Urgent RFP No. LRPS-9174460: For storage, distribution, installation of Ice Lined Refrigerators (ILR ) and Deep Freezers (DF) to improve Cold Chain capacity of EPI, DGHS (as part of USAID COVID-19
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title of the assignment
Storage, distribution, installation of 250 Ice Lined Refrigerators (ILR ) and 500 Deep Freezers (DF) procured with UNICEF Assistance, under USAID COVID-19 response for Cold Chain capacity Improvement of EPI, DGHS.
Purpose
The Purpose of hiring a contractor is to provide Cold Chain and related Logistics support to EPI, DGHS in ensuring timely transportation, distribution, installation of 250 ILRs and 500 DFs procured with UNICEF Assistance under USAID COVID-19 response. All the above equipment will continue to contribute to the strengthening of Cold Chain Capacity in relation to COVID 19 Vaccine storage at different tiers of the Immunization Supply Chain (ISC). Unicef’s goal is to assist the MOH in enhancing the overall national capacity in Cold Chain will be achieved by this arrangement.
Location
The contractor will work in close consultation with EPI, DGHS, Dhaka, however, the contractor will also be required to coordinate with
-Central Medical Stores Depot, (CMSD), Tejgaon Dhaka,
-ADHS, PC, CMSD, Chattogram
-Concerned Civil Surgeons or their designees such as Cold Chain technicians, EPI Superintendent, Store Keeper, Assistant storekeepers of EPI, DGHS
-Concerned THFPOs or their designee such as MT EPI, DGHS
based on the distribution list provided by EPI, DGHS.
Estimated Duration
6 months to complete distribution and installation of the ILRs and DFs followed by one (1) year maintenance period
Reporting to Technical Supervisor of this assignment
Immunization Specialist, Health Section
1. Background
In 2021, EPI Bangladesh needed to rapidly increase its Cold Chain capacity/volume in view of the COVID 19 pandemic. In response to the above situation the country has received rapid support from COVAX and has been able to introduce and expand its Ultra-Low Temperature Freezer (ULTF) facility rapidly for storing Pfizer Vaccines. The Country now has 48 (Forty-Eight) ULTF with a total capacity of 38,400 liters - located in Dhaka, Chattogram, and Rajshahi. In addition, the country has been granted COVAX support to receive 6 units of 40M3 Combo Walk-in-Cold Room (WICR) with Walk-in-Freezer Room (WIFR), plus 6 units of 30M3 Walk-in-Cold Rooms. This will contribute to capacity enhancement by the addition of 330M3 Gross in WICR and 90M3 in WIFR.
Further, the national EPI will receive 250 units of Ice Lined Refrigerators (ILR) and 500 units of Deep Freezers (DF), supported by USAID to be installed in mid-April 2022. This equipment is now in the pipeline and will arrive at the Chattogram port in mid-April 2022.
EPI DGHS does not have adequate and enough experienced logistics partners as well as human resources to handle and supervise the above-described Cold chain and logistic activities. Currently, EPI DGHS has a shortage of Logistics personnel as well as Cold Chain Technicians and Sub-Assistant Engineers due to vacancies created by retirement. At this time, 27 positions are vacant, and filling the vacancies is not expected to take place at any near time.
Therefore, EPI DGHS needs support from UNICEF in ensuring the timely transportation, distribution, installation of critical equipment like ILRs and DFs.
2. Objectives, Purpose, and Expected Results
The Purpose of hiring a contractor is to provide Cold Chain and related Logistics support to EPI, DGHS, in ensuring timely transportation, distribution, and installation of 250 ILRs and 500 DFs procured with UNICEF Assistance under the USAID COVID-19 response. All the above equipment will continue to contribute to the strengthening of Cold Chain Capacity in relation to COVID 19 Vaccine storage at different tiers of the Immunization Supply Chain (ISC). UNICEF’s goal to assist the MOH in enhancing the overall national capacity in Cold Chain will be achieved by this arrangement
This support will also ensure timely and proper installation, and testing commissioning of USAID supported ILRs/ DFs ( in the pipeline) in District and Upazila Stores. On-the-job training will be provided to the DGHS nominated users during the installation and commissioning process.
As a result of this activity, all the above equipment will continue to contribute to the strengthening of Cold Chain Capacity in relation to COVID 19 Vaccine storage at different tiers of the Immunization Supply Chain (ISC). It is expected that the equipment will be in faultless operation, and help the MOH in enhancing the overall national capacity in Cold Chain.
3. Description of Assignment
The Contractor will
- Maintain a strong liaison with the CMSD to receive the goods from the CMSD at the Chattogram Sea Port and safely transport the ILR, and DFs to the contractor’s warehouse.
- Safely store the ILR and DFs at the warehouses (s) in their custody prior to distribution.
- Transport and distribute all the equipment to the user in accordance with the distribution list provided by EPI, DGHS.
- Complete all necessary electrical work including supply and installation of sockets, plugs, and associated wiring work including supply, fitting, fixing of conduit pipes, groove cutting, and making good.
- Install and commission all the ILRs (250 units) and DFs (500 units).
