Annex A – Terms of Reference

ITB ….. for the Supply of Secure Paper

A. Introduction UNHCR has a requirement for a bidder to supply secure paper for use by UNHCR in refugee operations around the world. This will replace the secure paper currently in use in a range of UNHCR operations, primarily to issue Certificates or Proof of Registration to asylum‐seekers and refugees (persons of concern). The secure paper must provide a certain degree of fraud protection, to ensure that the person of concern holds a document which is widely recognized as a genuine document issued by UNHCR, which cannot be easily reproduced or falsified. UNHCR is requesting secure paper (“the Secure Paper”) that complies with the requirements detailed in this Terms of Reference (“TOR”). In addition to the Technical Requirements detailed in this Annex A, the Supplier must also comply with the Business Requirements contained herein.

B. Technical Requirements The following table details the Technical Requirements for the Secure Paper. The Supplier should note that as a general rule, UNHCR operates with no specialist document inspection equipment – therefore, when responding to the Technical Requirements, security features that require specialist document inspection and management tools are unlikely to be appropriate.

C. Instructions for filling out this form

a.) When asked to confirm, kindly select from available option b.) When empty cell is available, kindly insert your comments ‐ NOTE: Do not enter questions on this form. Questions entered here will not be answered. Any questions you may have in regard of the TOR, kindly forward to to Mr. Istvan Martha, Supply Associate at [email protected] and [email protected]. The deadline for receipt of questions is 23:59 hrs CET on 20/04/2014. c.) Please note that NO FINANCIAL DATA may be entered on this sheet. Financial data may only be entered on the Financial offer form (ANNEX B) d.) Please note that this form has to be submitted in both .XLS, and .PDF format.

REQ # Requirement Area Details Acceptance criteria Confirmation of Requirements 1 General Confirmed in proposal and 1.1 Paper Size The Secure Paper shall be provided in A4 size CONFIRMED: YES / NO by Production Sample Confirmed in proposal and 1.2 Paper Weight The approximate weight of the Secure Paper shall be 125 g/m2 CONFIRMED: YES / NO by Production Sample The Secure Paper shall be of a light blue colour. The Supplier must provide the pantone or Confirmed in proposal and 1.3 Paper Colour CONFIRMED: YES / NO other recognised colour reference for the Secure Paper by Production Sample The serial number and barcode described in 1.5‐1.10 below, and additional security Confirmed in proposal and 1.4 Print Area / Margins feature requested in 3. below shall be placed with a margin of 5mm to either edge of the CONFIRMED: YES / NO by Production Sample paper. The Secure Paper shall have a unique serial number in the lower right corner of the front side , preceded by the text “Secure Paper Serial No.:”. Text and serial number shall be Confirmed in proposal and 1.5 Serial number CONFIRMED: YES / NO underlined in bold. The max. space occupied by text, serial no. and barcode will not by Production Sample exceed 100mm in width and 15mm in height (See 1.11 for illustration)

1.6 Serial Number The unique serial number shall be communicated to the Supplier at the time of order. N/A N/A The font and character size of the unique serial number and the preceding text shall be Confirmed in proposal and 1.7 Serial Number CONFIRMED: YES / NO detailed in the Supplier's response. by Production Sample The Supplier shall ensure that the unique serial number is different on each piece of Confirmed in proposal and 1.8 Serial Number CONFIRMED: YES / NO Secure Paper supplied. by Production Sample The Supplier shall print a barcode corresponding to the unique serial number to the right Confirmed in proposal and 1.9 Barcode CONFIRMED: YES / NO hand side of the unique serial number (see 1.11 for reference). by Production Sample Confirmed in proposal and 1.10 Barcode The Supplier shall ensure that the barcode is printed on a plain white background. CONFIRMED: YES / NO by Production Sample Illustration of serial number and 1.11 N/A N/A barcode

