walk-in cold and freezer rooms for vaccine storage · pdf fileplease find below guidance on...

Download Walk-In Cold and Freezer Rooms for Vaccine Storage · PDF filePlease find below guidance on the procurement of Walk-In Cold and Freezer Rooms for vaccine storage and supporting

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    Walk-In Cold and Freezer Rooms for Vaccine Storage

    Please find below guidance on the procurement of Walk-In Cold and Freezer Rooms for vaccine

    storage and supporting technical assistance for UNICEF Country Offices and Procurement

    Service partners:

    Procurement and Installation Checklist

    Procurement Reference Guide

    Technical Reference Guide

    Procurement and Installation Checklist:

    The following checklist provides a list of questions and related action points to consider before

    and during the procurement process.

    I. Considerations for ordering walk-in cold and freezer rooms (WIC/WIF)

    a. What is the planned timeline for having the rooms operational?

    b. What is the realistic actual timeline for getting the rooms fully installed and ready for use,

    taking into consideration:

    - Funding

    - Order process at country level

    - Order process at UNICEF Supply Division (SD) level

    - Supplier lead time

    - Shipment from supplier port to port of delivery

    - Clearance of goods

    - In-country transport

    - Site-readiness for installation

    - Availability of technical personnel with installation capacity (alternative: consider external

    installation services and/or training)

    c. What related activities rely on the full installation and functioning of the room(s)?

    Note: To help identify the correct size of cold or freezer room size to be procured, the Cold

    Chain Weight and Volume Calculator may be of use.

    II. Ordering installation services for WIC/WIF rooms

    If there is insufficient in-country capacity of qualified technical staff for the installation of

    WICs/WIFs, ordering installation and/or training services from SD is possible. To request SD

    assistance with installation, the following questions need to be addressed and communicated

    to SD in a timely manner:

    http://www.unicef.org/supply/index_51098.htmlhttp://www.unicef.org/supply/index_51098.html

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    a. When do the rooms need to be in place (timeline for installation)?

    b. What are the Terms of Reference (TOR) for this project? Include all relevant information

    regarding the expected extent of the work and whether additional work is required such as

    training, repair of existing rooms etc.

    c. What WIC/WIF room types and sizes are to be installed, and what is the refrigeration unit

    type (plug-in or split-type)?

    d. When were the rooms delivered and what is the purchase order (PO) reference?

    e. What is the exact address of the installation site(s)?

    f. Who can be contacted for queries (contact details)?

    In order to ensure the timely installation of cold and freezer rooms, the following

    should be considered:

    i. Lead time for the arrival of the rooms:

    The standard supplier lead time from placement of the PO to delivery to port of shipment is

    6-10 weeks. In addition, sufficient time needs to be added to allow for the transit time by sea

    to the port of destination.

    ii. Installation location(s):

    Does the equipment need to be distributed to one or more destinations other than the

    delivery location defined in the PO? The necessary local resources for transportation and time

    required should be considered.

    iii. Site preparations/site readiness

    III. Pre-installation instructions for cold and freezer rooms

    The following guideline provides instructions for site readiness to allow for the contracted

    technician to start working on installation immediately upon arrival at the installation site:

    General considerations for COs and PS partners:

    a. Ensure that the goods are on site and located within carrying distance from the final

    installation area before the arrival of the technician (if the supplier is carrying out the

    installation).

    b. Goods should be stored in a covered and secured area.

    c. Ensure the intended installation site is cleared and ready for immediate installation to

    commence.

    d. Equip installation space with adequate ventilation/windows which can be opened on the

    top of existing wall(s) with netting/burglar proof grills.

    e. Equipment crates should be opened by engineers from the service supplier to verify

    that all components have arrived as packed by the supplier.

    f. Ensure there are local unskilled labor available for carrying the materials and doing

    minor work such as installation of floors, wall, ceiling panels, doors and shelving under

    the supervision of the suppliers engineer.

    g. It is recommended a local electrician is available on site to assist with the installation

    and connect equipment to the local power supply network.

