LRPS-2024-9188013-To provide Inspection and Quality Assurance Services for UNICEF Bangladesh under Long-Term Arrangement (LTA) for a period of 24 months + 12 months".
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title
QUALITY ASSURANCE AND INSPECTION SERVICES
Purpose
The UNICEF Bangladesh Country Office (BCO) intends to procure Quality Assurance and Inspection Services of various goods and services to ensure that it achieve quality, cost effectivity and by eliminating/ mitigating the risks, while dealing with vendors/ suppliers/ service providers. A system of organised and systematic third-party independent inspection is therefore put in place to reduce the risk of failure thus contributing to the improvement in product quality and client satisfaction.
The range of services include Review of/ Develop/ Validate Specifications/ Design/ Drawings (of new products required by UNICEF), Sample Collection (to collect samples of different products for evaluation/ lab testing etc), Technical Evaluation (of products before award recommendation), First-Article Inspections (prior to volume production to verify that the product specifications are met), In-Process Inspections (to evaluate samples of products selected during manufacturing process to confirm quality), Pre/ Post-Delivery Inspections (to verify conformance of the finished goods to UNICEF specifications), Loading/ Unloading Supervision (to check general appearance of cargo and/ or packaging, verify number of packing cases, check for appropriate handling during loading and unloading operations/ stowing/ fastening/ wedging/ protection measures/ loading documents etc), Commissioning Tests, verification of manufacturers' workshop facilities & manufacturing techniques, handling & storage of materials etc).
Selected agency/(ies) will be contracted on a retainer basis on agreed rates for each type of service.
Location
Mainly Dhaka, Bangladesh. Field visits will be required to inspect the goods at the manufacturing sites of the vendors outside Dhaka, for post-delivery inspection at the partners' site or beneficiaries' end.
Estimated Duration
Long Term Arrangement (LTA) to be established initially for two (2) years with the provision to extend for one (1) year.
Reporting to Technical Supervisor of this assignment
Chief, Supply & Logistics Section, UNICEF Bangladesh Office
1. Background:
UNICEF is a global leader in essential supplies for children. UNICEF Bangladesh Office is responsible for supplying essential supplies for the protection, development, and well-being of children and mothers. In this regard, UNICEF works with government and non-government organizations and supports partners in achieving UNICEF’s priorities by purchasing supplies that meet high standards for quality and value and ensuring their timely delivery. The main programmes are Health, Nutrition, Child Protection, Education, Water and Sanitation, etc. UNICEF Bangladesh procures goods and services around US$65 million every year. Items procured include but are not limited to the following commodity groups: Different types of Kits, Medical Equipment/Accessories; Printed Materials; Books, School Supplies, General Items (Stationery, furniture, umbrella, bags, etc.), Electrical Items and Appliances; ICT and Office Equipment; Emergency and Relief Items; Construction Materials; Motor Cycles and Bi-Cycles, - for goods, and Media and Advertisement; Accounting and Auditing; Social Communication Campaign; Training, Study and Research; Office and Equipment Maintenance, Ancillary services (drivers, guards, messengers, etc.) and logistics - for services.
To ensure this, UNICEF may engage the services of qualified third-party inspection agents and laboratories for the testing or inspection of suppliers' facilities or products. The inspections are necessary and provide key inputs to assist in the office risk mitigation process to the improvement of product quality and client satisfaction.
2. Objectives, Purpose, and Expected Results
The UNICEF Bangladesh Country Office (BCO) intends to procure Quality Assurance and Inspection Services for various goods and services to ensure that it achieve quality, cost effectiveness by eliminating/ mitigating the risks, while dealing with vendors/ suppliers/ service providers. A system of organized and systematic third-party independent inspection is therefore put in place to reduce the risk of failure thus contributing to improvement in product quality and client satisfaction.
The most commonly used Quality Assurance and Inspection services required from Inspection Agencies will be pre-delivery inspections (PDI). Other less frequently requested services will be sample evaluation and post-delivery inspections. The full-service requirements are detailed in the Description of Assignment.
3. Description of Assignment
Description of assignment: Quality Assurance And Inspection Services
Tasks
End Product/ Deliverables
Time frame
- Review of/ Develop/ Validate Specifications/ Design/ Drawings: Of new products required by UNICEF
- Sample Collection: To collect samples of different products for evaluation/ lab testing etc.
