TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT

 

Title of the assignment

Assessment, design, installation, and maintenance of central fire alarm system for UNICEF Cox’s Bazar Office, including the warehouse at Uttaran Housing society and main field office at Upal motel compound Cox’s Bazar, Bangladesh.

Purpose

Within the framework of staff safety and security, UNICEF Cox’s Bazar field office is looking at hiring a company qualified for the Assessment, design, installation, and maintenance of central fire alarm system for UNICEF Cox’s Bazar warehouse at Uttaran Housing society, and UNICEF Field office at Upal Motel compound, Cox’s Bazar, Bangladesh.

Location

UNICEF Cox’s Bazar warehouse at Uttaran Housing society and UNICEF Field office at Upal Motel Compound

Estimated Duration

Part A: Assessment, Design, drawing and BOQ preparation – 1 week.

Part B: Installation – 2 weeks

Maintenance under warranty (Defect and Liability Period (DLP)) – 1 year

Part C: Yearly maintenance after DLP – 2 years Starting from 5 March 2022.

Reporting        to        Technical

Supervisor of this assignment

Mostafa Azad, Administrative Officer, and S M Habib Ullah, Construction Engineer, Operation, UNICEF Cox’s Bazar field office.

 

1. Background

The main UNICEF warehouse in Cox’s Bazar at Uttaran residential area was constructed in 2019. The warehouse is located at Uttaran Society area within Cox’s Bazaar township. 

Currently the warehouse contains one 2 storied office building (Ground floor is temperature-controlled storage), 7 rub halls, several containers and other components, e.g. security guard posts, Shed for parking office vehicles and two Security towers. As the storage areas are full of supplies most of the times, there is a great danger of fire incidents. To monitor this UNICEF has installed portable fire alarm system in each rub-hall. Till now these potable fire alarm systems are serving the purpose of fire detection. However, to enhance the safety of the entire premises and effective monitoring of fire incidents, UNICEF wants to install central fire alarm system for the entire warehouse premises. 

To meet the above-mentioned requirement this TOR is developed to hire qualified and reputable fire equipment installation company which can undertake the assessment, design, installation and maintenance services for the said central fire alarm system. The company should plan the total work so that none of the activities hamper the regular warehouse activities. In addition to this, the company needs to provide support in maintaining the existing fire alarm system of UNICEF Cox’s Bazar field office as well as train the staff members in firefighting technics.

1. Objectives, Purpose and Expected Results

Assessment, design, installation, and maintenance of central fire alarm system for UNICEF Cox’s Bazar warehouse at Uttaran Housing society, Cox’s Bazar, Bangladesh and maintenance of the existing fire alarm of UNICEF Cox’s Bazar field office.

 

 

1. Description of Assignment

 

The following description of the scope of works intends to convey a general understanding of the scope work required. Please note that the items mentioned below are generic and might vary depending on site conditions.

Part A: Assessment and design of central fire alarm system for the Warehouse: -           Conduct site visit to understand the scope of works.

• Meet UNICEF Cox’s Bazar office respective staff to understand the requirements. -             Conduct the assessment on the requirements.
• Prepare drawing and BOQs for the required activities for UNICEF Cox’s Bazar warehouse.

-      

Part B: Fire alarm system installation for UNICEF Cox’s Bazar Warehouse:

• Supply fitting and installation and testing of the fire alarm system.
• The successful bidder shall ensure that the fire alarm system to be installed at the warehouse is of state of the art ensuring after installation service. 

Part C: Yearly maintenance of Fire alarm system:

• Assess, identify issues and undertake regular maintenance of the fire alarm system to ensure that it is operational at all times (at least 4 times per year) of the existing fire alarm system when required of UNICEF Cox’s Bazar warehouse.
• Assess, identity issues and regular maintenance (at least 4 times per year) of the existing fire

alarm system of UNICEF Cox’s Bazar field office.

