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RFP-2026-EA-007: Terms of Reference 005 for Reverse Osmosis (RO) and Ultrafiltration (UF) Systems Maintenance Services

  • Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya, Facilities Unit is inviting bids for TOR-005: Reverse Osmosis (RO) and Ultrafiltration (UF) Systems Maintenance Services, under RFP-2026-EA-007.
  • Planned commencement: January 2027. Service covers preventive and corrective maintenance for RO and UF water treatment systems, storage tanks and associated components at MSF EA premises identified in the equipment and location schedule issued with the RFP.
  • Vendors must pass 5 mandatory pass or fail items, then score on a 100 point technical matrix, and complete the common price schedule A1 to A9 with comparison quantities. Comparison quantities are not guaranteed purchase volumes.

Introduction and Overview

  • Procuring entity: Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya
  • Requesting unit: Facilities Unit.
  • Type of engagement: Preventive and corrective maintenance for RO and UF water treatment systems.
  • Service locations: MSF EA premises and RO and UF assets identified in the equipment and location schedule issued with the RFP.
  • Contract duration: Planned commencement January 2027. Contract duration and effective dates will be stated in the service agreement.

Purpose and Objectives

  • Define a verifiable preventive and corrective maintenance service for MSF EA RO and UF water treatment systems.
  • Cover equipment condition, filter care, system performance, pressure checks, incident response and documented completion.
  • Maintain RO and UF equipment according to approved planned servicing and manufacturer appropriate methods.
  • Identify and respond to breakdowns or declining performance within agreed timeframes.
  • Verify and record tank pressure and relevant system measurements using suitable instruments.
  • Control supply and fitting of compatible filters, consumables and other replacement parts.
  • Maintain asset histories, service evidence and clear charges for planned and unplanned works.

Scope, Lots and Eligibility

  • Scope: Single service lot covering RO and UF units, storage tanks and associated components in the equipment and location schedule provided with the RFP.
  • Preventive tasks: Provider shall include the agreed preventive tasks and separately identify any chargeable spare parts, consumables or corrective repairs.
  • Eligibility: Open to bidders who meet the 5 mandatory requirements in Section 8 and can reach required sites and follow the approved maintenance calendar.
  • Alternative methods or spare parts: Must be disclosed and approved before use.

Required Services

  • Minor service: Routine inspection, condition checks, testing, cleaning and recorded readings. Frequency: Routine checks every 2 months, 3 minor only visits annually.
  • Major service: More extensive planned servicing and component review as agreed. Frequency: Every 4 months, 3 major visits annually, including routine checks.
  • Filters and parts: Inspection and timely replacement with compatible approved components. Frequency: As required by condition and agreed replacement schedule.
  • Corrective service: Diagnosis, safe repair and post work testing of defects or failures. Trigger: Upon authorised call out.
  • Pressure check: Check tank pressure, record reading and assess appropriate corrective action. Frequency: At each scheduled preventive visit, six sets of readings annually.
  • Records: Maintain visit reports, readings, part changes, faults and recommendations. Frequency: Each service.
  • On written request from MSF EA, provider shall: Inspect nominated assets against approved checklist and record work undertaken. Define tasks and parts for minor and major levels and avoid double billing when service intervals overlap. Inspect, replace and identify filter and consumable parts by specification and obtain approval for chargeable replacements. Measure and log pressure with suitable calibrated tools and use agreed operating ranges and escalation thresholds. Provide fault diagnosis, written scope, quotation where needed and authorised repair with functional testing. Supply a named contact and agreed response coverage and identify any additional out of hours rate. Apply isolation, electrical and water handling precautions and leave work areas safe and clean. Produce a visit report with asset ID, measurements, faults, replaced parts, recommendations and sign off.

Technical and Maintenance Standards

  • Asset specific maintenance: Use identified asset numbers, manufacturers, models and appropriate checklists. Applies to: All RO and UF units.
  • Minor and major intervals: Propose documented service task sets and reconcile coinciding visit cycles. Applies to: Preventive programme.
  • Filter and component control: Record filter type, condition, approved replacement, batch and part references and warranty. Applies to: Affected components.
  • Pressure monitoring: Measure and document tank pressure, instrument used and any corrective recommendations. Applies to: Applicable tanks.
  • Post maintenance functional test: Verify relevant system operation and return to service with evidence. Applies to: Each intervention.
  • Service history: Maintain visit, reading, parts, faults and corrective action register. Applies to: All contracted assets.
  • Fault response: Report failures, agreed attendance time, diagnosis and follow up actions. Applies to: Call outs.
  • Measurement tools: Provide calibrated or suitable instruments for recording tank pressure and other required measurements. Provide measurement procedures, tools and records for tank pressure and relevant system checks.

Safety, Water Quality, Health and Emergency Requirements

  • Safe working procedure: Electrical and water isolation, PPE, access controls and competent technicians. Applies to: All works.
  • Water system hygiene: Clean handling of consumables and components and avoid contamination during maintenance. Applies to: Water contact parts.
  • Pressure safety: Appropriate gauge and pump, approved operating limits, recorded readings and escalation for unsafe values. Applies to: Applicable tanks.
  • Emergency response: Escalation process for leaks, failure, unsafe condition or prolonged loss of service. Applies to: All contracted assets.
  • Parts and warranty: Compatible authorised components, defective part traceability and repair warranty. Applies to: Replacement works.
  • Testing and evidence: Document required system performance checks. Laboratory water testing only if separately specified. Applies to: As contractually agreed.
  • Water quality laboratory testing: Required only if expressly included in the equipment schedule or separately authorised in writing, with agreed test methods and acceptance limits.
  • Escalation: Critical equipment failure, unsafe readings, leaks or service interruptions shall be escalated promptly using the contact and response arrangements agreed in the contract.

