Panel management and test-item production

In the RFP in section 3.6 in the pricing structure tables 1, 2 & 3, it says in the second last row: "Maintenance of semi-active transponders ..."
 Is it correct to assume that this refers to repair and change of battery for semi-active transponders?

Yes, this assumption is correct. The Vendor is expected to manage the repair of semi-active transponders.

In the RFP in section 3.6 in the pricing structure tables 1, 2 & 3, it says in the last row: "Price per scenario"
 Does this refer to the six scenarios listed in activities on demand (Annex 1, section 4)? Can we assume for our quotation that all countries in the 6 scenarios use only passive transponders?

Yes, it refers to the six scenarios listed in activities on demand (Annex 1, section 4).

Yes, it can be assumed that all countries in the 6 scenarios use only passive transponders.

There are a few small differences between Annex 1, section 2 and Annex A2.1.1. (type of transponder technology in 2021, e.g. DK and DO levels, e.g. MA). Please align this information. 

Concerning levels and world regions, the information in annexes 2.1 prevail. Annex 1 has been updated accordingly.

Mismatches concerning transponder technology usage have also been revised. Please note that both annex 1 and annex 2.1 group B countries have been updated. 

Due to the shortage of semi-active transponders, some countries switched to passive by the end of last year. Currently, they are back to use semi-active transponders. However, please note that it is projected that all countries will be using passive technology from 2023 onwards. Based on POC advice, countries have started changing the technology to passive.

All cells with changes are colored in green.

Annex 1, section 2: Can you specify which level E countries will measure 1 city (or 1 region) and which level E countries will have 2 cities (or 2 regions)?

Currently all the Level E countries are measuring 1 city.  

According to the new Technical design document, the Level E countries will measure from 1 -2 cities. The rule regarding the city coverage is listed in the GMS Technical Design document (refer to chapter 4, section 4.2.5).

“If the volume or population of the minimum number of cities does not exceed 25% of the nation volume or population as appropriate, the next largest volume or most populated city is selected until the population threshold of 25% of the nation volume or population as appropriate first achieved or the maximum number of cities has been reached. 

Taken from Table 4.1, element 3 of General parameters ("City/Domain coverage"), the specific city coverage formula for level E is listed below: 

Level E has an expected coverage of the most populated city: 

-Level E city coverage = the largest volume or most populated city as appropriate. “

In the new annexes 1 and 2.1 for group B countries, a few countries have changed the transponder type in 2022. However, this change is not reflected in the subsequent tables (annex 1: sections 2.4, 3.1 & 3.2, annex 2.1: Sheet "SetUp-Running Test item Volume"). For our pricing, we will change these tables according to the corresponding test item volumes. Is this correct?

Yes, it is correct. Please note we also updated the mentioned sections. Thank you for noticing.

RFP, page 10, table 1: Does row 4 "Management fees" include stamp management fees?

We recommend to include costs linked to postage such as stamp management in item 10. Item 4 concerns any overhead or managerial fees to cover fixed costs linked to monitoring activities and running costs.

Is it correct to assume that the contractor himself will have to organize the purchase, management and storage of the stamps for all outbound countries?

Yes, this assumption is correct.

Countries of Group A: We understand that the number of outbound countries depends on the exact design for each inbound design. But is it safe to assume for our pricing of the management fees in Group A countries that there will be approximately 30 outbound countries in 2022 of which 90% can be different from the 21 destination countries in 2022, so that the total "Group A system" will include around 45 to 50 country panels?

Please, refer to the GMS Technical Design document, chapter 4 (Table 4.1, section 4.5 Permanent links, 4.5 Pool 1 and 4.7 Pool2) in order to estimate number of outbound countries for each of the Group A countries based on the Country level and expected coverage for permanent links, pool 1 and pool 2 countries. 