 

 

Notes: 

• Bidder should submit the Technical and financial proposal for each component separately.
• Bidder’s workplan should not hamper the regular activities of the warehouse and Cox’s Bazar field office.

 

1. Deliverables

Output summaries are given in the below table:

PART -A: Site assessment, Drawing & BOQ preparation:

 

Part A: Assessment and design of central fire alarm system for the Warehouse:

 

Tasks

End Product/deliverables

Time frame

• Conduct site visit to understand the scope of works.
• Meet UNICEF Cox’s Bazar office respective staff to understand the requirement.
• Conduct the assessment on the requirements.
• Prepare drawing and BOQs for the required activities for UNICEF Cox’s Bazar warehouse.
• Develop the work plan for the total work.

• Assessment report with drawing if required.
• Detail Drawing and BOQ for the required works.
• Work plan for entire work.

1 Week

Part B: Fire alarm system installation for UNICEF Cox’s Bazar Warehouse:

 

                                Tasks

End Product/deliverables

Time frame

1. Supply fitting installation and testing of the fire alarm system.

Physical and Financial Progress is 100%;

2 Weeks

Part C: Yearly maintenance of Fire alarm system:

 

 

                                Tasks

End Product/deliverables

Time frame

• Assess, identify issues and regular maintenance (at least 4 times per year) of the existing fire alarm system when required of UNICEF Cox’s Bazar warehouse.
• Assess, identify issues and regular maintenance (at least 4 times per year) of the existing fire alarm system when required of UNICEF Cox’s Bazar field office.

Rectify the issues if any and yearly maintenance

Per year

 

1. Reporting requirements
   • Material test reports.
   • Weekly & monthly progress reports.
   • Substantial completion report for every milestone, submission of final invoice as per as built BOQ and contract. 

 

1. Payment Schedule:

 

The indicative deliverables/tasks cover the scope of works expected to be delivered by the Company. These are the deliverables, which will trigger payments as follows:

Deliverables:

Payment No

Milestone No

Description of milestone

Payment

Timeline

01

Milestone 01

• Conduct site visit to understand the scope of works.
• Meet UNICEF Cox’s Bazar office respective staff to understand the requirement.
• Conduct      the       assessment      on       the requirements.
• Prepare drawing and BOQs for the required activities for UNICEF Cox’s Bazar warehouse.
• Develop the work plan for the total work.

100 % of Contract price of Part A

(Tk.00.00)

One week

02

Milestone 02

- Supply fitting installation and testing of the fire alarm system. Average physical & financial progress 100% of total works.

95 % of Contract price for Part B. Performance Guarantee will be refunded.

2 weeks

03

End

Defects Liability period 

Certificate of Final Completion

Retention money 5% of Contract price for Part B.

1 year after substantial completion

 

 

Payment No

Milestone No

Description of milestone

Payment

 

Timeline

04

Milestone 3

• Assess, identity issues and regular maintenance (at least 4 times per year) of the existing fire alarm system when required of UNICEF Cox’s Bazar warehouse.
• Assess, identity issues and regular maintenance (at least 4 times per year) of the existing fire alarm system when required of UNICEF Cox’s Bazar field office.

Yearly price

contract

Every year after DLP.

 

1. Qualification requirement of the company/institution/organization

 

1. Standards

The required standards and specifications shall apply to the entire project.

 

1. Office

The Company will have to maintain offices in close proximity to the sites. In coordination with the contractor this office can be located on the site. This office will have to be equipped with minimum working facilities (a computer, a printer, a telephone fax and an internet mail connection). Bidders should submit their plan indicating how they will geographically cover the activities liaising with their base offices.

 

1. Personnel

The following key personnel shall have the qualifications and experience mentioned against each:

            No       Position                                    Total Works Experience

1. Project Manager                                   6 Years
2. Graduate Site Engineer                         4 Years
3. Removal of Personnel

The Contractor shall always maintain discipline at the site and, take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site and for the preservation of peace and protection of persons and property.

