REQUEST FOR EXPRESSION OF INTEREST (EOI)

This notice is placed by UNECA. The accuracy, reliability and completeness of the contents of furnished information is the responsibility of UNECA. You are therefore requested to direct all queries regarding this EOI to UNECA using the fax number or e-mail address provided below.

Title of the EOI: Procurement of Luggage X-ray and Walkthrough Machines Inspection and Maintenance Service

Date of this EOI: 5 April 2022

Closing Date for Receipt of EOI: 25 April 2022

EOI Number: EOIUNECA19650

Beneficiary Country/territory: Addis Ababa, Ethiopia

Commodity/service category: Security Services

Address EOI response by fax or e-mail to the Attention of: Mr. Mikiyas Goshu / Mr.ali Assaad / Ms. Aster Zewde

E-mail Address: goshu2@un.org; assaad@un.org; zewdea@un.org UNSPSC Code: 92121700

DESCRIPTION OF REQUIREMENTS

Term of Reference for Service/maintenance of Security Screening Equipment (X-ray Machines and Walk-through Metal Detectors) Description of Requirements

I. General Requirements

UNECA Security and safety services has various types of security screening and inspection devices in use as listed in Appendix A. SSS intends to engage a contractor for the preventive service and maintenance/ repair of the equipment. The task includes installation of new equipment, timely inspection, service and repair/ maintenance of all devices under the custody of Security and Safety Services (SSS). It also includes planning and advising SSS on the purchase of spare parts of the devices. The Contractor shall be a fully accredited supplier or agent of the searching and inspection devices and be familiar with the provision of repair and maintenance service of the equipment in the attached list. The contractor shall be able to handle its own stock up to a minimum value. Works shall be done and supervised directly by competent and qualified personnel. The contractor will perform the services required during working hours between 08:30 to 17:30, from Monday through Thursday and from 08:30 to 14:00 on Friday, excluding the UNECA holidays. The scope of all scope of all required services shall be included in the terms of reference of the tender.

II. Repair and Maintenance Services

The Contractor shall provide all repair and maintenance services in good professional and workmanlike manner. The Contractor shall provide;

A. Preventive maintenance

Regular maintenance shall be carried out on a monthly, quarterly, semi-annually and annually basis as appropriate and as recommended by the specific equipment manufacturer. Regular maintenance requirement and procedure may be customized in accordance with ECA SSS requirement and suitability. At a minimum the contractor shall calibrate monthly all equipment in constant use and under the contract. The contractor at the beginning of the contract period shall submit to ECA an adequate schedule of maintenance activities for the duration of the contract to cover all equipment under the contract.

B. Incident handling

Incident is the event of a system failure or part of system failure that affects the smooth screening operations. The contractor shall be obligated to recover the failed system within an agreed Service Level Agreement (SLA) with ECA SSS. 1. For equipment in operation; time to respond – 1 hour. Time to repair – 4 hours. 2. For equipment not in operation; time to respond -1 hour. Time to repair – 24 hours. For equipment needing parts the contractor shall be given ninety (90) calendar days from notification of incident, to replace the defective parts and restore the equipment to normal status. The contractor shall report all repair works on a weekly basis.

C. Installation of new equipment

Whenever requested, for the purpose of installation of new security screening equipment, the contractor shall provide installation services. The installation services shall include unboxing, installation in the intended area of use, this includes Testing, inspection and Commissioning of all new equipment’s and training of ECA staff on the proper use of the equipment. The contractor shall liaise with the manufacturer on behalf of the ECA to ensure all newly installed machines function as desired within the warranty period and after warranty is expired.

D. Relocation of equipment

The contractor shall be called upon to assist with relocation of screening equipment whenever needed. The Contractor shall repair or replace at its own cost for any defective and improper maintenance works, replacing wrong parts or any damage resulting from negligence or failure to carry out its duties and obligations properly. The contractor shall assign one dedicated technician at his office who will be available during working hoursand shall respond to telephone calls for incident reporting and maintenance requests. A qualified manager shall also be assigned to supervise the technicians and maintenance works. The contractor shall provide and make available all the necessary tools and other materials necessary for the maintenance and make all arrangements to ensure the fulfillment of its obligations under the contract. The contractor shall give warranty for its services in the areas where maintenance and repair works have been undertaken. The contractor shall provide services on an ad hoc basis outside the normal working hours provided that formal requests are made sufficiently ahead of time.