For certain destination countries due to the change of annual incoming volumes some links from Pool1 or Pool2 become permanent and the others move to Pool1 or Pool2. There can be also a case when a completely new link needs to be measured that was not before in the list. The links (outbound country-destination) are defined by the incoming annual mail volume to the destination country that is provided on a yearly basis as stated in the GMS Technical Design document.  In general, the destination country maintains links with a minor changes. It is less possible that a certain country has 90% change of the outbound links in the following year.

Annex 1, section 3.3.: Do we understand correctly, that the contractor is required to purchase blank passive transponders, to program these with the required ID numbers and to print them as specified in 3.3?

Yes, this understanding is correct.

Chiptype: Smartrac Dogbone R6 (see section 3.3 annex 1).

Antenna type: installation of RFID equipment is out of scope of this project. To ensure interoperability and required performance in the GMS system, the UPU conducted a compar­ative study on several types of RFID transponders compliant with EPC Gen2/ISO/IEC. In result of the analysis, the model of passive transponder that better performed was Smartrac Dogbone R6. It is required to attach this model of transponders in the test items in order to be properly captured by the antennas installed in the network.

Encoding: RFID Tags must be programmed with a unique License Plate Identifier (LPI) consisting of an hexadecimal code of 24 characters. Same LPI must be printed in both barcode CODE-128 and alphanumeric characters Please note that LPI information can be printed either over the paper substrate or directly into the transponder provided it is white paper face. 

The following elements and activities are envisaged:

- Paper substrate with printed logos and information 

- Encoding of the RFID Tags with a unique ISO License Plate

- Transponder mounted over the paper substrate in different physical positions 

Carrier material, glue and packing: the test items shall fulfill the requirements defined in chapter 8 of the GMS Technical design. Inside, they shall carry the paper substrate of 105x205mm specified in section 3.3 annex 1 with a single Smartrac Dogbone R6 attached. Bidders may propose the glue material more suitable for this end use.

Quantity: according to the mail volumes forecasted in annexes 2.1 and the requirement of valid test items defined in the GMS Technical design.

Regarding project planning, does the measurement have to run and function in all countries from January 1st, 2022? For selected countries, would it be possible to let the existing measuring system run in parallel for a further period of time and thus validate the quality of the new panel, then  carry out the official change later (e.g. in July 2022 )?

Yes, the measurement have to run for all the countries from 1st of January 2022.

The GMS Technical design defines the requirements for inbound countries in terms of panelist. Is there specific requirements for the panelist for outbound countries? Can we use panelists in different countries as both receivers and droppers?

Detailed information about Dropper and receiver panelists can be found in the GMS Technical Design document, Chapter 7. Whether the panelist can be dropper and receiver at the same time is not excluded, subject to the rules is the workload of the panelist. Please, refer to the GMS Technical Design document (12.1.2 Quality control of system management).

The information to be provided for the bidder is "previous customers". Is it in reality meant existing customers? if not, what is the purpose of the information? 

RFQ page 9

The information listed in RFQ page 9 should be provided by the bidder to UPU. The reference, recommendation is requested from the "previous/existing customers" about the bidder, for example on their satisfaction with the provided service.

Why is there only one standard price per country? Even if countries are in the same group and level, there can be big price differences ... 

Price Table page 10 and 12 of RFQ

It's a choice of the UPU to apply a standard price per country level in order to simplify pricing in the context of global measurement system comprising so many countries.

In the RFQ document, it is stated, that the Bidder can submit a proposal for only Group A, or for Group A + B. Will the UPU award part of the measurement to several bidders? If so, how will it choose to which bidder will it award which country or group?

RFQ Page 12

Dependent on the outcome of the RFQ UPU will assess and decide if Group A countries will be awarded to one bidder and Group B to the second one, or Group A+B countries to one bidder. Detailed information on assessment criteria can be found in the RFQ, section 4.3, page 19.