1. Site Manager

The entire operation of the works shall be superintended by a qualified Site Manager, who shall maintain a close contact with the designated representative of UNICEF on site in order to coordinate the performance of the works with the needs of UNICEF. The Manager is responsible for:

• Managing the overall work schedule and work schedules of individual staff on site.
• Documenting and reporting on progress of works on a daily basis in the daily site diary record.
• Documenting and reporting progress of works on a weekly basis in a given format.
• Monitoring / managing corrective and preventive services on site
• Monitoring/Inspecting activities and personnel on site
• Implementing controls determined in the site management Plan
• Security 

The Contractor is responsible to carry out a security check on all staff to be employed for these works.

 

 

 

 

1. Standard Code of Conduct:

1. Disorderly conduct, use of abusive or offensive language, quarrelling, intimidation by words, actions, or fighting shall not be condoned. Also, not condoned is participation in disruptive activities which interfere with normal and efficient UNICEF operations.
2. Intoxicants and Narcotics. The Company shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.
3. Criminal Actions. Normal Bangladesh regulation will be applied to the Company’s employees indulging in criminal actions. Including but not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by wilful omission from official documents or records; unauthorized use of UNICEF property, theft, vandalism, or immoral conduct; security violations; unethical or improper use of authority or credentials; and organizing or participating in gambling in any form.
   1. Quality Control

The Company shall institute an appropriate inspection system including control tables of duties to ensure the predetermined duties are carried out by the staff. Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the Company shall be brought to the attention of UNICEF’s representative on site for disposition.

The bidders must provide an overview of their quality control policy, materials handling, records keeping, implementation and monitoring procedures and processes. This quality control plan will be carefully evaluated in the proposal and closely monitored during execution. UNICEF may request the successful bidder to submit an updated quality control plan before the commencement of works if deemed necessary.

1. Mobilization to Site

The bidders shall indicate, as part of their technical proposal, the mobilization period or preparation lead-time required for the Site.  The mobilization time should include all activities required to be fulfilled for the works to be most effective.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 ANNEX-A

TECHNICAL PROPOSAL - CONTENT & FORMAT

The technical proposal of the bidders should contain the following minimum information. Bidders are free to provide, any other information that they deem fit and relevant in support of their bid. UNICEF welcomes new ideas and innovative approaches; bidders are free to suggest/propose any other solution.

Description of the Approach, Methodology and Work Plan – Please provide information as per your own formats

Technical approach, methodology and work plan are key components of the Technical Proposal.  You are suggested to present this section of the technical proposal into 3 chapters: -

Technical Approach and Methodology: In this chapter you should explain your understanding of the objectives of the assignment, detailed methodology and approach for carrying out the activities and obtaining the expected output and the degree of detail of such output (WITH TECHNICAL JUSTIFICATIONS). You should highlight the problems being addressed and their importance and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.  

Work Plan/ Quality Control Plan In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan / quality control plan should be consistent with the technical approach and methodology, showing understanding of the ToR and ability to translate them into a feasible working plan. A list of the final technical documents, including reports, drawings, and tables to be delivered as final output, should be included here. 

Equipment:  In this chapter the bidder must provide a detailed equipment list (owned or leased). Please submit this as per template-8. 

Team Composition - Please provide information as per templates (9 to 10)

1. In this chapter you should propose the structure and composition of your team which will be deployed for this assignment. You should list the main disciplines of the assignment, the key expert responsible and proposed technical and support staff along with their curriculum vitae (CVs). It is desirable that the majority of the key professional staff are permanent employees of the bidder or have an extended and stable working relationship with the bidder.
2. Team composition and tasks assigned. Please provide the details as per the following: Name of the staff, Area of Expertise, Position Assigned, Number of Days of Input, Name of the Company /Firm employed with and the task Assigned.

