International Labour Organization RFP No.: CO-01-2020: 02 years Long Term Agreement (LTA) for Office Support Services

Minutes of the Pre-bid Conference

27 December 2020 at ILO Meeting Room

With reference to RFP for “02 years Long Term Agreement (LTA) for Office Support Services”

issued on 20 Feb 2020. According to tender document, a pre-bid meeting called on 27 February 2020.

The responses of relevant queries are given below:

Sl.

No.

Query(ies)

Response(s) from ILO Dhaka

1 Will the Vendors be able to

write/note down their rates

and positions on the last day of

tender submission?

The bidders are responsible to prepare their bid

documents including relevant cost against the set

positions mentioned in solicitation document and must

submit it before stipulated deadline as the procedure

mentioned in RFP.

2 If a new Vendor gets the work

order/PO will they be able to

recruit the current employees

who are working as a support

service in our esteemed

organization?

The bidders must submit the CVs of Support

personnel who will take over the responsibility if

the company gets the order. Each CV must be

attached with below consent declaration and

signed by the respective personnel.

“If the company (Please write the company name)

gets the contract I will work as the mentioned

position as long as the contract exist)

3 If there is a current vendor

working at your organization

then they know the current

pay structure of ILO support

service vacancies, so can all

the vendors get the pay/salary

structure of 22 support

personnel vacancies so that

there is level playing field for

everyone who is competing in

this tender and vendors will

only compete with service

charge/commission from that

salary structure.

Considering the nature of work and market, the bidders

shall allocate the pay as per decent pay concept and

ensuring decent living. The current pay structure in no

way will be considered as a basis for the current

evaluation.

4 Is ILO willing to change the

current vendor and why? ILO wishes to conclude a procurement process as per

ILO Standard and norms.

5 Will ILO deduct VAT or TDS

from the quoted price ?

The vendor shall pay the VAT amount, then submit the

relevant Mushak Challan and treasury Challan attaching

Sl.

No.

Query(ies)

Response(s) from ILO Dhaka

with the bill. Based on the correct invoice and relevant

Mushak Challan and treasury Copy, ILO will settle the

bill of total amount on monthly basis.

6 How can ILO ensure a level

playing field between current

vendor(If exists) and vendors

who are participating in this

tender ?

This is an open tender and all norms of tendering

process will be applied. The best value providing

supplier will be selected following all the procurement

principles of ILO

7 How long will it take to get the

tender results and how are we

going to get the results

Typically within one month after submission of the

deadline of the tender.

8 Financial Format The bidder must submit a sheet for each personnel and

develop a summary sheet as given below:

9 How will you address the

Insurance Issue?

• Group Insurance

o Natural Death – Minimum BDT 300,000

o Incidental Death - Minimum BDT 300,000

o Disability - Minimum BDT 200,000

• Health Insurance for Hospitalization and

Maternity – at actual upto BDT 200,000/Year

• Workmanship Compensation - Minimum BDT

100,000

10 Employees’ signing on CV and

consent letter

Every CV must be enclosed with consent paragraph

mentioned below and signed by the respective

personnel. “If the company (Please write the

company name) gets the contract I will work as

the mentioned position as long as the contract

exist)

11 Who will bear the cost of

Chemical and material

ILO will supply the necessary chemical and materials for

cleaning purpose.

12 Any especial requirement for

Receptionist cum Telephone

Operator

Receptionist cum Telephone Operator should have

good command on English and capable to handle

foreign call along with other qualification

mentioned in solicitation document.

13 How the over time will be

calculated?

The bidder must consider the option of an hourly basis

overtime payment as a flat rate for all support

personnel.

14 Who will Provide the RFID The contractor must bear the cost of RFID for the

personnel.

Note: Above Clarifications in response to queries raised during the pre-bid conference & through e-

mail. The amendments shall be an integral part of the ITB document and supersede all the provisions

as applicable.

Terms of Reference (Revised)

LTA for Office Support Services

Introduction

The International Labour Organization (ILO) works with the government, workers and employers organisations to promote decent and productive employment opportunities for women and men in Bangladesh.

As part of the UN system in Bangladesh, the ILO supports the Government of Bangladesh in implementing its Five Year Plan and in achieving the Sustainable Development Goals (SDGs), particularly SDG 8 to promote sustained and inclusive economic growth, full and productive employment and decent work for all.

ILO Bangladesh is one of the largest ILO operation globally with some 120 staff and 9 (nine) ongoing projects. To meet its day-to-day operational needs, ILO Country Office for Bangladesh invites proposals from qualified firms to provide office support services.

