REQUEST FOR TENDER (RFT)

PHYSICAL SERVICES

RFT NUMBER: MOH S1721-2

DESCRIPTION: Transportation of Vaccines and Medical Supplies using Unmanned Aircraft Systems (UAS) or Drones. Epi and Shepherd Islands (Phase 2B)

PURCHASER: Ministry of Health Mail Bag 9009 Port Vila, Vanuatu

TENDER Central Tenders Board Office SUBMISSION Ministry of Finance and Economic Development ADDRESS: S.I.P Building, PMB 9058 Port Vila Ph 678 23032 fax 678 27937

CLOSING DATE 1:00 pm, Wednesday, 20th June 2018 (Vanuatu Local & TIME: Time (VLT))

OPENING DATE & TIME: 2:00 pm, Wednesday, 20th June 2018 (VLT)

1

REQUEST FOR TENDER

TABLE OF CONTENTS

LETTER OF REQUEST FOR TENDER

SECTION

1. GENERAL CONDITIONS OF TENDERING 2. SPECIAL CONDITIONS OF TENDERING 3. SCHEDULE OF SERVICES 4. TENDER RESPONSE SCHEDULES 5. GENERAL CONDITIONS OF CONTRACT 6. SPECIAL CONDITIONS OF CONTRACT 7. FORMS

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LETTER OF INVITATION

To: Ministry of Health (MoH) RFT Physical MOH S1721-2 Services Ref Wednesday, 30th May Date Issued 2018 Validity of 120 days Tender Epi and Shepherd Location of Islands, SHEFA Services Province, Republic of Vanuatu Completion Date 25th November 2018 1:00 pm, Wednesday, Closing Date and Time 20th June 2018 (Vanuatu Local Time)

Background

The Republic of Vanuatu is a Y-shaped archipelago consisting of 83 relatively small islands of volcanic origin that runs 1600 kilometres north to south, 65 islands are inhabited and around 20 of them have functional airfields and established roads. Many islands are only accessed by boat, and the road network out of the major islands is not complete, lacking in infrastructure, or simply does not exist.

Due to these limitations, MoH vaccination and health supply logistics are expensive and dependent on predominant climate conditions. Mobile teams are frequently required to walk to villages carrying all equipment to undertake the vaccination of children and communities in remote areas.

The challenges faced to access remote communities and support the vaccine supply chain, also contributes to the frequent lack of stock within health facilities.

Services Required

MoH seeks the services of an individual or company to deliver vaccines and medical supplies in Epi and Shepherd Islands from health facilities identified as Distribution Centres (DCs) to the final destinations (dispensaries, aid post and mobile teams), by using Unmanned Aircraft Systems (UAS), or drones, as a mode of transportation, while maintaining the cargo at a controlled temperature between 2° and 8° Celsius degrees at every time.

The primary objective of the project, is to effectively include a new mode of transportation into the existing Expanded Programme of Immunization (EPI) for Epi and Shepherd Islands as a last-mile delivery resource.

Three (3) Request for Tender (RFT) processes for Physical Services have been officially issued, one for each group of islands: Pentecost, Epi-Shepherd, and

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Erromango Islands. The RFTs are not mutually exclusive and may result in an individual tenderer being contracted for all three areas, or areas being contracted individually to separate tenderers.

GIP code: 17G761: “Transportation of Vaccine and Medical PURCHASER supply using Remotely Piloted Aerial System (RPAS) or Project Code Unmanned Aerial Vehicles (UAV)”

You are invited to submit a Tender in response to this Request for Tender (RFT). The Services are being procured by Ministry of Health (MoH) (the “Purchaser”). The completed Tender must be signed by your authorized representative and must be valid for a minimum period as indicated above from the Closing Date of the RFT.

This Tender is open to all firms who wish to respond to the RFT. Tenderers may only associate with each other either under a joint venture relationship, or under a sub- contractual agreement to complement their respective areas of operation to enhance their capacity to provide the Services.

This Request for Tender comprises of: Section 1 General Conditions of Tendering Section 2 Special Conditions of Tendering Section 3 Schedule of Services Section 4 Tender Response Schedules Section 5 General Conditions of Contract Section 6 Special Conditions of Contract Section 7 Forms

A Contractor will be selected using the evaluation procedure described in the RFT.

Payments made against any Contract arising from this Tender will be made in the currency of the Tender and the Contract.

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The Purchaser reserves the right to accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at any time prior to the award of Contract, without thereby incurring any liability to the affected Tenderer(s).

Instructions on how to respond to the Tender are provided in this RFT.

Please submit your Tender by mail, courier or hand to the address stated on the cover page of the RFT in a sealed envelope/ package, marked as requested in this RFT. Your Tender must be received before the Closing Date and Time for submission of Tenders. Tenders received after this deadline shall not be considered and shall be rejected.

George K. Taleo

Director General Ministry of Health P.M.B 9009 Port Vila Republic of Vanuatu

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SECTION 1 GENERAL CONDITIONS OF TENDERING

TABLE OF CONTENTS

1.1. PREPARATION OF TENDERS ...... 7 1.2. VALIDITY OF TENDER ...... 8 1.3. ELIGIBILITY OF THE TENDERER, EQUIPMENT AND SERVICES ...... 8 1.4. QUALIFICATIONS OF THE TENDERER ...... 9 1.5. CORRUPT OR FRAUDULENT PRACTICES ...... 10 1.6. PRE-TENDER MEETING, CLARIFICATIONS AND ADDENDA ...... 10 1.7. TENDER PRICES, CURRENCIES, PAYMENTS TAXES AND DUTIES ...... 10 1.8. SUBCONTRACTORS ...... 10 1.9. TENDER SECURITY ...... 11 1.10. TENDER SUBMISSION AND OPENING ...... 11 1.11. EXAMINATION AND EVALUATION OF TENDERS ...... 12 1.12. ACCEPTANCE OR REJECTION OF ANY OR ALL TENDERS ...... 13 1.13. APPROVAL AND NOTIFICATION OF CONTRACT AWARD ...... 13 1.14. PERFORMANCE SECURITY ...... 14 1.15. DEBRIEFING OF UNSUCCESSFUL TENDERERS ...... 14 1.16. SIGNING OF CONTRACT ...... 14 1.17. DISPUTES AND SETTLEMENTS ...... 14

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SECTION 1 GENERAL CONDITIONS OF TENDERING

1.1. PREPARATION OF TENDERS 1.1.1. The Purchaser invites Tenders for the provision of Physical Services as described in the Schedule of Services (SOS) (See Section 3) of this RFT. The Tenderer shall inform itself fully of all circumstances and conditions relating to submitting a Tender, including site visits if appropriate, and shall satisfy itself as to the correctness and sufficiency of the RFT documentation.

1.1.2. The estimated timeframe for the commencement and completion of the Services is given in the Special Conditions of Tendering (SCT) (see Section 2).

1.1.3. The Tenderer shall prepare its Tender using the Tender Response Schedules (TRS), as detailed in the SCT. The completed and signed TRS, together with the required supporting documentation, will form the Tender and shall be the basis on which the Tender will be evaluated. In the case of a joint venture the TRS, and supporting documents shall be submitted by all members of the joint venture, as detailed in the SCT.

1.1.4. A Tenderer who submits or participates as a member of a joint venture, association or consortium in more than one Tender will cause all the Tenders with that Tenderer’s participation to be disqualified.

1.1.5. Alternative Tender(s) shall only be permitted if so stated in the SCT.

1.1.6. The Tenderer shall prepare one original and three copies of the TRS, prepared in the English language. The Tenderer shall enclose the original and the copies, attaching the relevant documents as required by the TRS in one sealed envelope (or parcel) and clearly mark it with the RFT number, the Tender description, the name and address of the Purchaser, the closing time and date and the Tenderer’s name and address. The outer envelope should also bear the statement “Not to be opened before the closing time and date”

1.1.7. An authorized representative of the Tenderer shall sign where so indicated in the TRS the original Tender. The authorization shall be in the form of a written power of attorney accompanying the Tender or in any other form demonstrating that the representative has been duly authorized to sign

1.1.8. The Tenderer may withdraw its Tender before the deadline for submission of Tenders by submitting a notice of withdrawal. The notice must be submitted in an envelope identifying the RFT and clearly labelled “Withdrawal of Tender” The withdrawal will be announced at the Tender Opening, but the withdrawn Tender will not be opened nor further considered.

1.1.9. The Tenderer may amend its Tender before the deadline for submission of Tenders by submitting a Notice of Amendment. The Notice, and amended Tender, must be submitted in an envelope identifying the RFT and clearly labelled “Amendment of Tender”. The amended Tender will be opened and

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announced at the Tender Opening and considered in the subsequent evaluation of Tenders.

1.1.10. The Purchaser will not be responsible for, or pay for, any expense or loss, which may be incurred by a Tenderer in the preparation and submission of its Tender.

1.1.11. The Purchaser may, at its discretion, extend the deadline for the submission of Tenders by amending the Tender Document in accordance with Clause 1.6.3, in which case all rights and obligations of the Purchaser and Tenderers previously subject to the deadline shall thereafter be subject to the deadline as extended.

1.2. VALIDITY OF TENDER 1.2.1 The Tender shall remain valid for the validity period stated in the SCT from the closing date for Tenders. In exceptional circumstances, the Purchaser may request that Tenderers extend the Tender validity period. The request and the Tenderer’s response shall be made in writing. The Tenderer may refuse the request, but its Tender will no longer be considered. The Tenderer agreeing to the request will not be required or permitted to otherwise modify its Tender for the period of the extension.

1.3. ELIGIBILITY OF THE TENDERER, EQUIPMENT AND SERVICES 1.3.1. A Tenderer may be a natural person, private entity, or government-owned entity or any combination of them in the form of a joint venture, association or consortium, under an existing agreement, or with the intent to constitute a legally enforceable joint venture. Government-owned enterprises in the Republic of Vanuatu may only participate if they are legally and financially autonomous, operate under commercial law, and are not a dependent entity of the Government.

1.3.2. All members of a joint venture, consortium or association (other than sub- contractors) shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms.

1.3.3. Except as provided in Clause 1.3.4 Tenderers shall not be excluded from tendering on the basis of nationality, degree of foreign affiliation or ownership, location, size, race or other criterion, not having to do with their qualifications or decisions taken against any Tenderer under Clause 1.4.

1.3.4. The Tenderer, including all members of a joint venture, consortium or association, constituting the Tenderer, shall not have the nationality of any country and services and equipment may not be supplied from those countries prohibited by the legislation of the Republic of Vanuatu or by any international Agreement of which the Republic of Vanuatu is a signatory, or by an Act of Compliance with a Decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations. The countries covered by this prohibition and any conditions applicable at the time of issuing these RFT are as listed in the SCT.

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1.3.5. Materials, equipment and services must not be supplied from those countries that are prohibited by the legislation of the Republic of Vanuatu or by any international Agreement of which the Republic of Vanuatu is a signatory, or by an Act of Compliance with a Decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations. These countries and any applicable conditions are listed in the SCT.

1.3.6. If the Tenderer is a joint venture, consortium or association (this does not include sub-contractors) all of the members shall appoint one member to act as the Member-in-Charge with authority to bind the joint venture, consortium or association. The composition or the constitution of the joint venture, consortium or association shall not be altered without the prior consent of Purchaser. Consortium arrangements shall be provided with the Tender.

1.3.7. The Tenderer must meet the following eligibility criteria: (a) Must be registered in its country of origin; (b) Be free from insolvency, bankruptcy or similar status; (c) Have the legal capacity to enter into contract; (d) Be current with payments of taxes; (e) Not be ineligible pursuant to Clause 1.5 (f) The Tenderer and any director, officer, manager or supervisor of the Tenderer has not been, within a period of 3 years preceding the date of issuance of the Request for Tender: been convicted of any criminal offence, whether in the Republic of Vanuatu or elsewhere: (i) Relating to his professional conduct; (ii) Relating to the making of false statements or misrepresentations as to his qualifications to enter into a procurement contract; (iii) Involving dishonesty; (iv) Under anti-corruption legislation; or (g) Suspended or disbarred by administrative or judicial proceedings from participating in procurements, whether in (PURCHASER to enter) or elsewhere.

1.4. QUALIFICATIONS OF THE TENDERER 1.4.1. To qualify for an award of Contract, Tenderers shall demonstrate that they possess the necessary professional and technical qualifications and competence, financial resources, equipment and other physical facilities, managerial capability, experience in the procurement object, business reputation and personnel to perform the Contract.

1.4.2. Tenderers shall meet the minimum qualifying criteria set out in the SCT.

1.4.3. The successful Tenderer may be required to provide documentation evidencing their qualifications prior to Contract award.

1.4.4. The Purchaser shall disqualify a Tenderer if it finds that the information submitted in a Tender concerning its qualifications is false or misleading, materially inaccurate or materially incomplete.

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1.4.5. The Purchaser shall disqualify any Tenderer whose Tender has previously been rejected by the Purchaser under Clause 1.5.

1.5. CORRUPT OR FRAUDULENT PRACTICES 1.5.1. The Purchaser requires that Tenderers observe the highest standard of ethics during the procurement proceedings and the execution of contracts.

1.5.2. Should any corrupt, fraudulent, collusive, coercive or obstructive practices of any kind come to the knowledge of the Purchaser, it shall, in the first place, allow the Tenderer to provide an explanation and shall, take actions as below when a satisfactory explanation is not received.

