ANNEX-E   TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT   Title  Hiring Cold Storage Facilities for storage of  EPI Vaccines Purpose To acquire temperature-controlled cold storage facilities in or around Dhaka to support the EPI DGHS Central Store’s capacity, ensuring adequate vaccine storage for upcoming TCV, OCV, JE, and SIA campaigns. 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 The Expanded Programme on Immunization (EPI) under the Directorate General of Health Services (DGHS) plans to conduct a Typhoid Conjugate Vaccine (TCV) campaign in May 2025, followed by Oral Cholera Vaccine (OCV) and Japanese Encephalitis (JE) campaigns in the near future. Additionally, EPI DGHS is responsible for implementing Supplementary Immunization Activities (SIA), such as the Measles-Rubella (MR) campaign. UNICEF Bangladesh supports the Government of the People's Republic of Bangladesh in the procurement and delivery of vaccines, cold chain equipment, and other essential items like syringes and safety boxes. All vaccines procured by UNICEF from the global market are shipped by air to Dhaka Airport. The vaccines are initially stored at the central EPI store located in Mohakhali, Dhaka, Bangladesh. They are then distributed through an efficient three-tier Immunization Supply Chain system: Central Store District Store Upazila Store As at January 2025, the EPI Central Store has a total of 38 Walk-in Cold Rooms (WICRs) and Walk-in Freezer Rooms (WIFRs) located in Mohakhali, Dhaka, with a combined capacity to store approximately 29,000,000 (twenty-nine million) doses of various vaccines at a time. However, EPI DGHS anticipates receiving 30 million doses of TCV by May 2025 to support its first-ever TCV campaign.   It has been estimated that, at any given time, the EPI Central Store will have the remaining capacity to store only 5 million doses of TCV, as most of its space will be occupied by Routine Immunization (RI) vaccines. This situation necessitates the identification of additional storage facilities within or around Dhaka to supplement the capacity of the EPI Central Store.   The purpose of this document is to identify secure, well-maintained, and temperature-controlled cold storage facilities within or around Dhaka that have prior experience in storing heat-sensitive vaccines. These facilities must meet the following criteria: Equipped with state-of-the-art cold rooms maintaining a temperature range of +2°C to +8°C. Sufficient skilled manpower for daily operations and maintenance. Reliable temperature monitoring devices and appropriate safety arrangements. Full-time operators for daily operations. Backup standby generators to ensure uninterrupted power supply. Valid trade licenses and regulatory approvals to operate such businesses.   Rooms rented out must meet WHO standards, suitable for vaccines and cannot be used for storage of any other item except EPI Vaccines and diluents, even if the space is partially occupied. The contract between successful bidder and UNICEF will be monthly basis, valid for 1 year from February 2025 subject to further extension if required by the EPI DGHS. Payment will be made on a quarterly basis upon submission of the invoice by the facility owner. No advance payment will be made.   Bidders will clearly describe the size and type of facility they are willing to offer and quote the rates in a separate financial offer for rooms stated in this TOR.   2. Objectives, Purpose and Expected Results The objective is to identify secure and well-maintained cold storage facilities that meet the following: State-of-the-art temperature-controlled cold rooms (+2 to +8 degrees Celsius). Adequate manpower for operations and maintenance. Backup power, temperature monitoring, and security provisions. Compliance with legal and regulatory standards. The expected result is to ensure seamless vaccine storage and handling during critical immunization campaigns, minimizing the risk of vaccine damage.   3. Description of Assignment   The selected vendor will: Provide temperature-controlled cold storage facilities compliant with the requirements outlined in the TOR. Ensure exclusive use of these facilities for EPI vaccines and diluents. Maintain the operational standards of the cold rooms, including daily operations, temperature monitoring, and routine cleaning. Submit detailed size, type, and rate quotations for the proposed facilities   4. Deliverables   Secured and operational cold storage facilities by February 2025. Monthly operational status reports, including temperature logs and maintenance records. Quarterly invoices for payments.   5. Reporting requirements   The facility owner must report directly to UNICEF Bangladesh with documentation on compliance, operational status, and inventory updates. Immediate notification of any incidents or deviations from standard operating procedures.   6. Payment Schedule   Payment will be made quarterly upon submission of the invoice. No advance payments will be made. Payment validity is contingent on contractual compliance and satisfactory service delivery.   7. Qualification requirement of the company/institution/organization   Proven experience in managing storage for heat-sensitive vaccines. Valid trade license and regulatory approvals. Availability of temperature monitoring devices, backup power solutions, and sufficient manpower. Capacity to maintain cleanliness and safety standards for vaccine storage.   7a. Qualification requirement of the team (optional)   Skilled technical operators with experience in managing cold chain storage. Familiarity with vaccine-specific handling and temperature monitoring. Ability to troubleshoot and respond to technical issues promptly.