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  • WALK-IN COLD ROOMS AND FREEZER ROOMS

    SUPPLY DIVISION COLD CHAIN SUPPORT PACKAGE

    PROCUREMENT GUIDELINES

  • Procurement Guidelines

    Walk-In Cold Room (WIC)

    Walk-In Freezer Room (WIF) Key information for UNICEF staff and partners, ensuring the effective and efficient procurement of Cold Chain equipment. This module gives guidance to the procurement of Walk-In Cold Rooms and Walk-In Freezers for vaccine storage.

    Always make sure that you have the latest version of this document by checking the CCSP website.

    Document Update: August 9, 2014

    Suggestions and feedback: [email protected]

    http://www.unicef.org/supply/index_68367.html

  • Contents

    1 NEEDS IDENTIFICATION ...................................................................................................................................... 1

    1.1 INTRODUCTION ...................................................................................................................................................... 1 1.2 COLD ROOMS AND FREEZER ROOMS SUPPLIED BY UNICEF SD ....................................................................................... 1 1.3 TYPES OF WICS AND WIFS ...................................................................................................................................... 2

    2 BUDGETING ........................................................................................................................................................ 3

    3 ORDERING .......................................................................................................................................................... 3

    3.1 STARTING THE PROCESS ........................................................................................................................................... 3 3.2 DELIVERY LEAD TIMES ............................................................................................................................................. 3 3.3 TECHNICAL CONSIDERATIONS ................................................................................................................................... 3 3.4 RECOMMENDED COMPONENTS................................................................................................................................. 4 3.5 OPTIONAL ACCESSORIES .......................................................................................................................................... 5 3.6 ORDERING SPARE PARTS.......................................................................................................................................... 6 3.7 REQUESTING SD SUPPORT FOR INSTALLATION ............................................................................................................. 7

    4 SITE PREPARATION ............................................................................................................................................. 7

    4.1 SITE READINESS FOR INSTALLATION ............................................................................................................................ 7 4.2 PREFABRICATED ROOMS .......................................................................................................................................... 8 4.3 ELECTRICAL SUPPLY AND POWER CONSUMPTION.......................................................................................................... 8

    5 IN-COUNTRY TRANSPORT................................................................................................................................... 8

    6 INSTALLATION .................................................................................................................................................... 8

    6.1 TIMELY INSTALLATION ............................................................................................................................................. 8 6.2 IN-COUNTRY INSTALLATION ...................................................................................................................................... 9

    6.2.1 Installation without UNICEF SD Support ....................................................................................................... 9 6.2.2 Installation with UNICEF SD Support ............................................................................................................. 9

    6.3 FINALISING INSTALLATION ...................................................................................................................................... 10

    7 COMMISSIONING ..............................................................................................................................................11

    8 USER TRAINING .................................................................................................................................................11

    9 MAINTENANCE ..................................................................................................................................................11

    10 COMPLAINTS HANDLING ...................................................................................................................................12

    11 WARRANTY .......................................................................................................................................................12

    12 DECOMMISSIONING ..........................................................................................................................................12

    ANNEX 1: ACCESSORIES FOR WALK-IN COLD ROOMS AND FREEZER ROOMS ................................................................................. 13 ANNEX 2: ADDITIONAL RESOURCES ...................................................................................................................................... 14 ANNEX 3: RECORD OF REVISIONS ......................................................................................................................................... 15

  • Acronyms

    CCSP Cold Chain Support Package CO Country Office DOA Direct Order Arrangement EPI Expanded Programme of Immunization LTA Long Term Arrangement PHC Primary Health Care PQS Performance Quality and Safety PQT Prequalification Team PO Purchase Order PS Procurement Services SD Supply Division (UNICEF) WHO World Health Organization WIC Walk-In Cold Room WIF Walk-In Freezer Room

  • Procurement Guidelines: Walk-In Cold Rooms and Freezer Rooms

    Page 1

    1 Needs Identification

    1.1 Introduction

    Walk-In Cold Rooms (WIC) and Walk-In Freezer Rooms (WIF)

    are refrigerated enclosures accessible via at least one door

    and large enough for a person to walk into. WICs and WIFs

    are an important storage point in the temperature-

    controlled supply chain and usually used at the central or

    national level. In some countries they are also used at the

    regional or district level.

    The requirements for new WIC/WIFs need to be justified.

    The decision to acquire WICs and/or WIFs should be based

    on several criteria, most important of which are the current

    existing storage capacities for vaccines and the anticipated

    future storage requirements, especially in view of the

    introduction of new vaccines. The procurement of Cold

    Chain equipment should be based on national policy, Expanded Programme of Immunization (EPI)

    strategies and according to planned national asset acquisition and replacement policies. Acquiring

    WIC/WIFs calls for the involvement of EPI managers and logisticians to determine required storage

    capacities.

    1.2 Cold Rooms and Freezer Rooms Supplied by UNICEF SD

    UNICEF Supply Division (SD) only supplies WIC/WIFs that fulfil the quality requirements set by WHO,

    documented in the WHO PQS manual. 1

    UNICEF SD procures five WHO standard sizes via Long Term Arrangements (LTAs)2:

    Table 1. WIC/WIFs Available on LTA (2014)

    Cold Room, Walk-In Type, 10 m3 Pre-fabricated Walk-In Cold Rooms supplied with all

    mechanical and electrical fittings Cold Room, Walk-In Type, 30 m3

    Cold Room, Walk-In Type, 40 m3

    Cold/Freezer Room, 40 m3 Pre-fabricated combined Walk-In Cold/Freezer Room (21

    m3/15 m3) 3 supplied with all mechanical and electrical fittings

    Freezer Room, 20 m3 Pre-fabricated Walk-In Freezer Room supplied with all

    mechanical and electrical fittings

    1 UNICEF SD procures pre-qualified and listed equipment that conform to WHO standards. These standards are documented in the WHO PQS (Performance, Quality and Safety) manual, which is accessible online. 2 UNICEF SD establishes Long Term Arrangements (LTAs) with suppliers, usually for a period of 24 months. Refer to the document General Procurement Guideline for further details on LTAs. 3 These numbers refer to the capacity of the cold room section and the freezer room section respectively.

    UNICEF/NYHQ2011-2560/Zaidi

    A worker carries an insulated shipping container filled with polio vaccines from a Cold Room to a refrigerated van, at the National Institute of Health, in Islamabad, Pakistan. The National Institute of Health houses the Federal Vaccine Store, where all vaccines and related supplies are received and then distributed.

    http://apps.who.int/immunization_standards/vaccine_quality/pqs_catalogue/index.aspxhttp://www.unicef.org/supply/index_68367.html

  • Procurement Guidelines: Walk-In Cold Rooms and Freezer Rooms

    Page 2

    UNICEF SD is also able to assist with the supply of non-standard sized rooms. How


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