1.5.3. In pursuance of this requirement, the Purchaser will, in the absence of a satisfactory explanation, reject a Tender if it determines that the Tenderer recommended for award has, directly or through an agent or other third party, engaged in corrupt, fraudulent, collusive, coercive or obstructive practices in competing for the contract in question.

1.6. PRE-TENDER MEETING, CLARIFICATIONS AND ADDENDA 1.6.1. If any Pre-Tender/Site Meeting is to be held, the time, date and location will be stated in the SCT.

1.6.2. The Tenderer may seek clarifications of the RFT by contacting in writing the contact person named in the SCT, no later than 10 days before the Tender submission closing date. The Purchaser shall send its response simultaneously to all Tenderers in writing, without disclosing the identity of the Tenderer requesting the clarification, no later than 7 days before the Tender submission closing date.

1.6.3. If for any reason the RFT has to be amended, the Purchaser will modify it by issuing an Addendum in writing, which shall be acknowledged in writing by the Tenderer. The Tenderer shall note that such an Addendum will form part of the RFT and may, if required, cause an extension of the RFT submission closing date.

1.7. TENDER PRICES, CURRENCIES, PAYMENTS TAXES AND DUTIES 1.7.1. The Tenderer shall complete the Price Schedules as provided in the Tender Response Schedules (TRS) (see Section 4).

1.7.2. Prices shall be stated in the currency(ies) as stated in the SCT and all payments made under the Contract shall be made in the currency(ies) stated in the Tender.

1.7.3. Taxes and duties shall be stated as detailed in the SCT.

1.8. SUBCONTRACTORS 1.8.1 If the Tenderer proposes to subcontract any component of the Services then the Tenderer shall provide details of the proposed subcontractors, indicating the proposed part of the services that would be subcontracted and the previous relevant experience of that subcontractor, including a statement that RFT Physical Services Vanuatu October 2013 10

the proposed subcontractor(s) is/are eligible and qualified under the conditions of the RFT.

1.9. TENDER SECURITY 1.9.1. If a Tender Security is required, as stated in the SCT, the Tenderer has the option of submitting either by means of: (a) A bank cheque issued by a bank registered in the Republic of Vanuatu; (b) An unconditional Bank Guarantee, in the format shown in Section 7.

1.9.2. The Tender Security shall be valid for 30 days beyond the original Tender validity period, or for 30 days beyond any extended Tender validity period, if one has been requested.

1.9.3. The original of the Tender Security shall be included with the TRS and photocopies will not be accepted. If a Tender Security is required, any Tender not accompanied by a Tender Security will be rejected by the Purchaser.

1.9.4. The Tender Security for the successful Tenderer will be discharged when the Tenderer has signed the Contract Agreement and the required Performance Security has been received.

1.9.5. The Tender Security for unsuccessful Tenderers will be returned upon expiry of the term of the security or formation of a contract with the successful tender and submission by the successful Tenderer of any required Performance Security, whichever is earlier.

1.9.6. The Tender Security may be forfeited if: (a) Any Tenderer withdraws its Tender during the period of Tender validity specified in Clause 1.2; or does not accept the correction of arithmetical errors; or (b) The successful Tenderer fails to provide a performance security in accordance with Clause 1.14; or to sign a contract in accordance with Clause 1.16.

1.10. TENDER SUBMISSION AND OPENING 1.10.1. Tenders may only be delivered by hand, mail or by courier service in a sealed envelope/ package, marked as requested in the SCT to the Purchaser at the address and not later than by the time and date stated on the cover page of the RFT.

1.10.2. Tenders shall be opened at the place of submission stated on the cover page of the RFT, immediately after the time for submission of Tenders, in the presence of the Tenderers and/or their representatives who choose to attend.

1.10.3. The name and address of the Tenderer submitting the Tender together with the tendered total price shall be read-out and recorded. The Tender will be checked to ensure all required documents are present. If required, the presence of the Tender Security will also be checked.

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1.10.4. A record of the Tender Opening will be prepared, including the information disclosed during the opening. Copies of the Record will be provided to all Tenderers who submitted a Tender.

1.10.5. A Tender received after the deadline for submission will remain unopened and may be collected by the Tenderer if it so wishes. If not collected within 3 months of the Tender closing date it will be disposed of.

1.11. EXAMINATION AND EVALUATION OF TENDERS 1.11.1. All Tenders properly received shall be evaluated by a Technical Officer appointed by the Chairman of the Tenders Board (CTB) on behalf of the Purchaser. The Purchaser’s determination of a Tender’s compliance shall be based upon the contents of the Tender itself.

1.11.2. The Technical Officer shall evaluate the Tender on behalf of the Purchaser on the basis of its compliance to the Schedule of Services SOS (see Section 3).

1.11.3. To assist in the examination, evaluation and comparison of Tenders, the Technical Officer may: (a) Ask Tenderers for written clarification of their Tenders including breakdown of costs, but no change in the cost or substance of the Tender will be sought, offered, or permitted except as required to confirm the correction of arithmetical errors discovered by the Technical Officer during the evaluation of Tenders. The Tenderer shall within the time specified reply to any such requests. (b) Make corrections for any computational errors. When correcting computational errors, in case of discrepancy between a unit cost and the total cost, or between words and figures the unit cost and words will prevail. For the purpose of evaluating Financial Proposals, all prices quoted shall be converted into VUV using the VUV selling rate of the Reserve Bank of Vanuatu at the closing date for submission of the Tenders.

1.11.4. Any attempt by a Tenderer to influence the Technical Officer’s evaluation of Tenders or the CTB’s award decisions will result in the rejection of its Tender.

1.11.5. Preliminary Examination Prior to the detailed evaluation of Tenders, the Technical Officer will determine whether each Tender: (a) Has been properly signed; (b) Is from an eligible Tenderer; (c) Is accompanied by the required Tender Security; and (d) Has been completed in accordance with the RFT.

1.11.6 Detailed Technical Evaluation (1) Each Tender will be subjected to a detailed examination to determine whether it is substantially responsive in that it adequately meets: (a) The minimum specified qualifying criteria; and (b) The minimum Purchaser’s technical specifications (Schedule of Services); and

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(c) the completed Tender Response Schedules provided in Section 4 of the RFT, as required in the GCT and SCT, accompanied by the required supporting documentation required in the RFT.

(2) A substantially responsive Tender is one which conforms to all the terms, conditions and specifications of the RFT, without material deviation or reservation. A material deviation or reservation is one that: (a) Affects in any substantial way the scope, quality, or performance of the Services specified in the Purchaser’s Schedule of Services; (b) Limits in any substantial way the Purchaser’s rights or the Tenderer’s obligations under the Contract; (c) If rectified would affect unfairly the competitive position of other Tenderers presenting substantially responsive Tenders.

(3) If a Tender is not substantially responsive it will be rejected by the Technical Officer and may not subsequently be made responsive by the Tenderer by correction or withdrawal of the nonconforming deviation or reservation.

1.11.7 Financial Evaluation

(1) Only those Tenders that are considered substantially responsive will be considered for the financial evaluation.

(2) In the event of arithmetic errors this will be corrected as follows: i. Where there is a discrepancy between the amounts in figures and in words the amount in words will govern; ii. Where there is a discrepancy between the unit costs and the line item total resulting from multiplying the unit cost by the quantity, the unit cost quoted will prevail.

(3) Following this the Technical Officer will compare all evaluated Tenders and rank them accordingly, with the highest Total Weighted Score being ranked No. 1, and so on.

(4) For evaluation and comparison purposes only, and if multiple currencies where allowed in tendering, all prices quoted shall be converted into VUV using the VUV selling rate of the Reserve Bank of Vanuatu, at the closing date for submission of the Tenders.

1.12. ACCEPTANCE OR REJECTION OF ANY OR ALL TENDERS 1.12.1. The Purchaser reserves the right to accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at any time prior to the award of Contract, without thereby incurring any liability to the affected Tenderer(s).

1.13. APPROVAL AND NOTIFICATION OF CONTRACT AWARD 1.13.1. The Contract will be awarded to the Tenderer whose Tender is substantially responsive and offers the lowest price.

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1.13.2. Following the approval of the award the award decision shall be notified to all participating tenderers and no contract may be entered before 10 days have elapsed from the date of such notification.

1.14. PERFORMANCE SECURITY 1.14.1. Together with the Contract the successful Tenderer shall deliver to the Purchaser, if required by the SCT, a Performance Security in the amount and for the period stated in the SCT, in the format specified in Section 7. The Performance Security shall be issued by an institution/authority acceptable to the Purchaser.

1.14.2. Failure of the successful Tenderer to submit a Performance Security will constitute sufficient grounds for the cancellation of the award.

1.14.3. In such an event, the Purchaser shall award the Contract to the next lowest evaluated Tenderer whose Tender is substantially responsive and has been determined by the Purchaser to be eligible and qualified to satisfactorily perform the Contract, subject to the Purchaser’s right to reject all Tenders in accordance with Clause 1.12.

1.15. DEBRIEFING OF UNSUCCESSFUL TENDERERS 1.15.1. Within 10 days of receipt of a written request by any unsuccessful Tenderer, but not before a contract is signed with the successful tenderer, the Purchaser shall communicate the reasons why its Tender was not successful.

1.16. SIGNING OF CONTRACT 1.16.1. 10 days after the notification of the award decision to all participating tenderers the Purchaser shall send to the successful Tenderer two (2) sets of the unsigned Contract.

1.16.2. The successful Tenderer may be required to provide documentation, or additional documentation, evidencing its qualifications prior to Contract signature.

1.16.3. Within 7 days of receipt of the two (2) sets of the Contract Agreement the successful Tenderer shall sign, date and return both to the Purchaser.

1.16.4. The delegated representative of the Government of Vanuatu on behalf of the Purchaser will sign both Contracts and return one to the Tenderer.

1.17. DISPUTES AND SETTLEMENTS 1.17.1 The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best efforts to negotiate all disputes arising out of, or in connection, with this Contract or its interpretation. 1.17.2 Failing successful negotiation any disputes will be settled by the courts in Vanuatu.

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SECTION 2 SPECIAL CONDITIONS OF TENDERING

These Special Conditions of Tendering apply to this Request for Tender (RFT) and supplement Section 1 General Conditions of Tendering.

Clause Heading Description Ref. 1.1.2 Timeframe for Commencement by: 24th September 2018 commencement (unconditional contract signature) and completion Completion by: 30th November 2018 (final report) of the services 1.1.3 Tender Completed and signed TRS 1 – 12 (inclusive), along with Response the supporting documentation, are required for all bids. Schedules In the case of a joint venture, TRS 2 will be provided by all member organizations of the joint venture. 1.1.5 Alternative Alternative tenders for this RFT process are not allowed. Tenders Tenders must conform to the conditions stated in this RFT. 1.1.6 Marking of All Tenders to be marked as follows: Tender RFT NUMBER: MOH1721-2 Transportation of Vaccine and Medical supply using Remotely Piloted Aerial System (RPAS) or Drones. Epi and Shepherd Islands (Phase 2B)

PURCHASER: Ministry of Health Mail Bag 9009 Port Vila, Vanuatu

TENDER SUBMISSION ADDRESS: Central Tenders Board Office Ministry of Finance and Economic Development S.I.P Building, PMB 9058 Port Vila Ph 678 23032 fax 678 27937

CLOSING DATE & TIME: 1:00 pm, Wednesday, 20th June 2018 (Vanuatu Local Time)

OPENING DATE & TIME: 2:00 pm, Wednesday, 20th June 2018 (VLT)

INDIVIDUAL, ORGANIZATION OR CONSORTIUM

NAME:

15

______ADDRESS: ______

“Not to be opened before the closing time and date”

1.2.1 Validity of 120 days from Closing Date (submission date for Tender Tenders) 1.3.4 Prohibited Not Applicable 1.3.5 Countries

1.4.2 Qualification Tenderer is to provide a copy of a valid and current Criteria Business License in the name of the organization that is bidding, or to include all business licenses from all partner organizations with a letter of joint venture of consortium, confirming the arrangement of the organizations.

The minimum required annual volume of services provided in any of the last 3 years shall be equivalent to VUV 5 Million Vatu. If the accounting system / financial accounts or reports of the tenderer are in a currency different from VUV, then the exchange rate(s) that shall be used by tenderers for conversion purposes shall be calculated by using the following currency rates, as reported by the Reserve Bank of Vanuatu on 23rd May 2018:

1 USD = 109.48 VUV 1 JPY = 0.9870 VUV 1 NZD = 75.94 VUV 1 GBP = 147.09 VUV 1 AUD = 82.95 VUV 1 EUR = 128.98 VUV 1.6.1 Pre-Tender Date: 8:30am, Wednesday, 30th May 2018 VLT. Meeting Place: MoH Conference Room. Rue Cornwall. Port Vila. To join the online meeting, follow this link: https://meet.lync.com/unicef-org/cvazquezpaez/9OIMVWKN

Pre-tender meeting to be advertised by local newspapers and UNICEF Innovation Office (IO) website: http://unicefstories.org/drones/vanuatu/

This meeting will be attended by the Authorised Contact Officer or nominated representative and potential bidders. Important: register at the IO website for email communications, clarifications, addenda, and

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questions/answers that may be sent during the tender period. 1.6.2 Contact Person For clarifications of the content of the RFT, and any for Clarifications further information contact: [email protected] Christian Vazquez-Paez Project Manager at the Vanuatu Drone Trial UNICEF or Andrew C. Parker [email protected] Chief Vanuatu Field Office UNICEF 1.7.2 Currencies of the The currency of the Tender shall be in Vanuatu Vatu Tender (VUV). Payments can be made to a foreign currency account at the rate of the transaction day. 1.7.3 Taxes & Duties All works are to be VAT zero-rated subject to the provision of a VAT zero-rated certificate.