III. Duration of contract

One year from the date of issuance of contract. Possibility of extension for three years depending on the contractor performance evaluation.

IV. Supply of Spare Parts

The Contractor or its principal, in consultation with UNECA, shall advise for plan and deliver genuine spare parts. All spare parts shall be bought from overseas and sent to Addis Ababa in the name of United Nations Economic Commission for Africa (UNECA). The spare parts must be received by UNECA Central Stores with a minimum of ninety (90) days. The delivery of spares shall be accomplished during working hours between 08:30 to 17:30, from Monday through Thursday and from 08:30 to 14:00 on Friday, excluding the UNECA holidays. The contractor is responsible for ensuring that transportation agencies delivering the items are aware of these delivery days/times. The contractor shall provide a spare parts catalogue for each specific type of equipment, with pricing at the time of bidding. UNECA shall pay for spare parts as needed using pricing included in the spare parts catalogue.

V. Training and Operation

The contractor shall provide operational training to security and safety personnel who are involved in day to day operation of the machines. This will be coordinated between the contractor and UNECA/SSS and SCMS Inventory Control. Follow-up training shall also be provided at no additional cost when requested by the UNECA. The training shall be accomplished on-site and may be performed during periodic maintenance visits. The purpose of the training is to teach the operational procedures of the machines to the personnel that handle the inspection and searching task for appropriate use and proper function of the machines.

VI. Reporting

The contractor, on a quarterly bases shall conduct the timely inspection of all equipment under this contract and submit a report that shows the operational status and performance of all devices to UNECA/SSS. The contractor shall meet with UNECA/SSS quarterly to review the reports and discuss issues discovered during maintenance activities, challenges, and any other business related to the contract. The contractor on a yearly basis at an agreed time period, shall submit a report to include recommendations for replacement of equipment.

VII. Confidentiality

Except with prior consent of ECA, the contractor shall not at any time

communicate to any person or entity any information disclosed to the contractor or its personnel for the purposes of the services or discovered in the course of the services, nor shall the contractor make public any information known as a result of the services.

VIII. Qualification of Bidder

The bidder must have a minimum of 5 years’ experience in installation, maintenance and servicing of x-ray machines and walkthrough metal detectors. The bidder must have relevant industry certifications for the installation and maintenance of x-ray and walkthrough metal detectors. The bidder must have sufficient manpower/technical support capacity. The bidder must submit the following:

1. Client list from oldest to most recent. The list should include;

b. Name of client,

c. Description of contract/services rendered e.g. equipment supply and installation, maintenance contract, type of equipment (make and model) supplied/maintained, Quantity of equipment, Location of service,

d. Contract dates – begin and end dates,

e. Contact details for referenced client. Include Name, position, telephone number and email.

2. List of all relevant industry certifications and recognitions.

3. List of all service engineers/technicians to provide preventive and corrective maintenance services on the x-ray machines and walkthrough metal detectors.

SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) NOTE

Information on tendering for the UN Procurement System is available free of charge at the following address: https://www.ungm.org/public/notice Only the United Nations Global Marketplace (UNGM) has been authorised to collect a nominal fee from vendors that wish to receive automatically Procurement Notices or Requests for Expression Of Interest. Vendors interested in this Tender Alert Service are invited to subscribe on http://www.ungm.org Vendors interested in participating in the planned solicitation process should submit the Vendor Response Form of this EOI electronically (through the link available on the next page) before the closing date set forth above.

VENDOR RESPONSE NOTICE

▶ Companies can only participate in solicitations of the UN Secretariat after completing their registration (free of charge) at the United Nations Global Marketplace (www.ungm.org).

