RFP-2026-EA-006-TOR-003: Air Conditioning Maintenance Services

Doctors Without Borders/Médecins Sans Frontières (MSF) is inviting qualified vendors to submit comprehensive proposals for RFP-2026-EA-006-TOR-003: Air Conditioning Maintenance Services under an initial 12-month contract covering six (6) AC units.

The selection process rigorously evaluates technical capabilities, preventive maintenance programmes, team qualifications, and detailed financial pricing schedules to ensure reliable climate control.

Interested vendors must thoroughly review the complete scope of work, 11-point technical evaluation criteria, and submission guidelines before preparing their final application packages.

Doctors Without Borders/Médecins Sans Frontières (MSF) requires a qualified service provider to provide preventive and corrective maintenance services for six (6) air-conditioning (AC) units installed at MSF premises.

The purpose of the assignment is to ensure that all AC units remain safe, reliable, efficient, and in good working condition, while reducing breakdowns and extending their useful life.

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.

MSF Eastern Africa (MSF EA) requires a qualified service provider to provide preventive and corrective maintenance services for six (6) air-conditioning (AC) units installed at MSF premises.

The purpose of the assignment is to ensure that all AC units remain safe, reliable, efficient, and in good working condition, while reducing breakdowns and extending their useful life.

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 that all MSF AC units remain safe, reliable, efficient, and in optimal working condition.

Minimize unexpected equipment breakdowns, reduce operational downtime, and extend the useful operational life of the cooling systems

Preventive Maintenance: Regular servicing and preventive maintenance of all six (6) AC units at agreed quarterly intervals.

Cleaning Services: Thorough cleaning of filters, coils, indoor units, outdoor units, drain pipes, and drain trays.

System Checks: Checking refrigerant levels to identify leaks, inspecting electrical connections, controls, fans, motors, and compressors, and evaluating overall cooling performance.

Fault Identification: Identifying and reporting any system faults, defects, or components requiring repair or replacement.

Corrective Repairs: Providing reactive/corrective maintenance in response to reported breakdowns, including replacement of approved faulty parts and comprehensive testing post-service.

Maintenance Schedule: Carry out preventive maintenance quarterly (or as agreed) and submit structured maintenance schedules for MSF approval.

Breakdown & Emergency Response: Respond promptly to reported breakdowns, prioritizing critical AC units affecting staff welfare, IT equipment, or essential operations, with normal and emergency response specified in Annex A.

Prior Approval: Provide itemized quotations for major repairs, refrigerant top-ups, or spare parts, obtaining prior MSF approval before undertaking chargeable work.

Reporting: Provide a brief service report after each visit indicating AC units serviced, locations, work done, faults found, parts replaced, unit performance, and outstanding recommendations.

The contract period shall be 12 months from the agreed commencement date, with any extension requiring written agreement and compliance with MSF EA procurement rules.

The total number of AC units may increase or decrease during the contract period depending on shifting operational requirements.

Must possess relevant proven experience in AC and HVAC servicing and maintenance.

Must provide qualified and experienced technicians equipped with necessary tools and equipment.

Must be fully capable of providing both preventive and emergency/reactive maintenance support.

Must comply with applicable health, safety, and environmental (HSE) requirements.

Comprehensive company profile and documentation demonstrating relevant experience in HVAC/AC maintenance of similar size and complexity.

Qualifications, certifications, and experience profiles of technical personnel.

Details of tools, testing equipment, preventive maintenance programs, quality assurance, HSE management, and mobilization plans.

Completed financial pricing schedule detailing unit rates in Kenya Shillings (KES) for quarterly preventive visits, emergency call-outs during/outside normal hours, diagnostic/corrective repair labor, refrigerant top-ups, standard filter replacements, and itemized spare parts.

Relevant Company Experience: Background in AC/HVAC maintenance (8 marks).

Methodology: Understanding of TOR and maintenance methodology (10 marks).

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

Technical Capacity: Experience and technical capability with different AC systems (8 marks).

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

Preventive Maintenance & QA: Preventive maintenance programme and quality assurance (10 marks).

HSE Requirements: Health, Safety, and Environmental requirements (8 marks).

Emergency Response: Emergency response and breakdown support (8 marks).

Supply-Chain: Spare parts and supply-chain arrangements (5 marks).

Mobilisation Plan: Mobilisation and implementation plan (4 marks).

Similar Installations: Company experience with similar-size and complexity installations (5 marks).

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

Specify unit rates for preventive service per AC unit (based on 24 unit-visits/year across 6 units serviced quarterly), emergency call-outs within and outside normal hours, diagnostic and corrective repair labor hours, refrigerant top-ups by type, and standard filter replacements.

Distinguish routine work, emergency attendance, labor, replacement materials, and optional services to prevent duplicate charging.

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

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

Compliance and Safety: Provide test results and certificates 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.