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RFP-2026-EA-007: Terms of Reference 011 for Assessment of Radiation Impacts from the Rooftop Antenna Mast to the 5th Floor – Pitman House

  • Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya, Facilities is inviting bids for TOR-011: Assessment of Radiation Impacts from the Rooftop Antenna Mast to the 5th Floor, Pitman House.
  • Location: Pitman House, Nairobi, rooftop, 5th Floor and relevant access and maintenance areas. Type of engagement: Specialist radiation survey, exposure and compliance assessment consultancy. Assignment duration: Consultant shall propose a detailed implementation schedule covering site work, draft reporting, MSF review and final report submission. The agreed completion period will be confirmed in the contract.
  • One defined survey assignment. Technical evaluation totals 100 points. Preliminary and mandatory evaluation is pass or fail on 5 items. Financial proposals will be compared on a common comparison basis for the same Pitman House locations, access assumptions, measurement scope and deliverables.

Introduction and Overview

  • Procuring entity: Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya.
  • Requesting unit: MSF Facilities.
  • Assignment: Independent radiation impact and exposure assessment of rooftop antenna mast and relevant accessible areas down to the 5th Floor.
  • Background: MSF seeks an independent assessment of potential radiation exposure associated with antenna installations located on or around the roof of Pitman House. The area of interest extends from the rooftop to the topmost occupied and accessible floor, identified in the source TOR as the 5th Floor, including access routes and locations where workers may approach transmitting equipment.
  • Inception task: The consultant shall verify the antenna and source inventory, obtain available operator technical data through the agreed site coordination arrangements, and establish the measurement location plan during the inception phase.

Purpose and Objectives

  • Overall objective: To engage a suitably qualified specialist to measure and assess radiation exposures associated with relevant installations at Pitman House, establish an auditable baseline from the rooftop to the 5th Floor, assess occupational and public exposure against applicable requirements, and issue technically supported recommendations and a final assessment report.
  • Identify and characterise radiation emitting installations, including their orientation, output, frequency and energy and operating conditions where relevant.
  • Map relevant building areas and select representative and higher risk measurement locations, including roof access and maintenance locations.
  • Carry out reproducible measurements using properly selected and calibrated equipment, with documented uncertainty and source operating conditions.
  • Assess the potential exposure of occupants, visitors, maintenance staff, contractors and other relevant persons under foreseeable operating scenarios.
  • Compare exposure measurements and calculations with clearly identified applicable Kenyan requirements and recognised relevant technical reference levels.
  • Identify potentially unsafe areas and recommend engineering, access control, operational and monitoring measures where supported by the findings.
  • Provide datasets, site maps, an evidence based risk and compliance assessment, and a clear baseline for future monitoring.

Scope, Lots and Eligibility

  • Scope: Single assignment covering one defined survey at Pitman House. No separate lots are listed in this TOR. All work below forms one integrated survey, exposure and compliance assessment.
  • Eligibility: Open to bidders who meet the mandatory requirements in Section 8 and can deliver the full survey, exposure assessment, reporting and coordination scope with competent personnel and calibrated equipment.
  • Survey boundary: Rooftop and antenna vicinity, 5th Floor and occupied areas, and background and reference locations, as applicable and safely accessible. Final locations and sample sizes will be identified in the approved inception methodology.

Required Services

  • 5.1 Desktop review and assessment plan: Review available building drawings, roof layouts, source specifications, previous surveys, permits, operating schedules, site access arrangements, occupancy patterns, reported incidents and existing warning signs or restrictions. Identify missing documents and agree a practical plan for obtaining information from source operators or facility management. Develop a source register and preliminary plan of measurement locations, heights and source to person distances. Prepare the survey method, quality assurance arrangements, site access plan, safe work measures, applicable standards list and workplan for MSF review before fieldwork.
  • 5.2 Site reconnaissance and mapping: Verify antenna and source positions, heights, orientation, directional beams, roof access and maintenance paths, surrounding structures, shielding or attenuation features, occupied 5th Floor areas, circulation areas and any locations where the public or authorised workers could reasonably be exposed.
  • 5.3 Radiation source characterisation: For each relevant source, document where available: source type, operator, manufacturer and model, frequency or energy, transmitter operating and rated power, duty cycle, antenna gain and radiation pattern, beam direction, number of simultaneous emitters, installation height, distances and operating hours. Record missing information, assumptions and limitations explicitly.
  • 5.4 Radiation survey and exposure characterisation: Conduct the source appropriate field survey and relevant exposure assessment described in Sections 6 and 7, including representative and higher risk conditions. Distinguish measured values from estimated and calculated values and avoid claiming that measurements obtained during one operating condition represent every possible source output.