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    h. It is recommended that all technical personnel responsible for the future daily

    operation, maintenance and service of the room(s) are present at the installation and

    participate in the installation work to help them gain a thorough understanding of the

    equipment.

    Considerations for COs and PS partners: Prefabricated rooms:

    a. The doors of the WIC are located in the middle of one of the long walls. A space of 2.5

    3 meters should be left free in the front of the door wall for easy access to the room

    as well as handling and possible repacking of the stored goods.

    b. When planning the room lay-out, please note that the side and back of the room can

    be installed with a minimum distance of 100 mm from the existing building wall.

    c. Preferably installation should be done on a leveled concrete floor.

    d. As rooms are made of prefabricated insulation panels, the leveling/base evenness

    requirements are +/- 3 mm / 3 m and +/- 5 mm / 5 m.

    e. The door entrance to the installation area should be approximately 900 mm wide to

    allow for access to prefabricated panels and other.

    IV. Electrical supply and power consumption for WICs and WIFs

    Ensure electricity is available at the installation premises (380-400 V, 50 Hz, 3-phase) and that

    a proper switch box/distribution board with fuses and a main switch for the local national grid

    is available.

    V. Timing of installation commencement

    Allow for 4-5 weeks of preparation time from declaration of site readiness to the arrival of the

    technicians. This time varies from case to case depending on visa and medical requirements,

    flight availability, etc. To assist the supplier with planning, the customer should provide all

    relevant facts regarding these issues to the supplier, and provide support to help minimize

    potential delays. This can include recommending and booking suitable hotel accommodation,

    and should always include the provision of local transport to and from the installation site(s).

    Please contact the Supply Division Cold Chain Unit for any related queries.

    mailto:[email protected]

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    Procurement Reference Guide: Walk-In Cold and Freezer Rooms

    This section offers specific commercial guidance and useful references to UNICEF Country

    Offices (CO) and Procurement Service (PS) partners for ordering Walk-In Cold and Freezer

    Rooms (WIC/WIF) and related installation services. For technical details, please refer to the

    Technical Reference Guide for WIC/WIF below. All UNICEF procurement of WIC/WIF rooms is

    to be done through UNICEF Supply Division (SD).

    I. Preparing the procurement of walk-in cold and freezer rooms

    a. Assessing suitable WIC/WIF rooms

    Please refer to the Procurement Checklist and Technical Reference Guide for WIC/WIF rooms

    for related guidance.

    b. Identifying available standard cold and freezer rooms

    UNICEF exclusively supplies WICs/WIFs that fulfil the minimum quality requirements set by

    WHO. UNICEF SD procures five WHO standard sizes via Long Term Arrangements (LTA) - WIC

    10 cbm, WIC 30 cbm, WIC 40 cbm, WIF 20 cbm, WIC/F 40 cbm. SD is also able to assist with

    the supply of non-standard sized rooms.

    c. Calculating timelines for receiving standard sized WIC/WIF rooms

    SD has standard tools to assist with calculating realistic arrival times at point of unloading that

    can be used prior to ordering.

    Standard supplier lead times for WIC/WIF rooms available on established LTAs are 4-12

    weeks. This is calculated from the suppliers receipt of the UNICEF Purchase Order up to

    delivery to the point of shipment (INCOTERMS FCA).

    If the project is time critical, please contact Supply Divisions Cold Chain Unit who can provide

    more specific information on estimated supplier lead times. Estimated weight and volumes for

    standard WIC/WIF rooms are listed in the item specifications in UNICEFs Supply Catalogue.

    Considerations for COs and PS partners:

    As WIC/WIF rooms require installation, it is important to take into consideration the

    time required for installing and making equipment fully operational.

    If technical in-country expertise for installation of WIC/WIF rooms is limited or

    unavailable, it is recommended SD be alerted as early as possible.

    Requests for non-standard sized WIC/WIF rooms may require an additional 2-3 months

    for procurement due to the necessary tender processing. Please note, supplier lead

    times may be longer than for LTA standard-sized rooms.

    Based on technical review of incoming country requests for non-standard rooms, SD

    may suggest a standard sized WIC/WIF rooms to be procured instea