Terms of Reference (TOR) and Guideline for Vendor Enlistment 2022-2024

Issue Date: October 24, 2022

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Background:

The Johns Hopkins Center for Communication Programs (CCP) is dedicated to protecting health and
saving lives. CCP uses strategic behavior change, knowledge management, advocacy, capacity
building and research and evaluation to achieve these goals. The Center for Communication
Programs (CCP) uses communication to save lives, improve health, and enhance well-being. For
more than 30 years, CCP’s applied research has been used to develop and implement programs in
response to real-world challenges. Out of 30 countries, Bangladesh is also working on social and
behavior change communication program and vaccination program.

We are happy to inform that Johns Hopkins Center for Communication Programs (JHU CCP) is
inviting for Vendor Enlistment for Two years which will be effective from December 2022 and valid
till November 2024.

Duration of Vendor Enlistment: 2 years (From December 2022, to November , 2024)

Category of Vendor Enlistment:

SL Name of Category Subcategory Description

NO
1 Accommodation, Venue a) Accommodation
& Food b) Food and Beverage
c) Venue
d) Logistics Support
2 Printing and designing a) Offset/General Printing
b) Digital Printing
c) Design Illustration
3 Media Buying a) Media (Airing, Creative agency, TVC, Animation,
Video Documentary, Editing &Recording)
b) Advertising
c) Event Management
d) Audio Program
4 ICT Hardware & a) Computer/Laptop
Equipment b) Printer
c) Projector & Accessories
d) Toner/Cartage
e) ICTAccessories
f) Communication Equipment’s (Mobile/TAB)
g) Still/Video Camera
h) Scanner
i) Photocopier
5 ICT Software a) Packaged Software /Licensed Software
b) Software Development
c) Maintenance & Repair

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6 Equipment a) Electric & Electronics Appliances
b) Office Equipment’s
7 Furniture & Fixture a) Office Furnitur

8 General Supplies a) Office Supplies & Stationery

b) Promotional Items (Mug/Souvenir/T-
shirt/ Bag Umbrella etc.)
c) Other Supplies
d) Crockeries

9 Repair & a) Vehicle Maintenance & Workshop

Maintenance b) Office Maintenance
c) Tire Tube, Vehicle Battery & other accessories
d) Other Equipment & Furniture Repair
(, Electrical, Plumbing & AC)

10 Media monitoring a) Media Monitoring

b) Evaluation
c) Report writing
11 Air ticket a) Domestic Flight (In Bangladesh)
b) International Flight
c) Consultancy Service for International Travel
d) Visa Arrangement
12 Rent a Car a) Micro Bus (Daily and Monthly) 7/12 seated
b) Sedan Car (Daily and Monthly)
c) Truck/ pickup (Daily)
13 IT Services (on call basis) a) IT Services (any type of troubleshooting)

14 Evaluation/Survey/Study/ a) Baseline survey

Research/Translator/Other b) Mid Term/Endline Evaluation
any Consultancy work
15 Audit Firm a) Internal Audit and External Audit

16 b) Life and Health/Group Insurance

Insurance c) Vehicle Insurance
d) Assets Insurance
17 a) Vacancy Announcement
Job Advertisement

18 Filling Station a) Fuel

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 19 Safety and Security a) Safety Security Equipment’s/ Materials
items & Services b) Safety & Security Services (Security Guard)

20 Services a) Consultancy Firm /Intellectual Service

b) Survey/Evaluation
c) Clearing and Forwarding Service
d) Courier Service
e) Photocopy/Binding
f) Transportation, Logistics
g) Inspection /Testing
h) Supplying Human Resources (Cleaning,
Contractual, TrainingProvider)
i) Installation
j) Other Services

VENDOR ENLISTMENT EVALUATION PROCESS: The vendors who applied for enlistment
2022-2024 will be evaluate based on the following steps:
a) Preliminary Examination of Eligibility Criteria
b) Technical Evaluation
c) Physical Verification or Existing Performance Evaluation (forexisting vendor only)
d) Combined Evaluation (b+c) and shortlisting
e) Visual Compliance check
f) Notification of Enlistment

a) Preliminary Examination/ Eligibility Criteria: Firstly, JHUCCP assess the applied application
of Primary examination/ check eligibility criteria based on the following information which consist
of four criteria;
I) Submit of the application
II) Submit the Updated Legal Documents (Copy of Updated Trade License, TIN
Certificate and VAT Registration Certificate and Certificate of Incorporation for
Limited company Only)
III) Relevant work experience documents for applied category ( Copy of Purchase Order/
Work Order/ Copy of Agreement / Copy of other documents related to work
experience)
Those who are primarily eligible and comply with the above three criteria then they will go for next
evaluationsteps (Technical Evaluation).