Objectives of the assignment The objective of the assignment is to fulfil the reception, technician, messengerial and cleaning office support service needs of ILO Country Office for Bangladesh and its Project Offices located in three different locations: PPD Building, IDB Bhaban and Probashi Kallyan Bhaban.

Scope of Work

The assignment is outsourced for Reception, Technician, Messengerial and cleaning services to meet the requirements of ILO Country Office for Bangladesh for 22 support personnel vacancies. The successful tenderer will be offered a contract of a duration of two (2) years.

The services need to be provided through a company registered in Bangladesh. The tendered is responsible for recruitment, payment of salaries and benefits, administering and overseeing the outsourced office support service personnel in accordance with the applicable national laws. The ILO does not accept any liability for claims arising out of the acts or omission by the personnel, or any claims for death, bodily injury, disability, damage of property or other hazards that may be suffered by the personnel.

The outsourced office support personnel assigned to ILO Country Office for Bangladesh and its Project Offices will work under a Supervisor nominated by the contractor. In case of issues related to quality of work ILO will notify the supervisor for immediate action.

List of required office support service personnel:

Supervisor: 1 (one) person

1. Provide monthly basis work schedule and office support personnel distribution 2. Develop and maintain regular time-sheet to ensure service delivery from each of the

personnel 3. Monitoring the work of support personnel and ensure accomplishment as per Job

responsibility and SLA 4. Managing performance issues of support personnel 5. Managing the attendance sheet of support personnel 6. Managing the leave of support personnel and make available necessary back up at the

cost of the service provider 7. The supervisor will provide report to Operations focal point of ILO on a weekly basis

and receive feedback and guidance. 8. Keeping records and documentation as needed.

Technician: 1 (one) person

1. Electrical cabling management Multimedia setup 2. Telephone connection set-up and maintenance 3. Generator monitoring and maintenance 4. Monitoring and maintenance of IP cameras 5. Assessment of necessary service required for maintenance of different equipment 6. Provide support to office repair and maintenance work 7. Any other tasks as required

Reception cum Telephone Operator: 1 (One)

1. Operate a telephone switchboard 2. Management of incoming and outgoing calls 3. Welcome visitors by greeting them, in person or on the telephone; answering or

referring inquiries Keep record of visitors 4. Maintaining registration and update log book 5. Receiving documents and distributing to relevant officials 6. Any other tasks as required

Messengers: 7 (Seven)

1. Provide services for inter-office collection and delivery of mail, correspondence, files, documents and other material of the ILO Country Office

1. Sort, deliver and pick up mail from various offices as required and keep records 2. Assist to organize archive and Library room 3. Maintain and keep neat and clean conference and small meeting rooms 4. Assist to receive office stationery, cleaning materials, papers, etc. 5. Serving refreshment to the meetings and workshops in the office 6. Move materials, supplies, equipment and furniture 7. Any other tasks as required

Cleaners: 12 (Twelve) persons

1. Clean kitchens and restrooms 2. Empty and clean waste-paper baskets 3. Cleaning/Dusting/Vacuuming/polishing of fixtures such as Cupboard/Shelves/Picture Frame,

Window/door’s bar and blinds, couches, chair, working desks and desk equipment etc. 4. Cleaning of Refrigerator, Microwave woven and other equipment as required 5. Mopping and disinfecting and sweep walks, stairs and floors, dust and vacuum-clean floors

and carpets and clean windows 6. Kitchen/ toilet towels/napkins/paper towels etc. replace and reporting. 7. Wash crockeries and water jar replacement and refill 8. Any other tasks as required

Working duration

Generally 40 hours per week excluding lunchtime. Overtime will be paid based on prior approval by ILO responsible Official. Overtime must not exceed 10 hours/week. The vendor must provide a quote for overtime/hour. The working hours will be 8.30 hrs in between 7:00 AM to 7:00 PM whereas ILO official will provide a weekly schedule clearly indicating the working time of each support staff.

Uniform

The service provider must furnish two Uniforms to each of its staff members assigned to the provision of services at the ILO as per samples of cloth to be cleared by ILO.

The Summer Uniform will be composed of 02 white half-sleeve shirts and 01 blue trouser to be provided by the Contractor to its staff by 2 weeks before the summer starts.

The Winter Uniform will be composed of 02 white full sleeve shirts, 01 blue trouser and a Jacket.

