Tenders are invited for Preventive Maintenance and Calibration of Tb Laboratory Equipment at the National Tb Reference Laboratories. Closing Date: 29 May 2025 Type: Consultancy 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 organisation 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: 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. Calibration: Perform calibration of medical and laboratory equipment to ensure it provides accurate and reliable results according to industry standards. 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. 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. 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. Inventory Management: Submit an updated electronic list of all calibrated medical equipment, detailing the equipment type, manufacturer, model, serial number, and condition. Onsite Service: All services must be performed onsite at the health facilities. No equipment should be removed from the premises unless authorized by World Vision Somalia. 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: Accreditation: The vendor must be accredited by relevant national or international bodies for medical equipment calibration and maintenance. Certified Technicians: The vendor must employ certified biomedical equipment technicians who have experience in maintaining and calibrating medical equipment. Experience: The vendor must have demonstrated experience in providing similar services to reputable healthcare organizations, preferably in humanitarian settings. Calibration Equipment: The vendor must have access to calibrated test equipment required for troubleshooting, repairing, and validating medical and laboratory equipment. 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 Calibration Certificates: For each piece of equipment calibrated, with details on the calibration process and outcomes. Preventive Maintenance Report: Summarizing the preventive maintenance activities and any repairs or adjustments made. Inventory List: A Microsoft Excel list of all equipment serviced, including equipment type, manufacturer, model, serial number, and condition. 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 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 Technical Evaluation Technical Expertise Accreditation from recognized national/international bodies Availability of certified biomedical technicians Compliance with ISO 9001 or (other rlevant ISO) documentation standards Experience Experience providing calibration/maintenance for medical/lab equipment to National TB laboratories Experience working in humanitarian or low-resource settings Approach and Methodology Clear and feasible plan for initial and 6-month follow-up maintenance Deliverables and Reporting Sample reports and calibration certificates Plan for labeling (durable, waterproof stickers with due dates 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 Application Process Interested qualified consultancy firms are encouraged to submit their proposal with the below documents in English and by email to
[email protected] on or before Thursday, 29th May 2025. Proposals should be submitted in three distinct/separate attachments, namely i. Mandatory Requirements ii. Technical Proposal iii. Financial Proposal NB (Bidders who will combine the three documents shall be disqualified). Bids received after the deadline shall not be considered. Email title should be; - Preventive maintenance and calibration of TB laboratory equipment at the National TB reference laboratories World Vision reserves the right to accept or reject any Bid and is not bound to give reasons for its decision For inquiries and questions, kindly send an email to
[email protected] 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. Refrigerated Centrifuge 19. Media Dispenser 20. Hot air oven 21. Bottle washer How to apply Application Process Interested qualified consultancy firms are encouraged to submit their proposal with the below documents in English and by email to
[email protected] on or before Thursday, 29th May 2025. Proposals should be submitted in three distinct/separate attachments, namely i. Mandatory Requirements ii. Technical Proposal iii. Financial Proposal NB (Bidders who will combine the three documents shall be disqualified). Bids received after the deadline shall not be considered. Email title should be; - Preventive maintenance and calibration of TB laboratory equipment at the National TB reference laboratories World Vision reserves the right to accept or reject any Bid and is not bound to give reasons for its decision For inquiries and questions, kindly send an email to
[email protected] Tender Link : https://reliefweb.int/job/4153020/terms-reference-preventive-maintenance-and-calibration-tb-laboratory-equipment-national-tb-reference-laboratories