Confidentiality and Data Protection

  • Not detailed in this TOR. Confidentiality, data protection and related obligations are governed by the main RFP and the service agreement.
  • For bidding: Follow the main RFP rules on confidentiality and signed annexes. Do not assume extra data access beyond what the RFP and agreement allow.

Minimum Qualification Requirements

  • Mandatory evaluation, pass or fail: 5 items. Failure on any item disqualifies the bid.
  • 1. Legal capacity: Registration, applicable compliance and safe operating documentation.
  • 2. Technical competence: Evidence of RO and UF experience, competent personnel and suitable tools.
  • 3. Service coverage: Ability to reach required sites and follow the approved maintenance calendar.
  • 4. Service documentation: Sample reports with test and pressure readings and part changes.
  • 5. Price schedule completeness: Transparent quotations for mandatory planned and corrective services.
  • Provider requirements: Provide company registration, relevant tax and applicable professional and safety documentation. Demonstrate experience and technical competence maintaining RO and UF water treatment systems. Provide a named technical lead, suitably trained personnel, service tools and replacement support. Identify compatible filters, consumables and spare parts, including part numbers and expected availability. Show arrangements for planned service scheduling, emergency contact, fault diagnosis and response. Maintain auditable equipment service reports and clearly itemised invoices and disclose subcontractors.

Framework Agreement and Booking Mechanism

  • Contract: Planned commencement January 2027. Duration and effective dates will be stated in the service agreement.
  • Call out rule: Corrective work is upon authorised call out. Additional parts or corrective works must be approved in writing before chargeable work proceeds.
  • Chargeable parts rule: Any chargeable parts or extra work must be approved in writing by MSF EA before work starts.
  • Coordination: Provider coordinates preventive visits and corrective interventions with the nominated MSF Facilities contact. Procurement will administer the contract and approved variations. Finance will verify invoices against service acceptance.
  • Pricing rule: Bidders shall identify quotation currency, applicable taxes, transport and other mandatory charges, price validity, warranties and exclusions. An unpriced mandatory item must be explicitly identified as included elsewhere or declared as a deviation.

Deliverables, Reporting and Acceptance

msf.or.ke
  • 1. Mobilisation and asset baseline: Verified equipment list, condition, service calendar, contacts and agreed tasks. Due: At contract commencement, planned January 2027.
  • 2. Minor preventive service: Signed checklist, readings, observed problems and actions. Due: Three minor only scheduled visits annually according to the approved maintenance calendar.
  • 3. Major preventive service: Full checklist, component condition, replacements and post service results. Due: Three major scheduled visits annually according to the approved maintenance calendar.
  • 4. Corrective intervention report: Fault, diagnosis, parts, labour, test results and follow up actions. Due: Following authorised intervention.
  • 5. Pressure and filter record: Tank pressure and relevant measurements, filter and part IDs and replacement history. Due: Each relevant service.
  • 6. Service performance summary: Completed and overdue services, repeat faults, open corrective work and proposals. Due: Quarterly, where required under the agreement.
  • 7. Itemised invoice: Reference to accepted visits, contracted fees and approved parts and extra works. Due: Agreed invoicing cycle.
  • Review and acceptance: Facilities will assess servicing against the approved checklist, equipment register, readings and repaired fault. Provider must demonstrate functional completion and correct deficiencies or repeat faults under agreed remedies. A service report or documented sign off is required before invoicing.
  • Proposal submission, as applicable: Supplier profile, applicable registration and technical competence evidence. Detailed minor and major preventive maintenance schedules and checklists by asset type. Proposed technician team, experience, relevant references and service location coverage. Fault response and emergency service proposal, hours and escalation contacts. Measurement procedures, tools and records for tank pressure and relevant system checks. List of filters and spares, brands, unit prices, warranties and any subcontracted work. Completed common price schedule with taxes, exclusions and terms clearly identified.
  • Technical evaluation, 100 points total: RO and UF technical methods, 30 points. Preventive planning, 20 points. Fault diagnosis and response, 20 points. Pressure, quality and safety controls, 15 points. Service records and coordination, 10 points. Relevant experience and references, 5 points. Bidders shall provide supporting evidence for each criterion. Minimum qualification score and award rules will be as stated in the RFP.
  • Financial assessment, standard pricing schedule: A1 Minor preventive maintenance, per approved visit per unit, qty 5. A2 Major preventive maintenance, per approved visit per unit, qty 5. A3 Filter replacement labour, per authorised change, qty 5. A4 Filter and consumable components, per specified part, qty 5. A5 Tank pressure check and record, per visit if not included, qty 5. A6 Corrective diagnosis call out, per call out, qty 4. A7 Emergency or out of hours attendance, per call out, qty 3. A8 Approved corrective repair labour, per hour, qty 5. A9 Travel and site mobilisation if charged, per site visit, disclose any charge and conditions, not included in common base fee unless stated. All lines: Bidder to quote.
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