The above Uniforms will be complemented with 01 pair of black shoes and two pair of socks to be provided by the service provider to its staff at the beginning of each calendar year no later than 2 weeks before the winter season starts.

The Uniforms must be kept clean and in good condition. The ILO reserves the right not to admit the entrance to its premises of staff members of the service provider not wearing the Uniform or not having any means of identification as staff member of the service provider.

Leave

The Annual leave and Sick Leave will be followed as per rules and practices of the Labour Law of Bangladesh and national holidays will be followed as per ILO calendar.

Other Allowances

Each support personnel will receive 02 bonuses during the two major festivals equivalent to the monthly salary of the relevant staff for each festival bonus.

The salary and other benefit

The salary and other benefits must be paid to the relevant support personnel directly without any deduction. The contractor must provide adequate written evidence of its compliance with this obligation. ILO reserves the right to check the relevant accounts/documents to ensure that correct payments are made and take necessary steps in this regard. The ILO reserves the right to terminate the contract with the service provider for non-compliance of its contractual obligations.

The contractor shall submit invoice with relevant documents to ILO after end of every month. ILO will process the payment after necessary verification and clarification.

Insurance

The Service provider must furnish group health insurance for all the support personnel at its own cost. It may be noted that the insuance will be as follows:

• Group Insurance

o Natural Death – Minimum BDT 300,000

o Incidental Death - Minimum BDT 300,000

o Disability - Minimum BDT 200,000

• Health Insurance for Hospitalization and Maternity – at actual upto BDT 200,000/Year

• Workmanship Compensation - Minimum BDT 100,000

Social security benefits:

The contractor must submit in writing their Social Security benefits policy (if any) for their staff detailing out the retirement age and the level of benefits to be given to their staff either in the form of gratuity or pension in case of retirements of their staff under this Contract. In the interest of ensuring decent work commensurate with decent pay and adequate social support benefit system such policies of the service providers will be taken into consideration during the technical evaluation stage.

Minimum Eligibility Criteria

• The firm must have valid trade License • The firm must have at least 03 years of experience for similar services • The firm must have experience of working with UN/International Organizations/Corporate

house

Those firms meeting the requirement of minimum eligibility criteria, will be considered for Technical evaluation.

Minimum eligibility criteria for each support service position is given in attached Annex-A.

Technical Evaluation Area

Technical marking will be made for 60% covering the below areas

• Experience of the firm • Methodology • Quality of Staffing • Social security benefits

The firms found eligible in minimum eligibility criteria and scored 70% or more in Technical Evaluation, will be considered for Financial Evaluation.

Financial Evaluation: The Service Providers must submit the salary and benefit in separate column along with Agency fee. 70% and 30% marking will be allocated for financial evaluation for salaries and agency fee, respectively.

Focal Person of the Service Provider

The service provider must nominate a focal point for this assignment to be the first point of contact in case of any necessity. The focal point will keep records of the contract and staff issues and take necessary follow-up actions when necessary. The focal point must meet with the ILO Contract administrator and other admin focal points at least once in a month to review performance and for taking corrective measures based on written meeting minutes.

Service Level Agreement (SLA): The quality of the performance of the support personnel will be evaluated on a quarterly basis through a 5-point scale as below:

• Outstanding Service – 5 • Exceeding the expectation – 4 • Satisfactory – 3 • Below Satisfactory Level -2 • Unsatisfactory -1

If any support personnel receives below Satisfactory Level -2 in two consecutive evaluation or four times in contract period, he/she will be replaced with immediate effect.

The Performance Evaluation will be done based on the following Key Performance Indicators (KPI):

1. Attendance and timeliness 2. Accomplishment of the assigned task 3. Responsiveness of carrying out task 4. Quality of work 5. Trustworthiness 6. Communication

RFP No.: CO-01-2020: 02 years Long Term Agreement (LTA) for Office Support Services

Financial Proposal Submission Form

Name of the Organization: Date of Submission:

1. Personnel Related cost

S/L Cost Heading Cost (BDT)

1 Salary

2 Bonus

3

Net amount

2. Overhead related cost

S/L Cost Heading Cost (BDT)

1 Focal Point cost

2 Insurance cost

3. Social Benefit related cost as Gratuity/Provident

Fund/Pension/Retirement benefit as applicable

for this contract

…………………………

Net amount

3. Total Cost

S/L Cost Heading Cost (BDT)

1 Personnel Related cost

2 Overhead related cost

Net Amount

VAT amount

Total amount