1.9. Tender Security 20% of the tenderer’s bid price. Tender Security shall be valid for 30 days beyond the original Tender validity period (see clause 1.2.1) For the security template, refer to SECTION 7. Security and Contract Forms. Form 1. 1.9.4, Tender Security The successful Tenderer is the one that has been issued 1.9.5 discharge with a conditional contract for carrying on with the on-site equipment demonstration (OED). The tender security will be discharged: a) Upon successful completion of the OED and once the tenderer has signed of the unconditional contract, b) Upon completion of an unsuccessful OED, or c) According to clause 1.9.5. 1.10.1 Tender delivery The Tenderer is solely responsible for depositing the sealed and marked envelope (or parcel) containing the tender in the box designated for such purpose at the submission address, before the closing date and time, as stated in this RFT. International Tenderers, if not coming to submit their tenders in person, may either opt to send their tenders by mail or courier service (consider delays), or contact with any local attorney firm in view of clause 1.1.7 and for in-country assistance. 1.11.6 Detailed Refer to SECTION 3: Schedule of Services. 5) Technical Evaluation Criteria. Technical Evaluation Score. Evaluation 1.11.7 Financial Refer to SECTION 3: Schedule of Services. 5) Evaluation Evaluation Criteria. Financial Evaluation Score.

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1.11.7 Tenders Refer to SECTION 3: Schedule of Services. 5) (3) comparison and Evaluation Criteria. Total Weighted Score (combined rank technical and financial evaluation). 1.14. Performance 20% of the contract price. The successful tenderer is Security expected to deliver this security with the signed Unconditional Contract, and should be valid for the duration of the contract (90 days) For the security template, refer to SECTION 7. Security and Contract Forms. Form 2. Advance 100% of the advance payment. The amount advance Payment payment is set to 30% of the contract price. Security For the security template, refer to SECTION 7. Security and Contract Forms. Form 3.

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SECTION 3 SCHEDULE OF SERVICES

TERMS OF REFERENCE

Transportation of Vaccine and Medical supply using Remotely Piloted Aircraft Systems (RPAS) or Drones at Epi and Shepherd Islands (Phase 2B)

1) Background

The Expanded Programme on Immunization (EPI) in the Republic of Vanuatu is trying to expand its coverage and level of service, nevertheless, as a consequence of the logistical challenges, the lack of an adequate road network, and the reliability of the existing boat fleet, the times required to reach rural health facilities (heath centres, dispensaries and aid posts), the costs associated with transportation, and the travel risks are still high and represent a challenge for the MoH health workers to achieve this.

In addition, despite the resources allocated to increase the immunization program coverage, and due to the fact that current vaccine technology requires the maintenance of the cold chain system, a segment of the children population is served timely efficiently, but many children living in remote or geographically challenging areas do not receive the vaccines they need, and in some cases vaccines are wasted as a result of prolonged heat exposure.

2) Objective

The Ministry of Health (MoH), though this pilot project, is exploring the feasibility of incorporating Remote Piloted Aircraft Systems (RPAS), also known as UAS (Unmanned Aircraft Systems) or drones, to increase the efficiency of the EPI system.

MoH wants to contract the services of an individual or company to deliver vaccines and medical supplies from the health facilities identified as distribution centres (DCs) to the final destinations (health centres, dispensaries, aid post and mobile teams), by using one UAS or a fleet of UAS as a mode of transportation, while maintaining the cold chain between 2 and 8 Celsius degrees.

In order to achieve the primary objective of the project, which is to include a new mode of transportation into the existing EPI for Epi and Shepherd Islands as a last-mile delivery resource, the Contractor is required to design the logistics operating procedure necessary to complete the project. This exercise involves identifying one or more DCs bearing in mind capacity of the bidder’s team and autonomy of the bidder’s equipment, planning single or multiple drops within a Health Zone (see Annex 02. Health Zones), and providing a set of logistics operating procedures for delivery.

3) Description of Services

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The service Contractor is required perform the following activities:

• Design, implement and operate a set of Logistics Operating Procedures (LOP) for Epi and Shepherd Islands, designed as part of the tender submission. The bidder awarded with a contract (the Contractor) will be responsible for implementing and operating according to the Logistics Operating Procedures proposed in the submitted tender. • Coordinate with MoH, and MoH health workers on the field, to fine tune the LOP and design a detailed micro-plan to introduce UAS-based vaccine delivery in the current EPI. Obtain approval from MoH. • Coordinate with Civil Aviation Authority of Vanuatu (CAAV) to safely accommodate BVLOS flights (during the on-site equipment demonstration, and during actual vaccine delivery) within the airspace used by manned aircrafts. Obtain from CAAV the required approval to perform operations under an Unmanned Aircraft Operator Certificate (Part 102). • Prepare, set up and stock its own field camp at the selected DCs with the necessary supplies and equipment to operate autonomously. This does not apply to vaccines, since the Health Facilities are responsible for keeping the vaccines until they are handed over to the Contractor for delivery. • Keep its UAS platform, or a uniform or assorted fleet of UAS, always operational. Consider a backup unit, capable of long range delivery and BVLOS, in case of failure, downtime or loss. There is no justification for not complying with the delivery schedule due to the above-mentioned reasons. • Provide information or meet with the health workers that will receive the cargo at the drop points, to address operational and safety standards. This is extremely important if the Contractor where to land the UAS and the health worker is required to unload the cargo and prepare the conditions for take-off. • Efficient and diligently deliver the vaccines and health supplies to the destination points according to the LOP and proposed schedule. • Check for geographical obstacles, local obstacles, weather conditions, etc., to conduct a safe delivery. • Prepare and check their systems and equipment involved in the cold supply chain. Remember that vaccines will be rejected if the loggers show they have been exposed to temperatures outside the limits (between 2 and 8 Celsius degrees). The health workers will fill out a standardized Vaccine Arrival Report (VAR) and will perform the required tests before accepting the vaccine cargo. • Submit a comprehensive report at the end of the contract, including but not limited to: equipment specifications and operational limits, logistics operation procedures (LOP) for last-mile delivery and cold chain supply, air traffic management, schedule of activities, performance and use of resources (time, fuel, labour, equipment), particularities, findings, conclusions, recommendations, etc.

The bidders, while preparing the requested documents for their tenders, are required to address in a comprehensive way and to the extension of their capabilities and experience, the following conditions and constraints inherent to the project:

• Logistics Operating Procedures (LOP)

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• Airports, Road Network, and Services • Cold chain requirements and cargo characteristics • Airspace Management and CAAV Part 102 • Data collection and sharable information • Environmental impact assessment (EIA) and environmental management plan (EIP)

Logistics Operating Procedures (LOP)

The Contractor is expected to meet with the total monthly demand (TMD) of every health facility (or group of health facilities) during the duration of the project. For Phase 2, the projects span for a period of two (2) months for UAS-based vaccine and health supplies deliveries in the specific island or group of islands that are part of this RFT.

In order to achieve the project objective, the bidder may propose the use of one or more UAS platforms in any configuration: fixed wing, multirotor, hybrid, etc. The Tenderer is also required to describe in the methodology all the systems to be used to support the UAS operations, such as: ground stations characteristics, operation frequencies, retransmission towers, third party navigation support, tracking, cargo data collection, and real-time data/video streaming systems, etc.

Ultimately, the Contractor is required to provide support to the MoH permanent and mobile vaccination teams. The existing MoH personnel has the capacity to execute the monthly EPI and meet the TMD (see Table No.01. Monthly EPI and TMD) using the traditional transportation systems: by boat, truck, by foot, or a combination of them. Nevertheless, MoH vaccination teams at the islands are flexible enough to respond to the Logistics Operating Procedures (LOP) designed by the Contractor.

Table No.01. Monthly EPI and TMD.

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Epi and Shepperd Islands TMD HF DC Cold Chain Cold Chain No. HF Name Operation (children LAT (deg) LON (deg) Category Candidate equipment operation < 1 year) Solar powered 1 Vaemali HC Yes Permanent Permanent refrigerator -16.588177 168.186529 Lamen Vaccine carrier 2 AP On-demand Temporal Island and ice packs -16.587507 168.134713 130 Vaccine carrier 3 Malvasi AP On-demand Temporal and ice packs -16.624517 168.152492 Vaccine carrier 4 Nikaura AP On-demand Temporal and ice packs -16.639449 168.232017 Solar powered 5 Ngala DP Permanent Permanent refrigerator -16.680408 168.278324 60 Vaccine carrier 6 Mate-Wan AP On-demand Temporal and ice packs -16.680096 168.288625 Vaccine carrier 7 Burumba DP On-demand Temporal and ice packs -16.707656 168.131218 Vaccine carrier 8 Bonkovio AP On-demand Temporal 90 and ice packs -16.668878 168.130382 Vaccine carrier 9 Mabfilau AP On-demand Temporal and ice packs -16.750153 168.153567 Port Vaccine carrier 10 DP Permanent Temporal Quimie and ice packs -16.78796 168.362646 Vaccine carrier 11 Nalema AP On-demand Temporal and ice packs -16.835358 168.463511 Vaccine carrier 12 Filakara AP On-demand Temporal and ice packs -16.812563 168.411768 Vaccine carrier 13 Votlo AP On-demand Temporal 66 and ice packs -16.799701 168.27506 Vaccine carrier 14 Sarah AP On-demand Temporal and ice packs -16.807729 168.194339 Vaccine carrier 15 Nulnessa AP On-demand Temporal and ice packs -16.760445 168.349068 Vaccine carrier 16 Tamasina AP On-demand Temporal and ice packs -16.743386 168.346248 Solar powered 17 Silimauri HC Yes Permanent Permanent refrigerator -16.907095 168.531918 Vaccine carrier 18 Mangarisu AP On-demand Temporal and ice packs -16.917031 168.568431 38 Vaccine carrier 19 Buninga AP On-demand Temporal and ice packs -17.019909 168.587463 Vaccine carrier 20 Amboh DP On-demand Temporal and ice packs -17.005553 168.62295 Solar powered 21 Tavalapa DP On-demand Permanent refrigerator -16.881923 168.562894 13 Vaccine carrier 22 Pele AP On-demand Temporal and ice packs -16.889115 168.55218 Solar powered 23 Vaemauri DP Permanent Permanent refrigerator -17.062311 168.393563 Vaccine carrier 24 Makira AP On-demand Temporal 25 and ice packs -17.131318 168.430616 Vaccine carrier 25 Mataso AP On-demand Temporal and ice packs -17.256432 168.42947 NOTES: HF: Health Facility. DC: Distributon Center HC: Health Center; DP: Dispensary; AP: Aid Post TMD: Total Monthly Demand. A group of HF with one TMD shows the total TMD covered by a Permanent HF, or the Temporal HF served during an outreach campaign.

The health facilities that operate on a permanent basis (see Table No.01. Monthly EPI and TMD) are operated by a health worker, generally a nurse. These persons, through regular outreach campaigns, activate the health facilities operated on-demand that are

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under their responsibility within their health zones, or within their operational/catchment areas (see Annex 02. Health Zones).

Given this constraint, the bidders are required to design their own LOP taking into account the resources available on the ground, in terms of health workers and health facilities with cold chain capabilities, especially if multiple drops during a single flight are to be designed, in order to meet at least the total monthly demand (TMD children < 1 on Table No.01).

For example, health facilities permanently operated by a health worker and with permanent cold chain equipment (solar powered refrigerator) can be served on a planned schedule. The operator, assisted by the health worker at the chosen DC, will simply notify the remote health worker via mobile call or SMS message about the day and estimated time of arrival of the cargo. Whereas, for health facilities operating on- demand, without permanent health workers and permanent cold chain capabilities, the operator, assisted by the health worker at the chosen DC, will perform the delivery upon arrival of the remote health worker to the selected destination to make sure this specialist will ensure the cold chain is not disrupted and vaccines will be immediately administrated to children. The remote health worker will provide a conditioned cold box to store vaccines up to 8 hours in order to release the UAS from the responsibility of maintaining the cold chain. The delivery procedure will comply with EPI standard protocols on inspection of the condition of vaccines (temperature and integrity), and rejection may apply if the cold chain is not maintained during delivery.

The Contractor will be responsible for coordinating with MoH the microplanning and mobilization of health workers to safely receive the vaccines at the different drop points and immediately proceed with the immunization session, according to the proposed schedules.

Airports, Road Network, and Services

Epi Island is served by two airfields: • Lamen Bay (LNB), located north of the island, and • Valesdir (VLS), on the west coast.

Tongoa Island is served by Tongoa (TGH) airfield, located on the center of the island.

Emae Island is served by Sangafa airfield (EAE), located on the west side of the island.

Epi-Shepherd Island RUNWAY AIRPORT/ IATA ICAO RUNWAY HEIGHT LENGTH LAT LONG SURFACE DESTINATIONS AIRFIELD CODE CODE (m) (ft) (masl) (ft) Craig Cove (CCV), Bauerfield International Lamen Bay LNB NVSM 850 2789 2 7 16°35′03″S 168°09′33″E grass (VLI) Valesdir VLS NVSV 600 1969 3 10 16°47′46″S 168°10′37″E grass Bauerfield International (VLI)

Tongoa TGH NVST 610 2001 16°53′28″S 168°33′04″E grass Bauerfield International (VLI) Sangafa EAE NVSE 1000 3281 2 7 17°05′25″S 168°20′34″E grass Bauerfield International (VLI) (Aromai)

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These airfields are non-towered and there are not systems installed to support instrument approach, so landings and take-offs are performed under visual meteorological conditions (VMC) following visual flight rules (VFR). Communications with main airports, tower, and airlines are through cellphone calls.