- Technical Evaluation: Technical evaluation of product/bid samples before award recommendation
- First-Article Inspections: Before volume/mass production, verify that the product specifications are met
- In-Process Inspections: To evaluate samples of products selected during the manufacturing process to confirm quality
- Pre-Delivery Inspections (to verify conformance of the finished goods as per UNICEF specifications). Pre-delivery inspections include, but are not limited to, the following functions:
- Selection of items/equipment based on the batch size and checked as per quality sampling table of BDS/BSTI or as specified/ discussed with UNICEF
- Check items/equipment against the purchase order specifications, designs/ technical drawings, and other relevant documents
- Verification of test reports submitted by suppliers for raw materials or witnessing of testing of raw materials
- Dimensional checks of equipment against drawings and any relevant standard or specifications. These checks would either be performed by the Inspector or performed by others and witnessed by the Inspector
- Check the workmanship of the item/equipment, including finishing and robustness
- To perform full functional tests at the main contractor’s works and/or sub-contractor’s premises, including verification of accuracy of test-room instruments and equipment, witnessing of routine tests as detailed in the purchase order specifications, verification of test results against data included in the application specifications, etc.
- Check the packing, pallet size, and shipping marks against shipping instructions specified in the purchase order(s) and approve/stamp the supplies for delivery/ shipment, when required, quantity-verification of supplies delivered
- Examine drawings and literature where appropriate. Supplied as part of the Contract and where practicable, identification of inspected work, drawings, and literature by the appointed Inspector’s stamp
- Issue a Certificate of Inspection/ Inspection Report for each consignment inspected and/ or delivered
7. Post-Delivery Inspection (to verify conformance of the finished goods to UNICEF specifications). Typical functions include, but are not limited to, the following:
- Confirm that the items received by the consignee(s) are those dispatched by the supplier
- Confirm the quantities received by the consignee(s) are in accordance with the purchase order(s)
- Report all damages observed at the consignees’ site, including the extent, nature, and cause of damage for future preventive measures
- Confirm storage of the items is in accordance with the storage conditions stipulated by UNICEF or the manufacturer
- Quality Inspection and field observation on the durability of supplied products (to be carried out only when requested by UNICEF)
- Issue an Inspection Report for each consignment inspected and/ or delivered
- Physical Verification: Carry out physical verification of the manufacturer/service provider’s works/office that includes, but is not limited to, the following:
- General information about the manufacturing plant/production and servicing facilities, the qualifications and number of managers, professional staff, technical staff, supervisors, Quality Control (QC) staff and support staff
- The layout and ventilation of the building and its suitability for the principal functions
- Manufacturing processes, type and number of machinery, and production capacity
- Verification of QC system, adherence to BIS/ISO or domestic standards
- Testing facilities and list of testing equipment
- Previous successful orders and a short list of customers/ buyers
- Handling facilities
- Packing and Shipping departments
- Storage facilities/warehousing of raw materials and semi-finished products
- Confidential appraisal of the supplier’s financial standing
After the assessment, a comprehensive Inspection Report of the Inspector’s findings should be issued and submitted to UNICEF. In the case of service providers, the Inspection should also include:
- Verification of organizational capabilities against the range of services offered
- Review of current and immediate forthcoming commitment levels and its effect on time overruns
- Review of responsiveness as evident from timely service delivery in the past
- Verification of availability and use of appropriate resources for the entire range of services offered
- Commissioning Test: Witness site acceptance tests on behalf of the Principal to ensure guaranteed performance data is met. Typical functions include, but are not limited to, the following:
- Check test programme for validation of performance and reliability parameters
- Ensure all test apparatus and test personnel are available to ensure tests to be carried out
- Check by visual examination the completeness of the equipment for testing
- Verifying accuracy of test instruments and apparatus. Ensure each test instrument has valid calibration certificate
- Witness all tests as detailed in the contract specification and any relevant standards
- Verification of test results to ensure guaranteed performance date is met
- Issue a certificate of Inspection/ Inspection Report
- Issue a defects listing if performance is not complied with, additionally noting the supplier’s agreement to a date for re-inspection
10. Loading/ Unloading Supervision (to check general appearance of cargo and/ or packaging, verify number of packing cases, check for appropriate handling during loading and unloading operations/ stowing/ fastening/ wedging/ protection measures/ loading documents, etc). Typical functions are as follows:
- Check the general appearance of the packing
- Ensure that the correct number of packages and shipping marks comply with the purchase order specifications
- Witness handling of all loading and unloading operations
- Check the standard of transport
- Ensure the stowing, fastening and wedging on all transport is adequate to withstand the conditions likely to be encountered during shipment
- Check all relevant documents
- Site Supervision: Typical functions are as follows:
- To check unloading at site to ensure all equipment has arrived in an undamaged condition
- Supervision of supplier’s work to ensure compliance with the specification and any local regulations
- Coordinate between Principal’s personnel and supplier on site
- Undertake training of local personnel
- Check adequate provision has been made for stowing equipment notes for immediate use
- Quantity Surveying+-
- Ethical and Social Review (during inspections as well
as for vendor assessments): Verification of suppliers’ competency in sustainability practices under four broad headings, i.e., Environmental, Social, 3 Economic, and Generic indicators, which may include but are not limited to:
- supplier has previous experience in successfully executing contracts with similar requirements;
- owns or has access to the necessary technical equipment for environmental protection;
- pollution control and other environmental safeguards, offsets the carbon emissions from their operations;
- has a policy for inclusive workspace, language/etiquette, training, full inclusion of disability conditions in planning, employment, and emergency response
- has an environmental management system (e.g. ISO 14001 or equivalent) in place
- Includes gender considerations in employment criteria or proposes a gender-balanced team.