2 Security Features The Secure Paper must be supplied with a true watermark (“the Watermark”) which is Confirmed in proposal and 2.1 Watermark CONFIRMED: YES / NO visibility to the naked eye when held to the light by Production Sample The Watermark shall read “SECURE DOCUMENT”. The height of the Watermark font shall Confirmed in proposal and 2.2 Watermark be between 15‐20mm. The Supplier shall detail the font and character size in their CONFIRMED: YES / NO by Production Sample response The Supplier shall not use any proprietary trademarks, brand names, logos or company Confirmed in proposal and 2.3 Watermark CONFIRMED: YES / NO signifiers in the Watermark or on any other part of the Secure Paper by Production Sample Confirmed in proposal and 2.4 Watermark The Watermark shall be repeated across the entire surface of the Secure Paper CONFIRMED: YES / NO by Production Sample The Supplier shall submit with their response an electronic proof as an image file (“the Electronic Proof”) of the Watermark which details layout, text and style of the Confirmed in proposal and 2.5 Watermark ‐ Electronic Proof Watermark. The image file shall be a jpeg, bmp or other standard image file. Image files file submitted that cannot be opened on standard office software may be disqualified

Anti‐copy protection feature which cannot be digitally replicated or reprinted. Upon CONFIRMED: YES / NO photocopying, the Secure Paper shall activate with text, repeated across the entire front Confirmed in proposal and 2.6 Anti‐copy protection surface which reads “VOID COPY” and “UNAUTHORIZED COPY” in alternating sequence. by Production Sample An alternative text may be proposed by the Supplier. The font and character size shall be detailed in the Supplier’s response but shall be not less than 15‐20mm in height

The Supplier shall submit an Electronic Proof as an image file with their response. The Anti‐copy protection ‐ Electronic Confirmed in proposal and 2.7 image file shall be a jpeg, bmp or other standard image file. Image files which cannot be CONFIRMED: YES / NO Proof file submitted opened on standard office software may be disqualified The Secure Paper shall include random UV threads of approximately 8‐10mm in length Confirmed in proposal and 2.8 UV Fibres CONFIRMED: YES / NO with an approximate distribution of 3‐5 threads per 1000mm2 by Production Sample Confirmed in proposal and 2.9 UV Fibres The Supplier shall detail the colour of the UV threads in their response CONFIRMED: YES / NO by Production Sample Confirmed in proposal and 2.1 UV Fibres The UV fibres must be visible with a standard handheld UV lamp CONFIRMED: YES / NO by Production Sample The Supplier shall submit with their response a sample of generic paper which Generic physical sample 2.11 UV Fibres ‐ Sample demonstrates the proposed length, randomisation, distribution and colour of the UV N/A submitted with proposal threads Additional Fraud Protection 3 Brief Description of Proposal Features The Supplier shall propose between three and five additional fraud protection features of his choice (“Security Features”). The 3.1 Security Features must be designed to ensure that Secure Paper cannot be easily reproduced or otherwise fraudulently copied. Bidders should feel free to propose security features that will meet the requirements detailed below. UNHCR will select one Security Feature for inclusion in the final design. Bidders should ensure that the Security Features do not include any trademarks, brand names, logos or company signifiers although proprietary Security Features will be acceptable. 3.2 The Security Feature shall be visible to the naked eye, of a dimension of no more than Confirmed in proposal and Security Features 20x20mm, placed in the front top right corner of each sheet by Production Sample

The Security Feature must not be activated, degraded, damaged or otherwise invalidated Confirmed in proposal and 3.3 Security Features by LaserJet or Inkjet printing or by photocopying by Production Sample

The Security Feature must be suitable for use in temperatures ranging between ‐10°C and Confirmed in proposal and 3.4 Security Features +50°C and humidity of 10 to 90% and must not suffer any activation, degradation, by Production Sample damage or other invalidation in these conditions

The Supplier must ensure that the Security Feature does not degrade or activate for a Confirmed in proposal and 3.5 Security Features period of not less than 18 months from the date of receipt by UNHCR by Production Sample

The Supplier must ensure that the Security Feature does not degrade or activate during Confirmed in proposal and 3.6 Security Features the shipping and storage process by Production Sample

Generic physical sample 3.7 Security Features ‐ Samples The Supplier must submit a physical sample of each proposed Security Feature submitted with proposal

use this space and additional lines for description of each proposed security feature; Description of proposed 3.8.1 supporting documentation may be submitted feature with samples