Withe Grass airport (TAH), on Tanna Island, is a relatively busy non-towered airport due to the number of tourists visiting the island and Yasur volcano. Air traffic might represent a conflict, but the airport will be notified and NOTAMS might be issued during operations.

Air Vanuatu serves Epi and Tongoa airports weekly (see Annex 05. Domestic Flight Schedules), and private companies charter flights upon request.

On Epi, there is an unpaved road that runs across the west side of the island. (see Annex 03. Health Facilities, Airports and Road Network). Access to the east side of the island is only possible by boat.

On Tongoa, there is a better road network that connects the main villages, also unpaved, but used only by a couple of trucks available on the island.

There are some “fuel stations”, where fuel can be bought from 55gal barrels for 210 to 250 VUV per litter.

Electricity is provided though low power solar panels or fuel-powered portable generators.

There are not hardware or electronic stores, so if a specialized piece of equipment is needed, it should be brought from Port Vila or Luganville via domestic flight.

Cold chain requirements and cargo characteristics

Most of the current vaccines are neither heath nor freeze resistant, so WHO recommends keeping the vaccines within a temperature between 2 and 8 Celsius degrees during transportation and storage, from the moment they are packed at the manufacturing facility until they reach the children at the vaccination session. Vaccines, likewise perishable products must be shipped, stored and delivered in a cold chain, also known as temperature-controlled supply chain.

Currently, the cold supply chain is maintained by active and passive methods. From the cold chambers (active) at the National or District Vaccine Store, vaccines are packed along with temperature loggers into vaccine carriers (passive), which are WHO-approved insulated boxes containing conditioned icepacks filled with cold water (see Figure No. 01. Standardized Icepacks), and immediately shipped via airplane to the main airfields on the islands, where a health worker pick them up, take them to the nearest Health Centre, place them in a piece of cold-chain equipment (generally a solar powered refrigerator), and fill out a Vaccine Arrival Report (VAR) including Vaccine Vial Monitors (VVMs) and temperature loggers’ readings. For information on these health centres and DC candidates, see Table No.01. Monthly EPI and TMD.

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Figure No. 01. Standardized Icepacks

The bidder is required to provide a solution, either active or passive, and adaptable to the MTOW capacity and aerodynamic efficiency of its systems, to maintain cold chain during delivery. For Phase 2, bidders can propose the use of any vaccine carrier, compliant or non-compliant with WHO standards, as long they are confident the cold chain shall not be broken. Temperature will be a close monitored by MoH health workers through continuous and cumulative temperature loggers, and if the cold chain is affected, vaccines will be discarded.

If the UAS-based delivery operation is unsuccessful due to failure in the Contractor’s systems or vaccine carriers, as well as the drop method, the Contractor shall be responsible and accountable for the vaccines lost, as well as the incurred costs for shipment and delays of the personnel on the field. The Contract Manager will calculate and deduct such costs from the Contractor’s invoice.

The design of the Logistics Operating Procedures submitted by the Tenderer will include the detailed method of delivery, according to these options: • Land, deliver and retrieve, • Hover and drop (parachuted, cushioned, drop from safe height, etc.) • Fly-by and drop (parachuted, cushioned, etc.)

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• Other proposed method.

The Tenderer needs also to address the method to be used to collect information at the delivery points (i.e. current stock of vaccines), so the information in the supply chain flows back to the DCs.

Table No.01. Monthly EPI and TMD, only as a guide, shows the approximate geographical coordinates of possible drop points, such as soccer fields from nearby schools, or open areas close by the health facilities. The Contractor, in coordination with the health worker will be responsible for defining these drop points and make sure that people (especially kids using school soccer fields) are aware of the day and time scheduled for delivery and observe best safety practices.

According to the current MoH EPI, the volume required for one (1) fully immunized children (FIC) during his/her first year is 123.30 cm3, and the weigh with the current vaccines available in the country is 178.00 grams. See Table No. 02. Vaccine Volume and Weight per FIC.

Table No. 02. Vaccine Volume and Weight per FIC. Doses FIC Volume per dose Weights per vials FIC Type of per Dose per Wastage Volume (cm3) (grams) Weight vaccine target vial rate required (grams) Current Vaccine Diluents Vaccine Diluents (cm3) BCG 1 20 84 1.20 1.10 6.00 2.00 2.30 8.00 DTP- HepB- 3 1 10 17.20 6.00 51.60 18.00 Hib MR 2 10 80 2.40 3.20 7.50 10.00 11.20 35.00 OPV 4 10 30 2.00 7.50 8.00 30.00 HepB 1 10 60 3.50 6.00 3.50 6.00 HepB 1 1 10 16.00 17.50 16.00 17.50 TT 2 10 31 3.10 13.50 6.20 27.00 Td 2 10 31 3.00 13.50 6.00 27.00 IPV 1 1 5 18.50 9.50 18.50 9.50 Total (per child per year) 123.30 178.00 FIC: Fully Immunized Child

The volume and payload per shipment will vary depending on the target population of children<1. Most of the target population in each health facility in rural areas is less than 100 children under the age of 1 (children <1). As an example, for a village with a total population of fifty (50) children <1, the volume and weight of vaccines and icepacks (4 icepacks for instance) to be shipped once a month will be 2.5 litters and 2.60 Kg, respectively.

Cargo for a polulation of Volume Weight Children<1 = 50 (cm3) (grams) Small icepack (4 units) 2000 1840 Vaccine + Diluent 513.75 741.667 Total (per monthly shipment) 2513.75 2581.67

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If the UAS can efficiently handle more volume and weight, then the vaccines may be shipped together with the necessary syringes.

MoH will provide support to the Contractor by keeping enough stock of vaccines and medical supplies at the DCs candidates, as noted in Table No.01. Monthly EPI and TMD.

Airspace Management and CAAV Part 102

At the time of RFT submission, the bidders are required to have an Operator Certificate equivalent to CAAV Part 102 (CAAV has adopted New Zealand CAA Part 102).

The service Contractor selected as a conditional Contractor, in preparation for the on- site equipment demonstration and for operations during the unconditional contract, must prepare an exposition to the Director of Civil Aviation Authority of Vanuatu (CAAV) and obtain the correspondent Unmanned Aircraft Operator Certificate, according to New Zealand Part 102, which is the regulation temporarily adopted by Vanuatu to operate PRAS under special conditions, such as flights Beyond Visual Line of Sight (BVLOS).

The required operator exposition must address all points in Part 102.11. Unmanned aircraft operator exposition, and its correspondent Advisory Circular AC102. As a guide, the following documents:

• Signed letter, addressed to CAAV Director, with the purpose, details, and dates of operations. Details will include, but are not limited to: flight path, minimum and maximum flight altitude, UAS serial number, identification system, MTOW and technical specifications. In the latter instance, CAAV is the only organization that will authorize any flight during the proposed dates, by providing flight windows to accommodate any unmanned operation interfering with manned operations. • Operators: identification of the person who will have primary responsibility for the operation, operator licence or certificate of operation for VLOS or BVLOS, Operator Manual, and liability insurance • Pilots: valid ULM or Private Pilot License (PPL), or valid UAV pilot licence, and class 2 medical certificate. • Flight and Safety Plans for operations. • List and IDs of pilots and staff members. • Cargo manifest of equipment to be shipped to Vanuatu. • All radio frequencies and transmitting power (in milliwatts or Watts) used to transmit and receive commands, information, GPS position, etc.., including transceivers operating in the airband frequencies.

For more information, refer to NZ Part 101 and Part 102: https://www.caa.govt.nz/rules/part-101-brief/ https://www.caa.govt.nz/rules/part-102-brief/ RFT Physical Services Vanuatu February 2013 27

and their respective Advisory Circulars: https://www.caa.govt.nz/assets/legacy/Advisory_Circulars/AC101-1.pdf https://www.caa.govt.nz/assets/legacy/Advisory_Circulars/AC102-1.pdf

As a good practice, the operator may observe and follow, as a complement to Part 101 and Part 102, the guidelines provided by the Pacific Aviation Safety Office (PASO), and the International Civil Aviation Organization (ICAO) applicable to UAS. More information on this link: https://www4.icao.int/uastoolkit/home/about

During the contract period, the operator will always: • Contact Santo and Port Vila ATCs to coordinate flights within a 4-kilometer- radius zone around local airports. The best way to contact them is via mobile phone. • Constantly monitor the CTAF (Common Traffic Advisory Frequency) and relevant frequencies in the airband previous and during deployment. Report the accurate position and flying height of the UAS if requested by a manned aircraft pilot. Report operations and any incident or emergency. Note that the payment of a fee and a licence granted by Vanuatu Telecommunications and Radiocommunications Regulator (TRR) are required for transmitting in the airband frequencies. More information here: https://www.trr.vu/en/telecom-industry/licenses/radio-apparatus https://www.trr.vu/en/public-register/regulations/final-regulations • Prepare and submit in advance a monthly flight schedule to CAAV, and communicate any change or modification to the delegated CAAV official. CAAV, in coordination with ATC, will approve the flight schedule and will grant the daily flight windows for UAS operations. • Maintain a flight level under 500 feet above ground level (AGL), unless the operator provides the required exposition to CAAV Director to fly above 500 feet AGL but always inside the segregated airspace, which spans from SFC to FL25. • Follow all regulations emitted by CAAV regarding UAS operations. • Perform exclusively the operations and flights authorized under the issued Part 102.13. Unmanned Aircraft Operator Certificate.

Data collection and sharable information

Phase 2 value is not limited to the successful delivery of vaccines to the target populations according to schedule, but is fundamentally a learning opportunity for the Contractor, the Purchaser, and its stakeholders. In consequence, the service Contractor will be required by the Project Manager, in assessment with a Monitoring and Evaluation (M&E) expert provided by MoH and a UAS Advisor provided by CAAV, to collect data on operations, performance, costs, and airspace management, etc. and privately share it with the Government, the main stakeholders, and donors, to be used as the main outcome of this drone trial for further analysis, scientific publications, lessons learned, and dissemination.

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The Contractor is highly encouraged to test complementary equipment and systems provided by third parties that may show interest in this trial, such as: ATM/UTM systems, real time flight awareness, ADS-B systems, data transmission, data logging, real-time tracking, satellite communication, etc. The Contractor shall inform and get written consent from the Purchaser (MoH) about such private agreements. All the extraordinary incurred expenses will be covered by the interested parties, so the Contractor is not entitled to economic compensation. The Contractor may support these operations with its expertise, advice, personnel and/or UAS platforms.

The Contractor is also expected to share data and audio-visual material (i.e. FPV footage) with the general public, during the whole delivery process and on a real-time basis, by providing the necessary links during the delivery operations to be embedded and shared throughout the digital platforms of the stakeholders.

Environmental impact assessment (EIA), and Environmental management plan (EMP)

The Contractor is required to develop an environmental impact assessment (EIA) and implement an environmental management plan (EMP) for the period of time the activities will be conducted.

Tenderers are required to write a comprehensive exposition of the likely environmental impacts, both beneficial and adverse, as a consequence of the project implementation, taking into account but not limited to socio-economic, cultural, health, and natural impacts (i.e. EIA). EIA may be presented in the form or matrices. Tenderers are required to develop the correspondent plan to ensure that appropriate environmental management practices are followed during operations (i.e. EMP).

The Tenderers are also required to include the factors they will track during operations and the standard operation procedures (SOP) to deal with unforeseen situations that might lead to negative impacts. For example: impacts on natural, social, economic and human environment, communities’ life and traditional customs, noise pollution, natural environment disruption, pollution upon crash/wreckage and spillage of vaccines (active agents), fuel/batteries and components disposal, etc.

Final Report

Upon completion of the project, the Contractor is required to submit a technical report with all the details, day by day, of the project, and a comprehensive summary of relevant information. The contents and extension of the Final Report is to be approved by the Project Manager as a requisite to payment settlement and liquidation.

In the Final Report, the Contractor is expected to update the documents required during RFT stage: LOP, methodology, cold chain management, shared data, environmental impact assessment and management plan, pictures, schedules, data on demand and supply, special circumstances, etc.

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4) Evaluation process and methods

The Tenderer shall prepare one original and three copies of the Tender Response Schedules (TRS), prepared in the English language. The Tenderer shall enclose the original and the copies, attaching the relevant documents as required by the TRS in one sealed envelope (or parcel) and clearly mark it with the RFT number, the Tender description and the name and address of the Purchaser, the closing time and date, the opening day and time, and the Tenderer’s name and address. The outer envelope should also bear the statement “Not to be opened before the closing time and date”.

