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

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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.
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