Kitchen Set Supplier Conference 26/04/2012 Introduction Two points were clarified during the introduction: 1) Factory Visits The suppliers must specify their manufacturing location and address, as UNHCR will be conducting factory inspections. The manufacturing address details must be stated in the ITB offer and will then be part of the Frame Agreement. The factory inspections will be focusing, not only in quality management, but also in social responsibility and accountability. 2) 200 Series Stainless Steel It is mandatory that suppliers send the certificate from the manufacturer of raw material to the laboratory and with the ITB offer. UNHCR is not providing specific grades or chemical composition for the 200 series stainless steel, as per recommendation of ISSF. Suppliers are encouraged to follow the instructions of ISSF. 3) It was clarified that galvanized steel is also acceptable for the frying pan handle. 4) It was agreed that steel for Kitchen Set knife will be defined as 400 series stainless steel. Questions and Answers GENERAL QUESTIONS FOR ALL INVITATION TO BIDS 1) With ref. to above ITB, we would like to offer 4 Versions of Kitchen Sets as below: KITCHEN SET WITH SS POTS AND PANS AND SS CUPS KITCHEN SET WITH ALUMINIUM POTS AND PANS AND SS CUPS KITCHEN SET WITH SS POTS AND PANS AND PLASTIC CUPS KITCHEN SET WITH ALUMINIUM POTS AND PANS AND PLASTIC CUPS Additional: Alternative Plastic Packaging. So, shall we submit 4 different Offers for the above + Offer for the Alternative Plastic Packaging? There are 4 material combination options including the following: a) KITCHEN SET WITH SS POTS AND PANS AND SS CUPS b) KITCHEN SET WITH SS POTS AND PANS AND PLASTIC CUPS c) KITCHEN SET WITH ALUMINIUM POTS AND PANS AND SS CUPS d) KITCHEN SET WITH ALUMINIUM POTS AND PANS AND PLASTIC CUPS The preferred options are a) or b) but we will also accept c) and d), so you may send as many as you wish.
2) After carefully reading your Specification for Logo for the Kitchen set, the Document shows that the Length and Height of the Box is 30 cm, however, in the Packing details provided by you, it shows: 0.3X0.3X0.25M, which means, the Height is 25 Cm. The packing measurements are estimative measurements and we invite suppliers and manufacturers to provide optimal packing reducing the size of the boxes while maintaining the strength necessary to put them in piles, many times without racks. 3) Can we submit new samples to laboratory testing to replace the ones that failed? Yes, as long as it is before the final laboratory report is submitted to UNHCR within the established deadline. 4) Does the alternative plastic box have to be tested in laboratory as well? Yes, as the food grade needs to be tested. However this is an alternative product that UNHCR will decide if would like to buy or not. If yes, there will be a bid for that product later on. 5) The laboratory report does not state clearly the 200 series stainless steel on the results, only the chemical components, is that acceptable? UNHCR asked laboratory to include a column in this report for compliant/non-compliant according to the specified standards, for easier understanding. 6) The packing details ask for the box size to be 0.3x0.3x0.25m & the gross weight to be 5kg, whereas the actual box size could vary for different designs. Does the box size & weight need to be exactly as per the specifications or can the size & weight be as actual? The size of the box and the total weight is an estimate. We will send an excel table to all suppliers to provide the weight of every item from the kitchen set and we will consider the recommendations by all suppliers, so that specifications in the future will have the weight of each item, so that the information received will help us improving the specifications. 7) The idea of food grade finish could differ across different countries. Could the specifications be more precise & define the finish as either satin/matt or polished finish (the two most commonly used finishes)? It can be either one, as long as it is food grade finish and we ask suppliers to indicate what kind of food grade finishing they are applying. 8) The specifications ask for a kitchen knife with 15cm blade, whereas as per the drawing the whole length of the knife (including the handle) is shown as 15 cm. We request you to kindly specify the exact size required? There is an error in the drawing; it should be 15cm blade (not the whole length of the knife). 9) Normally a frying pan lid would sit on top of the cooking pot, the specifications ask for the lid to fit into the pot. A lid fitting into the pot would reduce the pot capacity & thereby not solve the purpose. Alternatively, a lid just fitting onto the pot would be a better off.
