Providing services for "Preventive Maintenance and On-call maintenance of the medical equipment provided to Special Care Newborn Units in selected hospitals as part of UNICEF’s Program Assistance to G
Title
Providing services for "Preventive Maintenance and On-call maintenance of the medical equipment provided to Special Care Newborn Units in selected hospitals as part of UNICEF’s Program Assistance to GoB”
Purpose
To carry out Preventive Maintenance and On-call maintenance of the medical equipment provided to Special Care Newborn Units (SCANUs) and NSUs in selected
hospitals under Ministry of Health and Family Welfare, including spare parts.
Location
Nationwide, Bangladesh.
Field visits will be required to conduct by contracted company as per need. The schedule of assignment and minimum number of visited anticipated is as per below scope of work.
Estimated Duration
Enter the number of months and estimated start date….
- Total duration of 12 months with estimated starting date as 1st July 2024 and end on 30th June 2025
Reporting to Technical Supervisor of this assignment
Enter the name, designation and section.
Health Specialist, Newborn and Child Health, Dhaka, Bangladesh
1.Background
As part of UNICEF’s programme cooperation in Bangladesh, UNICEF is providing technical and financial support to the Ministry of Health and Family Welfare, Peoples’ Republic of Bangladesh for the establishment of ‘Special Care Newborn Unit (SCANU) in selected hospitals at secondary and tertiary levels. Till date, 62 SCANUs have been established (under DGHS and DGFP). The Joint Annual Work Plan of GOB-UNICEF stipulates that UNICEF will provide support for the procurement, distribution, installation, commissioning, user training and maintenance of equipment (including preventive maintenance) for smooth functioning of the Special Care Newborn Units and Newborn Stabilization Units as per the Standard Operating Procedure (SOP), approved by the Ministry of Health and Family Welfare (MOHFW).
It was identified that some of the medical equipment require assembly, installation, commissioning, user training, repair and maintenance at the sub-national level for smooth operation of the equipment ensuring un- interrupted functioning of the SCANUs, NSUs and medical facilities.
The budget will include the following elements: travel and DSA of the personnel to the project sites, preventive maintenance and on-call repair maintenance including cost of spare parts and other associated cost (if any).
Confirmation regarding the readiness of the sites to be confirmed by UNICEF Programme personnel. Focal Persons to be identified at each health facilities and at the Service Provider’s organization. Overall supervision and monitoring of the assignments will be provided by UNICEF- GOB personnel at the end user level.
2.Objectives, Purpose and Expected Results
By the end of this assignment the medical equipment under SCANU (both DGHS and DGFP) and NSUs will receive preventive maintenance and troubleshooting/repair as necessary.
- Description of Assignment
Sr No.
Tasks
Time frame
1.
Submit an inception report along with comprehensive logistics plan staff travel, DSA and maintenance (both preventive and on-call maintenance including spare parts cost).
Within 10 days of signing of the contract.
2.
Provide a list including unit price of fast- and slow-moving spare parts for the necessary equipment. The cost of spare parts used during maintenance and repair will be reimbursed to service provider at actual basis based on the supporting documents
To be included in the bid response and inception report.
3
Trouble shooting/repair of the mal-functioning equipment based on the service call by the end users. Response time for trouble shooting should not exceed one week of receipt of the service call. Unit cost
for trouble shooting/repair per equipment per site to be mentioned.
To be included in quarterly report
4
Carry out preventive maintenance of the medical equipment for One year from the date of installation. Frequency of the maintenance work: at least twice a year Unit cost for preventive maintenance per
equipment per site to be mentioned.
To be included in quarterly report
5
Prepare the Final Report on completion of the assignment. Report to include list of items, overall observation, recommendation.
15th Days after completion of contract
- Deliverables
Sr No.
Tasks
End Product/deliverables
Time frame
1.
Submit an inception report along with comprehensive logistics plan staff travel, DSA and maintenance (both preventive and on-call maintenance including spare parts cost).
