LRPS: 2019-9153360-to provide preventive and corrective maintenance, repair, trouble shooting for 21 Walk-in-Cold Rooms (WIC) in 15 districts to ensure proper storage of MR Campaign 2020.
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title of the assignment
Provide preventive and corrective maintenance, repair, trouble shooting for 21 Walk-in-Cold Rooms (WIC) in 15 districts to ensure proper storage of MR vaccine for the upcoming MR Campaign 2020
Purpose
Ensure smooth and uninterrupted operation of 21 WICs maintaining requisite temperature within the WICs 24 hours x 7 days a week during the period of MR Campaign.
Location
15 Districts: Netrokona, Kishoreganj, Brahmmanbaria, Cox’s Bazar, Noakhali, Sylhet, Sunamganj, Bhola, Barisal, Dhaka, Mymensingh, Sirajganj, Cumilla, Laksmipur, Chattogram
Estimated Duration
5 Months (Mid October 2019 – Mid March 2020)
Reporting to Technical Supervisor of this assignment
Health Specialist
Supply and Logistics Specialist,
- Background
UNICEF has been supporting MOHFW in expansion and improvement of cold chain system at national and sub-national level. Under Gavi HSS2 support, physical expansion of EPI stores in 52 districts and expansion of cold chain capacity in 35 districts are in progress. The first phase of WIC’s installation, testing and commissioning for storage of EPI Vaccines in 15 District Stores, (Netrokona, Kishoreganj, Brahmmanbaria, Cox’s Bazar, Noakhali, Sylhet, Sunamganj, Bhola and Barisal, Dhaka, Mymensingh, Sirajganj, Cumilla, Laksmipur, Chittagong) has been completed and now under the jurisdiction of the respective Civil Surgeons. WICs are completed with Auto Voltage Regulator (AV) protection and backed up with standby Generator and a host of other auxiliary equipment. With the high value of the vaccine inventory and the defined temperature requirement for safe storage, failsafe uninterrupted operation of the WICs is mandatory. It is obvious that preventive maintenance of every component of the WIC will be key to such failsafe operation for safe storage of vaccines.
All 21 WICs in 15 districts are supplied by Foster Refrigerator, UK and installed by local agent was Unity Services Ltd. WICs in these districts are supported with Remote Temperature Monitoring systems, standby Generators, AVRs, Split Air conditioners (for Pre-cool space). Since any temperature excursion in WICs can cause damage to the vaccines, 100% fail safe maintenance of all this equipment are key to the secure smooth supply chain. The warranty period of 2 years from installation has expired.
Govt. of Bangladesh is planning to conduct nationwide MR campaign in February 2020 with target population of 33,567,364 requiring Cold Chain Storage of 36,924,100 doses of MR Vaccine. DGHS, will use their current storing & distribution system of 3-tier supply chain, comprising a central store, 64 District stores and 488 Upazila stores. MR vaccines are heat sensitive, therefore, proper maintenance of recommended temperature is an essential requirement.
This TOR is developed to facilitate hiring of contractor for preventive and corrective maintenance, repair, and trouble shooting for 21 Walk-in-Cold Rooms (WIC) in 15 districts to ensure proper storage of MR vaccine for the upcoming MR Campaign 2020.
- Objective and Purpose
Objective: Implement high quality MR campaign with >95% children are reached
Purpose: Ensure smooth and uninterrupted operation of 21 WICs maintaining requisite temperature within the WICs 24 hours x 7 days a week during the period of MR Campaign.
- Description of Assignment
The contractor is expected to carry out the quarterly preventive maintenance, repairing work, temperature mapping, report preparation and other activities related to WICs and the associated equipment as shown in the in the “Major Tasks and activities” below. The district Cold Chain Technician will supervise all such activity.
Description, list of all equipment that will be covered by this maintenance, and the qualification, responsibilities of the contractor and the owners are shown below.
Sly #
District’s name
Qty x Size of WIC in M3,
Uses R-404A, CFC-free.
Qty of 15 KVA, AVR
Generator, KVA,
1 in each district
1
Netrokona
2 x 10 M3
3 (1 standby)
30
2
Kishoreganj
2 x 10M3
3 (1 standby)
30
3
Brahmmanbaria
2 x 10 M3
3 (1 standby)
30
4
Cox’s Bazar
2 x 10 M3
3 (1 standby)
30
5
Noakhali
1x 10 M3
2 (1 standby)
20
6
Sylhet
2 x 10 M3
3 (1 standby)
30
7
Sunamganj
2 x 10 M3
3 (1 standby)
30
8
Bhola
1x 10 M3
2 (1 standby)
20
9
Barisal.
