REQUEST FOR PROPOSAL TO REPAIR CRITICAL HEALTHCARE EQUIPMENT (S)

Repair of healthcare waste incinerators, sterilization machines for disinfecting medical instruments, wastewater treatment plants and oxygen plants.

1. Introduction

USAID Tubeho is a $60 million, five-year project (August 3rd, 2023 - August 2nd, 2028) designed to accelerate progress towards reducing maternal, newborn and child morbidity and mortality in Rwanda by strengthening service delivery and support health program implementation across MNCAH, FP/RH, malaria services, and Global Health Security. It contributes to capacity building for providers and institutions. The project is implemented by a consortium of eight local and international organizations led by Jhpiego in 20 districts. The project increases access to, availability, and delivery of evidence-based, quality, and respectful Maternal, Newborn, Child, and Adolescent Health/Family Planning/Reproductive Health/Malaria services in alignment with national priorities and global standards and strengthens the ability of the entire health sector in Rwanda to respond to emerging global health threats. A special component of the project helps increase the use of data and evidence for adaptive learning in programming related to malaria, maternal and child health, and family planning.

An assessment conducted by the USAID Tubeho team, in collaboration with hospital staff from supported hospitals in the eastern, southern, and northern zones, aimed to evaluate service delivery in these hospitals. This assessment, which included consultations with specialists and hospital leadership, identified several critical medical equipment issues requiring repair and maintenance. These issues included defective healthcare waste incinerators, sterilization machines for disinfecting medical instruments, wastewater treatment plants, and inoperative oxygen plants. Consequently, the repair of the identified critical medical equipment in USAID Tubeho-supported hospitals will target Rutongo, Kinihira, Nemba, Byumba, Gitwe, Munini, Remera-Rukoma Rwamagana and Nyamata hospitals.

III. Rationale

Repairing healthcare waste incinerators, sterilization machines, wastewater treatment plants, and oxygen plants are critical to ensuring the safety and efficiency of hospital operations. Properly functioning incinerators and sterilization machines are essential for managing medical waste and preventing infections. Efficient wastewater treatment plants ensure environmental safety and compliance with health regulations. Oxygen plants are crucial for patient care, especially in critical situations. These activities support the overall goal of enhancing healthcare delivery, protecting both patients and healthcare workers, and ensuring sustainable and safe medical practices in supported hospitals.

Purposed Scope

The USAID Tubeho Project invites qualified and experienced contractors to provide services for the repair, and maintenance of critical medical equipment. This includes healthcare waste incinerators, sterilization machines for disinfecting medical instruments, wastewater treatment plants, water pumps for clean water, and the repair of oxygen plants in the identified supported hospitals to ensure optimal operation.

The Terms of Reference for the deliverables are detailed in the following annexes:

• Deliverable 2 : Fully functional Sterilization Machines

Lot 2 _ Repair of Sterilization Machines

• Conduct physical assessment of each of the proposed Sterilization machines and propose necessary spare parts necessary for the repair
• List all defected parts for Sterilization machine with picture.
• Precise the current status of the machine parts and what will be done to repair or replace them
• Detail how each Sterilization machine will be repaired and the timeframe for reparation
• Spare parts to be used will have to be approved before any repair and agreed by both parties
• After repair, the bidder will have to show if the Sterilization machine is in functional status as per operational manual, and present the maintenance plan
• Train local users (Biomedical technicians) on basic knowledge and skills based on user manual
• Site visit for each Sterilization Machine is mandatory - Please see attached field visit plan

Expected Deliverables

• Sterilization Machines for Disinfecting Medical Instruments (Nemba, Nyabikenke, and Remera-Rukoma Hospitals):
  • Restored/Installed and fully functional sterilization machines.
  • User training sessions for healthcare staff on proper use and routine maintenance of the machines.
  • Records of all maintenance and repair activities.
  • Assurance of compliance with medical equipment sterilization standards.

Additional Deliverables:

• Regular Progress Reports:
  • Regular progress reports detailing the status of each project component, challenges encountered, and mitigation measures.
• Final Project Report:
  • A comprehensive final report summarizing all activities undertaken, results achieved, lessons learned, and recommendations for future maintenance and sustainability.
• Sustainability Plan:
  • A plan outlining the steps to ensure the continued optimal operation of all repaired and installed equipment, including regular maintenance schedules and resource requirements.

Mandatory Requirements

To be considered for this tender, interested contractors must meet the following mandatory conditions:

• Copy of the registration certificate
• Valid Tax clearance certificate from Rwanda Revenue Authority
• Copy of clearance certificate from Rwanda Social Security Board (RSSB)
• Submit a detailed Curriculum vitae detailing qualification and previous relevant experience for each proposed personnel.
• Provide at least 3 completion certificates or references of similar tenders executed.

Submission guidelines

Tender documentation should demonstrate that the interested contractors satisfy the conditions stated above and can meet the specifications and timeframes. Documentation must also include supporting examples to address the evaluation criteria.

Tender documentation should outline the interested contactor’s complete proposal:

• Personnel (individual CV’s which highlight relevant qualification and experience)
• Technical Proposal (details to achieve tasks outlined in Annexes)
• Financial Proposal (include timeframe and costs, proposal to remain valid for 30 days and quoted in Rwandan currency)
• The period of warranty
• Tenderers/Bidders must insist on an acknowledgement of receipt of tenders/proposals/bids.

Tender Clarification

Any clarification questions from applicants must be submitted by email to Rwanda.Procurement@jhpiego.org at least 2 days before the submission deadline A summary of all questions received with an associated response will be shared with each applicant who addressed a concern.

VII. Evaluation criteria

USAID Tubeho Project will select a contractor based on Jhpiego’s evaluation of the extent to which the documentation demonstrates that the tenderer offers the best value for money, and that the tenderer satisfies the following criteria:

• Demonstrated skills and experience of each member of the proposed team (outline for each person) to provide repair and maintenance services for mentioned equipment’s as in annex bided.
• Strong working knowledge and experience in dealing with equipment’s type as in annex bided (matching the manufacturer, model and size is preferable).
• Demonstrated experience in delivering capacity building on the use and maintenance for equipment as in annex bided on to operators and relevant hospital staff.
• Detailed plan showing timeframe and deployment schedule for repair maintenance activities.
• Detailed financial proposal as per annex bided (specific itemized proposal for each hospital and equipment).

VIII. How to Apply

Application file should include the following:

• Updated CV(s) of the proposed team and roles of each team member, highlighting relevant qualifications and experience.
• Description of applicant’s experience with contracts of a similar nature and details of 3 former clients who can be contacted for reference (name, position, contact details).
• Detailed technical proposal including methodology that the contractor(s) suggest would be appropriate from their understanding of the TOR (Max 10 pages).
• At least three certificates of successful completion.
• Financial capacity proof.

The financial proposal should detail i.e Breakdown of the proposed budget for the assignment with (tax inclusive) in local currency.

Interested individual contactor(s) or companies are encouraged to submit both technical proposal and financial proposal in separate sealed envelopes not later than 25/09/2024, at 1:00 PM, local time. Indicate on the envelopes: “Assessment and Repair of Critical Medical Equipment at Hospitals supported by USAID Tubeho Project’’

Address your Proposal to the Finance and Operations Director at JHPIEGO, Gasabo, Kacyiru, KG 563 ST ROAD, Golf View Rise Building, 3rd Floor. Tel: 0788381188.

For any inquiry, please submit through, Rwanda.Procurement@jhpiego.org in at least 2 days before the bid’s submission deadline.