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RFP-2026-EA-007: Terms of Reference 006 for Waste Management Services

  • Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya, Facilities Unit is inviting bids for TOR-006: Waste Management Services, under RFP-2026-EA-007.
  • Expected duration: 12 months. Effective date to be specified in the contract. Service covers waste collection, transportation, recycling, treatment and disposal at MSF EA premises identified in the RFP and contract site schedule.
  • 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 A8. 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, MSF.
  • Type of engagement: Waste collection, transportation, recycling, treatment and disposal services.
  • Service locations: MSF EA premises identified in the RFP and contract site schedule.
  • Contract duration: Expected 12 months. Effective date to be specified in the contract.

Purpose and Objectives

  • Define service standards for selecting a qualified waste management provider that can collect and transport MSF EA waste, support appropriate segregation, and provide traceable evidence of authorised recycling, treatment or disposal.
  • Secure regular and verifiable collections at the agreed sites and frequency.
  • Ensure separate, safe management of waste streams with suitable containers, personnel and vehicles.
  • Document waste quantities, transfers and final destinations using appropriate supporting records.
  • Establish clear reporting, complaint handling and corrective action procedures.
  • Obtain transparent and comparable rates for regular and additional services.

Scope, Lots and Eligibility

  • Scope: Single service lot covering MSF EA premises and waste categories identified in the RFP and subsequent agreement.
  • Site details: Site specific volumes, bin sizes and collection frequencies will be set out in the applicable site schedule.
  • Exclusions: Bidders must identify any exclusions or requirements for separately authorised waste streams.
  • General waste: Regular collection, weighing, loading, transport and authorised disposal. Applicability: Core, sites and volume in kilograms.
  • Recyclables: Separate collection, recovery and evidence of authorised recycler or destination. Applicability: Where generated with MSF approval.
  • Organic waste: Separate collection and suitable treatment, recovery or disposal. Applicability: Where generated.
  • E-waste: Controlled collection and evidence of authorised downstream handling. Applicability: On request, separate quotation.
  • Regulated waste: Special handling, documentation and authorised treatment or disposal. Applicability: Only when specifically agreed and approved by MSF.
  • Healthcare waste: Requires a separate approved technical scope and appropriate authorisations. Applicability: Excluded unless expressly included.

Required Services

  • Collection scheduling: Agree collection days and times for each site. Provide a missed collection response and a process for urgent call outs.
  • Waste bins and containers: Identify bin type, size, ownership, cleaning, placement, labels and replacement obligations.
  • Segregation: Keep incompatible streams separate, ensure safe loading and prevent contamination during storage and transport.
  • Transport: Provide suitable vehicles, trained crews and protective equipment, and declare any subcontracted transport arrangements.
  • Disposal and recycling: Use appropriate authorised facilities, disclose destinations and provide a traceable record of transfer and final treatment where applicable.
  • Quantity verification: Record collection date, location, waste category, weight or agreed measurement unit, and receiving destination.
  • Incident management: Contain and report spills, unsafe handling, unplanned disposal changes and material service disruptions.
  • Billing: Provide itemised invoices linked to collection records and agreed prices. Obtain written approval for additional services.

Waste Collection and Operational Requirements

  • Collection schedule: Documented route and collection plan for each site. Process for additional and urgent collection. Applies to: All locations.
  • Containers and segregation: Suitable labelled containers, agreed capacity, cleaning and replacement. Separation by waste stream. Applies to: Relevant streams.
  • Collection slip: Date, location, category, quantity and measurement basis, responsible crew and collection reference. Applies to: Each pickup.
  • Vehicles and personnel: Appropriate vehicles, trained personnel, PPE and safe loading practices. Applies to: All collections.
  • Transport and transfer: Relevant legal approvals and chain of custody or transfer documents where required. Applies to: Applicable streams.
  • Final destination: Declared lawful treatment, recycling or disposal facility. Verifiable acceptance evidence. Applies to: Applicable streams.
  • Service recovery: Escalation contact, missed pickup remedy, complaint log and corrective action. Applies to: All services.
  • Frequencies, volumes and response deadlines: To be set out in the RFP site and service schedules and confirmed in the contract.

Safety, Environmental and Health Requirements

  • Compliance: Providers must comply with applicable Kenyan environmental and occupational safety requirements for each waste category and activity offered, and provide the licences, approvals and supporting documents required by law.
  • Permits and authorised facilities: Relevant current licences and approvals for collection, transport and final treatment or disposal. Declare subcontractors. Applies to: Applicable services.
  • Waste handling safety: Safe lifting, PPE, hazard identification and compatible waste segregation. Applies to: All collections.
  • Spill and incident response: Written containment, notification, clean up and investigation arrangements. Applies to: All services.
  • Hazardous waste controls: No collection or transport without the appropriate special authorisations and agreed procedures. Applies to: If included.
  • Environmental controls: No illegal dumping or uncontrolled burning. Favour suitable lawful recovery where feasible. Applies to: All streams.
  • Traceability and confidentiality: Protect MSF records. Retain service and treatment evidence for agreed audit and verification purposes. Applies to: All services.
  • Escalation: Safety, environmental or major service failures must be promptly escalated to the designated MSF contact with a written follow up under the contractually agreed timeline.

