LRPS No.2021-9170080: to provide professional Electrical, Mechanical (Air Conditioning), Plumbing, elevator, IBMS and other facility related services for UNICEF Bangladesh Country Office (BCO) under L

UNICEF

LRPS No.2021-9170080: to provide professional Electrical, Mechanical (Air Conditioning), Plumbing, elevator, IBMS and other facility related services for UNICEF Bangladesh Country Office (BCO) under L Request for proposal

Reference: LRPS No.2021-9170080

Beneficiary countries or territories: Bangladesh

Registration level: Basic

Published on: 23-Sep-2021

Deadline on: 18-Oct-2021 11:00 (GMT 6.00)

Description

TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT

Title of the assignment

To provide professional Electrical, Mechanical (Air Conditioning), Plumbing, elevator, IBMS and other facility related services for UNICEF Bangladesh Country Office (BCO) under Long-Term Arrangement (LTA)

Purpose

The United Nations Children’s Fund (UNICEF) Bangladesh Country Office would like to establish Long Term Arrangement (LTA) with a reputed company having proven capacity to provide professional quality service in monitoring, managing, operating and in some cases maintaining the office building’s major systems such as Electrical, Mechanical (Air Conditioning), Plumbing, Elevator, Generator, IBMS and other facility related requirements in Dhaka, Bangladesh.

The Contractor is responsible for providing manpower, technical expertise, and necessary tools as per the requirement in this TOR.

Location

UNICEF BCO: UNICEF House at Plot # E-30, Syed Mahbub Morshed Avenue, Sher-E- Bangla Nagar, Dhaka-1207.

Estimated Duration

Initially the LTA will be established for two (2) years with the provision to extend the duration up to additional two (2) years subject to satisfactory performance and market price review.

Reporting to Technical Supervisor of this assignment

Admin Specialist, Administration Section

1. Background

United Nations International Children's Emergency Fund (UNICEF) provides humanitarian and development assistance to children and mothers in developing countries. It is a permanent part of the United Nations system working with Governments and development partners across 190 countries. UNICEF has collaborated with the Government of Bangladesh and development partners since 1952 for the provision and development of assistance to children and mothers. With its Country Office in Dhaka and field offices presence in Divisional Cities and Districts, UNICEF plans and implements various health, water, protection and education programmers to achieve the country's developmental objectives including the Millennium Development Goals.

The new UNICEF BCO is located within the Dhaka metropolitan city, along the Shamoly to Agargaon main road within the close proximity of Bangladesh Betar Building, Asian Development Bank and World Bank.

To ensure professional quality service in monitoring, managing, operating and in some cases maintaining the office building’s major systems such as Electrical, Mechanical (Air Conditioning), Plumbing, Elevator, Generator, IBMS and other facility related requirements fully operational in Dhaka, Bangladesh. The Contractor is responsible for providing manpower, technical expertise, and necessary tools as per the requirement in this TOR.

The UNICEF BCO is a 3-story office building, to understand the volume of cleaning work and their nature, please see the details provided in the following tables:

AREA

Square Feet

Basement Floor

19,334

Ground Floor + Lobby

11,683

1st Floor (Typical Floors)

14,368

2nd Floor (Typical Floors)

14,085

3rd Floor (Roof Area / Typical Area)

14,267

Boundary walls

13,640

Ground Floor Terrace

1,867

Garden Area

8,423

Total Car Park Area

6,300

Area of Glass Walls to be cleaned

11,500

NOTE: Prior submission of the bid response Interested Contractors would be allowed to visit the UNICEF House to conduct their own assessment. A visit/meeting schedule will be planned, respective UNICEF officials will be present during that visiting hour.

ROOM DETAILS:

TYPES

NOS.

Total nos. of Closed Offices (present configuration)

Total nos. of Open Offices (present configuration)

172

Visiting Mission Cubicles (present configuration)

File Rooms

Total no. of Meeting / Conf. Rooms

Video Conference Rooms

Total nos. of Restrooms (M & F)

Total nos. of Archive Rooms

Gymnasium

Canteen

Tea Room

Tech / OTR / Copy Rooms

Library (PIC)

Driver’s Room

Mechanical Rooms

Main Gate Guard Room

Staircases

Patios

Cleaners Room

In addition, situated within the property there is an onsite electrical substation plant and a specialized sewage treatment plant.

2. Objectives, Purpose and Expected Results

The main purpose of this Terms of Reference (TOR) is to outline the scope of services and responsibilities of the Facility Service Contractor (herewith called the “Contractor”) to understand the client needs and to provide quality service in monitoring, managing, operating and in some cases maintaining the office building’s major systems such as Electrical, Mechanical (Air Conditioning), Plumbing, Generator, Elevator, IBMS and other facility related requirements in Dhaka, Bangladesh. The Contractor will be responsible for providing manpower, technical expertise, and necessary tools as per the requirement of this TOR and which be same or as decided to establish the Long Term Arrangement (LTA) to get uninterrupted facility maintenance services for 2+2 years.

ELECTRICAL SYSTEM:

SERVICE: There are currently two options available for the power input from the Government power supply line:

A dedicated underground designated power supply and
The overhead common power supply.

The 500KVA substation is currently operating with the 11/0.415KV express dedicated supply with the other option as a backup. A substation is located on site on a separate facility within the premises. The electrical service to the building is underground with the main cables entering the facility through the basement distribution board.