In order to be able to create the calculation properly, we need the following information:
- Permanent links / pools per country
- Current or expected recipient panel distribution per country by city / domain (we cannot clearly derive a panel distribution for each country from the technical specs)
- Number of droppers per country (current or expected) or number of outbound OEs per country
- Overview of current or expected boosts per country that are in place (see TD paragraph 6). Also: how should these boosts be shown in the price matrix?
 - With the elements provided, it seems that we cannot form the matrix required in 4.1.2 for the offer. Is it expected an hypothetical one? 

RFQ Requirement 2 Page 13

- Permanent links / pools per country

- Current or expected recipient panel distribution per country by city / domain (we cannot clearly derive a panel distribution for each country from the technical specs) 

Please, refer to the Annexes 2.1.2 and 2.1.3 to create a design for countries based on the city population and volumes provided.

- Number of droppers per country (current or expected) or number of outbound OEs per country

Please, refer to the answer provided in Question 10.

- Overview of current or expected boosts per country that are in place (see TD paragraph 6). Also: how should these boosts be shown in the price matrix?

Please provide price per scenario, as requested in the pricing Table on page 10 (Call for Tender) document.

- With the elements provided, it seems that we cannot form the matrix required in 4.1.2 for the offer. Is it expected an hypothetical one?

Boosting options:
- Upgrading of DO level
- Promoting a flow from a pool to become a permanent link
- Boosting a permanent link with a greater number of valid test mail items
- Increasing the number of items from the pool(s)
- Adding a city link either at destination country or at outbound country or both
- Adding “small packet” E format in addition to the basic P and G formats
Please, provide design as per the scenarios listed in the Annex 1 document (Panel management and test-item production), page 8, section 4 Activities on Demand:
In order to evaluate the methodology and measurement design proposed, Bidders shall provide a design for the following scenarios:
1. Standard Design: for all listed countries (Country 1 - Country 10)
2. Standard Design + Specific Design: Country 2
3. Standard Design + Specific Design + Boosting Option e-format: Country 3
4. Standard Design + Boosting option (boosting by adding e-format): Country 6
5. Standard Design + Boosting option (boosting permanent link with a greater number of valid items): Country 9
 6. Standard Design + Boosting option (boosting option adding a city link at destination country): Country 9

The document describes how the technical proposal will be evaluated. However, we couldn't find how the whole proposal will be evaluated, among other what will be the weighing and the calculation of the different aspects, like technical proposal and financial proposal. Could you please advise how the bids are going to be evaluated? 

RFQ page 19

The evaluation of the whole proposal will consider, firstly the quality of the proposal (coverage of requirements as defined in section 4.1 and 4.2), the assessment of the capacity of the bidder to provide the proposed services (it has the required expertise to respond effectively to the requirements described) and finally the pricing proposal. This three modules will be analyzed separately by a team of experts and discussed later on to reach a consensus. The cheapest proposal may not be selected if it does not fulfill the requirements. Offers not responding to the required structure will not be considered.

Bosnia Herzegovina is listed 3 times in the referenced document for the 3 different operators (BH Posta, Poste Srpske and Hrvatska posta Mostar). How does this affect the panel in this country? Do we have to consider as 3 different measurement in the same country, or do we consider as one measurement? 

Annex A2.1.1a Group B

There are 3 different operators in Bosnia Herzegovina with 3 different International facilities (located in different cities). Therefore, we consider it as 3 different participants of the measurement of Level E.

Could you please confirm that China is really a Group B country. Annex A2.1.1a Group B

Yes, China is a Group B country.

The minimum number of dropper panelists per DO is also connected the the number of offices of exchange (OE) per origin DO. Is it possible to get the number of offices of exchange per country?

GMS Technical Design 7.2.1

Please, assume minimum of 2 OE in the outbound country. According to the GMS Technical document, section 7.2.1 "Dropper panelists
 At least two dropper panelists in different cities should be recruited for each participating DO. In countries where the DO maintains more than one outbound OE, a dropper panelist needs to be recruited to cover each facility."