 

 

 

 

 

 

ANNEX-B

 

FINANCIAL PROPOSAL SUBMISSION FORM - SUMMARY AND BREAKDOWN OF

PROFESSIONAL FEES & EXPENSES

 

Date: ___________

 

To:         Chief/ OIC SUPPLY & PROCUREMENT SECTION

UNICEF – BANGLADESH, BSL COMPLEX

1, MINTO ROAD, DHAKA 1000

 

Dear Madam/Sir,

 

We,          the         undersigned,          offer          to          provide          the         Services                 for

……………………………………………………………………………………………………………

………………………………………………………… in accordance with your Request for Proposal dated _______________________________and our Proposal for

………………………………………………

Our attached Financial Proposal is for the sum of (--------------------------------------------------------------------------------------------------------------------------amount in figures and words).  This amount is inclusive of all taxes payable under the applicable law.

Our Financial Proposal shall be binding on us subject to the modifications resulting from Contract negotiations, up to the expiration of the validity of the Proposal.

We understand that you are not bound to accept any Proposal you receive.

 

Yours sincerely,

 

 

Authorized Signature:

Name and Title of Signatory:

Name of Company Address:

 

 

ANNEX-C  

d) Summary of Financial Proposal (from BOQ)

Complete the BOQs for appropriate shared in Annex-G (Attachments) and provide the summary below in Tables.

Table-1 (FP): Summary of Financial Proposal for…………………………………..

Part

District

Sub-District 

Work Type

Total (BDT)

Part A

 

 

 

 

Total Cost (without VAT)

 

VAT on the requested service – please mention separately

 

Total Cost including VAT

 

 

Notes

UNICEF will assume that the bidders have factored in its offer all causes that may have an influence on the prices.

All prices are inclusive of all consultancy fees, sub-contractor fees, documentation reproduction, legal fees, administrative fees, all taxes, or any other fees necessary to the bidder to achieve the Objective of the RFP. 

Kindly note that: 

• All amounts should be quoted in Taka (local currency).
• The Contractor shall be paid only upon UNICEF acceptance of the work or deliverable. 
• Payment will be made within 30 days of UNICEF’s acceptance.
• Inform the Bank, branch and account information. Indicate names of persons operating the agency account. All payment will be done through bank transfer.
• Inform the payment schedule (manner in which payment requested), with justification of each instalment. 
• Indicate the deliverables UNICEF will receive against each instalment required.
• A Gantt chart may be provided with activities-deliverables-dates-cost-instalment payment schedule.
• In case, an advance payment is requested, the Contractor should provide an unconditional guarantee issued by a bank on behalf of the contractor and in favour of UNICEF to guarantee either submission of deliverables according to the contract, or to refund the advance to UNICEF in case of default by the Contractor. Any charges for such guarantee must be borne by the Contractor.
• TIN Certificate from the Income Tax Department about submission of last income tax return.
• Bidder’s financial information to comprise of Two Years Annual Turnover certificate certified

by the bidder’s statutory auditor.

 

 

 

 

ANNEX-D 

PLEASE          NOTE   NON-COMPLAINCE     TO       MANDATORY REQUIREMENT             FOR CONTRACTOR’S INFORMATION, WILL DISQUALIFY THE BIDDER FOR FURTHER EVALUATION.

Template: 1  

List of machine and equipment

No

List of machine and Equipment 

Quantity 

Remark 

1

 

 

Own/leased

2

 

 

 

3

 

 

 

4

 

 

 

5

 

 

 

 

Template - 2

Staff qualification and experience

Qualifications and experience of key management and technical personnel proposed for this Project. Signed CVs of all proposed staff must accompany the submission and it should be noted that substitution of staff during Project implementation shall be subject to the approval of UNICEF. (Personnel of all associate consultants must also be listed along with the name of the associate consulting Firm.). A detailed organization chart of the company including the location and staffing of existing offices must also be attached to the offer.

Management Staff

 

 

 A.  Key Professionals

 

 

Name

Position

Task

 

 

 

 

 

 

 

 

 

 

 

 

 B.  Support Staff

 

 

Name

Position

Task