The substation includes 1 set 11KV(nominal) drop out fuse, 1 set 9KV(RMS) lightning arresters, 11KV(LBS) high tension switchgear, 1no 415V low tension switchgear, ATS Panels, 300KVAR PFI plant and bus bar trunking system. Periodical service and maintenance and the daily operation, monitoring and inspection and emergency communication service will be maintained by the contractor.

PANELS & WIRING:

All wiring to the distribution boards (DB) are concealed. Power Supply distribution board (PSDB) and lighting supply distribution boards (LSDB) are located throughout the typical floors and are under lock and key for safety.

Typical office setup contains set of UPS power supply outlets, regular power supply outlets and voice/data outlets.

Various floor lighting options are available throughout the interior and also on the exterior of the building.

Main Transformer:

3 phase oil immersed, naturally air cooled transformer acc. to VDE/IEC/DIN/BSS standard. This is a product of Energypac, Bangladesh.

Generator:

The emergency generator is an 350KVA, 28 KW (brand and made in) Power Generation Diesel Generator set model x xx DFHB 415/240 v 3-Phase 4-wire 50Hz .08 P.F. 1500rpm with 10% overload facility with 4P Auto Load Transfer (ATS) panel (comprising 2x1600A, 4P motorized ACB.). All equipment’s are located at the onsite enclosed substation facility. Periodical service and maintenance and the daily operation, monitoring and inspection and emergency communication service will be maintained by the contractor.

CENTRAL AIR CONDITIONING & VENTILATION

The building is equipped with air cooled split ducted type air conditioner unit having cooling capacity based on indoor temperature 27º - 300 C DB/19.5º - 22.00 C WB and outdoor temperature 35º - 400 C including hermetic compressor with crankcase heater, internal overload protection, high & low pressure cutout, anti-recycling time guard. The mechanical system is designed to be operated by Building Management System (BMS), product of LG, located at the central control room at the penthouse level.

There are no heating components installed in the system.

Outdoor unit Capacity = 17.5 RT, 210000 BTU/HR

An additional ceiling based special split type system is installed at the central server room.
Thermostats and temperature sensors are located throughout the floors and are connected to the IBMS system.
The entire facility is under the VRF system except basement.
There are several exhaust cabinets throughout the facility for fresh air intake and exhaust.
The washrooms are ventilated by individual exhaust units.
The offices receive fresh air from the cooling rooftop units. These units are equipped with fresh-air makeup units, which allow fresh air from the exterior to enter into the return air plenum. This introduction of fresh air helps to improve indoor air quality as well as compensate for air that is expelled through exhaust fans.

Periodical service and maintenance and the daily operation, monitoring and inspection and emergency communication service will be maintained by the contractor.

Plumbing System:

Supply

There is a 1.5 -inch-diameter GI type pipe installed for domestic water supply line into the building.
The main shutoff valve is located at north-east side near to boundary wall.
There is a single water meter for the building. The water meter is located at north-east side near to boundary wall.
All supply plumbing examined is GI type.

Water Reservoir

There are 1no water reservoirs located at the facility.
Underground Tank capacity – 35,600 liters (9400 Gal)
Fire Fighting capacity for sprinkler systems –1000 Liters (264 Gal) dedicated and connected with reservoir as backup
Overhead Tank capacity: 8000 Liters (2113 Gal)

Service Supply For daily use –8000 Liters (2113 Gal)
The supply pump for the overhead tank is located at the basement pump room.

Domestic Water Heating

There are 0 nos. 0-gallons, electric domestic water heaters that are in use.

Male and Female Restrooms are located on each floor of the building and on the rooftop. There are 1no sump pumps in the building.

Fire Suppression & Sprinkler Systems

Description

The facility is equipped with a sprinkler system that includes the parking area in the basement.
In addition, each floor is equipped with a fire hydrant (extinguisher) box equipped with necessary fire extinguishing and firefighting supplies.
Special suppression system is installed in the main Server Room
Periodical service, maintenance, daily operation, monitoring and inspection and emergency communication service will maintained by the contractor.

Fire Detection System

Description

The fire detection system is a combination of smoke detectors, smoke alarms, alert notifying speakers, fire alarm activation break glass units and horns/strobes. The main panel is located at the ground floor level, adjacent to the Security Operations Center (SOC). A pre-recorded evacuation message is activated during emergency evacuations.

Elevator System:

Description

1 No. passenger lifts (elevators) are installed in the facility. Penthouse is not accessible using the elevator.
Elevator model: ThyssenKrupp, capacity – 12 persons per elevator.
Elevator machine room is located at the penthouse / roof level.
Periodical service, maintenance, daily operation, monitoring and inspection and emergency communication service will be maintained by the contractor.

Roofing:

Roof is RCC with patent stone finished. Paving roof tiles will be installed later.

Description:

Total roof area is around 12,815 ft2 where 02 store room, gymnasium, IT server room, greening space and emergency exit door installed. Apparat from these facilities overhead water tank, VRF AC outdoor unit placed.

Roof Drainage

There are several drains on the roof. The roof drainage is via an interior collection system.

Atrium

In the reception area of the building, lift lobby, and inside stair areas.