RFT NUMBER: MOH1721-2 Transportation of Vaccine and Medical supply using Remotely Piloted Aerial System (RPAS) or Drones. Epi and Shepherd Islands (Phase 2B)

PURCHASER: Ministry of Health Mail Bag 9009 Port Vila, Vanuatu

TENDER SUBMISSION ADDRESS: Central Tenders Board Office Ministry of Finance and Economic Development S.I.P Building, PMB 9058 Port Vila Ph 678 23032 fax 678 27937

CLOSING DATE & TIME: 1:00pm, Wednesday, 20th June 2018 (Vanuatu Local Time)

OPENING DATE & TIME: 2:00pm, Wednesday, 20th June 2018 (VLT)

INDIVIDUAL, ORGANIZATION OR CONSORTIUM

NAME: ______

ADDRESS: ______

“Not to be opened before the closing time and date”

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Conditional Contract and Contract Awarding

A conditional contract will be awarded to the bidder with the highest Total Score.

A conditional contract is defined as an agreement that is enforceable only if another agreement is performed or if another specific condition is satisfied. A conditional contract, also termed as hypothetical contract, is a contract which states that certain conditions should be satisfied before the parties become bound to carry out the terms of the contract. The contract is called “conditional” until the conditions listed are satisfied. Both the Purchaser and the Contractor can incorporate conditions in the offer. A conditional contract is legally binding, but the obligations under it are suspended until it becomes unconditional.

The specific condition to be satisfied by the conditional Contractor is performing a successful on-site equipment demonstration, to accurately deliver a package containing dummy vaccines, while maintaining at all time a controlled temperature within specified limits to ensure the integrity of the cargo content. This demonstration is to take place on Efate Island, Vanuatu, two (2) weeks before starting the contractual operations on Epi and Shepherd Islands.

Failing the on-site equipment demonstration will result in rejection of the conditional Contractor, and the following bidder on the ranking list will then have a chance to perform the on-site equipment demonstration.

5) Evaluation Criteria

All tenderers are required to meet the following requirements for their tenders to be considered for technical evaluation:

• Tenderer is to provide a copy of a valid Business License in the name of the individual or organization that is bidding, or to include all business licenses from all partner individuals or organizations with a letter of joint venture of consortium, confirming the arrangement of the organizations. • The minimum required annual volume of service contracts related to logistics operations or UAS-based transportation in any of the last 3 years shall be equivalent to VUV 5 Million Vatu. • The minimum amount of liquid assets or working capital or credit facility shall be VUV 3 Million Vatu. • The minimum proved experience of the individual, company or joint venture in services of an equivalent nature shall be 2 years. • Minimum equipment required shall be: a o UAS platform, o ground control station (GCS), o at least one transceiver device (radio) operating in the airband frequencies, o cold-chain capable, active (electric operated) or passive (containing icepacks), vaccine carrier, o portable electricity generator,

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o the necessary replacement parts and spare parts to minimize downtime and guarantee uninterrupted operations.

Provide documents that support the minimum criteria requested and include them in the Tender Response Schedules (TRS).

Technical Evaluation Score

Technical Points Max. Criteria Evaluation Criteria awarded Points

Part 102 Operator (a) 10 Does the bidder have a valid operator Certificate, or certificate, such as New Zealand Part 102 equivalent or equivalent?

Proof of UAS BVLOS (b) 10 Is the bidder equipment capable of BVLOS operation, range and operations? Does the equipment have the autonomy minimum range and autonomy necessary to serve the most distant locations according to the bidder’s LOP?

Logistics Operating (c) 15 Has the bidder designed an effective and Procedures (LOP) feasible set of LOP to efficiently perform delivery?

Methodology (d) 15 Is the bidder’s methodology detailed enough so it states and provides a comprehensive approach on solving the tasks associated with the project, especially those regarding scheduled delivery, the transportation model, topography and environment challenges, BVLOS operations, and controlled temperature vaccine carrier?

Cold Chain (e) 10 Has the bidder proposed a comprehensive Management Plan CCMP that includes a viable system and (CCMP) has the necessary equipment to effectively maintain the cold chain capabilities during delivery? Has the bidder explored partnerships or has previous experience on cold chain management?

Sharable data and (f) 10 List of data and audio-visual material to be audio-visual material shared in a real-time basis with GoV and MoH stakeholders, and with the general public. Technical data of the equipment, operational costs, performance-related data, fuel/energy consumption, flight paths, etc.

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Environmental impact (g) 10 The Tenderer provided a comprehensive assessment (EIA) and exposition of the environmental impact as a Environmental consequence of the implementation of this Management Plan project (EIA). (EMP) The Tenderer developed the correspondent plan to ensure that appropriate environmental management practices are followed during operations (EMP).

General Experience (h) 5 Experience in logistics and/or UAS operations. 2 reference letters: 5 points 1 reference letter: 2.5 points No reference letters: 0 points

Specific Experience (i) 15 Experience in UAS-based cargo transport 3 reference letters: 15 points 2 reference letters: 10 points 1 reference letter: 5 points No reference letters: 0 points

Technical Score (a)+(b)+( 100 Sum of all the partial scores c)+(d)+(e )+(f)+(g)+ (h)+(i)

Financial Evaluation Score

Financial Evaluation Points awarded Max. Notes Criteria Points

Financial Score 퐿표푤푒푠푡 퐵𝑖푑 (푉푈푉) 100 The lowest × 100 퐵𝑖푑 퐵푒𝑖푛𝑔 푆푐표푟푒푑 (푉푈푉) financial bid will receive a maximum score of 100 points

Total Weighted Score (combined technical and financial evaluation)

The total score of each bidder will be the weighted sum of the technical score and the financial score as shown below:

푇표푡푎푙 푆푐표푟푒 = 80% (푇푒푐ℎ푛𝑖푐푎푙 푆푐표푟푒) + 20%(퐹𝑖푛푎푛푐𝑖푎푙 푆푐표푟푒)

The maximum total score is 100 points.

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Tenderers will be ranked, from higher to lower, according to the Total Weighted Score. The contract is to be awarded to the technically compliant Tenderer with the higher Total Weighted Score (first in the rank).

On-site equipment demonstration (OED) definition

The conditional Contractor will be required to perform at least three autonomous flights during three consecutive days, in compliance with a predefined 50-km flightpath consisting of nine (9) waypoints (WP). See table below. The conditional Contractor is allowed to fly its platform in class G airspace, from ground level up to 500’ AGL. At the WP, the conditional Contractor’s UAS is required to comply with the WP height. Accuracy at waypoints (x,y,z coordinates) will be scored as explained in OED scoring.

WP Name Island Latitude Longitude WP Observations (deg) (deg) height (ft AGL**)

01 Takara Efate -17.539823 168.441207 0.00 Take-off and 09 landing point. Grass and gravel airstrip available.

02 Mapua Emao -17.476849 168.495003 200 Village plaza

03 Marow Emao -17.480539 168.477018 200 Soccer field

04 Launamoa Pele -17.497918 168.418306 200 Village plaza

05 Unakapu Nguna -17.475123 168.385472 200 Road by school

06 Malaliu Nguna -17.469153 168.372107 200 Dispensary Backyard

07 Utanlangi Nguna -17.429060 168.327476 200 Village Plaza

08 Undine Efate -17.546991* 168.336325* Depends Drop Site Bay on the Marina conditional Contractor

* Note: there might be slight changes depending on authorization to use the private premises. ** AGL: above ground level.

The flight schedule will be randomly distributed throughout each day, so the conditional Contractor’s systems will be tested under different meteorological conditions. In case of unfavourable weather conditions, the flights will be paused, and resumed as soon as the conditions improve.

The Government, main stakeholders and donors’ representatives will attend the OED, and the Contractor shall explain and demonstrate the operation of its systems, answer RFT Physical Services Vanuatu February 2013 34

any question, and address any clarification requested. During the OED, MoH and the service Contractor will brief the health workers present at the venue on the standard procedure required to receive and handle the vaccines at the destination points where the health workers will be deployed.

On-site equipment demonstration (OED) scoring

The three-day test will give the conditional Contractor the opportunity to adjust and fine tune the UAS to achieve successful flights. In case of an aborted flight or the conditional Contractor’s refusal to perform a scheduled flight, it will compute zero (0) points. From the three flights, the conditional Contractor will choose the one to be scored with the highest weight factor (50% of the general score).

The demonstration score will be computed as follows:

SD = 0.25*SF1 + 0.25*SF2 + 0.50*SF3 Where:

SD: demonstration score. (0 ≤ SD ≤ 100) SF1, SF2, SF3: individual score for flight i. (0 ≤ SFi ≤ 100)

Each flight has a maximum possible of 100 points that will be rewarded as follows:

SFi = 25*(0.20*A + 0.20*B + 0.20*C + 0.20*D + 0.20*E) + 25*(F) + 25*(G*H) + 25*(I)

Where:

a) Performance and reliability parameters:

A: Successful take off. A {0,1} B: Successful completion of the mission. B {0,1} C: Successful landing. C {0,1} D: Loss of radio connection. 0 ≤ cumulative time (seconds) ≤ 15, D = 1; 15 < cumulative time (seconds) ≤ 30, D = 0.75; 30 < cumulative time (seconds) ≤ 45, D = 0.50; 45 < cumulative time (seconds) ≤ 60, D = 0.25; cumulative time (seconds) > 60, D = 0

E: Loss of data connection. 0 ≤ cumulative time (seconds) ≤ 15, E = 1; 15 < cumulative time (seconds) ≤ 30, E = 0.75; 30 < cumulative time (seconds) ≤ 45, E = 0.50; 45 < cumulative time (seconds) ≤ 60, E = 0.25; cumulative time (seconds) > 60, E = 0

b) Accuracy of delivery:

F: Accuracy. Within the 5x5 meter (16x16ft) target, F = 1; otherwise, 0 ≤ F ≤ (1 - 4*d/100)

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d: distance in meters, with two decimal places, measured from the target centre to the actual drop point.

c) Condition of cargo upon arrival:

G: Temperature of cargo. 2oC ≤ any temperature registered ≤ 8oC, G = 1; otherwise, G = 0

H: Integrity of cargo. All elements undamaged, not cracked, H = 1; otherwise, H = 0

d) Accuracy at waypoints:

I: Accuracy (x,y,z coordinates) at waypoints (excluding drop point). Within ± 5 meter error of any WP coordinate, I = 1; otherwise, I = 0

The conditional Contractor requires a demonstration score of 80 points or more to be awarded with the definite/unconditional contract.

Failure to achieve the minimum score will result in disqualification of the conditional Contractor. The tenderer shortlisted second will be invited to complete the very same OED and will be subjected to the very same conditions and the same passing score.

Tenderers might consider and include the cost of the OED in their Tenders, but failure to pass the OED will not give the right to any economic claim or reimbursement of any kind.

6) Administration and Supervision of the Contract

The Purchaser, MoH, will appoint the Administrator and Supervisor for the technical component of the contract. Contract administration and Contractor supervision might be delegated to a Donor Organization, which will report to the Purchaser.

CAAV will authorize and oversee the operations in compliance with airspace use and management. The Contractor is required to apply and obtain an Operator Certificate from CAAV, and according to Part 102.11, just after signature of the contract and before start of contractual activities.

The Contractor and its staff are required to follow the directions of the Supervisor, address their enquires and seek for opportune solutions, and report any situation in order to maintain a safe work environment.

7) Dates and Contract Period (Vanuatu Local Time):

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Wednesday, 30th May Pre-tender meeting 2018 Date: 8:30am, Wednesday, 30th May 2018 VLT. Place: MoH Conference Room. Rue Cornwall. Port Vila. To join the online meeting, follow this link: https://meet.lync.com/unicef-org/cvazquezpaez/9OIMVWKN Tender Period Opens (Official Issuance).

Wednesday, 20th June Tender Closes at 1:00pm VLT (Deadline for submitting 2018 a Tender)

Monday, 6th August 2018 Conditional Contract Signature (First signature)

Monday, 6th August to Remote preparation period (36 calendar days): CAAV Monday, 10th September Part 102 Unmanned Aircraft Operator Certificate, TRR 2018 airband operation licence, travel arrangements, equipment shipping, immigration and customs, etc.

Tuesday, 11th September On-site equipment demonstration (OED) to Friday, 14th September 9:00 am at the testing site on north Efate. 2018 Scores and results announced by Friday, 14th September 2018 C.O.B.

Saturday, 15th September In-country preparation period (9 calendar days) to Sunday, 23rd September 2018

Monday, 24th September Unconditional Contract Signature / Start of contract for 2018 physical services.

Sunday, 25th November Contract for physical services completed (63 calendar 2018 days / 9 weeks)

Friday, 30th November Final report / End of contract 2018

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SECTION 4 TENDER RESPONSE SCHEDULES

TABLE OF CONTENTS

TENDER RESPONSE SCHEDULES

1 Tender Submission Form 2 Tenderer’s Organisation and Experience A. Tenderer’s Organisation B. Tenderer’s General Experience C. Tenderer’s Specific Experience 3 Part 102 Operator Certificate 4 Proof of UAS BVLOS operation, range and autonomy 5 Logistics Operating Procedures (LOP) 6 Methodology 7 Cold Chain Management Plan (CCMP) 8 Sharable data and audio-visual material 9 Environmental Impact Assessment (EIA) and Environmental Management Plan (EMP) 10 Team Composition, Equipment, and Operating Frequencies 11 Work Schedule 12 Breakdown of Costs

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TENDER RESPONSE SCHEDULES:

TECHNICAL AND FINANCIAL PHYSICAL SERVICES

[Tenderer to enter its name]

RFT NUMBER: [Tenderer to enter]

DESCRIPTION: [Tenderer to enter]

PURCHASER: [Tenderer to enter]

TENDER [Tenderer to enter] SUBMISSION ADDRESS:

CLOSING DATE [Tenderer to enter] & TIME: [Tenderer to enter] OPENING DATE & TIME:

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TENDER RESPONSE SCHEDULE 1 TENDER SUBMISSION FORM (The completed Tender form and attachments together will comprise the Tenderer’s offer)

To:

We agree to be bound by the General Conditions of Tendering, General Conditions of Contract, Special Conditions of Tendering and Special Conditions of Contract and we hereby offer to perform the supply services in conformity with the Request for Tender and in accordance with the Price Schedules for the Contract Price of:

CURRENCY

& AMOUNT [Total Tender Price in words] [Tender Price in figures]

This amount is Exclusive of VAT and duties Inclusive of VAT and duties

We confirm receipt of the Addendums and Variations to the Request for Tender listed below:

Addendum / Variation Reference Dated Date Received

Our Tender shall be valid for the period of time specified in the RFT, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. If our Tender is accepted, we commit to obtaining a performance security in accordance with the RFT for the due performance of the Contract. Furthermore, we warrant that we comply with all the eligibility criteria specified in the RFT.