- non-employment of child labour in any area of operation (including sub-contractors)
Report on the output of the Service completed with photographs as per Work Order.
Inspection Report for each consignment inspected and/ or delivered with photographs as per Work Order.
Signed Invoice submitted for each of the inspection requests.
As per Work Order
4. Deliverables
a) Report on the output of the Service completed with photographs as per Work Order.
b) Inspection Report for each consignment inspected and/ or delivered with photographs as per Work order.
c)
5. Reporting requirements
Report on the output of the Service completed will be delivered as per the agreed template with the contractor. In all cases where an inspection activity is undertaken, a written report will be emailed to the Chief, S&L Section, UNICEF- Bangladesh Office.
The inspection agency shall issue a Certificate of Inspection along with an Inspection Report and provide UNICEF with relevant photographs for each consignment, within 2 working days after each inspection. Where the reporting may take longer due to any complicated or technically challenging inspections that have been conducted, the Inspection cleared by both the inspector and UNICEF showing that there is an agreement as to the content of the report and its findings.
Reports shall include the minimum following information:
i) UNICEF PO number
ii) Description of goods inspected
iii) Time date and place of inspection
iv) Sampling and AQL levels used
v) Number of samples taken for inspection
vi) Statement(s) or recordings against a product's critical characteristics, either visual or measured to verify the PO requirements
vii) Summary of findings showing the number of major or minor defects against AQL
viii) Signatures of inspector and company representative
ix) Additional comments i.e., samples recovered and sent onward to laboratory for further testing
x) Overall recommendation of inspector to accept or reject the lot
Submission of reports is preferred to be electronic
Supplier Performance
The supplier will be measured on several performance criteria. Below are the KPIs that will be measured and recorded:
Acknowledgment of Inspection request: 2 working days (max.)
On-time delivery of service:planned date met as per the work order
Quality of report: Report covers all the inspection parameters comprehensively and requires no clarification
Timeliness of report: Draft or final report by email within 2 days of inspection completion.
Meeting with suppliers to discuss contract performance related issues on any poor performance trends. The performance indicators may be amended from time to time to ensure their performance can be properly measured.
6. Payment Schedule
Monthly basis. Signed Invoice to be submitted for each programme for the inspections completed in the previous month.
7. Qualification requirement of the company/institution/organization
The company should demonstrate that it has:
- Multidisciplinary technical personnel to carry out all the range of tasks mentioned in the TOR
- Required equipment and other resources for carrying out the range of services
- Proven experience in operating wide ranging goods and services including, but not limited to the following commodity groups: General Items; Special Items and Equipment; Electrical Items and Appliances; ICT and Office Equipment; Emergency and Relief Items; Construction Materials; Motor Cycles and Bi-Cycles; Medical Equipment/Accessories; Printed Materials; Books and Periodicals - for goods, and Media and Advertisement; Accounting and Auditing; Health; Social Communication; Training, Study, and Research; Maintenance and Construction; ICT; Logistic; Hospitality - for services.
- A nationwide presence that enables a highly responsive service.
- Progressive track record in providing such services to national and international clientele with particular emphasis on International and Humanitarian organisations;
- 7a. Qualification requirement of the team (optional)
- The organization shall provide services of appropriate Team Leader and key members to perform the tasks, ensure timely implementation of all requested services and be responsible for providing replacement members of similar ability, qualification and experience (if required).
- Team leader should have a minimum of 5 years of relevant experience and team members with a minimum of 3 years of relevant experience;