▶ As you express interest in the planned solicitation by submitting this response form, please verify that your company is registered under its full legal name on the United Nations Global Marketplace (www.ungm. org) and that your application has been submitted to the UN Secretariat.

▶ While companies can participate in solicitations after completion of registration at Basic Level, we strongly recommend all companies to register at least at Level 1 under the United Nations Secretariat prior to participating in any solicitations. PLEASE NOTE: You should express your interest to this EOI electronically at: https://www.un.org/depts/ptd/sites/www.un.org.depts.ptd/files/pdf/eoi19650. pdf In case you have difficulties submitting your interest electronically, please contact goshu2@un.org; assaad@un.org; zewdea@un.org directly for instructions.

EOI INSTRUCTIONS 1. Registering as a Vendor with the United Nations

Vendors interested in fulfilling the requirement described above must be registered at the UN Global Marketplace (www.ungm.org) with the UN Secretariat in order to be eligible to participate in any solicitation. Information on the registration process can be found at https://www.un.org/depts/ptd/vendors.

Prerequisites for Eligibility

In order to be eligible for UN registration, you must declare that: A. Your company (as well as any parent, subsidiary or affiliate companies) is not listed in, or associated with a company or individual listed in: ii. The Compendium of United Nations Security Council Sanctions Lists (https://www.un.org/sc/suborg/en/sanctions/un-sc-consolidated-list), or iii. The IIC Oil for Food List website or, if listed on either, this has been disclosed to the United Nationsprocurement Division in writing. B. Your company (as well as any parent, subsidiary or affiliate companies) is not currently removed or suspended by the United Nations or any other UN organisation (including the World Bank); C. Your company (as well as any parent, subsidiary of affiliate companies) is not under formal investigation, nor have been sanctioned within the preceding three (3) years, by any national authority of a United Nations Member State for engaging or having engaged in proscribed practices, including but not limited to: corruption, fraud, coercion, collusion, obstruction, or any other unethical practice; D. Your company has not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against your company that could impair your company's operations in the foreseeable future; E. Your company does not employ, or anticipate employing, any person(s) who is, or has been a UN staff member within the last year, if said UN staff member has or had prior professional dealings with the Vendor in his/her capacity as UN staff member within the last three years of service with the UN (in accordance with UN post-employment restrictions published in ST/SGB/2006/15). F. Your company undertakes not to engage in proscribed practices (including but not limited to: corruption, fraud, coercion, collusion, obstruction, or any other unethical practice), with the UN or any other party, and to conduct business in a manner that averts any financial, operational, reputational or other undue risk to the UN. For Registered Vendors: Vendors already registered at the UN Global Marketplace with the UN Secretariat must ensure that the information and documentation (e.g. financial statements, address, contact name, etc.) provided in connection with their registration are up to date in UNGM. Please verify and ensure that your company is registered under its full legal name.

For Vendors Interested in Registration: Vendors not yet registered should apply for registration on the United Nations Global Marketplace (http://www. ungm.org); information on the registration process can be found at https:// www.un.org/depts/ptd/vendors. Vendors must complete the registration process prior to the closing date of the REOI. Vendors who have not completed the UNGM registration process with the UN Secretariat before the closing date of the REOI are not considered eligible to participate in solicitations of the UN Secretariat. We strongly recommend all companies to register at least at Level 1 under the UN Secretariat prior to participating in any solicitations.

IMPORTANT NOTICE: Any false, incomplete or defective vendor registration may result in the rejection of the application or cancellation of an already existing registration.

2. EOI Process Vendors interested in participating in the planned solicitation process should forward their expression of interest (EOI) to UNECA (UNECA) by the closing date set forth in this EOI. Due to the high volume of communications UNECA is not in a position to issue confirmation of receipt of EOIS. Please note that no further details of the planned solicitation can be made available to the vendors prior to issuance of the solicitation documents. This EOI is issued subject to the conditions contained in the EOI introductory page available at https://www.un.org/depts/ptd/eoi.