We have no conflict of interest, and our firm, its affiliates and subsidiaries have not been declared ineligible under the laws of (PURCHASER to enter), or in accordance with the provisions of the RFT.

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We further warrant that: (i) We are free from insolvency, bankruptcy or similar status; (ii) We have the legal capacity to enter into contract; (iii) We are current with payment of taxes; (iv) We and any director, officer, manager or supervisor of ours has not, within a period of three years preceding the date of issuance of the invitation to tender, been convicted of any criminal offence, whether in VANUATU or elsewhere: a. Relating to professional conduct b. Relating to the making of false statements or misrepresentations as to his eligibility or qualifications to enter into a procurement contract; c. Involving dishonesty; d. Under anti-corruption legislation; (v) We have not been suspended or disbarred by administrative or judicial proceedings from participating in procurements, whether in Vanuatu or elsewhere.

We understand that you are not bound to accept the lowest evaluated Tender or any other Tender that you may receive.

Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address:

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TENDER RESPONSE SCHEDULE 2: TENDERER’S ORGANISATION AND EXPERIENCE

A Tenderer’s Organisation Name of Tenderer’s Organisation

Address of Tenderer Telephone Fax Branch Office (if any) Address Telephone Fax Name(s) of Directors

Registration Number in Home Country Registration Number in (PURCHASER to enter) Business Certificates Annual Turnover for the past financial Year Amount year or the last 3 financial Years (Purchaser to specify)

[Provide here a brief description of the background and organisation of your firm/entity and each associate for this assignment. Use maximum 2 pages.]

Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address:

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B Tenderer’s General Experience [Using the format below, provide information on each contract for which your firm, and each member in case of a Joint Venture, Consortium or Association, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out general services in line with the ones requested under this contract. Use maximum 10 pages.]

Contract name: Approx. value of the contract

Location & Country: Duration of assignment (months): Name of Purchaser: Address of Purchaser: Approx. value of the services provided by your firm under the contract

Start date (month/year): Completion date (month/year): Name of associated Contractors, if any: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services provided by your staff within the assignment:

Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address:

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C Tenderer’s Specific Experience [Using the format below, provide information on each contract for which your firm, and each member in case of a Joint Venture, Consortium or Association, was legally contracted either individually as a corporate entity or as one of the major companies within an association, for carrying out specific services similar to the ones requested under this contract. Use maximum 10 pages.]

Contract name: Approx. value of the contract

Location & Country: Duration of assignment (months): Name of Purchaser: Address of Purchaser: Approx. value of the services provided by your firm under the contract

Start date (month/year): Completion date (month/year): Name of associated Contractors, if any: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services provided by your staff within the assignment:

Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address:

44

TENDER RESPONSE SCHEDULE 3 PART 102 OPERATOR CERTIFICATE

[Part 102 Operator Certificate or Equivalent. PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services] .

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TENDER RESPONSE SCHEDULE 4 PROOF OF UAS BVLOS OPERATION, RANGE AND AUTONOMY

[Proof of UAS BVLOS operation, range and autonomy. PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services]

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TENDER RESPONSE SCHEDULE 5 LOGISTICS OPERATING PROCEDURES (LOP)

[Logistics Operating Procedures (LOP). PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services. The PURCHASER should support the LOP by including charts, graphs, diagrams, and/or calculations. Maximum 4 pages.]

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TENDER RESPONSE SCHEDULE 6 METHODOLOGY

[Technical approach, methodology and work plan are key components of the Technical Tender. You are required to present your Technical Tender, inclusive of charts and diagrams, divided into the following three sections]: a) Approach and Methodology b) Delivery Plan c) Organisation and Staffing

a) Approach and Methodology In this section, you should explain your understanding of the objectives of the assignment and your approach and methodology for carrying out the activities and obtaining the expected output. You should also add any comments on the schedule of services and present and justify any modifications you are proposing to improve performance in carrying out the required services (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities).

b) Delivery Plan In this section, you should propose the main activities you will undertake, their content and duration, phasing and interrelations, milestones (including interim approvals by Purchaser), and delivery dates of the reports.

c) Organisation and Staffing In this section, you should state the structure and composition of your organisation involved in the implementation and the infrastructure you will employ. You should list the key specialists responsible for the organisational and logistical operations.

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TENDER RESPONSE SCHEDULE 7 COLD CHAIN MANAGEMENT PLAN (CCMP)

[Cold Chain Management Plan (CCMP). PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services. The PURCHASER should support the CCMP by including charts, graphs, diagrams, and/or calculations. Maximum 3 pages.]

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TENDER RESPONSE SCHEDULE 8 SHARABLE DATA AND AUDIO-VISUAL MATERIAL

[Sharable data and audio-visual material. PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services. The PURCHASER should support this item by including charts, graphs, and/or diagrams. Maximum 3 pages.]

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TENDER RESPONSE SCHEDULE 9 ENVIRONMENTAL IMPACT ASSESSMENT (EIA) AND ENVIRONMENTAL MANAGEMENT PLAN (EMP)

[Environmental Impact Assessment (EIA) and Environmental Mitigation Plan (EMP). PURCHASER to enter according to Point 3) Description of Services in Section 3.- Schedule of Services. The PURCHASER should support the EIA and EMP by including charts, graphs, diagrams, and/or calculations. Maximum 3 pages.]

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TENDER RESPONSE SCHEDULE: 10 TEAM COMPOSITION, EQUIPMENT, AND OPERATING FREQUENCIES

Name of Passport Number and Area of Position Organisational and/or Firm Staff Issuing Country Expertise Assigned Logistics responsibilities ------Equipment Serial number Dimensions (W,L,H) (m) Weight (Kg) Cost (VUV) Condition (new/used) ------Device Operating frequency (Hz) Power Output (W) Range Application Comments ------Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address: [Team Composition, Equipment, and Operating Frequencies. PURCHASER to enter the following minimum information: 1. Team Composition: full name, passport number, issuing country, firm, area of expertise, position assigned, and responsibilities. Signed by every member of the team coming in-country. 2. Manifest of Equipment and Shipping details of items: list every piece of equipment to bring in-country, dimensions, weight, approximate cost, and condition (new/used) that the bidder intends to bring in-country. Include a list of any dangerous material as defined by ICAO/IATA. 3. List of Operating Frequencies & Operating Power: a list of operating frequencies (MHz or GHz) and power output (mW or W) of every TX module mounted on the UAS: radio, video, datalink, GPS, GSM, ADS-S, etc. Maximum 3 pages.]

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TENDER RESPONSE SCHEDULE: 11 WORK SCHEDULE

Week N° Activity Unit 1 2 3 4 5 6 7 8 9 Quantity 1 Price Quantity 2 Price Quantity … Price Quantity n Price Signed: Name: Title/Position: Authorised for and on behalf of: Supplier: Address:

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TENDER RESPONSE SCHEDULE 12 BREAKDOWN OF COSTS

Costs Period Costs breakdown (VUV) Total (VUV) (a+b+…n) Item a Item b … Item n (VUV)

Recurring Month 1 --

Month 2 --

Fixed Per Item a Item b … Item n project --

Total Cost (should coincide with the Tender Price in TRS 1) --

[PURCHASER to enter according to Point 5) Evaluation Criteria in Section 3.- Schedule of Services

The total cost is expected to be broken down in two components, as follows:

a) Recurring cost (monthly): monthly cost associated with equipment and personnel deployed (i.e. the following items: equipment depreciation, maintenance and repair, fuel/batteries, labour/personnel costs, DSA, health insurance, etc.), and b) Fixed costs: costs incurred once in the project, and that are independent of the number of months (i.e. the following items: flight tickets, equipment shipping, etc.)

Total Cost= (Recurring Costs) x (2 months) + Fixed Costs=XXX.XX VUV Recurring Monthly Costs=XXX.XX VUV Fixed Costs=XXX.XX VUV ]

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SECTION 5 GENERAL CONDITIONS OF CONTRACT

TABLE OF CONTENTS

5.1 GENERAL PROVISIONS ...... 56 5.2 RELATIONSHIP BETWEEN THE PARTIES ...... 57 5.3 AUTHORITY OF MEMBER-IN CHARGE ...... 57 5.4 NOTICES ...... 57 5.5 OBLIGATIONS OF THE PURCHASER ...... 57 5.6 OBLIGATIONS OF THE CONTRACTOR ...... 58 5.7 PERFORMANCE OF THE SERVICES ...... 58 5.8 INDEMNIFICATION AND INSURANCE REQUIREMENTS ...... 58 5.9 VARIATION ORDERS...... 59 5.10 TERMS OF PAYMENT ...... 59 5.11 TERMINATION AND SUSPENSION ...... 59 5.12 DISPUTES AND SETTLEMENT ...... 61 5.13 FORCE MAJEURE ...... 61 5.14 INTEGRITY/ PROBITY ...... 61

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SECTION 5 GENERAL CONDITIONS OF CONTRACT

5.1 GENERAL PROVISIONS (1) The Purchaser is the entity stated in the Contract Agreement, represented by the person named in the SCC.

(2) The Contractor is the entity stated in the Contract Agreement, represented by the person named in the SCC.

(3) The Contract Documents listed in the Contract Agreement represent the entire and integrated Contract between the Purchaser and the Contractor. The Contract is governed by and shall be construed in accordance with the laws of England, and the ruling language of the Contract is English.

(4) All prior negotiations, representations and agreements, both oral and written, are superseded by the Contract. All correspondence relating to the Contract between the parties and their representatives, and all documents shall be in English.

(5) Neither the Purchaser nor the Contractor shall assign, in whole or in part, their obligations under the Contract, except with the prior consent of the other party.

(6) In these Conditions of Contract, unless the context otherwise requires:

Contractor means the person or organization stated in the Contract Agreement whose Tender to provide the Services has been accepted by the Purchaser; Contract means the signed Contract Agreement, and the documentation specified therein, as entered into between Purchaser and the Contractor for the performance of the Services; Contract Manager means the person named in the SCC, who manages the implementation of the Contract on behalf of the Purchaser; Contractor’s Representative means the person who represents the Contractor; Contract Price means the price stated in the Contract and thereafter as adjusted in accordance with the provisions of the Contract; Date for Commencement means the date specified in the SCC by which the Contractor will commence the Services; Date for Completion means the date specified in the SCC, by which the Services are expected be substantially completed; Days means calendar days, Months means calendar months; Final Destination” means the place(s) of performance of the Supply Services specified in the Contract. Force Majeure means an event or situation beyond the control of either party that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of either party. Such events may include, but not be limited to, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargo. In writing means communicated in written form (e.g. by letter, e-mail or fax);

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Member means any of the entities that make up the joint venture, consortium or association for the Contractor Services, and Members means all of them; Member-in-Charge means the person appointed by the Members to act for and on behalf of the Members in any discussions with the Purchaser regarding the Services and who shall be the point of Contact for the Contractor to which all Notices issued by the Purchaser under this Contract shall be directed; Personnel means professional and support staff, provided by the Contractor, or by the Members, and assigned to perform the Services or any part thereof; Purchaser means the Procuring Entity stated in the Contract Agreement; Purchaser’s Representative means the person who represents the Purchaser; Services are what the Contract requires the Contractor to provide; Clause headings shall not be used in the interpretation of these Conditions. Words in the singular also include the plural and vice versa when the context so requires. Words indicating a gender include either gender.

5.2 RELATIONSHIP BETWEEN THE PARTIES 1) The Contractor, subject to this Contract, has complete charge of Personnel and Sub-Contractors, if any, performing the Services and shall be fully responsible for the Services performed by them or on their behalf hereunder.

5.3 AUTHORITY OF MEMBER-IN CHARGE 1) If the Contractor is a joint venture, consortium or association (this does not include sub-contractors) all of the parties shall be jointly and severally liable to the Purchaser for the fulfilment of the Contract, and shall appoint one party to act as the Member-in-Charge (to be detailed in the SCC) with authority to bind the joint venture, consortium or association. The composition or the constitution of the joint venture, consortium or association shall not be altered without the prior consent of the Purchaser.

5.4 NOTICES 1) Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to the Purchaser or to the Member-in charge, as the case may be, or when sent by mail to the address specified in the SCC. 2) A Party may change its address for the delivery of notices by giving the other Party notice in writing of such change to the address specified in the SCC.

