To provide Motor Vehicle Maintenance Services for UNICEF Bangladesh Country Office under Long-Term Arrangement (LTA) for the duration 3 years + 2 years subject to satisfactory performance.

TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT

 

 

Title of the assignment

Establishing LTA for Motor Vehicle Maintenance Services

Purpose

The purpose of the assignment is to receive Motor Vehicle Maintenance Services for UNICEF Bangladesh Country Office (BCO) vehicles.

Location

This vehicle maintenance service will be received in Dhaka, Bangladesh.

Estimated Duration

The duration of this Motor Vehicle Maintenance LTA will be for three (03) years and the estimated start date is 1st January 2023 with a possible extension of up to two years subject to the office need, satisfactory performance and market price.

Reporting to the Technical Supervisor of this assignment

Sabina Yeasmin, Admin Specialist, Admin Section.

 

1. Background

UNICEF BCO is maintaining a vehicle fleet of 81 vehicles in Dhaka and eight Field office locations throughout the country. All vehicles are of Toyota brand and most of the vehicles are Toyota Land Cruiser Prado, Toyota RAV4 Hybrid, Toyota Harrier Hybrid, Toyota Hiace and Toyota Camry model. This vehicle fleet will require regular service/repairs and even full maintenance sometimes. This has necessitated that a suitable garage is identified to carry out the maintenance service on the UNICEF vehicle fleet. In this regard, it is being proposed that UNICEF Bangladesh arranges a Long-Term Agreement with the service provider who will provide this vehicle maintenance/ repair service.

 

1. Objectives, Purpose and Expected Results

The objective of establishing this LTA is to receive proper vehicle maintenance service for the UNICEF vehicle fleet from reputable vendors. The purpose of the assignment is to receive Motor Vehicle Maintenance Services for UNICEF Bangladesh Country Office (BCO) vehicles. It is expected that the UNICEF vehicle fleet will be well maintained through a reputed garage in a timely fashion.

1. Scope of Work

 

• The vendor shall take full responsibility for any error made through maintenance rendered and shall recover at his own cost any loss or damage.
• The vendor shall maintain an adequate inventory of parts for these models of vehicles and shall have a satisfactory source of supply for such parts as may be needed in the performance of services.
• The vendor will avail the services of his workshop and give priority to providing UNICEF vehicles with all necessary repairs and maintenance.
• The vendor shall perform all services in a diligent, skilful and professional manner in strict compliance with the provision of this TOR and the instruction of UNICEF consistent with this TOR or respective contract.
• The vendor shall keep and maintain up-to-date records of all services rendered to UNICEF vehicles and shall remind UNICEF of the next service schedule.
• The vendor shall ensure that the mechanics for any repair works are skilled and sufficiently trained on the respective vehicles. Unskilled mechanics/staff shall not carry out any major repairs on UN vehicles.
• The vendor must use appropriate gloves before working on the UNICEF vehicles to ensure cleanliness.

 

1. Type of services: (Deliverable)

 

1. Vehicle Scheduled Maintenance

 

The schedule inspections are designed to provide a check of all vehicle components, allowing adequate time for repair/replacement of worn and broken parts. Each successive inspection includes all of the elements of the previous inspection.

Vehicle Maintenance will fall into four (4) levels of service/inspection:

1. Service/Inspection level A         –              at   5,000 km
2. Service/Inspection Level B         –              at 10,000 km
3. Service/Inspection level C          –              at 15,000 km
4. Service/Inspection level D         –              at 20,000 km

 

1. Service/ Inspection LEVEL A   

1. Properly wash and clean vehicle both inside/outside.
2. Change engine oil and oil filter as per manufacturer guidelines.
3. Check and clean both air and air conditioner filters.
4. Check and ensure proper tyre air pressure as per manufacturer guidelines.
5. Check and ensure horn, drive belt(s), radiator & hoses, shock absorbers, exhaust system, and windshield wipers are in good condition. Top up fluid levels, including but not limited to the radiator, power steering, brakes, transmission and windshield washer. 
6. Check and ensure all lights are functioning including running, turning and fog. 
7. Check and ensure the air conditioner system (dual) is functioning well.

 

1. Service/ Inspection LEVEL B

1. All items of Service Level A.
2. Check and ensure all brakes are functioning properly. 
3. Rotate tyres, if required.

1. Service/ Inspection LEVEL C   

1. All items of Service Level A.

 

 

1. Service/ Inspection LEVEL D   

1. All items of Service Level B.
2. Change air filter.
3. Change the air conditioner filter.
4. Change fuel filter.

 

 

1. Ad-hoc Repairs

 

To be performed as and when required and as defined in the work order.  This shall include towing services or carrying out repairs outside the garage. Request for quote to perform most common vehicle maintenance/ service works attached.

6. Payment Schedule

 

Payment will be made in full after completion of repair/maintenance work as per work order, based on the LTA price subject to company invoice, copy of the PO, proof of maintenance/repair, original invoice of the parts (if included)

 

7. Qualification requirement of the company/workshop/institution/organization

 

The following criteria are required for the preferred company.

1. The services provider should have proven experience in motor vehicle maintenance for more than five (5) years.
2. Should have adequate and well-secured garage premises to ensure safety/ security of UNICEF official vehicles while under maintenance including firefighting capacity.
3. Should have a proper, experienced and skilled workforce in motor vehicle maintenance i.e. motor vehicle engineer/ mechanics, auto-electricians, air conditioner technicians, panel beaters and spray painters.
4. Should have a VAT registration certificate.
5. Should provide at least three company references providing such service in the past five(5) years.
6. List of adequate equipment owned or leased by the service provider to deliver vehicle repair/ maintenance service.

 

1. Evaluation Process and Method

 

EVALUATION CRITERIA FOR TECHNICAL PROPOSAL

 

CATEGORY

POINTS

OVERALL RESPONSE

* Understanding of, and responsiveness to, UNICEF Bangladesh Office requirements;

* Understanding of scope, objectives and completeness of response;

* Overall concord between UNICEF requirements and the proposal.

5

Qualification and requirement

* Having well and appropriate size and location working space (garage) 

* Having all repaired and maintenance tools and machinery  

* Having all risk measurement and mitigation skills and requirements including fire extinguishers, exit door etc.

* Having enough capacity to respond quickly to UNICEF vehicles' need

* Located at a suitable, close and convenient location concerning our office

(35)

10

10

 

5

5

5

Technical CAPACITY

* Professional expertise and mechanical experience in all listed types of engines,  

   gearbox and all other parts of the vehicle.  

* Availability or having access to the required genuine (original) parts of the vehicles

* Having the expertise and capacity for all required work of the vehicles

* Having the capacity to repair/ maintenance of Hybrid vehicle

(30)

10

 

10

5

5

    TOTAL MARKS

 

70

 

For this RFP, the Technical Proposal has a total score of 70 points. Bidders must score a minimum of 49 points to be considered technically compliant and in order, for the Financial Proposals to be opened. The financial proposal has a total score of 30 points.

 

The final selection of the bidder will be based on a quality and cost basis as specified in the RFP.