Terms of Reference: Preventive Maintenance and Calibration of TB Laboratory Equipment at The National TB Reference Laboratories

TERMS OF REFERENCE

World Vision Somalia is seeking a qualified vendor for preventive maintenance and calibration of TB laboratory equipment at the National TB reference laboratories.

Overview and Background

World Vision is a global humanitarian organization dedicated to improving the lives of vulnerable children, families, and communities by providing access to healthcare, food security, education, and clean water. In Somalia, World Vision operates various health and humanitarian programs, focusing on health assessments, maternal and child health, nutrition, and water and sanitation services.

As the principal recipient of the Global Fund in Somalia, World Vision also supports the National TB Reference Laboratories in Hargeisa, Mogadishu, and Garowe. A key aspect of delivering quality healthcare is ensuring the optimal functioning of medical and laboratory equipment. To this end, World Vision continuously supports the monitoring, maintaining, and calibrating of medical equipment to guarantee accurate and reliable results.

This Terms of Reference (TOR) outlines the requirements for preventive maintenance and calibration services for equipment at the National TB reference laboratories in Mogadishu, Hargeisa and Garowe.

Purpose

The objective is to engage a qualified vendor to provide preventive maintenance and calibration services for medical and laboratory equipment. The vendor will ensure the equipment is functioning correctly, is safe to use, and delivers accurate results.

Scope of Services

The selected vendor will be responsible for performing the following tasks:

1. Inspection and Initial Assessment:
   Conduct a thorough inspection of the equipment to identify any necessary repairs and provide an initial condition report of each piece of equipment.
2. Calibration:
   Perform calibration of medical and laboratory equipment to ensure it provides accurate and reliable results according to industry standards.
3. Preventive Maintenance:
   Carry out preventive maintenance on all equipment during the calibration procedure and at a follow-up session six months later. Maintenance should include cleaning, lubrication, part replacements, and any necessary adjustments.
4. Reporting:
   Issue detailed service reports for each piece of equipment, including calibration certificates, maintenance activities, and any repairs completed. Reports should comply with ISO 9001 or other relevant documentation standards.
5. Labeling and Stickers:
   Apply calibration and maintenance stickers to each piece of equipment. These stickers should be durable, waterproof, and spill-proof, containing the service date and the next scheduled maintenance date.
6. Inventory Management:
   Submit an updated electronic list of all calibrated medical equipment, detailing the equipment type, manufacturer, model, serial number, and condition.
7. Onsite Service:
   All services must be performed onsite at the health facilities. No equipment should be removed from the premises unless authorized by MoH/NTP/NTRL.
8. Non-Functional Equipment:
   Submit a separate report of any equipment found to be non-functional or beyond repair before calibration.

Expertise Required

The vendor must meet the following qualifications:

1. Registration and Tax Compliance**:**
   The vendor must be a registered business entity (must submit certificate of registration) and in good standing with the Federal Government of Somalia’s tax authority, with proof of valid tax identification and recent tax clearance.
2. Accreditation:
   The vendor must be accredited by relevant body from Ministry of Health, Federal Government of Somalia for medical equipment calibration and maintenance.
3. Certified Technicians:
   The vendor must employ certified biomedical equipment Engineer who have experience in maintaining and calibrating medical equipment.
4. Experience:
   The vendor must have demonstrated experience in providing similar services to reputable healthcare organizations, preferably in humanitarian settings.
5. Calibration Equipment:
   The vendor must have access to calibrated test equipment required for troubleshooting, repairing, and validating medical and laboratory equipment.
6. Previous Projects:
   Vendors with prior experience working with international organizations or healthcare institutions, particularly in low-resource settings, will be given preference.

Service Schedule

Preventive maintenance and calibration will be performed biannually or as required:

• First Maintenance: During the initial calibration procedure.
• Second Maintenance: Six months or as required after the first service.

Deliverables

1. Calibration Certificates: For each piece of equipment calibrated, with details on the calibration process and outcomes.
2. Preventive Maintenance Report: Summarizing the preventive maintenance activities and any repairs or adjustments made.
3. Inventory List: A Microsoft Excel list of all equipment serviced, including equipment type, manufacturer, model, serial number, and condition.
4. Non-Functional Equipment Report: A separate list of any equipment found to be non-functional or in need of replacement.

Location of Service

All services will be conducted at the National TB reference laboratory in Mogadishu, Hargeisa and Garowe.

Evaluation Criteria for Vendor Selection:

i. Mandatory Requirements

• Provide a certified copy of business registration(company/organization)
• Provide a valid tax compliance certificate.
• Successful bidder will be required to sign World Vision Supplier Code of Conduct form

ii. Technical Evaluation Criteria – Total Weight – 100

1. Technical Expertise – (Weight% – 35)

• Critera:
• 1.1 Accreditation from recognized national/international bodies (15)
• 1.2 Availability of certified biomedical technicians (15)
• 1.3 Compliance with ISO 9001 or (other relevant ISO) documentation standards (5)

2. Experience – (Weight% – 25)

• Criteria:
• 2.1 Experience providing calibration/maintenance for medical/lab equipment to National TB laboratories – (20)
• 2.2 Experience working in humanitarian or low-resource settings (5)

3. Approach and Methodology – (Weight% -10)

• Criteria:
• 3.1 Clear and feasible plan for initial and 6-month follow-up maintenance (20)

4. Deliverables and Reporting – (Weight% -10)

• Criteria:
• 4.1 Sample reports and calibration certificates (5)
• 4.2 Plan for labeling (durable, waterproof stickers with due dates) (5)

5. Cost Proposal – (Weight% – 20)

• Reasonableness and clarity of the financial offer (20)

iii. Financial Evaluation Criteria

Provide a financial proposal that includes

• A detailed breakdown of costs, reasonableness, and clarity of the financial offer
• Credit Terms
• Payment Terms

Annex 1

List of Equipment

1. Water Distiller
2. Insipisator
3. Freezer -85
4. Freezer -30
5. Freezer- 20
6. Freezer- 15
7. Refrigerator
8. Hot air Oven
9. Autoclave
10. Autoclave
11. Incubator
12. Refrigerator Centrifuge
13. Water bath incubator
14. Fluorescent Microscope
15. Bright field Microscope
16. Vortex
17. UPS
18. efrigerated Centrifuge
19. Media Dispenser
20. Hot air oven
21. Bottle washer