Important Changes to Be Made to the Tender Documents (TOR) (Amended Tender Document Attached – Please Take It Into the Consideration While Submitting Your Bid)

ITB UKR / 2015/028

Questions and answers including minutes of the pre‐bidding conference held at UN Office on May 12, 2015

Important changes to be made to the Tender Documents (TOR) (amended Tender Document attached – please take it into the consideration while submitting your bid):

1. The deadline for submitting proposals extended to June 1, 23:59 in Kyiv. The new opening date – June 2, 14-00 in Kyiv at the office of UNDP, pre-registration. 2. In connection with the extension of the deadline for proposals submission the dates are shifted accordingly: the positions, terms of which involve placing in June 2015 are shifted to July. For example, the positions terms of which involve three-month placement during June-August now involve placement during July-September. Positions with the placement during 2 months (July-August) remain unchanged.

3. Please note that there is a mistake in Russian/Ukrainian translation on page 27 of the Tender Documents:

LOT 3:

1. Printing and placement of advertisement posters in fixed-route taxies/buses “Printing and placement of advertisement posters in 7000 fixed-route taxies/buses (2 advertisement posters per one fixed-route taxi/bus) in 60 cities populated by over 500000. In this sentence the word “over” shall be changed for “less than”. The same changes shall be also applied to page 42 of the technical part and page 48 clause 3.4 of the financial part in Russian / Ukrainian version

2. LOT 3: Buses branding period - 2 months, but only 1 month, July, is marked. The month August shall be added on p. 27 and 42 in the technical part of English and Russian / Ukrainian versions.

3. LOT 3: Due to the recent changes, the format of the poster 60 * 13 cm should be read/quotes as 29 * 12 cm in the central espacement of the car.

4. LOT 2 Clarification: Video-boards: shall we offer the cheapest option, or the one that gives maximum coverage? Currently, as per the TOR, the price is a factor. If you wish to get a maximum coverage, it is better to specify the locations / addresses of video-boards.

A: The major objective for placement of video commercials on video-boards is a maximum coverage of target audience (families). Kyiv L. Ukrainky blvd. – Mechnykova st. Kyiv Peremoghy Sq. Kyiv Dneprovskaya emb. Kyiv Obolonskyy Ave. Kyiv Kudryashova st. Dnipropetrovsk Lenin Sq. Dnipropetrovsk Petrovsky Sq. Lviv Shevchenko Ave. Lviv Stryis'ka st. Odessa Krasnov st., Tolbukhina st. Odessa Panteleimonovskaya st. Kharkiv "Academician Barabashov" Metro station Kharkiv "Pushkinskaya" Metro station

5. LOT 1 Clarification on airtime: Is there a preferred time for broadcasting of the cartoon and the film? The price depends on the time: someone might offer to broadcast the cartoon/film on Saturday, someone - on Monday, someone - in prime time, and someone might not at all.

A: The cartoon shall be broadcasted from 10-00 to 20-00. The film shall be broadcasted from 10-00 to 23-00. No preferences in days of week.

Please submit your bid on the basis of the above mentioned updates and changes!

Questions and answers:

1) Q: LOT 2: requirement for placement on the 46 screens: Does Metrovision comply with the present requirement? A: No, it does not comply with the requirements. 46 screens of 32 stations.

2) Q: LOT 2: Two options are available: Projecting image on wall format and a screen option – which one is preferable? A: Screens only. Metrovision shall not be used.

3) Q: LOT 1: Shall we announce the cartoons or broadcast thereof as per the TOR? A: It is not a promotional but a software product. Announcements are not required.

4) Q: Do you hold the copyright on the cartoon and the film? A: Yes, we do.

5) Q: Question regarding hypermarkets: Can we offer different stores, or only those belonging to one chain? A: No, it is not necessarily to offer hypermarkets belonging to one chain.

6) Q: LOT 3: Metro city-lights: proportion/quantity to be offered in Kyiv and Kharkiv is not specified - it affects the price. A: 70 city-lights on Metro escalators (2 city-lights per station): Kyiv - 58 city-lights, Kharkiv - 12 city-lights.

7) Q: LOT 3: City-lights: Can placement of city-lights be varied? Is it necessarily to place thereof at the stations? May City-lights be placed nearby within reasonable distance? At some stations city-lights have been booked for a year. A: Yes, placement can be varied.

8) Q: LOT 3: Is there any specific location for placement of posters in fixed route taxies/buses? A: There is no specific location. Any location can be offered.

9) Q: Our company was registered in December 2014. Before that we were a part of a large company. Does this imply that we will be considered as a qualified bidder? A: Your previous experience will be taken into consideration (as a part of another company) only if you clearly demonstrate connection/confirmation of the right of succession between the two companies. This shall be confirmed by documentary evidences incorporated into your application. This applies to both the legal status and work experience, and previous projects in particular.

