Procurement of Luggage X-ray and Walkthrough Machines Inspection and Maintenance Service

Term of Reference for Service/Maintenance of Security Screening Equipment (X-ray Machines and Walk-through Metal Detectors) Description of Requirements I. General Requirements UNECA Security and safety services has various types of security screening and inspection devices in use as listed in Appendix A. SSS intends to engage a contractor for the preventive service and maintenance/repair of the equipment. The task includes installation of new equipment, timely inspection, service and repair/ maintenance of all devices under the custody of Security and Safety Services (SSS). It also includes planning and advising SSS on the purchase of spare parts of the devices. The Contractor shall be a fully accredited supplier or agent of the searching and inspection devices and be familiar with the provision of repair and maintenance service of the equipment in the attached list. The contractor shall be able to handle its own stock up to a minimum value. Works shall be done and supervised directly by competent and qualified personnel. The contractor will perform the services required during working hours between 08:30 to 17:30, from Monday through Thursday and from 08:30 to 14:00 on Friday, excluding the UNECA holidays. The scope of all scope of all required services shall be included in the terms of reference of the tender. II. Repair and Maintenance Services The Contractor shall provide all repair and maintenance services in good professional and workmanlike manner. The Contractor shall provide; a. Preventive maintenance Regular maintenance shall be carried out on a monthly, quarterly, semi-annually and annually basis as appropriate and as recommended by the specific equipment manufacturer. Regular maintenance requirement and procedure may be customized in accordance with ECA SSS requirement and suitability. At a minimum the contractor shall calibrate monthly all equipment in constant use and under the contract. The contractor at the beginning of the contract period shall submit to ECA an adequate schedule of maintenance activities for the duration of the contract to cover all equipment under the contract. b. Incident handling Incident is the event of a system failure or part of system failure that affects the smooth screening operations. The contractor shall be obligated to recover the failed system within an agreed Service Level Agreement (SLA) with ECA SSS. 1. For equipment in operation; time to respond – 1 hour. Time to repair – 4 hours. 2. For equipment not in operation; time to respond -1 hour. Time to repair – 24 hours. For equipment needing parts the contractor shall be given ninety (90) calendar days from notification of incident, to replace the defective parts and restore the equipment to normal status. The contractor shall report all repair works on a weekly basis. c. Installation of new equipment Whenever requested, for the purpose of installation of new security screening equipment, the contractor shall provide installation services. The installation services shall include unboxing, installation in the intended area of use, this includes Testing, inspection and Commissioning of all new equipment’s and training of ECA staff on the proper use of the equipment. The contractor shall liaise with the manufacturer on behalf of the ECA to ensure all newly installed machines function as desired within the warranty period and after warranty is expired. d. Relocation of equipment The contractor shall be called upon to assist with relocation of screening equipment whenever needed. The Contractor shall repair or replace at its own cost for any defective and improper maintenance works, replacing wrong parts or any damage resulting from negligence or failure to carry out its duties and obligations properly. The contractor shall assign one dedicated technician at his office who will be available during working hours and shall respond to telephone calls for incident reporting and maintenance requests. A qualified manager shall also be assigned to supervise the technicians and maintenance works. The contractor shall provide and make available all the necessary tools and other materials necessary for the maintenance and make all arrangements to ensure the fulfillment of its obligations under the contract. The contractor shall give warranty for its services in the areas where maintenance and repair works have been undertaken. The contractor shall provide services on an ad hoc basis outside the normal working hours provided that formal requests are made sufficiently ahead of time. III. Duration of contract One year from the date of issuance of contract. Possibility of extension for three years depending on the contractor performance evaluation. IV. Supply of Spare Parts The Contractor or its principal, in consultation with UNECA, shall advise for plan and deliver genuine spare parts. All spare parts shall be bought from overseas and sent to Addis Ababa in the name of United Nations Economic Commission for Africa (UNECA). The spare parts must be received by UNECA Central Stores with a minimum of ninety (90) days. The delivery of spares shall be accomplished during working hours between 08:30 to 17:30, from Monday through Thursday and from 08:30 to 14:00 on Friday, excluding the UNECA holidays. The contractor is responsible for ensuring that transportation agencies delivering the items are aware of these delivery days/times. The contractor shall provide a spare parts catalogue for each specific type of equipment, with pricing at the time of bidding. UNECA shall pay for spare parts as needed using pricing included in the spare parts catalogue. V. Training and Operation The contractor shall provide operational training to security and safety personnel who are involved in day to day operation of the machines. This will be coordinated between the contractor and UNECA/SSS and SCMS Inventory Control. Follow-up training shall also be provided at no additional cost when requested by the UNECA. The training shall be accomplished on-site and may be performed during periodic maintenance visits. The purpose of the training is to teach the operational procedures of the machines to the personnel that handle the inspection and searching task for appropriate use and proper function of the machines. VI. Reporting The contractor, on a quarterly bases shall conduct the timely inspection of all equipment under this contract and submit a report that shows the operational status and performance of all devices to UNECA/SSS. The contractor shall meet with UNECA/SSS quarterly to review the reports and discuss issues discovered during maintenance activities, challenges, and any other business related to the contract. The contractor on a yearly basis at an agreed time period, shall submit a report to include recommendations for replacement of equipment. VII. Confidentiality Except with prior consent of ECA, the contractor shall not at any time communicate to any person or entity any information disclosed to the contractor or its personnel for the purposes of the services or discovered in the course of the services, nor shall the contractor make public any information known as a result of the services. VIII. Qualification of Bidder The bidder must have a minimum of 5 years’ experience in installation, maintenance and servicing of x-ray machines and walkthrough metal detectors. The bidder must have relevant industry certifications for the installation and maintenance of x-ray and walkthrough metal detectors. The bidder must have sufficient manpower/technical support capacity. The bidder must submit the following: 1. Client list from oldest to most recent. The list should include; a. Name of client, b. Description of contract/Services rendered e.g. equipment supply and installation, maintenance contract, type of equipment (make and model) supplied/maintained, Quantity of equipment, Location of service, c. Contract dates – begin and end dates, d. Contact details for referenced client. Include Name, position, telephone number and email. 2. List of all relevant industry certifications and recognitions. 3. List of all service engineers/technicians to provide preventive and corrective maintenance services on the x-ray machines and walkthrough metal detectors. LIST OF INSPECTION MACHINES No. Delivery Description Model Status Remark 1. Walk through Machine HP-PI Working 2. Walk through Machine HP-PI Working 3. Walk through Machine HP-PI Working 4. Walk through Machine HP-PI Working 5. Walk through Machine HP-PI Working 6. Walk through Machine HP-PI Working 7. Walk through Machine Astro physics Working 8. Walk through Machine Rapiscan Metor250 Working 9. Walk through Machine Scanna Working 10. Walk through Machine HP-PI Working 11. Walk through Machine HP-PI Working 12. Walk through Machine Astrophysics Not Working Needs verification 13. X-ray baggage scanner 622XR Rapiscan Working 14. X-ray baggage scanner XS 6046 SI Smith Detection Working 15. X-ray baggage scanner XIS 100X Astro physics Working 16. X-ray baggage scanner XIS 100X Astro Physics Working 17. X-ray baggage scanner HS 7555i Smith Detection Working 18. X-ray baggage scanner HS 7555i Smith Detection Working 19. X-ray baggage scanner HS 7555i Smith Detection Working 20. X-ray baggage scanner RAP 522BXR Rapiscan Working 21. X-ray baggage scanner XIS 6545 Astrophysics Not Working Needs verification 22. X-ray baggage scanner XIS 6040 Astrophysics Working