Inception report submitted
Within 10 days of signing of the contract.
2.
Provide a list including unit price of fast- and slow-moving spare parts for the necessary equipment. The cost of spare parts used during maintenance and repair will be reimbursed to service provider at actual basis based on the supporting
documents
List of spare parts and unit price provided.
To be included in the bid response and inception report.
3
Trouble shooting/repair of the mal- functioning equipment based on the service call by the end users. Response time for trouble shooting should not exceed one week of receipt of the service call. Unit cost for trouble shooting/repair per equipment per site to be mentioned.
Individual reports on trouble shooting/repair with detailed diagnosis of the mal- functioning equipment to be submitted to UNICEF.
To be included in quarterly report
4
Carry out preventive maintenance of the medical equipment for One year from the date of installation. Frequency of the maintenance work: at least twice a year Unit cost for preventive maintenance per
equipment per site to be mentioned.
Individual reports on periodic maintenance shared with UNICEF.
To be included in quarterly report
5
Prepare the Final Report on completion of the assignment. Report to include list of items, overall observation, recommendation.
Final Report. A Certificate on satisfactory completion of the assignment signed by the project managers at project sites shared with UNICEF.
15th Days after completion of contract
- Reporting requirements
The contracted company is to submit the following report.
- Inception report- To be submitted to UNICEF within the 10 days of signing of contract. The inception report must contain: modality of works, focal person, line of reporting and financial report which detailed the cost on (i) Regular preventive maintenance and on call repair maintenance cost (iii) final report writing (iv) others operation cost.
- Quarterly report- To be submitted to UNICEF within the first 15 days of each quarter. The quarterly reports need to include the progress of works within completed quarters and annex
attached. The annex must contain report on preventive maintenance report and on call repair maintenance report with certificates and acknowledgement countersigned from health facility managers.
- Final report- To be submitted to UNICEF within 15th days after completion of contract.
6.Payment Schedule
- 25% of total fee upon finalization of inception report
- 60% of total fee upon finalization of four quarterly reports (each quarterly report-15%)
- 15% of total fee on submission and acceptance of the final report
7.Qualification requirement of the company/institution/organization
The Service Provider must have proven expertise/specialization and experience of minimum 10 years in the field of managing the following:
- Proven record of working with government health care facilities across the country
- Ability to conduct trouble shooting/repair/on call maintenance and able to do the visit on short notice.
- Able to provide spare parts as required and at right time.
- Capable of periodic preventive maintenance of various types of medical equipment
- Possess the professional senior level management at Dhaka level to resolve any communication gap, administrative procedures if arises.
- Service providers should have a dedicated team with the required skilled personnel in sufficient numbers and tools to perform this assignment.
- Familiarity with such projects and working experience with Government, specifically with sub- national level Government officials as well as with UN/development-multinational organization is mandatory.
8.Evaluation Process and Method
EVALUATION CRITERIA FOR TECHNICAL PROPOSAL
CATEGORY
POINTS
OVERALL RESPONSE
* Understanding of, and responsiveness to, UNICEF Bangladesh Office requirements;
*Capacity of organization to conduct the assigned task;
(05)
02
03
METHODOLOGY AND DETAILED TIMELINE
- Display assigned task with cleared timeline and deliverables
- Suitability of the approach: bidder had clearly responded every task in ToR with individual activity and dedicated focal person
- Quality of proposed implementation plan, timeline of implementation plan is realistic and detailed.
*Risk assessment - recognition of the risks/peripheral problems and methods to prevent and manage risks/peripheral problems.
(35)
10
10
10
05
ORGANISATIONAL CAPACITY and PROPOSED TEAM
- Professional expertise of the firm/company/organization, knowledge and experience with similar projects, contracts, clients and consulting assignments
- Team leader: Relevant experience, qualifications, and position with firm;
- Team members - Relevant experience, skills & competencies;
Organization of the team and roles & responsibilities;
(30)
10
10
05
05
TOTAL MARKS
70