10) Q: Is it possible to provide the copies of certificates of completion instead of the copies of contracts? A: It is possible if the certificates include full details (type of services rendered, deadlines, contact persons, etc.). Otherwise (and it is preferable) to provide the copies of contracts.

11) Q: Can we include into our application the following statement: "The promotional materials have been provided by the client on [specify date], and we guarantee to discharge our obligations by [specify dates]. A: Yes, you can.

12) Q: Requirements to the team leader’s education: Diploma in Economic Sciences (Communication, Advertising & Design, Marketing, Management, etc.)" - what do you mean by "etc."? A: Education: international economics, marketing, management, public relations - everything listed is acceptable.

13) Q: Does "personnel experience in television advertising" mean media buying? A: Yes.

14) Q: Is this tender merely to find an advertising agency to put out agreed materials or is the campaign itself still to be created? What UA government ministries are you coordinating with on the campaign? A: Tasks of this tender involve placement of the already developed products. The campaign is coordinated by the UNDP.

15) Q: Is this a campaign where UNDP might benefit from collaboration with us in terms of branding and communication support? A: This is beyond the scope of this tender.

16) Q: Lot 3. Placing posters in minibuses and buses - must be 7000 vehicles per 60 cities. Сan you specify a list of these cities or the source of the data which is the basis for selection (for example, the Ministry of Statistic) A: You can use any relevant and reliable source for determining the sample of cities of Ukraine. The statistics of Ukraine is the reliable source.

17) For the 20-seconds commercial that will be placed on the TV it is necessary to specify a target audience, since it influences the cost. The information provided by you contain the target audience of 17 years and older. Should it be taken into account? A: Take into account the audience of 18+

18) Period: for some lots June was specified as a period, as far as we understand, we can shift it to July? A: You can shift it to July

19) It was said during the meeting that the accountants department shall not pay the bills unless procurement department confirms that the work done in conformity with the technical requirements. What is the time schedule of replying and what are the evaluation criteria. A: The work is assessed by the project. The main assessment criteria are full compliance with the technical requirements and approved draft work plan, which is agreed after signing of the contract with the winner. Estimated term – 3-5 days. The standard UNDP payment terms – within 30 days after the date of invoice and acceptance of works.

20) Q: Unfortunately, the links are still invalid. Please specify where on the website can we find materials to be placed. A: Cartoons and movies can be found on the website of the Project (the bottom of the main page):

Or, in the menu: About Project - Project activities (Project achievements) http://lampochki.org.ua/punkt-menju-2/ or download from the file sharing: http://dropmefiles.com/6QH2H

21) Q: Form 6 / Section 2 / Lot 3 / Branding buses / In the 24 regional centers (the areas that is controlled by Ukrainian government) and 2 -x largest district centers (in 15 buses in every cities). Question: 15 vehicles in every city or 15 vehicles in 2 largest district centers? A: 15 vehicles in each of the 24 regional cities and 2 largest district centers of any oblast. Total - 390 vehicles.

22) Q: Form 6 / Section 2 / Lot 3 / posters Format: 60 * 13 cm. at subway cars of the city Kyiv. This format is no more available. Question: Shall we put the word "No" in the table of technical requirements or shall we put "yes", changing format to another one? A: In the table of technical requirements you should change the size into 29*12 in the central Metro car espacement and put "Yes"

23) Q: the TOR subsection 1.1. of LOT 2 specifies the following: Video-boards – “Total running time – 10 minutes per day on each video-board” Actual opportunities: - due to the fact that the software has been developed for 15-minute blocks - minimum possible number of runs/hour is 4; placement is carried out at all hours (i.e. it is impossible to skip any hour); placement every other day is disallowed as well – placement shall be done on weekly basis depending on the number of operational hours/day of any particular screen (15 - 24 hours) according to the requested address; therefore, minimum possible running time/day shall amount to from 30 to 48 minutes. Question - how shall we count? Based on the minimum possible time, 30 days? A: Not less than 10 minutes of total air time per day with possible interchange of video commercials on weekly basis (first week - video 1, second week - video 2, third week - video 3, fourth week - video 1)

24) Q: the TOR Subsection 1.1. of LOT 2. specifies the following: Video-screens in Metro – «Total running time: 30 minutes on each video-screen» Actual opportunities: the software has been developed for 10-minute blocks, which implies that minimum possible number of runs/hour equals 6; placement is carried out at all hours (i.e. it is impossible to skip any hour), placement every other day is disallowed as well – placement shall be done on weekly basis depending on the number of operational hours/day of any particular screen (18 hours); therefore, minimum possible running time/day shall amount to 54 minutes. Question - how shall we count? Based on the minimum possible time, 30 days? A: Not less than 30 minutes of total air time per day with possible interchange of video commercials on monthly basis (first month - video 1, second month - video 2, third month - video 3)

