RFP-2026-EA-006-TOR-001: General Repairs and Maintenance Services

Doctors Without Borders/Médecins Sans Frontières (MSF) is inviting qualified vendors to submit comprehensive proposals for RFP-2026-EA-006-TOR-001: General Repairs and Maintenance Services under an initial 12-month contract.

The selection process rigorously evaluates technical capabilities, past vendor experience, team qualifications, and detailed financial pricing schedules to maintain office functionality, safety, and aesthetics at Pitman House.

Interested vendors must thoroughly review the complete scope of work, technical evaluation criteria, and submission guidelines before preparing their final application packages

Doctors Without Borders/Médecins Sans Frontières (MSF)Eastern Africa is inviting qualified vendors to provide general repairs and maintenance support services for its offices located at Pitman House.

The primary goal is to ensure that all office repairs and maintenance activities are carried out efficiently and professionally to maintain a safe, functional, and operational working environment.

The engagement is structured as a service agreement for recurring maintenance and repairs covering a contract duration of 12 months from the contractual commencement date.

The core objective is to secure a reliable, high-performing vendor capable of delivering quality general repairs and maintenance services.

Services must effectively maintain office functionality, structural safety, and general building aesthetics over the contract period.

Electrical Repairs: Conduct regular checks and maintenance of electrical systems, lighting fixtures, power outlets, and emergency lighting. Fix and replace faulty electrical outlets, switches, and wiring, install or upgrade light fixtures and electrical panels, and troubleshoot power circuit failures.

Plumbing Repairs: Repair leaky faucets, pipes, and water supply lines. Unclog blocked drains, toilets, and sinks, and replace or repair faulty valves and plumbing fixtures.

Carpentry Services: Repair and reinforce broken furniture, doors, and windows, and adjust misaligned hinges, locks, and handles. Perform custom installations including shelving, partitioning, and cabinetry.

Painting & Surface Maintenance: Repaint walls, ceilings, and furniture as needed, provide touch-ups for scuffs, scratches, or fading, and repair cracked or peeling paint.

Floor & Wall Repairs: Replace or repair damaged tiles, wood, or carpet flooring, and fix cracks or holes in walls, ceilings, and partitions. Carry out waterproofing, sealing, surface polishing, refinishing, and minor remodeling or renovations.

General Maintenance: Provide any other required general repairs and maintenance support services as requested by MSF EA.

Site Assessment: Conduct an initial site assessment immediately upon contract commencement to identify existing maintenance needs and develop a comprehensive maintenance plan.

Staffing: Provide qualified, experienced, and competent maintenance professionals equipped with proper tools, equipment, and personal protective equipment (PPE).

Reporting: Submit regular maintenance reports detailing completed tasks, newly identified building issues, and required follow-up repairs.

Parts & Materials: Provide itemized quotations for necessary replacement parts and materials, and obtain written MSF approval before purchasing or installing any separately chargeable items.

Emergency Response: Respond promptly to urgent or emergency repair requests within specified time frames.

Quality Standards: Ensure all work is performed to high industry standards and strictly adheres to health, safety, and environment (HSE) regulations.

The contract will run for an initial period of 12 months, with the possibility of renewal based on contractor performance and organizational office needs.

Vendor performance will be formally evaluated based on timeliness of service delivery, quality of repairs and materials used, professional adherence to safety regulations, and customer satisfaction.

Must be a registered and legally licensed business entity.

Must have a minimum of 3 years of proven experience in general repair and maintenance services.

Must demonstrate a proven ability to provide high-quality, reliable services.

Must ensure the availability of qualified technical personnel.

Must demonstrate financial stability and the operational capacity to procure necessary materials as needed.

Submit an organizational company profile and demonstrate relevant industry experience.

Provide a list of key technical personnel along with their professional qualifications.

Include professional references and contact details from previous clients.

Submit a detailed quotation and complete pricing schedule for standard repairs and maintenance services.

Relevant Experience: Demonstrated background in general building and facilities maintenance (15 marks).

Methodology: Clear understanding of the Terms of Reference (TOR) and proposed service execution methodology (15 marks).

Technical Personnel: Qualifications, certifications, and experience of key technical staff (12 marks).

Technical Capacity: Adequacy of technical capacity, specialized tools, and equipment (10 marks).

Maintenance Approach: Robust preventive and corrective maintenance strategies (12 marks).

HSE & Quality Assurance: Health, Safety, and Environment (HSE) and quality assurance arrangements (8 marks).

Emergency Response: Capacity for rapid emergency response and service delivery turnaround (8 marks).

Quote all applicable prices in Kenya Shillings (KES), showing VAT, statutory charges, and tax-inclusive totals separately.

Specify unit rates for regular hours across trades (Electrician, Plumber, Carpenter, Painter, General Technician), emergency/out-of-hours labor, standard call-out inspection visits, minor repairs fixed-price schedules, and material handling procurement fees.

Ensure all routine work, emergency attendance, labor, replacement materials, and optional services are clearly distinguished to prevent duplicate charging.

Scope and Quantities: Provide work-order and asset/location references identifying equipment, areas serviced, and quantities performed.

Performance Arrangements: Deliver the agreed maintenance schedule, attendance, and response arrangements while reporting delays or critical faults promptly.

Compliance and Safety: Provide certificates and test results where applicable, follow safe-work methods, and supply evidence of qualified personnel.

Service Acceptance: Submit a service or completion report detailing tasks, materials, tests, outstanding defects, and corrective actions prior to invoice processing, as invoicing is subject to formal MSF acceptance.