Procurement Notices

Background

UNDP is the Principal Recipient for the ‘Western Pacific Integrated HIV/TB program’ and ‘Sustaining Universal Coverage of LLINs in Vanuatu’ grants that are implemented under the Global Fund New Funding Model. Both grant agreements cover the implementation period from the 1st of July 2015 until 31st of December 2017. The following countries are supported through the Global Fund grants: Cook Islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Republic of the Marshall Islands, Samoa, Tonga, Tuvalu, and Vanuatu.

The TB laboratories are the backbone of the TB prevention care and control services. A good quality assured laboratory is essential for diagnosis and follow up of the TB patients. It is therefore essential that the proficiency and quality is maintained. Recent impacting issues for the pacific region include a rapid progress in uptake for the newer diagnostic tool for TB, the Gene Xpert assay, and the continuing need for culture and DST as a supporting tool for drug resistant TB with its growing prevalence. The increase in demand for accurate, reliable and timely TB diagnosis put huge pressure on laboratory biosafety and biosecurity.

Issues of biosafety and biosecurity have taken on an increased role in the international dialogue. Recent incidents of emerging TB infections (MTB and XDR TB) diseases and at biocontainment laboratories have contributed to a heightened awareness in the lay world of safety issues in clinical and diagnostic laboratories. To reduce and prevent such incidents and allay fears, laboratories must adopt and implement effective biosafety procedures. This requires proper containment facility design, consistent use of primary containment equipment, and good laboratory practices. BSCs are the primary means of containment used in laboratories worldwide for the safe handling of infectious microorganisms. They provide protection to the laboratory worker and the surrounding environment from pathogens. To ensure the correct functioning of BSCs, there is a need to be properly maintained beyond the daily care routines of the laboratory. This involves annual maintenance, fumigation and certification (NSF/ANSI 49 standards or EN12469:2000) by a qualified technician in accordance to the international standard.

Scope of Work

A)Maintenance Service

A complete maintenance service must be carried out on all BSC’s which may include replacement of HEPA filters and UV lamps. Refer to pre- maintenance checklist for maintenance requirement (annex 1-7) and other specification. Vendor may need to liaise with the counterpart to determine specific maintenance requirement.

Maintenance tasks must include:

1. HEPA Filter Leak Test

2. Inflow Velocity Check

3. Down flow Velocity Check

4. Airflow Smoke Pattern Test

5. Florescence Light Intensity Check (where applicable)

6. UV Intensity Test

7. Sound test for all alarms and buzzers

8. Vibration Test (where applicable)

9. Personnel Protection Test

10. Pressure Test

     

B)Fumigation/ Decontamination Tasks

All decontamination procedure must be carried out in accordance with the global standards in accordance with Biosafety Manual WHO. These must include:

• Initial UV lamp radiation applied to the BSC for 12 hours.

• Clean work table, work surface of operating area and inner surface of glass door with disinfectant.

• Clean the external surface, glass door including the top of the cabinet.

• Disinfect the cabinet thoroughly with disinfectant.

• Fumigate using an approved methodology and if using formalin, engineer must vaporize ammonium bicarbonate to neutralize the formalin gas.

   

C)Certification

Certify all BSC’s as per recommended microbiological decontamination procedure following either NSF/ANSI 49 standards or EN 12469 standards.

D)Training

Provide training to at least 3 staff selected by laboratory management:

• In operation of the BSC’s.

• On preventative maintenance procedures.

   

• < >

  The activities completed

• Copy of the certification

• List of maintenance reformed.

   

Requirements

Fumigation, certification (as per recommended microbiological decontamination procedure (NSF/ANSI 49 standards), and a complete service and maintenance quotation is requested for multiple biological safety cabinet, mostly Class II Type A2 Biological Safety cabinet in the South Pacific Region.

Fumigation and Maintenance Sites:

Time and Duration

The fumigation and certification must be planned and completed before 15th December 2017. UNDP will assist the contractor to finalize specific dates for the country visitation, based on the contractor preliminary planning, and in collaboration with national partners.

Each in- country task must be completed within the following timeframe:

• Business days = weekdays only; excluding public holidays.

   

 Each on-site evaluation must be completed within 5 business days and within 10 calendar days, including travel, on-site work, report writing, also rest, planned (weekends, public holidays, etc) and unplanned breaks.

Financial Arrangements

Contractor to provide a lump sum financial proposal (with breakdown) for each site which, should be inclusive of Airfare, living allowance and professional fees in USD only.

Living allowance are paid only for on-site visits, days of arrival and departure factored. Living allowance are not paid for days worked home-based.

Travel:

Economical airfares should be used for travels. Most direct routes should be planned.

Professional Fee:

Professional fees are paid only for the days worked. Days of travel and rest are not considered worked. Payments are done by UNDP upon completion of the services and submission of the reports against invoices within 15 business days after acceptance of quality reports cleared by countries.

Payments

The payment will be based on the delivery of services. Therefore, payment will be made upon completion of mission in each country. An invoice will be raised by the vendor with supporting documents prior to payment.

Required Qualifications

Quotation is invited from companies who have qualified and certified engineers as per global standards – either NSF/ANSI 49 or EN12469:2000.

Submission of a documentary proof of the status as specified above will suffice to confirm qualification and technical compliance. UNDP will not conduct further qualifications review.  Other documents confirming legal and financial status of the applicant shall be as per UNDP standard RFQ requirements.

Suggested Presentation of RFQ

(A) Technical Proposal must include a work plan and CVs of the contractor’s personnel that will be engaged in the task.

*Dates may change depending on project approval. Any changes will be in consultation with the UNDP office and the concerning laboratory. Also, please note the requirements for time and duration as specified in the TOR.

(B) Financial Proposal should be prepared as per the recommended template:

Currency: USD

Annex: Pre- Maintenance Checklist

Annex 1: Cook Islands Pre- maintenance checklist

 Annex 2: Kiribati Pre- maintenance checklist