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b) Technical Evaluation: The preliminary shortlisted vendors will be technically evaluate as per
the following criteria and weight and then shortlisted for physical verification. Technical evaluation
score will be based on following criteria & weight:

Sl No. Criteria Weight (%)

1 Year of Establishment 10%

2 Client List & Customer Reference 10%

(Company who have experience to work
with, USAID, UN organization,
International NGO, Development partners,
Diplomatic mission & MNC will get
higher weight)
3 Organization Profile 20%
3.1 Type of Business 10%
3.2 No of Employee 10%
4 Relevant Experience 10%
5 Capacity / Strength 15%
6 Physical Verification / Performance 35%
Evaluation Score
Total 100%

Those who are technically qualified, they will recommended for Physical Verification based on the
score from technical evaluation.

C) Physical Verification/Performance Marks: Physical verification will be conduct for the

shortlisted vendors based on the technical evaluation. Physical verification is mandatory for all
shortlisted vendor.

d) CombinedEvaluation and shortlisting:

Final Shortlisting will be prepare based on the following two score
i) Score from Technical Evaluation
ii) Score from Physical Verification or Performance Evaluation

Based on the combined score Vendor Enlistment Committee will shortlist and recommended vendor
for Enlistment 2022-2024 for respective categories.

e) Visual Compliance check: The vendor Enlistment process will be complete after the Visual
Compliance check if any vendor(s) disqualify /unclear from the Visual Compliance check then
they will be not enlisted vendors for 2022- 2024. Based on Due Diligence clearance JHUCCP will
issue a Notification of Enlistment and finally enlisted in our database.

JHUCCP will conduct the Vendor Orientation Session where we share our Policy, Procedure,
Compliance and necessary guidelines so that enlisted vendor or their representative can align
with JHUCCP policy and compliance.

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  All the Potential vendor(s) need to be applied through email.
 NO Application will be accepted without Email submission
 Interested Vendors will fill up required information and submit all the relevant
documents through the email and also submit the hardcopies at JHUCCP office along with
necessary documents .
 One Vendor may participate in multiple categories based on their capacity, scope and nature
of business.
 Validity of Vendor Enlistment will be two years which will be effective from November 1,
2022 or date of approval.
 All the vendors are must complied with our policy and procedure .
Hard Copy of Vendor Enlistment documents /profile can submit through physically by vendor or by
Courier Service but make sure that the documents must reach at JHUCCP Office (House- 56 (1st
Floor) Block- C, Road -11, Banani,Dhaka-1213 within the mentioned deadline ( by November
7 , 2022 before 5:00pm ).

REQUIRED DOCUMENTS VENDOR ENLISTMENT SUBMISSION:

i) Application with Signed forwarding letter Copy

ii) Copy of Updated Trade License/ Registration Certificate ( for Development Org)
iii) Copy of TIN Certificate ( e Tin) or Last return submission copy
iv) Copy of VAT Registration Certificate or BIN Certificate
v) Copy of Certificate of Incorporation ( for Limited Company)
vi) Bank Account Certificate
vii) Copy of Experience Documents/ Purchase Order against applied Category or
sub Category
viii) Supporting Documents for Year of Establishment or Business commencement
ix) Reputed Client List and Customer reference as per Evaluation Criteria
x) Organization Profile along with required information’s related to Evaluation
xi) Supporting documents for Relevant Experience, Capacity and Financial Strength or copy
of big amount purchase order or large agreement /any other relevant documents
related to measure the strength and capacity.
xii) Other documents related to Vendor Enlistment.

Issued by:

HR and Administration Manager

Johns Hopkins Center for Communication Programs (JHUCCP
House- 56 (1st Floor) Block- C, Road -11, Banani, Dhaka-1213
Email: ahkhatun1@jhu.edu
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 ENLISTMENT SCHEDULE:
Interested vendor are requested to apply to akhatun1@jhu.edu in addition interested vendor have
and required to submit the signed printed profile along withrequired supporting documents as per
enlistment TOR/Guideline

Enlistment Registration December 2022 to November 2024

Period
Address of Enlistment House- 56 (1st Floor) Block- C, Road -
Schedule dropping 11, Banani, Dhaka-1213

Last Date and time November 7, 2022 before 5:00pm at above mentioned address
for Submission
Marking On Envelop Application for VENDOR ENLISTMENT, CATEGORY NO…….or
Sub category should be mentioned
Support For any Technical support or Query, please contact at below email
akhatun1@jhu.edu

Note: JHUCCP Management reserves the right to accept or reject part/whole of any or all the
application without assigning any reason whatsoever.