It depends on how you fit the frying pan into the top; it should be face to face, not bottom to face. Concern: It will not be possible to pass a stick across the handles to put the pot above the fire. 10) Would the plates just fitting on top of one of the pots be a suitable packing option? The design is an option given to suppliers respecting the requirement of each item and maximizing the packing options for transport. 11) A clarification on whether or not the samples to be submitted to the lab, need to be exactly in the same packing & with the same marking as asked for in the packing instructions could make matters lot easier. The samples should be according to all detailed specifications, including packing and markings. 12) Will a bidder offering different combination options need to submit a separate set of each option to the lab or just sending the optional items separately with one complete kit solve the purpose. The samples should be according to all detailed specifications, including packing and markings, for laboratory testing and visual inspection. 13) As per the bid, the technical & financial offer needs to be submitted in separate emails. Now with the email size for each mail being limited & a requirement of numbering each mail & attachment, Will the different emails for both the offers (technical & financial) need to number distinctly or can the bidder use common number sequence for all emails & different attachments thereof? It is OK to use common number sequence however we strongly recommend to indicate in the subject whether the certain e-mail is part of the technical or the financial offer. It is also recommended the 1 st page to be a cover page indication how many e-mails you will send all together. 14) Can the bidders offer a common stock/delivery for different optional products? Only if all different products are accepted for Frame Agreement. 15) Plastic Cups made of food grade according to EN 1186-3-9: as there are many different food grade plastics (P.P, HDPE, POLYCARBONATE, ETC.) and taking into account that each kind of plastic as its own hardness characteristics, could you specify if there is any preference for the kind of plastic to be used? We don t have any preference on the plastic but we need to ensure that it is unbreakable and food grade according to the given standard and we will appreciate if information regarding the different offered plastics is given by the suppliers. 16) Is there any preferred color for plastic cups? We don t have preference for color but we suggest grey or blue.
17) An official recommendation from steel manufacturer is required. However, for products like tableware where the required qty of steel is small we would probably sometimes need to buy steel indirectly from whole sellers rather than from manufacturers. Hence it is not possible to directly get the certificates from the manufacturers of steel. Please advise what to do in this scenario? The steel supplier must be able to give the certificate he would get from the steel factory. This is 100% mandatory. 18) Could you please detail which 200 series stainless steel is required? If possible, please specify the exact composition of the material. Please refer to point 2) in the Introduction. 19) The specifications offer specific details on the grade of 300 & 400 series to be used, could the organisation also suggest which grade out of the 200 series will be considered as suitable? Please refer to point 2) in the Introduction. 20) In order to have a better understanding of the requirements, can the bidder see UNHCR reference samples for each product? We have shown the pot and frying pan at the conference. 21) Does the organization have a minimum stock requirement to qualify a vendor for the process? No. Suppliers are requested to offer their stock capacities and optional stock locations if applicable. 22) With the time frame of agreement being two years, the cost of all the other major inputs such as the packaging products, freight from inland to nearest port tend to change over this time. Won't the organization allow the above costs to be classified as variable? No. The only flexible component must be based on the publicly available index of raw material as per ITB conditions. 23) 200 series of stainless steel is not mentioned anywhere in the book about the grade specifications in any book. Can we have clarifications on the specifications and other data for this grade of steel? Please refer to point 2) in the Introduction. 24) This is a domestic grade used in India. The content of Chrome which is the deciding factor for rust is low in 200 series of grade asked for. Do you expect the supplier to give anti rust confirmation which is difficult as due to low content of Chrome rusting is bound to offer on material that is kept in stocks and specially where there is welding etc. on the product. The product being cheap is not friendly to human beings in the long run as rust guarantees cannot be given. Please clarify this point.