1x 10 M3
2 (1 standby)
20
10
Dhaka
2 x 25 M3
3 (1 standby)
40
11
Mymensingh
2 x 10 M3
3 (1 standby)
30
12
Sirajganj
2 x 10 M3
3 (1 standby)
30
13
Cumilla
2 x 15 M3
3 (1 standby)
30
14
Chittagong
2 x 20 M3
3 (1 standby)
30
15
Laksmipur
2 x 10 M3
3 (1 standby)
30
List of equipment
Description of each of the equipment
- Walk-in-Cold Room (WIC):
Walk-in-Cold Room (WIC) for storage of Vaccines with Internal temperature + 40C, adjustable, supplied with all necessary mechanical and electrical fittings. Units operate from a mains supply of 380-415 Volts + N, 50 Hz, 3 phase, with electrical control panel configured for a standby generator that automatically starts if the power supply fails, with electrical control panel with phase reversal and overload protection.
WICs are Prefabricated, modular walk-in cold room, complete with floor, wall and ceiling panels. Insulation materials CFC-free polyurethane, formed-in-place, density min. 40 kg/cbm. Insulation has a minimum K-value 0.22 W/m2k.
Dual, packaged, split type refrigeration units with three phase 380-415 V and Neutral, 50 Hz compressors, sized to give 100% stand-by capacity, suitable for 430C ambient. One unit goes in operation while the other remains as a standby. The system are equipped with an automatic defrosting system with a condensate drip tray with drain connection, an automatic change over circuit in event of failure of one condenser with protection against high or low voltage and against cycle fluctuations.
Room temperature are controlled by a thermostat within the tolerance. The thermostat must be calibrated to ITS-90 or better and accurate to ± 0.5°C or better. WICs use Refrigerant s R-404A, CFC-free.
WIC uses wall mounted seven days graphic temperature recorder using pen recording thermometers with the specifications: Upper and lower limits: +50°C to -30°C, Accuracy: ±1°C, Resolution: ±0.5°C, Refillable or inkless pen, recording period between chart changes is 7 days.
- Remote Temperature Monitoring Devices
Each WIC is equipped with Remote Temperature Monitoring Devices consisting of Base Unit (FridgeFone units) complete with a display and a network of sensors. GSM based SIM inside the units enable continuous web-based data reading/monitoring of the WICs on-off status, door opening, temperature etc. System generates warnings in case of temperature/parameter excursions.
- Diesel Generators
Diesel Generators of capacities, shown under “List of Equipment,” for standby operation, have been installed at the respective District EPI Stores. Generator Set is complete with Canopy & ATS. Two Auto Transfer Switches have been used for each Generator, one as standby, but installed and connected with cables by the Generator Supplier. Others: output Voltage is 415V/3ph/50 Hz, 0.8 PF. 1500 rpm.
Automatic Voltage Regulator (15 KVA)
Automatic Voltage Regulator is used for WIC for protection against voltage fluctuations and surge protection. Voltage stabilization and surge protection are required for protecting the refrigeration units against any short or long voltage fluctuations.
Input Voltage range: The Voltage Stabilizers remain effective within the range of 300V- 460V AC, 3 phase, 50Hz, and will supply proper output as per requirement below. Beyond this limit, it will trip the machine. As soon as the supply voltage comes within the range, it automatically starts again. Output Voltage: 400V + - 3% , 3 PH/50 Hz.
Key activities and timelines are as below:
Major Tasks and responsibilities:
End production/ deliverable
Time Frame
1
Quarterly Preventive Maintenance, checking/ correcting followings:
- temperature of WICs
- Main voltage at the panel Board
- Noise of all moving components
- Suction Pressure, charge gas if necessary
- Discharge Pressure
- Ampere
- Loose connection
- Rusting and retouch with paint if necessary
- Evaporator Fan blade with motor
- Condenser Fan blade with motor, Filter Drier for proper flow of refrigerant
- Expansion Valve, Thermostat, Temperature Display and Thermostat Display
- Room Temperature Probe complete with sensor
- High Pressure Cut-out functionality, Low Pressure Cut-out functionality
- AVR Driver Circuit board, Current Transformer (CT), Cartridge Fuse, AVR Digital Display Meter, Magnetic Contactor and AVR Input Circuit Breaker and Output Circuit Breaker
- -Any other work necessary for maintaining proper temperature of the WICs.
