Terms of Reference (TOR) for Heavy-Duty Machinery Assessment and SOP Development

Terms of Reference (TOR) for Heavy-Duty Machinery Assessment and SOP Development

1. Background

Heavy-duty machinery, such as boilers, compressors, and industrial lifts, is crucial in industries such as garment, chemical, plastic, and engineering sectors. However, improper use, inadequate maintenance, and the absence of standardised procedures pose significant occupational safety and health (OSH) risks. Addressing these risks requires a thorough assessment and the creation of Standard Operating Procedures (SOPs) to improve safety and support Ministry of Labour (MoL) in inspections.

In recent years, the garment sector has experienced serious accidents, such as boiler explosions and fatal lift falls, primarily due to inadequate training and poor maintenance. A 2018 study by Better Work Jordan identified gaps in the regulatory framework, which the Ministry of Labour (MoL) addressed in 2023. However, the first draft of the national 2021-2023 OSH profile highlights concerns regarding the lack of data on heavy machinery conditions (such as boilers and lifts) in the garment sector, emphasising the need for a technical assessment and clear SOPs for labour inspectors.

This assessment and the resulting SOPs are part of Output 3 of the EU-ILO project “Decent Work through Employment Services and Exports in Jordan (2024-2026)”, funded by the European Union. The project aims to enhance the capacity of MoL labour inspectors and improve workplace safety in factories benefiting from the EU’s relaxed Rules of Origin scheme.

1. Scope of work

The scope of work will involve the following tasks:

1. Identify the process for conducting the assessmentincluding defining the methodology and strategy for evaluating heavy-duty machinery. This will include conducting meetings with relevant stakeholders (can include an initial collecting technical information survey), reviewing legal references, and examining previous research and the national OSH profile.
2. Identify the type of heavy-duty machinery and conduct a comprehensive technical assessment (specialised evaluations) per machine type within the four EU eligible sectors (Garment, Plastic, Chemical and Engineering) to evaluate operational condition, safety, and efficiency. As part of this process, a standardised quality loop system will be introduced to categorise and manage audit findings, and publications record system will be established to document the history of previous audits, accidents, failures, and related updates, enabling data-driven analysis and long-term monitoring.
3. Develop a detailed assessment report outlining key findings and recommendations for improving machinery safety and efficiency, ensuring compliance with ILO’s Code of Practice: Safety and Health in the Use of Machinerythen present the report during the Project Advisory Committee (PAC) meeting.
4. Create classification-based Standard Operating Procedures SOPs for each machinery type, covering risk control, inspection frequency, and emergency response to support labour inspectors in evaluating heavy-duty machinery at the factory level.
5. Conduct an industrial seminar for up to 50 EU-eligible factories to present key findings, required corrective actions, and the developed SOPs.
6. Provide structured training sessions to 30 labour inspectors and 5 Better Work team members on SOP application and enforcement.
7. Submit a final report Summarise key activities, training outcomes, lessons learned, and recommendations for sustainable implementation.
8. Deliverables

#

Tasks

Deliverables/ Outputs

Deadline

1

Identify the process for conducting the assessment, including methodology and strategy.

A documented assessment methodology and strategy, including a standardised auditing system with recorded findings and defined reaction procedures (quality loop), as well as a historical records system capturing previous audits, accidents, failures, and related updates. The document should also summarise inputs from stakeholder meetings and incorporate relevant legal references, previous research, and a review of the Ministry of Labour’s OSH profile.

20 July 2025

2

Conduct a comprehensive technical assessment of heavy-duty machinery for a sample of 20 EU eligible factories in the main industrial zones of Irbid, Dulyail, Sahab.

– Technical assessment report (in Arabic and English) covering different types of heavy machinery (up to five per factory), detailing findings and recommendations.
– Presentation of findings and recommendations during the PAC meeting. (The cost of the venue will be covered by the ILO. The consultancy will only cover the cost related to preparing the presentation and providing the presenter).