25) Q: LOT 3. As specified by TOR: Citi-lights at Kyiv Metro stations – required number - 14, the description clearly specifies – «100% coverage of all stations where the city-lights are installed» Actual opportunities: - there are 20 stations where the city-lights are installed. Question: - which number should we take into consideration, 14 of 20? А: 14 city-lights

26) Q: The TOR of LOT 3 specifies the following: placement of posters in Kyiv Metro cars – in the answers on the results of the meeting and in the final amendments to TOR 35x15cm format is specified. Placement location - "in the middle of the Metro car over the sliding doors" Actual opportunities: - 35x15cm format is not available anymore, as well as placement over the doors. Currently, the posters are placed on the Metro cars’ wall espacements either to the right or to the left from the doors. In the terms of formats: 30x15cm is available in the last Metro car espacement; if the centre of the car is required, 29x12cm format is available. Which format should be taken into consideration, 30x15cm in the last Metro car espacement or 29x12cm in the central Metro car espacement? A: Please refer to the changes in the TOR mentioned at the beginning of the document

27) Q:

COMPLIANCE TYPE OF WITH TECHNICAL ACTIVITIES QUANTIT DESCRIPTION PLACEMENT Q: REQUIREMENTS A (ANSWERS) AND Y /SPECIFICATION PERIOD QUESTIONS AND DELIVERY PRODUCT DATES (YES/NO) NAME Placeme nt of video Placement 3 different 30-second commerc period: 1 video commercials on ials on month. 13 Video boards: Kyiv - 5 video Total Please refer to pcs., Dnepropetrovsk - 2 boards in airtime/running June 2015 Yes/No 1. 10 minutes answer to question pcs., Kharkiv - 2 pcs., Kyiv, time: 10 per day for each 26. Odessa - 2 pcs., Lviv - 2 Kharkiv, minutes per day video pcs Dniprope on each video commercial on

trovsk, board each video- Odessa, board, or for all Lot 2. Lviv three in total? Subsection Please refer to 1.1 Placeme answer to question

nt of Placement 1. 30 minutes 27. video period: 3 on each video- commerc 3 different 30-second month. screen per day ials on video commercials on 46 Total or per month? digital June, July, August (Yes/No) digital video screens in airtime/running 2. For one video video Kyiv Metro passages time: 30 commercial or screens minutes per day for all three in in Kyiv on each video total? Metro/Su screen bway passages

28) Q:

COMPLIAN CE WITH

TECHNICAL TYPE OF DESCRIPTION PLACEMEN REQUIREM Q: ACTIVITIES QUANTITY /SPECIFICATI A (ANSWERS) T PERIOD ENTS AND QUESTIONS AND PRODUCT ON DELIVERY NAME DATES (YES/NO) Printing and Yes 70 city-lights placement of on Metro advertisemen 1. Does “City-light” imply – escalators in t posters on 100% Metro-light (city-lights installed Kyiv and escalators coverage of June (Yes/No) on escalators that has Kharkiv (2 city-lights in all stations. 60см*40см area for city-lights for Kyiv and advertisement placement ? each station). Kharkiv Lot 3 Metro.

100% Placement of 14 city-lights coverage of advertisemen installed all stations t posters on within the June, July (Yes/No) where city- city-lights premises (at lights are installed the installed. within the entrance/exit

premises (at ) of Metro the stations in entrance/exit Kyiv (1 city- ) of Metro light on each stations in station). Kyiv Posters In Kyiv there is no such format Please refer to format: as 60*13 over the doors answer to question 60*13 cm (cancelled March 2015). Can 1 for Kyiv we offer an alternative format Metro cars; 60*12 therefor? 42*13 cm for Kharkiv Metro cars; 42*29,7 cm for Dnepropetr ovsk Metro Printing and cars. placement of Posters are advertisemen 2000 to be t posters in advertisemen placed: the Metro t posters (2 -In the June, July (Yes/No) cars in Kyiv, posters in middle of Kharkiv and each car). the car Dnepropetrov over the sk sliding doors (Kyiv and Kharkiv Metro); -optional (Dnepropet rovsk Metro). 100% coverage of all Metro cars.