3.8.2

3.8.3 4 Shipping & Storage The Supplier shall ensure that the Secure Paper is shipped in packets of 500 sheets 4.1 Shipment Confirmed in proposal CONFIRMED: YES / NO wrapped in clear film (“the Packet”) Each Packet must have a plain text label detailing the range of unique serial numbers 4.2 Labelling Confirmed in proposal CONFIRMED: YES / NO contained within, i.e. first number and last number The Supplier must provide the Packets in a cardboard box which is suitable for shipping 4.3 Shipment and storage (“the Shipping Box”). Dimensions of the Shipping Box approx. 320mm wide x Confirmed in proposal N/A 220mm deep x 270mm high. The Shipping Box must be labelled with a plain text label that details the following information:

‐ Purchase Order Number

4.4 Labelling ‐ Sequential Box Number (e.g. box number 1 contains lowest serial numbers) Confirmed in proposal

‐ Serial number range contained within the Shipping Box

‐ Number of Packets within the Shipping Box The Packets must be packed in the Shipping Box in descending order with the lowest 4.5 Packing serial number Packets at the top of the Shipping Box and the higher serial number Confirmed in proposal Packets at the bottom of the Shipping Box The Supplier shall confirm in their response how many Packets are contained within each 4.6 Volume Confirmed in proposal Shipping Box The Supplier shall ensure that the Shipping Box is suitable for storage for periods of up to 4.7 Storage Confirmed in proposal CONFIRMED: YES / NO 12 months without damage or deterioration to the Packets or the Secure Paper within

5 Other The Supplier shall detail in their response their maximum annual production quantity 5.1 Production capacity Confirmed in proposal utilising their current equipment / supply chain The Supplier shall detail in their response their full supply chain for production of the Secure Paper including but not limited to the locations and identities of any sub‐ 5.2 Supply chain contractors or sub‐suppliers, their production facilities as well as the production facilities Confirmed in proposal of their sub‐contractors or sub‐suppliers, and the alternative production facilities that could be utilised in the event of a failure in a primary production facility The Supplier shall detail in their response the location of the main production facility 5.3 Assembly location Confirmed in proposal which will produce the Secure Paper The Supplier must ensure that the Secure Paper and all required security features, raw materials, components or other parts are available for the maximum duration of the agreement (three years). For the avoidance of doubt, no change to the Secure Paper will 5.4 Availability Confirmed in proposal be permitted during the term and under no circumstances will the Supplier be permitted to alter the specification or any components of the Secure Paper during the term without the express written consent of UNHCR The Supplier shall confirm the minimum and maximum delivery time (in calendar days), from receipt of UNHCR Purchase Order to Delivery at Place UNHCR HQ Geneva. The 5.5 Delivery time Confirmed in proposal supplier must ensure that the maximum delivery time will be respected for all orders placed during the validity of the Frame Agreement

6 Additional Information The Supplier is notified that the expected annual order quantity shall be up to 1.5 million 6.1 Volume N/A N/A sheets of Secure Paper UNHCR shall place orders of not less than 200,000 pieces of Secure Paper at any one time. In the event that the Supplier agrees to a minimum order quantity below 200,000 6.2 Batch Quantity Confirmed in proposal pieces of Secure Paper for the same unit price, the Supplier shall notify UNHCR of this in their response The Supplier shall notify UNHCR of what volume discount is offered for orders of Secure 6.3 Batch Quantity Confirmed in proposal Paper in excess of 200,000 pieces The Supplier shall provide with their response the following itemised cost: ‐ Cost of Paper with no security features (i.e. plain paper plus serial number and barcode) NOT TO BE COMPLETED HERE ‐ TO BE INCLUDED 6.4 Price Breakdown ‐ Cost for adding each Security Feature (sections 2 and 3 above) Confirmed in proposal IN THE FINANCIAL OFFER FORM The itemised cost shall be expressed in cost per 1,000 pieces of Secure Paper

Following award of the contract, and prior to placement of the first Purchase Order, the selected Supplier shall be required to submit a physical sample of min. 10 sheets of the 6.5 Production Samples Secure Paper with all Security Features contracted in the Frame Agreement and Confirmed in proposal demonstrating the correct layout (“the Production Sample”). The Production Sample shall be an exact version of the Secure Paper and shall be provide to UNHCR at no cost

In the event that the Production Sample or any subsequent piece of Secure Paper is not in compliance with the specifications detailed in this Annex A, or as subsequently agreed in 6.6 Compliance with specifications Confirmed in proposal CONFIRMED: YES / NO the Frame Agreement, UNHCR shall have the right to terminate the Agreement and recover from the Supplier any associated costs