Specialized Utilities:

Description

Pressure Vessel Feed Pump with Control Panel:

105 GPM @ 250 feet. Temperature of fluid: -10 to 90 deg. Celsius. Model: pedrollo pump 2cp 40/180b, Pump: 5.5 Kw, 50 Hz, 3 Phase, 380/415 Volts – and with Standard accessories. Product of Italy(country). Temperature Range: -10 to 40 Degree with Valves, Level Limit Switch, Valve and all other necessary accessories: Brand: Pedrollo, Italy, (country).

No Natural Gas Service to the facility. There is no cooking facility at the premises.

Exterior:

Description:

Walls

The exterior walls contain cast-in- place concrete face finish, brick face finish and aluminum curtain wall system. The outdoor car park contains parking under tent type shades. The exterior of the building area has been painted with weather coat paint.

Doors

The major entrance and exit doors at the ground floor level are aluminum-framed, single-glazed units.

Windows

The windows are aluminum-framed, double-glazed units.

All windows are fixed glazing. Security films are installed on the inner surface while UV Film is installed on the outer surface.

Background / Boundary / Street Lighting

Patio

The patio floor ceramic tiles show the wear and tear of extended usage.

Window Thai Aluminium/SRF

Interior:

DESCRIPTION

The office ceiling finishes consist of suspended ceiling panels.
The office wall finishes consist of drywall and masonry works. Bathroom wall finishes are drywall and wall and floor tiles.
The office floor coverings consist of raise floor. The lobby and canteen are finished with ceramic tiles. The patio is finished with floor tiles along with aluminum rails.

Other Amenities:

Gymnasium Room

The gymnasium room is located on the rooftop. Access and usage is controlled by schedule.
There are several exercise equipments that are serviced by an outsourced vendor periodically. All electrical operation will be responsibility of the contractor.
Separate locker and shower rooms are available for use.

General Housekeeping and Janitorial

Description

Housekeeping and janitorial services are outsourced for the facility. Janitor room is located adjacent to the restroom area. General cleaner’s room is located at the basement along with the cleaning equipment storage.

FLOOR PLANS

A set of as-built drawings is available for review and can be provided upon request.

Figure 1: BASEMENT FLOOR Figure 2: GROUND FLOOR

Figure 3: TYPICAL FLOORS (x3) Figure 4: PENTHOUSE (ROOF) FLOOR

COMMENCEMENT OF CONTRACT

Performance of work against this TOR shall commence upon the Contractor’s execution of the contract from the.

KEY SERVICES REQUIREMENTS:

Operational, Monitoring and Maintenance ( where applicable) Activities for:

Electrical System
Air Conditioning System,
Plumbing Systems
IBMS system Operations
Generator
Water Pump, underground and rooftop reservoirs
Water suppression system
Waste management system
Elevator system
All General Repair and corrective Maintenance Works.
All onsite contractual vendor work monitoring and supervision as required.
Supervision of all outsourced vendor related work.

Under supervision by the Facility Manager (Administrative Officer), the contractor shall assume, coordinate and seamlessly integrate the operational activities of the UNICEF House such as, but not limited to: emergency response; interior and exterior preventive and corrective maintenance program for all Electrical, on-site services for AC systems, plumbing and operation of the IBMS system, elevator/lift systems and any other maintenance and repair activity needed as listed in section 4.1, in order to maintain normal building business operations on a daily basis as required.

Contractor shall recommend to UNICEF the purchase of parts and supplies for equipment and machineries as required in order supporting normal building operations. Contractor shall provide support to the building management control systems (IBMS) and vendors/Contractors.

Contractor shall provide high quality, cost-effective service to the Purchaser. Contractor shall initiate and supervise all ordinary operations, maintenance, service and repairs on or around the UNICE Office Building including the tracking and administration of preventive maintenance programs for the UNICEF Office Building and equipment as mutually agreed upon with UNICEF.

Building Reviews/Inspections: Contractor shall perform formal building reviews based on the mutually established schedule.

Environment, Health and Safety (EHS)

Compliance:

All work performed by the Contractor or sub-contractor engaged by Contractor shall be performed in accordance with all local and national regulations.

Contractor shall implement integrated EHS programs at the building. This includes, but is not limited to: written programs; equipment specific procedures (e.g. confined space, lockout/tag out, etc.); chemical inventories; records of required training for contractor’s employees; and logs of operation (e.g. electrical systems).

Contractor shall maintain, register for and renew all permits required for the Electrical equipment in the UNICEF House Building. Where documentation in lieu of a permit is required, Contractor shall maintain all documentation (e.g. operational logs for electrical systems, Electrical panels and distribution boards, elevator certificate etc.). Where specific environmental programs are required in lieu of or in connection with specific programs, Contractor shall ensure that such programs are current for the UNICEF Building.

Emergency Response

Contractor will maintain a current personnel roster of contractor employees. Contractor is responsible for ensuring that all contractor employees are made aware of the UNICEF’s various safety and security regulations. Contractor shall develop an evacuation plan that provides for accounting for all its employees to ensure all are safely out of the buildings should an evacuation be necessary.

Contractor shall respond to a request for emergency service within two hours, as described below. Such emergencies would include: damage to the facilities by flood, vandalism, fire, weather; electrical outages; Electrical or structural leaks. Contractor shall provide, and keep updated, a list of employees and alternates required to respond to emergencies. The list shall include home phone numbers and cellular phone numbers. All those on the list shall be equipped with a cellular phone. This list will be provided to the UNICEF management who will circulate it to the appropriate people in UNICEF.