7000 fixed- Posters 1. Does total number of poster Yes route format: А4, to be placed amount to 14 taxies/buses matt 000? (two for each of 7000 (2 coated transport vehicles)?

advertisemen paper 170 g 2. Can we place thereof in Printing and t posters per / m2, trolley buses and tramcars in Yes, you can. placement of fixed-route Offset major cities? advertisemen July, August (Yes/No) taxi/bus) in printing 4 t posters in 60 cities +0, fixed-route populated by laminated. taxies/buses more than Placement 500000 period: 2 inhabitants months.

29) Q: Section 7: Pricelist Format Lot 2: Placement of video materials on national TV channels (Inter, STB, ICTV), If we take into consideration 3 runs per day and calculate these runs for June, we will get 90 runs * 20 seconds – equals 1800 seconds of airtime in total. The TOR specifies 1860 seconds. Do we have to calculate the 1800 seconds? For there are 30 days in June.

TV Unit of Unit Total Amountexc VAT Amountincl VAT Chanel measurement price airtime VAT LOT 1. PLACEMENT OF VIDEO MATERIALS ON TV CHANNELS 1.1. PLACEMENT OF 20-SECOND VIDEO COMMERCIAL ON EEL ON TV CHANNELS: INTER Sec. 1860 STB Sec. 1860

ICTV Sec.. 1860 TOTAL sec. 5580

A: Since the documents submission date has been shifted, the accounting period should be shifted as well for 1 month and shall start from July. Then, for this LOT, the calculation period shall not be subject to change since there are 31 days in July.

30) Q: The TOR specifies the number of runs and the running time of the film (duration 711 sec.) on niche channel (see Table below) PLACEMENT OF 711-SECOND FILM ON UKRAINIAN NICHE AND REGIONAL CHANNELS National/ niche channels 1.«First Business Channel» 6 June, July, August 4266 (Yes/No) June, July, August 2133 (Yes/No) 2. «Cannel 24» 3 June, July, August 4266 (Yes/No) 3. «Еcо ТV» 6 4. «Maxi TV» 6 June, July, August 4266 (Yes/No) 5. «ТЕТ» 1 June 711 (Yes/No) 6. «NTN» 3 June, July, August 2133 (Yes/No) TOTAL 17 775 The running time of the film specified In Section 7 (Pricelist Format) is different, is it just a mistype? Can we make changes to total running time in the table, according to the number of runs specified in section 2? PLACEMENT OF 711-SECOND FILM ON UKRAINIAN NICHE AND REGIONAL CHANNELS National/ niche channels 1.«First Business Channel» sec. 1890 2. «Cannel 24» Sec. 3780 3. «Еcо ТV» Sec. 3780 4. «Maxi TV» Sec. 3780 5. «ТЕТ» Sec. 630 6. «NTN» sec. 1890 TOTAL (National/ niche channels) sec. 17 775 TOTAL LOT 1 A: Yes, it is just a typo. Please take data for calculations from the Table in Section 3a of the TOR.

31) Q: Could you please clarify, whether we should send scanned copies with stamps, signature, etc., when we submit the proposal by email, or send the electronic documents?

A: Electronic submission is perfectly enough, no need for paper duplicate. General information, such as company profile, can be sent in electronic form only; bid submission forms and the financial proposal should be stamped and signed by the proper authority and scanned.

32) Do we have to prepare the documentation in both Russian and English, or one language is enough?

A: One language out of choice English, Ukrainian or Russian will be enough.

33) Q: In the form of the bid the name and address of the UNDP contact person must be specified. Please clarify, who is to be specified?

A: Andra Brige, Business Development Specialist or procurement department.

34) Q: In the terms of ☒ Reference letters from three best customers within the value of the contract over the past 3 years. What is meant under the value of the contract?

A: The largest amounts of contracts/orders are meant.

35) Q: The list of required documents includes a "certificate of registration with tax authorities", but it takes 10 days to prepare document so the company would not be able to provide it in time.

A: You can submit the copy of the certificate if you have it. If it comes to the certificate on the absence of tax debts, then its absence will not be the reason for disqualification on the stage of submission of proposals.

36) Q: Please specify whether you are a VAT payer, do you accept the electronic VAT registration invoices? Currently according to the Tax Code the VAT invoices are not available in the paper form, and should be sent electronically through a special system of electronic administration. Do you have access to Medoc?

A: We do not have the access to the Medoc system, so the paper invoices are needed.

37) Q: Form 4. Q: Whose contact name should be specified in the bid?

A: Andra Brige, Business Development Specialist.

38) Q: Form 6 / Section 2.2 / There also the description of internal mechanisms of technical and quality control has to be included in the bid. The quality control over what product should be described? Please, give the example. A: You need to describe your internal quality control procedures. Either ISO certificates or managing stages of control, minimizing the risk of possible failures and problem solving during project implementation/ contract execution are acceptable.