5.5 OBLIGATIONS OF THE PURCHASER 5.5.1 General Obligations 1) The Purchaser shall appoint a Contract Manager, as specified in the SCC, for the Services and shall provide written notice to the Contractor of such an appointment. The Purchaser may from time to time replace the Contract Manager by giving written notice to the Contractor of such replacement. 2) Any action required or permitted to be taken and any document required or permitted to be executed under this Contract by the Purchaser or the Contractor may be taken or executed by the Contract Manager or Member-in- charge as the case may be.

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5.5.2 Information 1) The Purchaser shall so as not to delay the Services and within a reasonable time give to the Contractor free of cost all information in his power to obtain which may pertain to the Services.

5.5.3 Payments 1) The Purchaser shall pay to the Contractor sums due under the Contract for Services supplied.

5.5.4 Assistance and Exemptions 1) The Purchaser shall use its best efforts to ensure that it shall provide the Contractor such assistance and exemptions as specified in the SCC.

5.6 OBLIGATIONS OF THE CONTRACTOR 5.6.1 Standard of Performance 1) The Contractor shall comply with the performance requirements stipulated in the Schedule of Services (SOS).

5.6.2 Assignment and sub-letting 1) Neither the Purchaser nor the Contractor shall assign obligations under the agreement without the written consent of the other party. 2) The Contractor shall not without the written consent of the Purchaser initiate or terminate any joint venture or sub-contract arrangement for performance of all or part of the Services.

5.7 PERFORMANCE OF THE SERVICES 5.7.1 Location 1) The Supply Services shall be performed at such locations as are specified in the SCC and as per, Schedule of Services where the location of a particular task is not so specified, at such locations, as Purchaser may approve.

5.7.2 Effectiveness of Contract 1) This Contract shall come into force and effect on the date (the “Effective Date”) the Agreement is signed by both Parties or on such other conditions as may be stated in the SCC.

5.7.3 Commencement and Completion of Services 1) The Contractor shall commence the Services not later than the number of days after the Effective Date specified in the SCC and shall complete the Services in line with the Schedule of Services.

5.7.4 Expiry of Contract 1) Unless terminated earlier pursuant to Clause 5.11, this Contract shall expire at the end of such time period after the Effective Date as specified in the SCC.

5.8 INDEMNIFICATION AND INSURANCE REQUIREMENTS 5.8.1 Public Liability Insurance 1) As stipulated in the SCC and in the sum stated if applicable.

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5.8.2 Warehouse and Transit Insurance 1) As stipulated in the SCC and in the sum stated if applicable.

5.8.3 Insurance Documentation 1) Within 14 days of Contract signature the Contractor shall produce for inspection insurance certificates to show that the insurance cover required by the Purchaser is being maintained against the risks, and for the coverage for the duration of the Contract, as shall be specified in the SCC. 2) The Contractor shall not cancel, cause to be cancelled, or alter the terms and conditions of any insurance policy covering this Contract without the express permission of the Purchaser. 3) If the Contractor does not provide the insurance certificates required, the Purchaser may effect the insurance which the Contractor should have provided and recover the premiums the Purchaser has paid from payments otherwise due to the Contractor or, if no payment is due, the payment of the premiums shall be a debt due.

5.9 VARIATION ORDERS 1) Variation in or modification of the terms of the Contract shall be made by written amendment signed by the parties.

5.10 TERMS OF PAYMENT 5.10.1 Payment Schedule 1) The total payments made to the Contractor for the provision of the Services under the Contract shall not exceed the Contract Price stated in the Contract Agreement, except for changes made to the Contract as provided for in Clause 5.9. 2) Payments will be made to the Contractor according to the terms stated in the SCC. 3) Payment shall be made within 30 days after acceptance of the invoice and the relevant documents as stated in the SCC and within 60 days in the case of the final payment. 4) Upon termination of this Contract pursuant to Clauses 5.11 hereof, Purchaser shall make the following payments to the Contractor: (a) Remuneration pursuant to Clause 5.10 hereof for Services satisfactorily performed prior to the effective date of termination; and (b) Except in the case of termination pursuant to paragraphs (a) and (b) of Clause 5.11.1, reimbursement of any reasonable cost incidental to the prompt and orderly termination of this Contract.

5.10.2 Taxes and Duties 1) Refer to SCC.

5.11 TERMINATION AND SUSPENSION 5.11.1 Termination for Default 1) The Purchaser may, without prejudice to any other remedy for breach of Contract and written notice default sent to the Contractor, terminate the Contract in whole or in part if the Contractor: (a) Does not remedy a failure in the performance of its obligations, as specified in a Notice of Suspension pursuant to Clause 5.11.5, within thirty (30) days

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after being notified or within a further period as the Purchaser may have subsequently approved in writing; (b) Fails to perform any other obligations under the contract, or; (c) Has engaged in fraud, corruption, collusion, coercion and obstructive practise in competing for or in executing the Contract. 2) In the event the Purchaser terminates the Contract, in whole or in part, the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Services similar to those not performed, and the Contractor shall be liable to the Purchaser for any additional costs for such similar Services. However, the Contractor shall continue performance of the Contract to the extent not terminated.

5.11.2 Termination for Insolvency 1) The Purchaser may at any time terminate the Contract by giving notice to the Contractor if the Contractor becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation to the Contractor, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Purchaser.

5.11.3 Termination for Convenience 1) The Purchaser may, without cause, by written notice instruct the Contractor to terminate its engagement under the Contract. Upon such termination, the Contractor shall be paid for the Services performed up to the point of termination. The Contractor shall promptly make every reasonable effort to effect cancellation upon terms acceptable to the Purchaser of all outstanding subcontracts.

5.11.4 Termination by the Contractor 1) The Contractor may terminate the contract by giving not less than thirty days’ written notice to the Purchaser in the event that: (a) The Purchaser fails to pay any money due to the Contractor pursuant to this Contract and not subject to dispute pursuant to Clause 5.12 hereof within forty-five days after receiving written notice from the Contractor that such payment is overdue. (b) As the result of an event of Force Majeure, the Contractor is unable to perform a material portion of the Services for a period of not less than sixty days. (c) The Purchaser fails to comply with any Arbitral Award published as a result of arbitration pursuant to Clause 5.12 hereof.

5.11.5 Suspension of Payments 1) The Purchaser may, by written Notice of Suspension to the Contractor, suspend all payments to the Contractor hereunder if the Contractor fails to perform any of its obligations under this Contract, including the carrying out of the Services, provided that such Notice of Suspension: (i) Shall specify the nature of the failure, and (ii) Shall request the Contractor to remedy such failure within a period not exceeding thirty days after receipt by the Contractor of such notice of suspension.

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5.11.6 Suspension of Funding 1) In the event that funding is suspended, from which part of the payments to the Contractor are being made, the Purchaser will notify the Contractor of such suspension within seven days of having received advice of the suspension of funding.

5.11.7 Suspension of the Services 1) In the event that the Services are suspended due to circumstances beyond the control of the Purchaser or the Contractor, the Purchaser shall after due consultation with the Contractor, determine any extension of time and the amount that shall be added to the Contract Price under Clause 5.13.2 to which the Contractor is entitled.

5.12 DISPUTES AND SETTLEMENT 5.12.1 Negotiated Settlement 1) The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best efforts to negotiate all disputes arising out of, or in connection, with this Contract or its interpretation. Failing successful negotiation, the courts in Vanuatu will settle any disputes in line with the laws of the Republic of Vanuatu.

5.13 FORCE MAJEURE 5.13.1 No Breach of Contract 1) The failure of a Party to fulfil any of its obligations under the contract shall not be considered to be a breach of, or default under, this Contract insofar as the inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an event.

5.13.2 Extension of Time 1) Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

5.13.3 Payments 1) During the period of their inability to perform the Services as a result of an event of Force Majeure, the Contractor shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by them during such period for the purposes of the Services and in reactivating the Service after the end of such period.

5.14 INTEGRITY/ PROBITY 1) Neither the Contractor, nor any Representative of the Contractor will engage in fraud, corruption, collusion, coercion and/or obstructive practises in competing for, or in executing the contract. Should the Contractor, or any

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Representative of the Contractor engage in the above, they could face any, or all, of the following sanctions: (a) Immediate termination of contract (refer Termination and Suspension above); (b) Liability for damages to the Government of Vanuatu and other competing bidders; (c) Debarment (blacklisting) for five years from engaging in any further contract with the Government of Vanuatu; and (d) Public Prosecution under the Penal Code Act. (2) The Contractor, or any Representative of the Contractor, shall immediately report to the Police, Public Prosecutor and Chairman of the Public Service Commission any attempt by the Purchaser, or the Purchaser’s Representative, to demand bribes or gifts in relation to this contract.

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SECTION 6 SPECIAL CONDITIONS OF CONTRACT

These Special Conditions of Contract apply to this particular Request for Tender (RFT) and General Conditions of Contract.

Clause Heading Description Ref 5.1(1) & Purchaser’s The Purchaser is represented by: 5.1(6) Representative Len Tarivonda Director of Public Health Republic of Vanuatu [email protected]

5.1(2) & Contractor’s [CONTRACTOR to enter] 5.1(6) Representative The Contractor is represented by: [Enter name of person] [Enter contact address] Tel: [enter telephone number] Fax: [enter fax number] E-mail: [enter e-mail address] 5.1(6) & Contract Manager The Contract Manager is: 5.5.1(1) Christian Vazquez-Paez Project Manager. Vanuatu Drone Trial UNICEF Vanuatu Field Office [email protected]

5.3 (1) Member-in- [CONTRACTOR to enter] Charge The Member-in-Charge is: [Enter details] 5.4 Notices The addresses for submitting Notices shall be:

For the PURCHASER: Christian Vazquez-Paez [email protected] UNICEF VFO

For the CONTRACTOR: [CONTRACTOR to enter]

5.5.3(1) Payments Monthly payment, calculated proportional to the amount of work effectively delivered by the Contractor vs. the TRS 11: Work Schedule approved by the Purchaser. 5.5.4(1) Assistance & The Contractor will receive assistance on Exemptions immigration procedures, customs waivers, airspace management, and radiofrequency license. Any information regarding local conditions, site

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conditions, accommodation, transportation, etc. will also be addressed. Provision of a VAT zero rated certificate subject to award by the Vanuatu Customs and Inland Revenue Department. 5.6 Obligations of the As stated in this RFT and in the Schedule of Contractor Services.

5.7.1(1) Location The OED is to be performed on Efate Island, Shefa Province. The services are to be performed in Epi and Shepherd Islands. Shefa Province at the following locations: Vaemali, Lamen Island, Malvasi, Nikaura, Ngala, Mate-Wan, Burumba, Bonkovio, Mabfilau, Port Quimie, Nalema, Filakara, Votlo, Sarah, Nulnessa, Tamasina, Silimauri, Mangarisu, Buninga, Amboh, Tavalapa, Pele, Vaemauri, Makira, Mataso.

5.7.2(1) Effectiveness of 6th August 2018 Contract Note: effectiveness of contract starts with the signature of a Conditional Contract. The Contractor is required to successfully complete and pass an on-site equipment demonstration (OSD) as stated on Section 3: Schedule of Services, prior to the Unconditional Contract signature and commencement of services.

Remote 6th August to 10th September 2018. (36 calendar preparation days) period On-site 11th to 14th September 2018 equipment demonstration (OED) In-country 15th to 23rd September 2018 (9 calendar days) preparation period 5.7.3(1) Commencement 24th September 2018 of Services Note: effectiveness of contract starts with the signature of a Conditional Contract. The Contractor is required to successfully complete and pass an on-site equipment demonstration (OSD) as stated on Section 3: Schedule of Services, prior to the Unconditional Contract signature and commencement of services.

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Completion of 25th November 2018 Services Final report 30th November 2018

5.7.4(1) Expiration of 30th November 2018, subjected to the Purchaser’s Contract (MoH) approval of the Contractor’s Final Report.

5.8.1(1) Public Liability The Contractor shall maintain public liability Insurance insurance covering the Contractor, his employees, agents and sub-Contractors from the effective date of this Agreement until the completion of the Services in the sum of VUV 2 Million Vatu, minimum.

5.8.2(1) Warehouse and Warehouse and Transit Insurance in the sum of Transit Insurance VUV 500,000 Vatu, minimum.

5.8.3(1) Insurance Valid insurance certificates, required minimum Documentation insurance cover, and proof of payment. Required 5.10.1(2) Payment Payments, according to what is specified in TRS1, Schedule TRS11 and TRS12, will be made to the Contractor as follows:

Advance payment: 30% of the contract price, payable once the Contractor has signed the unconditional contract. The advance payment will be repaid by the Contractor in a monthly basis and proportional to the filed invoices.

Monthly payments (invoices): amount of money payable in a monthly basis, calculated proportionally to the amount of work delivered vs. the work schedule as stated in the TRS. The total amount of advance payment will be proportionally discounted from each monthly payment.

Before any advance payment is made, an Advance Payment Security is required, using the Template provided. Refer to SECTION 7. Security and Contract Forms. Form 3. 5.10.1(3) Relevant Monthly Invoice accompanied by a Monthly Report Documents and proof of successful delivery in the form of a Accompanying copy or picture of the properly filled Vaccine Arrival the Invoice(s) Report (VAR) filed at every destination served.

Final report to be submitted 5 days after completion of services, as stated in Point 3) Description of Services in Section 3.- Schedule of Services.

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5.10.2 Taxes and Duties VAT zero rated for all domestic purchases. DUTY / VAT exemption for import of all equipment as part of the contracted services subject to provision of an exemption certificate from Vanuatu Customs and Inland Revenue Department 5.11.4 & Termination by The Contractor is expected to consider all risks 5.13.1 the Contractor inherit to operations, and manage them accordingly: appropriate insurance, repair service, necessary spare parts, backup equipment, etc. Clearly define all this contingencies in the operation procedure, to timely meet the delivery schedule.