A request for emergency response may come from Security team, or any member of the UNICEF’s Crisis Management Team. Contractor shall mobilize teams of employees to respond as soon as possible.

Contractor Safety

Contractor shall maintain a Contractor Safety Program which includes all third party contractors. Contractor is responsible for ensuring that all third party service contractors who perform Electrical and Electrical services work at the UNICEF Office Building do so in accordance with all local and state regulations. Contractor is responsible for (1) ensuring that each provider/subcontractor has the required EHS training and documentation to perform the function for which they are hired, and (2) providing site-specific EHS training to the provider/contractor upon arrival at the managed site and prior to beginning their work assignment. Contractor must abide with all labor laws and safety compliances for works of this nature prevailing in the country. UNICEF will not be responsible for any damage of the equipments or any injury occurred for the misappropriate use of the equipment. UNICEF will provide dedicated storage area for equipment storage.

Incident Reports

Contractor shall provide copies of all incident reports to UNICEF, related to any incident, accident, injury or illness arising during the performance of Contractor’s work at the UNICEF Building. Should UNICEF determine that corrective action should be implemented to prevent the recurrence of the incident, Contractor shall take the required action. Should this require a change to the budget, a variation order will be implemented upon approval by UNICEF.

Safety Meetings/Committees

Contractor shall meet and discuss safety items, concerns, issues or questions with Administrative Officer and other designated UNICEF personnel. This shall be done on a MONTHLY basis, at a minimum. This may be done as a Site Safety Committee or as part of a larger Building Management Team Meeting. These meetings and any issues, comments, concerns or questions that were discussed, shall be documented, and made available to the UNICEF Management.

Hazardous Materials

If the maintenance activities generate hazardous waste, the Contractor shall ensure that all wastes and associated activities are handled in accordance with all local, state laws. This includes all activities related to handling, packaging, storage, logs, inspection, shipping and documentation. Contractor shall ensure that all employees who perform functions related to the generation, storage, and/or shipment of hazardous waste are trained in accordance with local, state regulations. Contractor must abide by all labor laws and safety compliances for works of this nature prevailing in the country.

At no time may the Contractor place in the building or install any materials containing CFCs, VOCs, PCBs, known carcinogens, or any other similar substances that violate any statutory or common law, national or local regulation or building requirement in effect. No flammable, dangerous, or hazardous materials may be used or kept in the building at any time without the proper approvals from the authorities-having-jurisdiction and UNICEF as the case requires. UNICEF must be copied on all related correspondence and approvals. All “right-to-know” regulations apply.

No highly flammable, combustible, or toxic chemicals are allowed within the building unless the UNICEF is notified in advance. Spraying and cleaning with substances such as paints, coatings, solvents, or chemicals that produce fumes, odors, vapors and/or mists are not permitted to be done during normal business hours. These activities shall be closely coordinated with the Facility Manager, UNICEF at least 24 hours prior notice. The Contractor must properly contain and adequately exhaust these substances in accordance with all applicable regulations.

Hours of Operations

Work is generally scheduled / permitted only between set hours (7:00 am to 9:00 PM), Sunday through Thursday during business days and Saturdays (9:00:00 AM to 3:00 PM) on weekends. Certain activities generally identified herein must occur during a time other than these stated hours. All such activities or work that must be performed during a time other than the stated hours must be coordinated with and approved by UNICEF at least 24 hours prior to the start of such activities. Any additional building services and/or security required as a result of this work shall be coordinated with the Facilities Manager.

The building is typically staffed with technicians between set hours Sunday through Thursday. Contractor is to verify with UNICEF the hours that technicians are specifically on duty at the building on Saturdays and holidays. If any work requires a technician to be available during non-regular hours, the Contractor must advise UNICEF at least 24 hours in advance.

Contractor Personnel

The contractor must designate an off-site senior member of its executive management staff as the Contractor’s BMS Manager to serve as the focal point for the contract responsible for the overall management, supervision, and administration of the contract. The Contractor’s BMS Manager is not required to be a full-time dedicated position to UNICEF.

On-Site Supervision: The Contractor is responsible for the behavior and actions of its employees and subcontractors and, to this end, the Contractor must provide appropriate on-site supervision at all times during progress of the work. The Contractor must see that all workers exercise a high standard of courtesy and safety when working with or around occupants and the public.

Contractor may be required, as part of the contract, to assign staff on Saturday for specific maintenance operation /service.

Contractor will be required, as part of the contract, to assign replacement staff for maintenance operation /service in-case of leave of absence for the regular onsite staff without any obligation. Routine no. of onsite service staff shall be maintained at all times. Profile and details of onsite and replacement staff must be cleared by the Country office security official including UNICEF’s Facilities Manager prior to reporting to duty.

Staffing Requirements (Resource Details)

The Contractor should provide the following key personnel as per the job description referred in Annex B for the business day hours (from 07:00 AM to 09.00 PM, Sunday through Thursday).
Contractor is to specify weekend (Saturday) staffing requirements for UNICEF’s review and approval
Contractor is responsible to maintain the necessary back-up personnel required to fill in the positions in the case of vacation or sick leave.

Sl. #

Position title

No. of positions required

Electrical Supervisor /Senior Technician

one (1)

HVAC Supervisor /Senior Mechanical Technician

one (1)

IBMS Supervisor / Helpdesk Operator

one (1)

Plumbing Supervisor /Technician

one (1)

Elevator Supervisor/Technician

one (1)

Total Staffing Requirement

Five (5)

Electrical Supervisor / Senior Technician:

The Contractor should deploy an in-house Electrical Supervisor/Technician for oversight of all electrical equipment operations and maintenance installed inside the premises.

