RFP-2026-EA-006-TOR-002: Fire Fighting Equipment Maintenance and Servicing

Doctors Without Borders/Médecins Sans Frontières (MSF) is inviting qualified vendors to submit comprehensive proposals for RFP-2026-EA-006-TOR-002: Fire Fighting Equipment Maintenance and Servicing under an initial 12-month contract.

The selection process rigorously evaluates technical capabilities, safety compliance, team qualifications, and detailed financial pricing schedules to maintain life-safety systems.

Interested vendors must thoroughly review the complete scope of work, 10-point technical evaluation criteria, and submission guidelines before preparing their final application packages.

Doctors Without Borders/Médecins Sans Frontières (MSF) requires the services of a qualified and competent service provider to undertake routine maintenance, inspection, testing, servicing, repair, and emergency response for its fire protection and life-safety systems.

The purpose of the assignment is to ensure that all fire safety systems remain operational, reliable, compliant, and ready for use in the event of a fire or other emergency.

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.

Ensure the reliability and effective operation of MSF EA fire safety systems and equipment.

Undertake preventive and corrective maintenance in accordance with manufacturers' recommendations and applicable requirements.

Minimize the risk of fire-related incidents, system failures, and operational downtime while ensuring timely inspection, testing, servicing, and replacement of faulty components.

Provide prompt emergency response, troubleshooting, and proper documentation including service records, inspection reports, and recommendations.

Fire Alarm System: Routine inspection, testing, and servicing of smoke detectors, heat detectors, control panels, sounders/sirens, manual call points, battery backup systems, wiring, connections, and power supplies.

Fire Fighting Equipment: Routine inspection and servicing of portable fire extinguishers ($CO_2$, dry powder, water, foam), fire blankets, pressure checks, seals, hoses, safety pins, refilling/recharging, and hydrostatic pressure testing.

Fire Suppression Systems: Inspection of control panels, releasing mechanisms, suppression cylinders, extinguishing agents, detection/activation systems, manual release stations, nozzles, pipework, valves, and interlocks.

Repairs & Replacements: Diagnose and troubleshoot faults, undertake approved component replacements using compatible and quality-approved parts, and confirm systems are fully operational before handover.

Emergency Response: Provide emergency response and technical support for system failures within contracted response times, deploying temporary measures where immediate permanent rectification is not possible.

Inspection & Preventive Maintenance: Develop and maintain an appropriate preventive maintenance schedule covering all fire safety systems based on manufacturer recommendations, Kenyan statutory regulations, and industry standards.

Competency & Resources: Provide qualified, competent technical personnel equipped with suitable tools, testing equipment, and personal protective equipment (PPE).

Reporting: Maintain proper documentation including routine service reports, testing records, list of defects, hydrostatic test certificates, and updated asset maintenance records.

Parts & Materials Control: Provide itemized quotations and technical recommendations for major repairs or replacements, obtaining prior approval before proceeding.

Health, Safety and Environment (HSE): Comply strictly with MSF EA health and safety requirements, follow safe procedures when handling pressurized cylinders or electrical systems, and properly dispose of waste.

The contract shall run for an initial period of 1 year from the date of commencement, with routine preventive maintenance undertaken every 6 months or as per agreed frequencies.

The contract may be renewed or extended subject to satisfactory performance, availability of funds, and MSF EA requirements in accordance with procurement procedures.

Must be qualified, competent, and experienced in fire alarm, firefighting, and fire suppression systems.

Must maintain appropriately trained technical personnel and suitable tools, testing equipment, and PPE.

Must demonstrate relevant experience in maintaining similar systems in commercial or office environments.

Must comply with applicable health, safety, environmental, and statutory requirements while maintaining appropriate insurance and professional certifications.

Comprehensive company profile and documentation demonstrating experience in fire protection and life-safety systems.

Qualifications, certifications, and experience profiles of key technical personnel.

Details of tools, testing equipment, maintenance resources, mobilization plan, and QA/HSE management.

Completed financial pricing schedule (Annex A) detailing unit rates in Kenya Shillings (KES) for extinguishers, fire blankets, fire alarm panels, detectors, hose reels, suppression systems, statutory certifications, and labor/call-out fees.

Company Experience: Background in fire protection and life-safety systems (10 marks).

Methodology: Understanding of the scope and proposed maintenance methodology (10 marks).

Technical Personnel: Qualifications and experience of technical personnel (8 marks).

Technical Capability: Specialist expertise and technical capacity (10 marks).

Tools & Resources: Availability of tools, testing equipment, and maintenance resources (6 marks).

Statutory Compliance: Statutory, regulatory, and standards compliance (10 marks).

HSE Management: Health, Safety, and Environmental management arrangements (6 marks).

Emergency Response: Emergency response and business continuity capacity (6 marks).

Quality Assurance: Quality assurance, reporting, and preventive maintenance systems (8 marks).

Mobilization Plan: Mobilization and implementation plan (6 marks).

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

Specify unit rates for preventive inspections/services by extinguisher type, fire blanket inspections, fire alarm panel inspections, detector/call point testing, fire hose reel/hydrant maintenance, suppression system tests, and annual/statutory certifications.

Distinguish business hours vs. outside business hours emergency attendances, corrective repair labor, and replacement components/agents 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 and response arrangements while reporting delays or critical faults promptly.

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

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