- Train the user (at the site) in the operation and maintenance of ILRs, DFs
- Provide service support on-call basis for a period of 1 year from the date of installation
- Liaise with the Civil Surgeons, EPI Cold Chain Engineer, EPI Sub-Assistant Engineers, EPI Superintendent, District Storekeepers, Assistant Storekeepers, MT EPI during, and after the installation of the ILS, DFs.
Supply Model
As per the supply model defined for this project, the contractor and UNICEF will need to coordinate the supply chain for the CCE as per below.
The manufacturer/Supplier located overseas is responsible to deliver the equipment based on the agreed LTA Incoterms (FCA containerized named seaport). A Contractor appointed and contracted by UNICEF takes over the goods at the agreed point of FCA delivery up to the defined unloading point(s) in Bangladesh. MoH Bangladesh is the consignee and is responsible for completing the customs clearance process.
The contractor is responsible for the in-country storage distribution, installation, and training of users of the equipment at the health facility level.
The contractor shall be responsible for picking up the consignments immediately after completion of the customs clearance process.
Goods are delivered to the primary port area at Chattogram. Once the clearance has been completed, the contractor must pick up the goods at his own expense to start in-country distribution. The Contractor shall place trucks/vehicles/appropriate transportation at the port to avoid multiple loading unloading inside and again immediately outside the port. Important to note, it is not the responsibility of MoH, UNICEF nor any other agency to transfer the goods outside the primary port area / to the contractor’s preferred warehouses. Any transfer of goods outside the port shall be organized by the contractor bearing the associated costs.
The distribution list with details of the health facilities, scattered all over Bangladesh, will be defined by MoH Bangladesh. The in-country logistics and distribution include various activities (warehousing, logistics, transportation, etc.) in connection with the delivery of CCE to the individual health facilities, including unpacking of the equipment and verifying that the correct equipment quantities have arrived on-site and are not damaged.
Furthermore, the contractor shall contact each installation site mentioned in the distribution plan, to reconfirm the readiness to receive the equipment and the availability of health facility staff during installation, and training and for the signature of completion reports. This will allow the contractor to proactively discuss with MoH and UNICEF the possibility of reprioritizing installation sites depending on the site readiness and avoid deviation costs and unnecessary delays.
4. Deliverables
Deliverables
Items covered/Included
Time frame
1.
Receipt, Storage, and distribution of 200 ILRs and 500 DFs; a total of 750 units; Contractor will quote on a unit basis.
For the description of each piece of equipment, please see attached catalog referenced as PQS 003/112 and PQS 003023
Receipt of ILR Model VLS 404 AC/DF Model MF 314 AC at the Chattogram port, by the Contractor/Local Service Provider (LSP), from the clearing agent nominated by CMSD.
Storage of the same at the Contractor’s warehouse (s).
Transportation and distribution of the equipment to each site/health facility.
2 months
2
Installation, testing, commissioning on, the-job training after-sales services for 200 ILRs and 500 DFs, a total of 750 units.; Contractor will quote on a unit basis.
Installation, testing, and commissioning of the equipment at each site with necessary electrical work, providing switches, sockets, and other electrical accessories.
The contractor will provide on-the-job training for the user at each site.
4 months
3
Provide on-call service support.
-It is estimated that the total number of such calls to be attended will be 48 (forty-eight) in 1 year requiring the contractor to send a service team to any of the destinations.
The contractor will attend service calls (spare parts by the user) on a call basis to any site for 1 year from the date of completing installation and commissioning of the equipment (ILRs and DFs). The scope of the service call will be limited to faults arising out of local electrical faults. During such service small lengths of wires, cables, sockets, etc. and other consumables are to be supplied by the contractor.
1 year from the date of installation
5. Reporting requirements
- Monthly brief internal Report in a format advised by the supervisor.
- Bi-Monthly Progress Reports by the 7th of the bi-month.
6. Payment Schedule
- Bi-monthly progressive payment based on the unit rates for deliverables 1 and 2
- Payment against invoices for on-call services for deliverable 3
7. Qualification requirement of the company/institution/organization
The Contractor
- must be a local business entity in Bangladesh holding the necessary Trade License, Permits, etc., to conduct such business in accordance with Bangladesh law.
- must have a proven track record of a minimum experience of 5 years in the field of Walk-in cold rooms/ Cold stores/Refrigeration Equipment / Air Conditioning equipment repair, and Maintenance.
- must have a proven track record of a minimum experience of 5 years in the field of cold chain equipment clearance from the port, transportation, and installation
- Will preferably have experience with handling vaccine refrigerators, freezers of international repute, and WHO PQS products
- shall have an office located within Bangladesh with communication facilities such as phone, fax, and email.
- shall be knowledgeable, efficient, and competent in the field of Refrigeration, with regards to repair, maintenance, servicing of Cold/Freezer Rooms and other refrigeration equipment with at least one graduate engineer, one Diploma engineer, and an adequate number of technicians in their employment. Each of them must have a minimum of 5 years of experience in the field of Refrigeration.
- The Contractor shall 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.