ANNEX-E   TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT   Summary:   Title Transportation and Distribution of EPI Vaccines and Materials: using refrigerated vehicles (maintaining +2°C to +8°C) and non-refrigerated covered vehicles for the transportation and distribution of EPI routine and campaign vaccines, diluents, and dry store materials from the EPI Central Store in Mohakhali, Dhaka, to various districts across Bangladesh and within Dhaka city. Purpose The purpose of this technical assistance is to support the Ministry of Health (MOH) in identifying and engaging institutional contractors for the transportation and distribution of EPI OCV, TCV, MR, COVID-19, and Routine EPI Vaccines and campaign vaccines, diluents, and dry store materials. These materials will be transported from the EPI Central Store in Mohakhali, Dhaka, using refrigerated vehicles (maintaining temperatures between +2°C and +8°C) and non-refrigerated covered vehicles to various districts across Bangladesh and within Dhaka city. Location Dhaka and surrounding areas, Bangladesh. Estimated Duration February 2025 to January 2026, subject to extension based on EPI DGHS requirements.   Reporting to Technical Supervisor of this assignment Health Manager, Health section   1. Background EPI Bangladesh has established an efficient Immunization Supply Chain System with only three tiers for the supply of vaccines and other materials from the central store to the service delivery level for a population of 170 million. This approach minimizes the quantity of cold chain equipment (CCE), minimizes maintenance service infrastructure, and minimizes transport systems dedicated to EPI. The three supply chain levels in Bangladesh are: PR    Primary level (Located at Mohakhali, Dhaka) LD    Lowest distribution level (Located at the district level, under the jurisdiction of the Civil Surgeons) SP    Service point level (located at the Upazila health complex, under the jurisdiction of the Upazila Health and Family Planning officer, for urban, City Corporation, Zone and wards) The supply chain manages vaccines, dry stores, and communication/reporting materials, with vaccines representing the highest inventory value. Given that vaccines are sensitive to heat and light, maintaining the recommended temperature is essential. Ensuring fail-safe temperature maintenance in transport vehicles is crucial for a secure and smooth supply chain. It is envisaged that a contractor will provide refrigerated vehicles to the EPI Central Store as requested by EPI, distributing the vaccines using these refrigerated vehicles to designated points. Delivery destinations include all 64 EPI District Stores (LD) and various locations within Dhaka City. This document further outlines potential daily vehicle requirements and types of vehicles needed for these destinations. EPI's current fleet of trucks and transportation arrangements have proven inadequate to support the increased vaccine load, particularly for refrigerated transport   2. Objectives, Purpose and Expected Results The primary objective and purpose of this technical and financial assistance is to support the Ministry of Health (MOH) in identifying and engaging institutional contractors for the transportation and distribution of EPI routine and campaign vaccines, diluents, and dry store materials. These materials will be transported from the EPI Central Store in Mohakhali, Dhaka, to various districts across Bangladesh and within Dhaka city, using refrigerated vehicles (maintaining +2°C to +8°C), non-refrigerated covered vehicles, and open trucks.   Expected Results: This assistance aims to ensure the quality and timeliness of vaccine delivery and services by adhering to WHO EVM practices. By maintaining the required transportation temperature range of +2°C to +8°C, the program will facilitate the proper distribution of vaccines 24/7, year-round. The contractor will provide suitable vehicles to meet these stringent requirements, ensuring that vaccines reach their target groups effectively.   3. Description of Assignment   3.1         General requirements Both the bidder and UNICEF will adhere to the following sequence of activities in a chronology indicated below: Bidder will initially visit the EPI Central store to practically gain insight into the current practices of Vaccine delivery before submitting the offer Bidder will submit technical and financial proposals based on this TOR UNICEF will evaluate the technical and financial offers based on the guidelines provided in this TOR UNICEF will award the contract to the successful bidder (s). This TOR onward describes the guidelines and technical descriptions of the requirements that a successful bidder has to undertake in relation to the sites.   Starting point of the Transportation Destination Types of goods EPI Central Store, EPI Building, Mohakhali, Dhaka 1212. The job includes loading cold boxes, cartons, boxes, materials, and any other logistics item supplied by EPI DGHS in Cold boxes or without Cold boxes. Any of the 64 Districts of EPI Store, Bangladesh, and any point within Dhaka City. Heat and light-sensitive vaccines, dry materials including syringes, safety boxes, communication materials, etc.         3.2 General Guidelines This TOR provides detailed guidelines on the requirements and expectations from the bidders. 3.3 Environmental Responsibilities The successful bidder is responsible for ensuring any environmental requirements during the work execution. 3.4 Safety Precautions The successful bidder is responsible for ensuring the safety of the Vaccines and goods during their transportation and delivery. They must adhere to all applicable safety rules and regulations. 3.5 Vehicles Proposed for the Project All bidders provide brief details with their technical offer and mention if the proposed vehicle belongs to any other organization. 3.6 Detailed Work Plan and Timeline Bidder needs to confirm that they would be able to comply with the notice period and number of vehicles to be placed. 3.7 Bill of Quantities The successful bidder must make their detailed Bill of Quantities (BOQ) and submit a the price in their Financial offer. 