Working Hours:

7:00am to 5:00pm (and rest of the hour: on call)
Number of Day/week: 5 days (Sunday through Thursday)
Saturdays (9.00 AM to 3.00 PM) if required.
Fridays & Holidays: If required.
Emergency Calls.

Qualification Requirements:

The Electrical Supervisor / Senior Technician must possess current professional licenses in Electrical Trade.
Experience in a similar supervisory position of at least six (6) years.
Electrical Supervisor must possess reasonable oral and written communications skills in English and be fluent in Bangla.

The responsibilities include the following but are not limited to:

Receives guidance from UNICEF and supervise and coordinate the Electrical Technician.
Daily operation of electrical equipment in a sequenced manner.
Daily monitoring of all electrical panels and distribution boards
Routine monitoring and recording of room temperature inside the office area
Carrying out regular preventive maintenance of electrical systems, panels and distribution boards
Attending routine breakdown calls. Record resolution and time completed.
Supervise routine running and monitoring of Diesel Generators’ (DGs) performance.
Maintain sufficient supply of diesel for DGs according to emergency backup procedures.
Maintain inventory of required spare parts; provide list of parts to be purchased to UNICEF on a weekly basis, noting well in advance those items that are long lead items.
Ensuring balance of electrical systems in terms of load sharing and control.
Daily reporting of operation/maintenance to UNICEF.
Monitor all warranty schedules and work closely with UNICEF and ensure timely servicing of the equipment
Monitor electricity consumption and suggest for conservation to UNICEF.
The lift operations and minor maintenances that will be included under the Contractor’s scope of work are the operation of switch on/off at the panel end, checking of key parameters and the functioning of emergency alarm, lights, door sensor, auto rescue device etc., on a daily basis, checking the connections & terminations in the lift panel.
If there is any disruption in the functioning of any of the components of any major system, UNICEF must be informed immediately for decisive actions along with the service contractor of the particular system.
To assist other team member for various works as per section 4.1

AC Supervisor / Senior Mechanical Technician:

The Contractor should directly deploy an in-house AC supervisor/technicians for all HVAC equipment operations and maintenance installed inside the premises.

Working Hours:

7:00am to 5:00pm (and rest of the hour: on call)
Number of Day/week: 5 days (Sunday through Thursday)
Weekends: Saturdays (9.00 AM to 3.00 PM) if required.
Fridays and Holidays (If required)
Emergency Calls.

Qualification Requirements:

The AC Supervisor / Senior Mechanical Technician must possess current professional licenses in Mechanical Trade, in particular HVAC systems
Experience in handling VAV type mechanical systems of at least 5 years
Experience in similar positions of at least 5 years
AC Supervisor must possess reasonable oral and written communications skills in English and be fluent in Bangla.

The responsibilities include the following but are not limited to:

The operation of switch on/off at the panel end
Receives guidance from UNICEF and supervise / coordinate the IBMS Supervisor/ Help Desk Operator.
Daily operation of Chiller Systems in a sequenced manner.
Daily operation of AHUs and Ventilation/Exhaust systems
Routine monitoring and recording of room temperature inside the office area
Monitoring and recording of chiller parameters and coordinate with IBMS operator
Monitoring chiller pump operation
Carrying out regular preventive maintenance of chillers, chiller pumps and AHUs
Attending routine breakdown calls. Cost of all spares & consumables will be borne by UNICEF.
Maintain inventory of required spare parts; provide list of parts to be purchased to UNICEF on a weekly basis, noting well in advance those items that are long lead items.
Coordination with Air Conditioning vendor during major breakdown
Ensuring smooth and efficient operation of all AC equipment.
Daily reporting of operation/maintenance to UNICEF.
Maintaining uniform temperature throughout the facility,
Ensure 24 hour cooling system in NCR is uninterrupted and maintained at the proper temperature (i.e 21 and 22 degrees C) at all times including holidays & weekends
Monitor all warranty schedules and work closely with UNICEF and ensure timely servicing of the equipment
Monitor energy consumption and implement measures for energy conservation
If there is any disruption in the functioning of any of the components of any major system, UNICEF must be informed immediately for decisive actions along with the service contractor of the particular system.
To assist other team member for various works as per section 4.1

Integrated Building Management System (IBMS) Supervisor / Helpdesk Operator:

The Contractor should directly deploy in-house IBMS Technicians to operate, monitor and also to maintain all building management systems installed at UNICEF premises.

Working Hours:

7:00am to 5:00pm (and rest of the hour: on call)
Number of Day/week : 5 days (Sunday through Thursday)
Weekends: Saturdays (9.00 AM to 3.00 PM) if required.
Fridays and Holidays (If required)
Emergency Calls.