Malfunction, loss, or crash of the equipment will not be considered an event of Force Majeure.

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SECTION 7 SECURITY AND CONTRACT FORMS

TABLE OF CONTENTS

Sample forms are attached for use as applicable:

FORM 1 TENDER SECURITY (BANK GUARANTEE)

FORM 2 PERFORMANCE SECURITY (BANK GUARANTEE)

FORM 3 ADVANCE PAYMENT SECURITY (BANK GUARANTEE)

FORM 4 CONTRACT AGREEMENT

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Form 1 - Tender Security (Bank Guarantee) [To be provided on headed notepaper of the bank issuing the guarantee] To:

Beneficiary: Ministry of Health. Republic of Vanuatu. Mail Bag 9009 Port Vila, Vanuatu

Date: [Enter date]

TENDER GUARANTEE No.: [Enter Guarantee Number]

We have been informed that [enter name of the Tenderer] ("the Tenderer") intends to submit to you its Tender ("the Tender") for the execution of Transportation of Vaccines and Medical Supplies using Unmanned Aircraft Systems (UAS) or Drones. Epi and Shepherd Islands (Phase 2B) under Request for Tender No. MOH S1721-2 (“the RFT”).

Furthermore, we understand that, according to your conditions, the Tender must be supported by a Tender guarantee.

At the request of the Tenderer, we [Enter name of Bank] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [Enter name of currency and amount in figures and in words]1 upon receipt by us of your first demand in writing accompanied by a written statement stating that the Tenderer is in breach of its obligation(s) under the Tender conditions, because the Tenderer: (a) Has withdrawn its Tender during the period of Tender validity as specified in the Tendering Document; or (b) Does not accept the correction of arithmetical errors as specified in Tendering Document; or (c) Having been notified of the acceptance of its Tender by the Purchaser during the period of Tender validity, (i) fails to furnish the performance security, in accordance with the Tendering Document or, (ii) fails or refuses to execute the Contract Agreement. This guarantee will expire (a) if the Tenderer is the successful Tenderer, upon our receipt of copies of the contract signed by the Tenderer and the Purchaser and of the Performance Security issued to you upon the instruction of the Tenderer; or (b) if the Tenderer is not the successful Tenderer, upon the earlier of (i) our receipt of a copy your notification that the Tenderer’s Tender has not been successful; or (ii) twenty- eight days after the expiration of the Tenderer’s Tender.

Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458. ______[Seal of Bank, Names of Signatory(ies) and Signature(s)]

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Note – All text in [ ] is for guidance on how to prepare this demand guarantee and shall be deleted from the final document. 1 Insert the amount specified in the Tender documentation and denominated either in the currency(ies) of the Contract or a freely convertible currency acceptable to the Beneficiary.

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Form 2 - Performance Security (Bank Guarantee) [To be provided on headed notepaper of the bank issuing the guarantee]

To:

Beneficiary: Ministry of Health. Republic of Vanuatu. Mail Bag 9009 Port Vila, Vanuatu

Date: [Enter date]

PERFORMANCE GUARANTEE No.: [Enter Guarantee Number]

We have been informed that [enter name of the Contractor] (“the Contractor”) has been awarded by you a Contract for the execution of Transportation of Vaccines and Medical Supplies using Unmanned Aircraft Systems (UAS) or Drones. Epi and Shepherd Islands (Phase 2B) (“the Contract”).

Furthermore, we understand that, according to the Conditions of the Tender documentation, a Performance Guarantee is required.

At the request of the successful Tenderer, we [Enter name of the Bank] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [Enter name of the currency and amount in figures] [enter name of currency and amount in words]1 upon receipt by us of your first demand in writing accompanied by a written statement stating that the Contractor is in breach of its obligation(s) under the Contract, without your needing to prove or to show grounds for your demand or the sum specified therein.

This guarantee shall expire no later than [Enter date]2 and any demand for payment under it must be received by us at this office on or before that date. We agree to a one- time extension of this guarantee for a period not to exceed three months, in response to your written request for such extension, such request to be presented to us before the expiry of the guarantee.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458, except that subparagraph (ii) of Sub-article 20(a) is hereby excluded.

______[Seal of Bank, Names of Signatory(ies) and Signature(s)]

Note – All text in [ ] is for guidance on how to prepare this demand guarantee and shall be deleted from the final document.

1 The Bank shall insert an amount specified in the Tender documentation and denominated either in the currency(ies) of the Contract or a freely convertible currency acceptable to the Beneficiary.

2 Insert the date thirty days after the expected completion date. The Beneficiary should note that in the event of an extension of the time for completion of the Contract, the Beneficiary will need to request an extension of this

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guarantee from the Bank. Such request must be in writing and must be made prior to the expiration date established in the guarantee.

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Form 3 - Advance Payment Security (Bank Guarantee)

[To be provided on headed notepaper of the bank issuing the guarantee]

To:

Beneficiary: Ministry of Health. Republic of Vanuatu. Mail Bag 9009 Port Vila, Vanuatu

Date: [Enter date]

ADVANCE PAYMENT GUARANTEE No.: [Enter Guarantee Number]

We have been informed that [enter name of the Contractor] (‘the Contractor’) has entered into Contract No [Enter Contract Number] dated [enter date] with you, for Transportation of Vaccines and Medical Supplies using Unmanned Aircraft Systems (UAS) or Drones. Epi and Shepherd Islands (Phase 2B) (‘the Contract’).

Furthermore, we understand that, according to the Terms and Conditions of the Contract, an advance payment in the sum of [Enter name of currency and amount in figures and in words]1 is to be made against an advance payment guarantee.

At the request of the Contractor, we [Enter name of the Bank] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [Enter name of the currency and amount in figures and in words]1 upon receipt by us of your first demand in writing accompanied by a written statement stating that the Contractor is in breach of any of its obligation under the Contract.

It is a condition for any claim and payment under this guarantee to be made that the advance payment referred to above must have been received by the Contractor in its account number [enter Contractor’s account number] at [Enter name and address of the Bank].

The maximum amount of this guarantee shall be progressively reduced by the amount of the advance payment repaid by the Contractor as stated in copies of submitted invoices which shall be presented to us. This guarantee shall remain valid and in full effect from the date the advance payment is received by the Contractor in its bank account until [Enter date] ______.2 Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date. We agree to a one-time extension of this guarantee for a period not to exceed three months, in response to the Beneficiary’s written request for such extension, such request to be presented to us before the expiry of the guarantee.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458. ______[Seal of Bank, Names of Signatory(ies) and Signature(s)]

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Note: All text in [ ] is for guidance on how to prepare this demand guarantee and shall be deleted from the final document. 1 Insert an amount representing the amount of the advance payment. 2 Insert the date stipulated in the Contract for completion of Services.

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FORM 4 - Contract Agreement

Contract No: Brief Description:

This Contract is made the day of [Enter date] by and between [Enter name and address of Purchaser] on the one part and [Enter name and address of Contractor] (the ‘Contractor) on the other part;

Whereas the Purchaser has accepted the Tender of the Contractor [Purchaser to enter reference number and date] for the provision of Services in the sum of: [Purchaser to enter currency and amount in words and figures]

In this Contract, words and expressions shall have the same meanings as are respectively assigned to them in the Terms and Conditions of Contract hereinafter referred to.

The documents constituting the Contract are as shown below in order of precedence and shall be deemed to form and be read as part of this Contract:

(a) This Contract Agreement (b) Special Conditions of Contract (c) General Conditions of Contract (d) The Contractor’s Tender including the Response Schedules (e) Other documents and annexes

In consideration of the payments to be made by Purchaser to the Contractor as hereinafter mentioned, the Contractor hereby covenants with the Purchaser to provide the Services as appropriate in conformity in all respects with the provisions of the Contract.

The Purchaser hereby agrees to pay the Contractor in consideration of the delivery of the Services as appropriate the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

IN WITNESS of the aforesaid, the parties hereto have caused this Contract to be executed in accordance with the Laws of the Republic of Vanuatu.

For the Purchaser For the Contractor Signature: Signature:

Date: Date:

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Annex 01. Elevation map. Source: Google Maps. Uses in print policy. Reports and presentations: research papers, internal reports, presentations, proposals and other related professional documents.

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Annex 02. Health Zones. Health Zones are divided into operational or catchment zones not shown here.

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Annex 03. Health Facilities, Airports and Road Network

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Annex 04. Distance Matrix

Epi-Shepherd Islands. Geographical Distances (Km) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Vaem Lamen Malva Nikaur Mate- Burum Bonko Mabfil Port Nalem Filakar Nulne Tamas Silima Manga Bunin Ambo Tavala Vaem Makir Matas Ngala Votlo Sarah Pele ali Island si a Wan ba vio au Quimi a a ssa ina uri risu ga h pa auri a o Vaem 1 - 5.522 5.430 7.483 14.171 14.926 14.534 10.785 18.350 29.075 40.318 34.612 25.340 24.427 25.820 24.235 51.089 54.687 64.234 65.667 51.702 51.340 57.141 65.743 78.673 ali Lamen 2 - 4.530 11.868 18.461 19.362 13.365 9.060 18.197 32.958 44.561 38.691 27.931 25.298 29.852 28.429 55.241 58.951 68.076 69.728 56.131 55.685 59.552 68.176 80.720 Island Malva 3 - 8.634 14.776 15.764 9.518 5.466 13.971 28.831 40.578 34.635 23.449 20.854 25.823 24.508 51.178 54.945 63.846 65.595 52.237 51.737 55.027 63.652 76.192 si Nikaur 4 - 6.714 7.536 13.146 11.311 14.878 21.592 32.897 27.147 18.399 19.137 18.342 16.781 43.648 47.280 56.753 58.211 44.362 43.962 50.064 58.633 71.748 a

5 Ngala - 1.098 15.958 15.811 15.384 14.955 26.185 20.441 13.269 16.745 11.660 10.068 36.934 40.571 50.074 51.501 37.681 37.263 44.201 52.692 66.037

Mate- 6 - 17.043 16.902 16.357 14.352 25.393 19.720 13.378 17.384 11.012 9.337 36.165 39.765 49.388 50.751 36.827 36.434 43.943 52.398 65.813 Wan Burum 7 - 4.313 5.291 26.210 38.121 32.068 18.421 13.000 23.929 23.241 48.073 52.036 59.688 61.932 49.871 49.145 48.315 56.866 68.772 ba Bonko 8 - 9.369 28.055 40.010 33.956 21.189 16.875 25.418 24.437 50.288 54.184 62.369 64.418 51.783 51.149 51.944 60.535 72.666 vio Mabfil 9 - 22.653 34.328 28.350 14.059 7.735 20.847 20.530 43.888 47.895 55.056 57.454 45.967 45.154 43.090 51.622 63.482 au Port 10 - 11.960 5.901 9.415 18.051 3.384 5.255 22.361 26.183 35.175 36.775 23.736 23.096 30.683 38.858 52.574 Quimi Nalem 11 - 6.063 20.447 28.814 14.758 16.138 10.799 14.391 24.392 25.413 11.775 11.170 26.310 33.095 46.961 a Filakar 12 - 14.622 23.150 8.840 10.384 16.552 20.319 29.680 31.069 17.837 17.197 27.838 35.501 49.392 a

13 Votlo - 8.639 9.007 9.831 29.829 33.836 41.282 43.518 31.968 31.123 31.806 40.416 53.374

14 Sarah - 17.291 17.685 37.585 41.623 48.018 50.628 40.081 39.143 35.362 43.888 55.806

Nulne 15 - 1.920 25.390 29.124 38.416 39.901 26.466 25.924 33.898 42.142 55.810 ssa Tamas 16 - 26.868 30.529 40.052 41.433 27.732 27.259 35.818 44.060 57.730 ina Silima 17 - 4.039 13.866 14.615 4.324 2.940 22.680 27.160 40.342 uri Manga 18 - 11.617 11.424 3.948 3.553 24.633 27.973 40.527 risu Bunin 19 - 4.097 15.564 15.020 21.146 20.770 31.201 ga Ambo 20 - 15.159 14.977 25.191 24.770 34.654 h Tavala 21 - 1.393 26.956 31.095 43.992 pa

22 Pele - 25.602 29.873 42.876

Vaem 23 - 8.625 21.920 auri Makir 24 - 13.913 a Matas 25 - o NOTE: Method: Spherical Law of Cosines

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Annex 05. Domestic Flight Schedules. Air Vanuatu.

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Annex 06. Pictures. Epi and Shepherd Island.

Valesdir Airport. Epi Island

Valesdir Airfield. Epi Island

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Planes serving the Islands (picture taken at White Grass airport – Tana)

Planes serving the Islands (picture taken at Dillon’s Bay – Erromango)

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Aerial view of Ngala. North of Epi Island.

Ngala Dispensary. North of Epi Island.

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Port Quimie Dispensary. South of Epi Island.

Aerial View of Vaemali. North West of Epi Island.

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Vaemali Health Center. North West Epi Island.

Burumba Dispensary. West Epi Island.

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Mabfilau. West Epi Island.

Mabfilau Aid Post.

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Silimauri Health Center. Tongoa Island (Shepherd Islands)

Tavalapa Dispensary. North of Tongoa Island (Shepherd Islands).

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Road condition at the Islands

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