Annex I: Specifications

Office Furniture: Wooden Furniture

1. SCOPE
This document describes the supply and delivery of functional and ergonomic wooden office furniture
for the International Atomic Energy Agency (IAEA), with its Headquarters in Vienna, Austria
(Europe) in accordance with the requirements and terms contained herein. The parameters of the
requested furniture reflect IAEA’s stringent furniture standards and are intended to ensure consistency
and continuity regarding the major features with the office furniture already available in the
Organization, which has over 2,200 staff members.

2. REQUIREMENTS
2.1. General Wooden Office Furniture Requirements
The Supplier shall have the responsibility to fulfil all associated activities and works required for the
supply and delivery of office furniture in accordance with the specifications stated in Attachment 1 of
these Performance Specifications and the following requirements:
a) All furniture items and elements shall be “off the shelf” products;
b) The furniture shall match the existing IAEA Headquarters’ furniture in terms of similar and
comparable colour of surface finishes, durability and functionality;
c) The furniture shall facilitate in-house transportability and movement activities;
d) The furniture shall have uniform main design features, such as panel-profiles, leg variations,
handle colours, shapes, material forms;
e) The Contractor shall guarantee supply and delivery of the same models material, colours,
spare parts, locks, and handles for at least 5 years; and
f) The Contractor shall guarantee a delivery time of maximum 6 weeks after receipt of individual
purchase orders placed against the Basic Supply Agreement;

2.2. Requirements and Characteristics

All furniture items and elements shall be manufactured from environmental friendly materials and
meet the following requirements in accordance with relevant national and internationally recognized
standards and norms:
a) Integral material of fibre board panels shall be exclusively with low formaldehyde content
(class E1);
b) All items and elements shall be free of PVC;
c) All wooden parts shall be free from paint and glue emissions;
d) All plastic parts shall be free from ABS plastic, pure and recyclable;
e) Panels shall be covered with melamine resin as per requirements of DIN 68765;
f) Surface panels shall be glare free;
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g) Surface panels shall be resistant against mechanical impact and short-term impact of
chemicals as per requirements of DIN 68861; and
h) All metal parts shall be powder coated.

2.3. Colours
All furniture items and elements shall be in the following colours or a combination thereof:
a) Panel elements – melamine beech amber;
b) Plastic elements – black mat; and
c) Metal elements – black mat.

2.4. Quality and Environmental Standards

All furniture items, elements and materials shall correspond to the requirements of the European
Union (EU) standard EN 527, 14073 as relevant to commercial office furniture or equivalent national
standards currently in force and applicable for office furniture with regard to quality, durability and
environmental characteristics.

The Supplier shall be compliant with the ISO 14001 quality assurance system.

All items covered by this requirement must be compliant with a recognized certification system
acceptable to the Agency such as Blue Angel or European flower or another recognized certification
system acceptable to the Agency etc. relevant to the following:

 Labeling of recyclable parts;

 Sourcing of wood used in the product;

 Free of VOC’s and other harmful products; and

 Recyclable Packaging.

2.5. Stock requirements

The Supplier shall maintain a stock of furniture ready for delivery within 5 day from receipt of a
purchase order consisting of at least 6 pieces of the following items;

 Standard writing desk 160 x 80;

 Standard writing desk 120 x 80;

 Drawer Container (5 drawers);

 Drawer Container (4 drawers);

 Side table 120 x 80; and

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 Side table 100 x 60.

3. WARRANTY

Warranty period shall be a minimum of three (3) years from the date of receipt and acceptance of the
furniture items by IAEA at the Vienna International Centre, Vienna, Austria.

4. PACKING AND DELIVERY

All furniture shall be delivered assembled. The Contractor shall pack the furniture in accordance with
normal commercial standards of transport for this type of goods. The packing materials shall be
adequate such that the transport between the Contractor and the IAEA is safeguard.

The furniture shall be unpacked by the Contractor immediately upon delivery to the IAEA Receiving
Area at the Vienna International Centre (VIC). The packing materials shall be removed from the VIC
by the Contractor immediately thereafter.

5. MONITORING

The successful contractor will be:

a) monitored against the following Key Performance Indicators (KPIs):

- Zero tolerance on late deliveries (100% on time deliveries);

- Maximum 5% returns for quality reasons;
- Automatic passing on of unit price reductions by the suppliers; and
- Zero tolerance on environmental compliance in line with the standards specified in the
specifications.

b) required to meet with the representatives of the Agency twice yearly to review performance
under the contract, in particular quality of products, compliance with sustainability and
environmental standards and meeting delivery requirements.

6. DELIVERABLE DATA ITEMS

The Contractor shall provide for each model and type of furniture two complete sets of
operation and servicing manuals and technical drawings in the English language.