreement, will the amounts mentioned in Financial Annex B be binding on you? The mentioned estimated quantities are not binding and may be less and required pre-approval in case of more. 3-Can you pay the purchase invoice to us as local suppliers outside Sudan? If bank account with similar commercial name is available with pre-approval.

Clarifications: Batch 1 1. What colour should the soap bar be? Any homogenous colour 2. What scent should the soap bar be? Without any disagreeable odour 3. What shape should the soap bar be? Any regular shape 4. Does the full quantity need to be delivered to each warehouse in a single shipment? No, as requested in the PO at that particular time as per the actual need. 5. Does the soap bar need to be wrapped in any particular material? Yes, Waterproof material is preferred for wrapping individual soap bars 6. Should the soap bar wrapper have any particular information printed on it? Not necessarily.