The contractor will visit each WIC once in a quarter and perform preventive maintenance
Once in a quarter
2
In addition to the routine quarterly maintenance visit, the contractor will respond to call during office hours and visit the site
The contractor will visit WIC upon receipt of a call to troubleshoot the issues according to the severity level during office hours and troubleshoot issues.
Per call during office hours
3
In addition to the routine quarterly maintenance visit, the contractor will respond to call during off time hours/weekend/holidays visit the site
The contractor will visit WIC upon receipt of a call to troubleshoot the issues according to the severity level.
Per call during off hours, weekend, holidays
4
After each visit to WIC, the contractor will prepare a written report to be signed off by CCT or person in charge
Report prepared and submitted
During each visit to each WIC
5
The Contractor will perform repair work for WICs according to severity level
Technicians deployed and repair work done according to the severity level.
Number of days as required to perform the repair work to maintain proper temperature.
6
The Contractor will perform temperature mapping of WIC using WHO SOP, of a particular WIC at a time designated by the user.
Temperature Mapping for WIC performed .Report generated.
7 days for each WIC
Scope of the work and responsibility of the contractor:
The Contractor shall be responsible for repair, maintenance of all WIC equipment and accessories so that uninterrupted functioning is ensured as specified in the Tasks of this TOR.
Contractor’s Responsibilities:
Contractor shall perform scheduled quarterly maintenance as outlined in the TOR, will provide necessary list of major spare parts, such as compressor, fan, thermostat, heater, sensors, etc. prior to schedule maintenance date.
Contractor shall ensure all Servicing tools, manpower, and shall supply items and parts such as small lengths of wires, cables, fuses, MCBs, Overload protector, small circuits, magnetic relay, switch, sockets, sand papers, small length of copper pipes, tubes, fittings, refrigerant for Cold Room, small amount of paints (as required for maintenance), small pieces of pipes, fittings, welding/brazing work for repair, nitrogen for repair, cleaning materials, detergents, waste cottons etc.
Contractor shall be responsible for dispatching a team consisting of adequately qualified engineer and or technicians each having minimum 5 years’ experience in Refrigeration for activities as outlined above.
Contractor will consider following Security Levels as defined below and will take remedial actions in accordance with the response time mentioned below.
Severity Level 1:
Temperature of the WIC cannot be maintained between + 20 and +80C Celsius due to fault in any of the equipment.
Severity Level 2:
Performance of any of the components such as WIC, generator or AVR is severely limited. Generally this would cause the system to be unstable, behave erratically.
Severity Level 3:
System as a whole can be used, temperature is within the range, but performance has degraded.
Severity Level 4:
The problem(s) which have no immediate effect on the Business operations or continuity. This will generally mean that this will cause minor inconveniences and not impact the system performance in any way.
Response and Resolution Time for each severity level;
Severity Level
Response & Resolution Time
Level 1
Maximum 1 hour
Level 2
Maximum 8 hours
Level 3
Maximum 24 hours
Level 4
Maximum 48 hours
Contractor will notify the OWNER where special attention or action is required for smooth operation of the Cooling Systems at the time of schedule maintenance, if needed.
The Contractor will also closely coordinate with EPI HQ, DGHS as needed.
Responsibility of the owner:
Owner shall provide necessary access to the equipment as and when necessary and will check/ respond to any report submitted by the contractor and will remain in constant touch with the contractor.
Owner will provide necessary spare parts that are beyond the scope of the contractor.
Owner will ensure access to temperature readings remotely for the contractor
- Deliverables
As a summary, the deliverables include:
- Quarterly Preventive Maintenance
- Respond to call during office hours and visit the site
- Respond to call during off-time hours/weekend/holidays and visit the site.
- Prepare a written report to be signed off by CCT or person in charge
- Perform repair work for WICs according to severity level
- Conduct Temperature Mapping for each WIC performed.
- Commercial Proposal
Bidder will submit financial proposal indicating unit charges as below:
#
Deliverables
Rate in BDT
1
Quarterly Preventive Maintenance per WIC within Dhaka City
2
Quarterly Preventive Maintenance per WIC outside Dhaka City
3
Respond to call during office hours and visit a site within Dhaka City
4
Respond to call during office hours and visit a site outside Dhaka City
5
Respond to call during off-time hours/weekend/holidays and visit a site within Dhaka City
6
Respond to call during off-time hours/weekend/holidays and visit a site out Dhaka City
7
Perform repair work for WICs, RTMD, and AVR etc. according to severity level within Dhaka City (cost per day or hour)
8
Perform repair work for WICs, RTMD, and AVR etc. according to severity level outside Dhaka City (cost per day or hour)
Reporting requirements
Beside the timeline of reporting as specified in the above table, the quality requirements for reporting are as below:
- An inception report that presents the initial description of the models and a complete methodology approach to conducting the work. The inception report will also need to include corrective action plans in details.