15 September 2025

3

Develop a standard operating procedures (SOPs) document categorising procedures per machine type

SOPs document outlining best practices for machinery inspection and evaluation (Both Arabic and English)

15 October 2025

4

Conduct an industrial seminar to present the assessment results and SOPs to up to 50 middle management representatives from EU-eligible factories.

Seminar materials, including presentation slides. Attendance list of participants. (in Arabic and English). The cost of the venue, and the interpreter if needed will be covered by the ILO. The consultancy will only cover the cost related to preparing the presentation and providing the presenter).

1 November 2025

5

Provide training sessions to 30 labour inspectors and 5 Better Work team on implementing SOPs.

Training materials and documented sessions, including attendance records (in Arabic and English). The cost of the venue will be covered by the ILO. The consultancy will only cover the cost related to preparing the presentation, training materials, and providing the trainer).

15 November 2025

6

Submit a final report summarising the process, training, and recommendations.

Final report with feedback and sustainable improvement suggestions. (In Arabic and English).

30 November 2025

Note: The ILO will cover the costs of the PAC, training and seminar venues, as well as the interpreter if needed for the sessions.

1. Payment

Payment will be issued upon submission of the following deliverables to the satisfaction of ILO/BWJ:

Payment

Deliverable

40% of total value

Upon submission of Deliverables 1and 2

30% of total value

Upon submission of Deliverable 3 and 4.

30% of total value

Upon submission of Deliverables 5 and 6

1. Eligibility and Selection Criteria

The consultancy firm must meet all of the following minimum requirements and provide supporting documentation to demonstrate compliance:

Proven expertise in machinery safety assessments and the development of Standard Operating Procedures (SOPs) for workplace inspections. A summary of previous relevant contracts must be submitted as evidence.

Strong knowledge of workplace safety regulations and heavy-duty machinery requirements, including assessments conducted by licensed or certified engineers. Evidence may include sample reports or profiles of qualified personnel.

Proven experience collaborating with government entities or international organisations on Occupational Safety and Health (OSH) projects. Letters of reference, project summaries, or agreements can be submitted.

Relevant academic and professional qualifications in OSHmechanical or pressure vessel engineering, or industrial safety. Copies of relevant certificates, degrees, or accreditations must be attached.

Incomplete submissions or failure to provide evidence for any of the criteria may result in disqualification.

Proposals will be evaluated based on:

• Cost proposal (40%) – Reasonable budget for proposed activities.
• Technical proposal (60%) – Including methodology, timeline, expected outputs, and experience.

1. Administration, Reporting, and Coordination

The contract for this assignment will be issued by ILO/BWJ-CO-Amman. The contractor will work closely with the ILO/BWJ project team, reporting directly to the assigned focal point.

1. Duration

The contract duration will start from 16th of July 2025 and is anticipated to end one month after the submission of the final report on 31st of December 2025.

1. Confidentiality & Intellectual Property

The supplier company will sign a confidentiality and non-disclosure agreement with the ILO. The ILO will retain intellectual property rights over any original work produced during this assignment.

1. Submission

All applicants (firm only) must submit their technical , financial proposals and Annex I via email to amm-procurement@ilo.org with a copy (cc) to alim@ilo.orgwith the subject: “ILO-MoL Machinery Assessment and SOP Development.”

Deadline for submission: 6 of July at 5 PM (Jordan time).

1. Pre-bid meeting

A virtual pre-bid clarification meeting will be held to address any questions related to the ToR. The meeting is scheduled for:

Date: 3 July 2025

Time: 1:00 PM (Jordan time)

Interested applicants are requested to confirm their interest by 30 June 2025. The meeting link will be shared only with those who express interest by this date.

This meeting offers an opportunity for bidders to seek clarifications before the final submission deadline.

How to apply

Submission

All applicants (firm only) must submit their technical , financial proposals and Annex I via email to amm-procurement@ilo.org with a copy (cc) to alim@ilo.orgwith the subject: “ILO-MoL Machinery Assessment and SOP Development.”

Deadline for submission: 6 of July at 5 PM (Jordan time).

TOR & Annex one can be found on ILO’s website on the link below:

Heavy-Duty Machinery Assessment and SOP Development | International Labour Organization

Source link