Qualification Requirements:

The IBMS Technician must possess current professional licenses
Experience in similar positions of at least 3 years
IBMS Technician must possess reasonable oral and written communications skills in English

The responsibilities include the following but are not limited to:

Receives guidance from UNICEF and coordinate with the AC Supervisor /Senior Mechanical Technician.
Monitor and operate all IBMS equipment on a daily basis.
Monitor all equipment installed and ensure that they are working at close to 100% efficiency.
Attend all breakdown calls, record incoming calls, resolution time and maintain database.
Monitor the BMS Active monitoring system on a daily basis and modify system setup as advised by UNICEF.
Maintain log books on all IBMS operational parameters.
Monitor implementation of preventive maintenance for all equipment.
Initiate appropriate emergency procedures as required due to system failures or alarm conditions in accordance with standard operating procedure

Plumbing Supervisor/Technician:

The Contractor should directly or through a sub-contractor deploy in-house plumbing supervisor/Technician for all plumbing maintenance, toilets, operations of sewage treatment plant, water reservoirs and all other pumps installed inside the premises.

Working Hours:

7:00am to 5:00pm (and rest of the hour: on call)
Number of Day/week : 5 days (Sunday through Thursday)
Weekends: Saturdays (9.00 AM to 3.00 PM) if required.
Fridays and Holidays (If required)
Emergency Calls.

Qualification Requirements:

The Plumbing Supervisor and Technician must possess current professional licenses
Experience in similar positions of at least 3 years
The Plumbing Supervisor must possess reasonable oral and written communications skills in English

The responsibilities include the following but are not limited to:

Receives guidance from UNICEF.
Daily operation of Sewage Treatment Plant (STP)
Maintaining/backwashing of STP, WTP as and when required.
Monitoring the operations of pumps and reservoirs.
Routine cleaning of underground and rooftop water reservoirs
Day to day maintenance of all toilets.
Attending to breakdown calls within the building.
Maintaining routine check list.
Carrying out routine preventive and emergency maintenance.
Inspection of waste water lines and soil line.
Monitoring daily water consumption
Recording daily water received (through tanker lorry and from Metro water)
Implementing various checks and procedures, etc.

Elevator Supervisor / Senior Technician:

The Contractor should deploy an in-house Elevator Supervisor/Technician for oversight of all electrical equipment operations and maintenance installed inside the premises.

Working Hours:

7:00am to 5:00pm (and rest of the hour: on call)
Number of Day/week : 5 days (Sunday through Thursday)
Weekends: Saturdays (9.00 AM to 3.00 PM) if required.
Fridays and Holidays (If required).
Emergency Calls.

Qualification Requirements:

The Elevator Supervisor / Senior Technician must possess current professional licenses in related Trade.
Experience in a similar supervisory position of at least six (6) years.
Electrical Supervisor must possess reasonable oral and written communications skills in English and be fluent in Bangla.

The responsibilities include the following but are not limited to:

Receives guidance from UNICEF and supervise and coordinate the Electrical and elevator Technician.
Daily operation of elevator equipment in a sequenced manner.
Daily monitoring of all elevator electrical panels and distribution boards
Routine monitoring and recording of room temperature inside the office area
Carrying out regular preventive maintenance of electrical systems, panels and distribution boards
Attending routine breakdown calls. Record resolution and time completed.
Maintain inventory of required spare parts; provide list of parts to be purchased to UNICEF on a weekly basis, noting well in advance those items that are long lead items.
Coordination with Authorized Maintenance Contractor (AMC) inspections and breakdowns.
Ensuring balance of electrical systems in terms of load sharing and control.
Daily reporting of operation/maintenance to UNICEF.
Monitor all warranty schedules and work closely with UNICEF and ensure timely servicing of the equipment
Monitor electricity consumption and suggest for conservation to UNICEF.
The lift operations and minor maintenances that will be included under the Contractor’s scope of work are the operation of switch on/off at the panel end, checking of key parameters and the functioning of emergency alarm, lights, door sensor, auto rescue device etc., on a daily basis, checking the connections & terminations in the lift panel.
If there is any disruption in the functioning of any of the components of any major system, UNICEF must be informed immediately for decisive actions along with the service contractor of the particular system.
To assist other team member for various works as per section 4.1

CERTIFICATION AND TRAINING

The Contractor shall ensure that employees have all training or certifications required to perform their duties before starting work. The Contractor shall have an ongoing training program for employees and maintain training records for each employee. Training cost including Contractor’s employee time (away from work) shall be borne by the Contractor and not be billed to UNICEF.

UNIFORMS

Prospective Contractors must agree to a dress code for on-site employees with proper company logo and Identification cards. At a minimum, contractor employees must wear a uniform in a style acceptable to UNICEF, to include: clean shirt with company name and/or logo, matching pants, and shoes. UNICEF accepts no responsibility for providing or cleaning uniforms. Cleanliness and neatness is a criterion subject to assessment during annual performance reviews.

SECURITY

UNICEF will provide the Contractor’s employees and subcontractors rooms(s) as needed to perform their duties. All workers must wear and display proper identification at all times while onsite. For those spaces in/on which UNICEF or customer have special security needs, the Contractor shall abide by additional rules deemed necessary. At all times, the general level of security must not be compromised during performance of the work.

The Contractor also must ensure that no worker vandalizes, damages, transplants, removes, or steals the property of UNICEF, any customer(s), or other occupants. Any such suspected activity must be covered by the Contractor insurance and will be reported to the authorities. The Contractor will be held responsible for these actions and UNICEF will withhold funds to cover any suspected liabilities.

Removal of UNICEF Property: Contractor or its employees shall not remove UNICEF property from UNICEF premises without prior approval of UNICEF and must adhere to UNICEF property pass regulations.