- Comprehensive report on corrective actions and presentation to working group.
- Temperature mapping report that adheres to the GEROS reporting standards.
- Final Report. The report should include situation, lessons learn and future recommendation.
- Payment Schedule
Payment will be made on monthly basis upon submission of invoice by the contractor, showing the work performed based on the contract unit rates.
Payment will be made only after the supervisor of this contract (with inputs from technical experts) approve each deliverable meeting the expected quality.
- Qualification requirement of the company/institution/organization
Companies/ institutions/ organizations with permission to operate a local business entity in Bangladesh holding necessary trade license, permits etc. are invited to apply. Expected bidding companies/ institutions should have had similar experience of at least 5 years in the field of Walk-in cold rooms, Cold stores, Refrigeration equipment, Air Conditioning equipment repair and maintenance. They are expected to have knowledge, efficient and competent in the field of refrigeration, with regards to repair, maintenance, servicing of Cold/Freezer Rooms and other refrigeration equipment with experienced team least one graduate engineer, two Diploma engineers and adequate number of technicians each should have minimum 5 years’ experience in the field of Refrigeration.
It is expected that the bidding companies/ organizations are able to demonstrate their past relevant experience (through evidence of similar work) as well as in the profiles of the proposed team. The bidders are expected to propose a team with relevant experience required for the assignment. The bidders are expected to have their own basic tools (such as Clip on Meters, Gauge manifold with Charging hoses, Vacuum Pump, Dust Blowers, Brazing equipment, soldering equipment, portable Drill Machines etc.) to perform the assignment.
- Evaluation Process and Method
Bidders are expected to submit both technical proposal and financial proposal (in separate documents).
The technical proposal should provide the following details and evidence regarding the capacity of the bidding organizations:
- Organisations’ history and mission.
- Structure of the organisation’s core staff.
- Past similar experience with detailed list of similar projects (time, client, project’s scope, methodology undertaken, deliverables completed by each project)
- Propose detailed methodology for this assignment.
- Propose detailed work plan/ implementation plan with timeline.
- Propose team structure and key profiles (with CV of each key team members and summary of field staff) to undertake this assignment.
Technical proposals will be evaluated based on the technical evaluation criteria and qualifying points in Annex E.
EVALUATION CRITERIA FOR TECHNICAL PROPOSAL (ANNEX E)
CATEGORY
POINTS
OVERALL RESPONSE
* Understanding of, and responsiveness to, UNICEF Bangladesh Office requirements (2 points);
* Understanding of scope, objectives and completeness of response (2 points);
* Overall concord between UNICEF requirements and the proposal (1 point).
5
METHODOLOGY AND DETAILED TIMELINE
* Quality of the proposed approach and methodology; to explain
* Suitability of the approach: To what extent the methodology is designed in response to the needs of the TOR; what tools they have and how they perform the duty
* Quality of proposed implementation plan, i.e. how the bidder will undertake each task, and time-schedules; it should include temperature mapping
*Risk assessment - recognition of the risks/peripheral problems and methods to prevent and manage risks/peripheral problems.
* Timelines proposed must be detailed and realistic;
(27)
9
9
3
3
3
ORGANISATIONAL CAPACITY and PROPOSED TEAM
* Professional expertise of the firm/company/organization, knowledge and experience with similar projects, contracts, clients and consulting assignments evidence based proposal
* Team leader: Relevant experience, qualifications, and position with firm;
* Team members - Relevant experience, skills & competencies;
* Organization of the team and roles & responsibilities;
23
9
9
2.5
2.5
TOTAL MARKS in DESK REVIEW
55
FACE to FACE PRESENTATION
Presentation on the proposed methodology, approach, implementation plan and relevant experiences
15
TOTAL MARKS
70
For this RFP, a desk review of the technical proposal will be done and marked against the evaluation criteria specified. Those proposals receiving a minimum technical score of 39 points out of a total score of 55 points will be requested to do a presentation of the proposals. After the presentation, the technical scores of the bidders invited for the presentation will be finalized. Those bidders (after presentation) score a minimum of 49 points out of a total score of 70 points will be considered technically compliant.
The final selection of the bidder will be based on a quality and cost basis as specified in the RFP.
| Link | Description | |
|---|---|---|
| http://www.unicef.org | to provide preventive and corrective maintenance, repair, trouble shooting for 21 Walk-in-Cold Rooms (WIC) in 15 districts |