3.8  Financial Proposal (BoQ) Bidders are required to submit a detailed Financial Proposal separately as a password protected file, both in Excel and PDF. Each item of work must have its individual price listed to calculate totals accurately. Price must not be disclosed anywhere in the technical proposal. Bidder to show rates for each type of vehicle, that is, Refrigerated/ Covered Van 1- 2.5- and 3-5-Ton capacityfor each of the 64 destinations, and Dhaka city as per the deliverables. Bidders also need to note that the Vehicle may be required for a combination of destinations using a single vehicle. So, the financial proposal must indicate the basis of rates for such a combination of destinations. Key assignment will consist of transportation of Vaccines and logistics as described below:   4. Deliverables The detailed tasks and deliverables, which will form the basis of the bidder's technical and financial proposals, are described below. # Tasks End product/deliverables Time frame   3-5 Ton Refrigerated Vehicle, for destination in any of the 64 Districts.ONE WAY Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali and deliver to any of the 64 districts under Refrigerated Temperature (plus 2 and plus 8 deg C) using a Refrigerated Vehicle of 3-5 Metric ton Capacity. The bidder will also unload the goods at the site.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   3-5 Ton Refrigerated Vehicle, for destination within Dhaka city. ONE WAY Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali and deliver within Dhaka city under Refrigerated Temperature (plus 2 and plus 8 deg C) using a Refrigerated Vehicle of 3-5 TR Metric ton Capacity. The bidder will also unload the goods at the site.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   1 - 2.5 Ton Refrigerated Vehicle, for destination in any of the 64 Districts.ONE WAY Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali and deliver to any of the 64 districts under Refrigerated Temperature (plus 2 and plus 8 deg C) using a Refrigerated Vehicle of 1 - 2.5 Metric ton Capacity. The bidder will also unload the goods at the site.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   1 - 2.5 Ton Refrigerated Vehicle, for destination within Dhaka city. ONE WAY Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali and deliver within Dhaka City under Refrigerated Temperature (plus 2 and plus 8 deg C) using a Refrigerated Vehicle of 1 - 2.5 Metric ton Capacity. The bidder will also unload the goods at the site.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   3-5 Ton Covered Van, for destination in any of the 64 Districts. BOTH WAY. Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali, in Cold boxes and deliver to any of the 64 districts using a Vehicle of 3-5 Metric ton Capacity. The bidder will also unload Cold boxes /goods at the site.  The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka and unload the same.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   3-5 Ton Covered Van, for destination within Dhaka city. BOTH WAY. Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali, in Cold boxes and deliver to any destination within Dhaka City using a Vehicle of 3-5 Metric ton Capacity. The bidder will also unload Cold boxes /goods at the site.  The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka. The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka and unload the same.     Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   1 - 2.5 Ton Covered Van, for destination in any of the 64 Districts. BOTH WAY. Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali, in Cold boxes and deliver to any of the 64 districts using a Vehicle of 1 - 2.5 Ton Metric ton Capacity. The bidder will also unload Cold boxes /goods at the site.  The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka. The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka and unload the same. Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   1 - 2.5 Ton Covered Van, for destination within Dhaka city. BOTH WAY. Transportation of Vaccine and other supplies from the Central EPI Store, Mohakhali, in Cold boxes and deliver within Dhaka City using a Vehicle of 1 - 2.5 Ton Metric ton Capacity. The bidder will also unload Cold boxes /goods at the site.  The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka. The bidder shall transport back the empty Cold boxes to EPI Central Store Mohakhali, Dhaka and unload the same.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   3-5 Ton Covered Van, for destination in any of the 64 Districts. ONE WAY. Transportation of other supplies from the Central EPI Store, Mohakhali, deliver to any of the 64 districts using a Vehicle of 3-5 TR Metric ton Capacity. The bidder will also unload goods at the site.  Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   1 - 2.5 Ton Covered Van, for destination within Dhaka city. ONE WAY. Transportation of other supplies from the Central EPI Store, Mohakhali, and delivery within Dhaka city using a Vehicle of 1-2.5 Metric ton Capacity.   Placement of Vehicle on-call basis with 8 hours' notice.  Up to 4 (four) Vehicles may be required at a time. 1 year   Summary of the tasks: Type of Vehicle required ONE WAY TWO WAY (up and down) Destination- 64 Districts Destination Dhaka City 3-5 Ton Refrigerated ü X ü ü 1-2.5 Ton Refrigerated ü X ü ü 3-5 Ton Covered ü ü ü ü 1-2.5 Ton Covered Van ü ü ü ü     5. Reporting requirements    Completion report to UNICEF after every trip  Invoice to UNICEF in accordance with contract/directions from UNICEF     6. Payment Schedule   Payment will be made after the full completion of each trip. The contractor may submit an invoice after multiple trips within 10 days of completion   7. Qualification requirement of the company/institution/organization   7.1   Legal Documents The bidder must have an established business presence in Bangladesh and must provide the following legal documents along with their technical proposal: - A valid business license, trade license, and certificate of incorporation. - Business Identification Number (BIN) / Tax Payment Certificate. - Taxpayer Identification Number (TIN) Certificate.   7.2         Technical Experience - At least five years of experience in the same field. - Provide details of similar past tasks completed by the bidder - Documentation of two similar projects involving the transportation in refrigerated Vehicle and Covered vans within the last three years. - Demonstrated experience with transportation of EPI Vaccines and EPI related materials   7.3         Key Resources/Personnel Deployed for the Project - Provide details of the experience and qualifications of key personnel proposed for overseeing the tasks - The contractor must have sufficient full-time employees with the necessary experience and expertise to implement this operation 7.4         Financial Capacity - Submit an audit report or bank statement showing turnover for the last two years - Disclose any outstanding claims or litigation against the company, if applicable   7a. Qualification requirement of the team (optional)   Skilled technical drivers and technicians. Familiarity with vaccine-specific handling and temperature monitoring. Ability to troubleshoot and respond to technical issues promptly.