Compliance with Laws: Contractor shall use all reasonable efforts to assure compliance with state and municipal laws, ordinances, regulations and orders relating to the use, operation, repair and maintenance of the Premises. Contractor shall promptly notify UNICEF of any violations of any such law, ordinance, rule, regulation or order which comes to its attention and, at the UNICEF’s request and expenses, will remedy the same.

PROTECTION

The Contractor shall ensure that the building and other affected property(s) are appropriately protected against damage resulting from the performance of work or transportation of large equipment and materials into and within the building. If work occurs in or around major traffic zones, including sidewalks, corridors, elevator lobbies, and other public areas, the Contractor shall properly protect the occupants and the public from harm. The Contractor must provide and install any necessary items or equipment such as temporary walls, guards, barriers, signage, etc., in order to provide security and safety for all people that may be affected by these activities.

The Contractor shall provide whatever protection is required (such as masonite, plywood or laminate taped at all seams) to adequately protect carpets, stone, vinyl, bronze, and other finishes from markings, scratches, or other damage, especially in lobbies, corridors, and elevators.

The Contractor should avoid continuous activity on roof decks so as not to damage them. If work requires the use of roof decks, the Contractor shall provide the proper protection. This is especially critical where membranes are subject to wear, damage and leakage.

Access to electrical, and communication rooms and closets will be permitted on a limited basis as approved in advance by UNICEF. The Contractor is responsible for protecting all sensitive components from harm due to dust, moisture, vibration, or other potential effects.

The Contractor shall obtain approval from UNICEF minimum of 72 hours in advance before performing any activity that generates dust, vibration, or electrostatic activity, especially in any space(s) where photo-, motion-, or electric charge-sensitive equipment, computers, micro-circuitry or other such items exist. The Contractor must take all precautions to prevent interference or harm to systems and equipment and will be responsible for all costs arising from the lack of such preventative care.

At no time may the Contractor place any debris in the building’s trash compactor or dumpster(s) without prior approval UNICEF. No scrap piles may be left to accumulate for more than eight hours. All rubbish and debris deposited by contractor activities found outside of designated area(s) will be removed and disposed of by the building staff at the Contractor’s expense.

INSURANCE

The contractor must provide evidence of the following mandatory Insurance details for the entire contract terms:

(A) Worker's Compensation Insurance :( OR) Personal Accidental Death equal to xxx times Annual Wages)

(B) Commercial General Liability Insurance - For all operations including Contingent Liability coverage for subcontractors, Products and Completed Operations, and Contractual liability (to cover assumption of liability under this Contract) with minimum limits need to be mentioned per occurrence.

(C) Auto Liability Insurance – Insurance for Death of or Bodily Injury to any person and/or passenger for need to be mentioned and Property damage need to be mentioned

PROCEDURES

The Contractor must keep UNICEF advised in advance of all activities occurring in or around the building at all times. The following section of Procedures describes the basic procedures that the Contractor should follow to access the spaces, to schedule the use of the facilities, to schedule shutdowns of the building systems, and in the event of an emergency.

EMERGENCIES

In the case of conflict, difficulty, or trouble, the Contractor should first contact UNICEF Facility Manager as quickly as possible. If it is an emergency and UNICEF Facility Manger cannot be reached, the Contractor should contact the shift Security Specialist at UNICEF to access and resolve the problem as quickly as possible. In all cases, UNICEF will expect a detailed and written report within 24 hours explaining the problem and the chain of events that lead to its resolution/current status (unless it was a very minor event with an immediate solution).

GOVERNMENT REGULATIONS

The Contractor and its subcontractors must follow all local, national governing laws, ordinances, and regulations at all times. The Contractor shall provide copies of all permits and inspections to UNICEF in a timely manner.

SCHEDULE

The Contractor must prepare a comprehensive schedule showing maintenance work activities and where and when the Contractor proposes them to occur. The schedule will be subject to the parameters of the building staff and customers, and in turn, UNICEF’s approval. This schedule shall adhere to the criteria requested by UNICEF. The schedule must be followed and should be revised as necessary to be an accurate representation of the work plan.

SECURITY ACCESS

The Contractor must discuss access and the need for any keys, keycards, etc. for vendor staff with the Country Security Specialist/Officer and the Facilities Manager/Officer, and UNICEF will obtain them for the Contractor. The Contractor must realize that by receiving such items, the Contractor is open to potential exposure in the event of a problem. The Contractor will be completely responsible for their use and must return them to UNICEF immediately upon demand.

MATERIAL DISPOSITION

All spare or replaced Electrical equipment and other salvageable items that are the property of UNICEF shall be kept or disposed of as directed by UNICEF. The Contractor shall list such items and request UNICEF’s disposition directions at least two (2) business days prior to the anticipated date of removal or disposal of these items. All items removed from the property shall be handled, transported and disposed of according to all applicable requirements. The Contractor shall provide UNICEF with satisfactory evidence of such upon request.

At least 72 hours in advance, the Contractor must schedule with UNICEF regarding all connections and shutdowns/modification procedures to the existing electrical systems when required.

No one shall be permitted to activate and/or deactivate any life-safety systems without the presence of UNICEF’s Facility personnel. In some instances, this may only be performed by the UNICEF’s fire alarm specialist or other UNICEF appointed entity.

Most testing and inspections that involve majority or total, zoned or building system must be done after normal building operating hours. More specifically, those activities that require loss of power, ringing of the fire alarm, flashing of strobes or cutoffs of electrical or elevator systems, shall be performed after normal building operating hours. The Contractor must notify UNICEF prior to the start of the maintenance, testing, and/or inspection activities that may disturb the occupants/customers of the building at least 3-5 business days in advance and make the necessary arrangements with the testing and/or inspection groups.