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 this TOR: Protect MSF records and retain service and treatment evidence for agreed audit and verification purposes. 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. Registration and legal capacity: Company registration and relevant operating permits.
  • 2. Waste authorisations: Relevant licences for the particular waste streams and treatment routes.
  • 3. Operational capacity: Appropriate collection resources and ability to serve the named MSF locations.
  • 4. Safe operating procedures: Documented handling, segregation and incident procedures.
  • 5. Price schedule completeness: Complete rates and clear identification of exclusions and taxes.
  • Provider requirements: Provide applicable company registration, tax and waste management licences and permits. Demonstrate relevant experience in collection and lawful disposal or recovery of the offered waste categories. Use trained personnel, suitable vehicles, containers, protective equipment and safe handling procedures. Declare all transfer, recycling, treatment or disposal facilities and subcontractors proposed. Maintain relevant liability or other insurance where legally required or contractually agreed. Supply verifiable collection records, downstream treatment evidence and itemised invoices. Provide a named supervisor, emergency contact and complaint resolution process.

Framework Agreement and Booking Mechanism

  • Contract: Expected 12 months. Effective date to be specified in the contract.
  • Scheduling: Provider coordinates collection schedules and operational issues with the nominated MSF Facilities representative. Procurement will manage contractual matters and agreed changes. Finance will verify payment documentation.
  • Additional services: Any additional charges require prior MSF approval. Itemised invoices must be linked to collection records and agreed prices.
  • Acceptance separate from invoicing: Acceptance of services must be documented separately from submission of an invoice.
  • Optional services: Optional or separately authorised services will be assessed separately from the core collection service.

Deliverables, Reporting and Acceptance

msf.or.ke
  • 1. Mobilisation plan: Site register, waste streams, bins, route calendar, contacts and escalation procedure. Due: Before service commencement.
  • 2. Routine collection: Collection according to the agreed schedule with dated and signed collection evidence. Due: Each scheduled collection.
  • 3. Transfer and treatment proof: Relevant waste destination and treatment, recycling or disposal documents linked to collections. Due: Each applicable movement, deadline 1 week.
  • 4. Service performance report: Collections, quantities by stream, missed visits, incidents, disposal routes and actions. Due: Monthly, due date 10th of the following month.
  • 5. Incident report: Immediate alert and written follow up describing causes and corrective action. Due: Notification immediate, written deadline 24 hours.
  • 6. Itemised invoice: Agreed unit rates, confirmed quantities, approved extras and tax details. Due: Agreed billing cycle.
  • Review and acceptance: Facilities will verify waste collections and relevant supporting records against the schedule. Missing collections, incorrect handling, unsupported quantities or absent required destination evidence must be corrected or addressed under agreed remedies.
  • Proposal submission, as applicable: Company profile and relevant legal, environmental and tax compliance documents. Technical plan for each proposed waste stream, collection method, segregation, staffing and equipment. Declared treatment and disposal facilities with applicable approvals and subcontractor information. Proposed collection timetable, emergency contact details and service recovery arrangements. Sample collection record, waste transfer document, treatment evidence and monthly report. References for comparable services and details of any material contract exclusions. Completed financial price schedule, identifying all mandatory charges and taxes.
  • Technical evaluation, 100 points total: Collection approach and reliability, 25 points. Waste segregation and transport, 20 points. Authorised treatment and traceability, 25 points. Safety and environmental management, 15 points. Reporting and service management, 10 points. Relevant experience and references, 5 points. Mandatory requirements must also be met. Any applicable technical qualification threshold will be defined in the RFP.
  • Financial assessment, standard pricing schedule: A1 Regular general waste collection, per collection, 48 collections for comparison only. A2 Recyclable waste collection, per collection or kilogram, quote unit basis and rate. A3 Organic waste collection, per collection or kilogram, quote unit basis and rate. A4 E-waste collection and destination, per collection or kilogram, optional service. A5 Hazardous waste transport and treatment, per waste stream or kilogram, optional service. A6 Bin and container supply, hire and cleaning, per bin or unit per month, state capacity and service included. A7 Extra and emergency collection, per call out, 3 call outs for comparison only. A8 Other mandatory transport and treatment charges, specify the basis and amount of each mandatory charge. All lines: Bidder to quote. Bidders must disclose quotation currency, applicable taxes, transport and treatment charges, minimum fees, price validity, exclusions and other conditions.
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