Please refer to point 2) in the Introduction. 25) In case you approve 200 series of Stainless steel, can we give a combination of plates, bowls and mugs in 200 series or how do we offer? We would like to offer mixed combination. The specifications allow mix combination, especially the use of different grades for tableware and for cookware. 26) There is no system for 200 series for price checking on the net as this material is rolled and hence there is no price that we can offer for comparison on the internet anywhere. Please advise as to what are we supposed to link to then? The International Stainless Steel Forum can give data on market price for the 200 series grades as well as for other grades. 27) Can we offer plastic boxes for packing instead of regular corrugated boxes? Can we quote separately for the same? There is a specification about alternative food grade plastic packaging (according to EN 1186-3- 9). 28) Can the cutlery be in 200 series and not in 430 grades as it is not popular grade for cutlery? The specifications allow mix combination, especially the use of different grades for tableware and for cookware. 29) What will be the approximate weight of each Set i.e. for Aluminium and Stainless Steel Kitchen Sets? It has been answered in question nr. 6). 30) Whether J4 grade Stainless steel will be accepted? J4 is one commercial grade within the 200 series. If the supplier (Jindal India) can issue a certificate for using this grade in the intended usage (either tableware or cookware or both), then it is ok. In their commercial leaflet, the J4 is indicated for tableware only, not for cookware, hence, the importance of the certificate, and with the precision of the exact usage. 31) Do we need to send the Cartons (with the marking as mentioned in the bid) for the testing purpose? The samples should be according to all detailed specifications, including packing and markings, for laboratory testing and visual inspection. 32) According to the Bid requirement the carton box in sizes 30x30x25 CM should be placed directly on the pallet and then we need to pack the pallets with shrink wrap and strap the pallets. In fact this manner of outer packing doesn t fit to sea transportation from our experience. Pls. advice if we can place the small carton box in sizes: 30x30x25 CM into
a big carton box and then place the big carton box into the pallets and then strap the pallets? As long as the individual carton is of good quality to assure the resistance to handling for the final transportation and at distribution point, this offer is very much acceptable, but including the visibility logo in all packings. 33) Pls. note it is impossible to place a Kitchen Set into a carton in size 30x30x25 CM, could we pack the items in a carton that will fit to the actual size of the Kitchen Set? It has been answered in question nr. 2). 34) The length mentioned is 15cm usable blade. However, the drawing shows an overall total length of 15cm. Please clarify which length we must consider? It has been answered in question nr. 8). 35) Also we need clarification on the type of knife and its desired application as there is a wide range available. Knife for cooking. 36) Do we need to stick to 120x80 for the pallets? Yes, due to the storing system of the big UNHCR warehouses. 37) Please clarify LTA and other agreements. LTA (Long Term Agreement) at UNHCR is called Frame Agreement (FA). The FA is initially for a period of two years with a possible further extension of one more year. FAs are not exclusive and does not mean obligation from UNHCR to purchase. 38) Is palletized preferred on load shipments? No, not preferred, but important. Palletized shipments are only requested for deliveries to Central Emergency Stockpiles in Dubai and Copenhagen. It is essential to comply with the pallet specification given in the ITB, however we encourage suppliers to offer alternative solutions. 39) Please clarify weight of scouring pad. Minimum 20g 40) What specification of stainless steel should be used for scouring pad? Stainless steel for scouring pad, heavy duty 41) Can frying pan be made of aluminium? It is not specified in the 1 st page of the specifications.
Correct. Frying pan can be made of aluminium as per detailed specifications. 1 st page will also be updated. 42) What is considered as no sharp edges? Is there a standard for this? Need to check with laboratory how it can be tested. The aim is that it doesn t cut. 43) Frying pan The handle should resist 10 Kg load. How is it tested? Where will the weight be applied? Which standard is used for this test? If you put water on it, it will handle only 2,5 l, so why should it be tested for 10 Kg? The weight of 10kg is as per standard EN12983 for domestic cookware paragraph 7.5. We have decided to apply the force on the handle at 150mm distance from the inside surface of the pan, this is because we have different types of handle, and we like to test them all in the same condition. 44) Should the pot handles be hollow or solid? As long as they resist to 20Kg load, both are acceptable. 45) Can screws be used for the handle? No. 46) Supplier identification does it also need manufacturer identification and where should it be placed? Supplier identification is enough. Identification must be placed in one of the pieces from the kitchen set (for example in cutlery or pots). This will be included in the specifications. 47) Can we use wire handle? No. 48) Is the order going to be awarded to single or multiple vendors? Multiple. 49) Can we assume that the goods are going to be shipped out of India and will be treated as exports? Certainly, most of UNHCR cargos are going to Africa and Middle-East. 50) How can currency fluctuation be handled if we quote in USD? If we quote in local currency can we bill in USD at prevailing rate at time of delivery? It is entirely at the risk of the supplier in which currency they quote. However it is extremely important to understand that there is no way to change the currency afterwards. If suppliers quote in their local currency, the invoice must be issued in that currency and not in USD. There is no space for post adjustments due to currency fluctuation.
51) Our company is registered with UN Global Marketplace. Do we need to re-register? Being registered with UNGM does not automatically mean being registered with UNHCR. Therefore yes, those suppliers who are not registered with UNHCR must fill in the Vendor Registration Form and provide all necessary documents with it (latest balance, audit reports, etc.). 52) Is there a preference between carton and plastic box? Carton box is preferred basically, but plastic box can certainly be offered as an alternative packing option if applicable. 53) It is mentioned that every box should include inside a tag with the manufacturer s identification (name, batch no.) Is it also acceptable to mention the trader? Yes, it is acceptable, the most important factor is that UNHCR will be able to track back and identify that a certain product was sold by which supplier. It has been agreed that suppliers should punch the manufacturer s/trader s name + batch number at least on one one pot of each kitchen set. If it is possible to punch these details on each articles of each set it is certainly appreciated. Attention!!! As agreed, due to the long period of laboratory test, deadline of the ITB is extended to 20 th July.