UNICEF FURNISHED PROPERTY, EQUIPMENT, AND TOOLS

Restricted use of UNICEF Facilities, Equipment, and Supplies

All UNICEEF furnished items (i.e. PC, printers, e-mail account, telephone, and office space) will be used solely in performing duties under the contract. Personal use of such items by the contractor employees is prohibited.

OFFICE SPACE

UNICEF will provide, at no cost to the Contractor, adequate office and tools storage space on-site.

SERVICES AND EQUIPMENT

Telephone Service: UNICEF will provide wired phone(s) for each designated workstation.

Spare Parts and Consumables for Equipment and Machinery: UNICEF will provide all necessary spare parts and consumables for Building Equipment and Machinery based on weekly recommendation from Contractor for weekly inventory replenishment.

Supplies: The vendor shall provide all required tools as required to complete the daily activities as stated in the terms – quality must be by approved by the respective UNICEF team or official.

The list of electrical and other equipment to be maintained is provided in Table 4.12 A & B:

Table 4.12-A List of Electrical Equipment to be monitored and operated by the Contractor:

No.

Description of Equipment

Remarks

HT (11 kv) Switchgear 630A

1 unit

Power Transformer, cast Resin 500KVA

1 unit

LT (800/240 V) Switchgear

1 unit

PFI Plant 300 KVAR 400 V 50 Hz

1 unit

Busbar Trunking System

5 ea

Standby Generator, Cummins Power Generation, 350 KVA

1 unit

Auto Transfer Switch 630A (ATS)

1 unit

Main Power Distribution Board, North & South

2 ea

Light Distribution board

1 ea

Power Socket, Supply Distribution Board

11 ea

UPS Distribution Board

5 ea

Light Sub Distribution Board

7 ea.

Total Number of Lights fixtures

Table 4.12-B List of Other major Equipment / Services to be monitored and operated by the Contractor are:

No.

Description of Equipment

Remarks

Chillers (Carrier brand)

AHU

FCU

Chilled water pump

Fresh air inlet fan

Exhaust fan

IBMS

Sewerage Treatment Plant

Fire Fighting system

Fire Detection, Access control & Security system

Complete plumbing system

Air Conditioners (ACs):

140

Lift/Elevator 800 KG, ThyssenKrupp brand*

Office Furniture Arrangements & Assembling, shifting services and various remodelling/rearranging work monitoring

*Note:

For all major system of the property the contractor is to monitor the proper function/ operation of the system and consult / advise UNICEF for proper actions in case of operational problem or malfunction of the equipment. The contractor must verify with UNICEF and advice accordingly to the onsite staff for various outsourced vendor related maintenance service agreements for various system and have documents as outlined below for example (but not limited to):

Contractor Furnished Property, Equipment and Tools

Tools, equipment, and supplies:

Business Continuity Plan/Crisis Management

Transition Plan

6. Payment Schedule

Payment on monthly basis in BDT, upon receiving satisfactory services as per the agreed provision.

7. Qualification requirement of the company/institution/organization (registered in Bangladesh))

In order to qualify for consideration, the Bidders should note the following mandatory requirements and MUST ATTACH required documents with the proposal:

A copy of the company’s Incorporate Act, license issued by local authorities and copy of profile and organizational structure showing at least (3) three years experience in the field of providing Professionel Services as mentioned above on contractual basis.

Demonstration of sound financial standing, enabling the company to finance its operation (MUST provide the last two years audited financial statements).

A list of managerial staff and their qualifications along with the categories.

A list of Supervisor/technical personnel (adequate number to choose from) with following qualifications, knowledge and experience:

The education level preferred to be SSC passed but should not be less than class eight level.
Should have some notion/understanding of English language, ability to communicate in English is preferred.
Must have minimum five years related working experience.
Should be courteous/polite/honest and gender sensitive.
Minimum age of the PROPOSED WORKER should be 21 years.
Technical personnel must have medical fitness certificate issued by a qualified doctor.
Personnel must have security clearance or Police verification report

List of current & previous client list (for last three years) for providing similar services including dates of contract and address details of the clients (email & mobile number of the contact person).

Insurance plan and medical coverage (regular and hospitalization) plan for the Contractor’s personnel (proposed), minimum coverage for both should be BDT. 500,000.

An outline of the Contractor’s Quality Assurance and Quality Control (QA/QC) plan covering the policy for backup support in case of any emergency.

The contracting company should have a formal organizational set up with adequate number of experienced manpower and logistics.

The contracting company should have sound methodology for taking disciplinary action against its DESIGNATED WORKER.

All Contractor’s personnel must be paid on monthly basis, through bank accounts maintained for individual person.

Contractor should have proven track record of providing such services to organizations of similar standard like other International organization, renowned corporate and UN organization.

Should attach an illustrative list of services that can be provided by the company.

Submit list with details of qualification, experience and number of employees intended to be used under the UNICEF-BCO Contract for the mentioned locations.

Describe the type and colour of uniforms, and equipment, tools and material intended to be used for the execution of the contract.

Submit operational plan to train and mobilize the proposed team with backup team members to ensure uninterrupted Service.

LRPS-9170080 with annexures-signed.pdf

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