Technical, Survey and Measurement Standards

  • Survey locations and records, risk based: Rooftop and antenna vicinity, accessible roof areas, immediately adjacent or below installations, beam directions, maintenance paths, roof entry and staircases. Record: Source ID, point coordinates and description, separation distance, orientation, access status. 5th Floor and occupied areas, offices, corridors, staircases, balconies, service and common spaces and areas beneath or adjacent to rooftop sources. Record: Floor and room, measurement height, occupancy, date and time, source condition. Background and reference locations, appropriate background points and consideration of nearby installations or other sources. Record: Background value and how other contributions were differentiated.
  • Measurement methodology and quality assurance: Select instruments suitable for the radiation type and frequency and energy range. Disclose manufacturer, model, serial number, response range, accuracy and current traceable calibration certificate. For each point record date and time, location and height, distance and orientation, operating state, instrument and settings, units, measurement duration, repeated readings, minimum, maximum and average where relevant, environmental conditions and uncertainty. Include background or reference measurements, pre use calibration and status checks, battery and zero checks where applicable, repeatability, anomalous and transient reading procedures and data validation records. Document any deviation from the approved method and distinguish contributions from multiple sources using a technically appropriate procedure.
  • Radiation types and measurements: Radiofrequency and electromagnetic fields, RF and EMF, electric field in V per m, power density in W per sq m, relevant frequencies, magnetic field strength in A per m where appropriate, source combination and applicable averaging rules. Assess where RF antenna and transmitter sources are identified. Choose frequency selective or suitable broadband methods and equipment. Ionising radiation, conditional, dose rate, accumulated dose, energy spectrum or contamination only where relevant to a verified ionising source. Not automatically presumed relevant to the rooftop antenna. Confirm source existence and appropriate competence and instruments before including. Background and reference, distinguish environmental background and contributions from other installations, including near field and beam circumstances as technically relevant. Use for interpretation and comparison, not as a substitute for source specific exposure analysis.

Safety, Health, Environmental and Risk Requirements

  • Exposure and compliance assessment: Assess foreseeable normal occupation and temporary activities, rooftop maintenance, inspections, cleaning, installation and removal, emergency access and work near sources. Consider exposure time, source duty cycle, separation distance and multiple source contributions where appropriate. Apply the correct worker or general public limit and reference level to each case and identify its legal or technical source, frequency range and averaging period.
  • Standards identification: The consultant shall identify applicable Kenyan legislation, regulator requirements and relevant recognised international technical guidance. The selection and current applicability of standards, competent authorities and numerical limits shall be substantiated by the consultant and reviewed by MSF technical focal points. Do not combine unlike radiation types, exposure metrics or standards without a valid technical basis.
  • Building configuration, risk and controls: Consider the potential effects of slabs, walls, floors, ceilings, roof materials, glazing, metalwork, equipment housings and any identified shielding. Distinguish measured attenuation from assumed material effects. The risk assessment shall identify affected people, exposure pathways and duration, existing controls, residual risk and activities or locations needing additional controls.
  • Control categories: Engineering, barriers, increased separation distance, revised antenna orientation, shielding, equipment relocation or shutdown and interlock arrangements. Administrative and access, restricted roof access, signs, exclusion zones, safe work procedures, permit to work, maintenance coordination and training. Monitoring and verification, repeat surveys, personal or continuous monitoring where justified, alarms and a proposed re assessment trigger and frequency.
  • Health, safety and incident escalation: Submit a task specific site safety plan covering rooftop and height access, electrical hazards, radiation exposure controls, weather, PPE, restricted areas, emergencies and permission to work near source operators. The consultant must immediately notify MSF of potentially unsafe conditions or materially elevated readings. Unsafe access or operation shall not proceed without suitable authorisation and controls.

Confidentiality and Data Protection

  • Confidential treatment: Independent professional assessment, confidential treatment of site and source data, safe field conduct and declaration of subcontractors or conflicts of interest.
  • Data handling: Follow the main invitation and contract rules on confidentiality. Do not assume extra data access beyond what the invitation and agreement allow. All assumptions, access restrictions and significant unresolved information gaps shall be recorded.
  • Disclosure: Declare subcontractors or conflicts of interest. Disclose instrument type, calibration, methodology, assumptions and limitations explicitly, as required for auditability, without disclosing confidential site or source data beyond the agreed reporting.

Minimum Qualification Requirements

  • Provider requirements: Legal entity or consultant with relevant qualifications in radiation protection, physics, engineering, occupational health and safety, environmental science or a directly related discipline. Demonstrated experience of radiation surveys and occupational and public exposure assessment appropriate to the verified source type, including relevant building and facility assessments. Understanding of applicable Kenyan regulatory duties and source specific technical requirements. Current professional registrations, approvals or licences where legally required. Competent field personnel and access to suitable calibrated equipment, with instrument descriptions and calibration certificates. Named technical lead. CVs, relevant assignments, samples of comparable work and independently verifiable client references. Independent professional assessment, confidential treatment of site and source data, safe field conduct and declaration of subcontractors or conflicts of interest.
  • Preliminary and mandatory evaluation, pass or fail: 1. Legal eligibility, registration and applicable professional and regulatory approvals. 2. Relevant technical competence, qualified lead and evidence of similar source appropriate radiation surveys. 3. Suitable instrumentation, declared equipment type and valid traceable calibration certificates. 4. Safe access capability, task specific approach to work at height, roof access, electrical safety and source and operator coordination. 5. Complete bid and price schedule, required method, workplan, references, schedule and commercial forms.

Contract, Coordination and Commercial Basis

  • Contract: The consultant shall propose a detailed implementation schedule covering site work, draft reporting, MSF review and final report submission. The agreed completion period will be confirmed in the contract.
  • Coordination: The consultant shall coordinate the site survey through the nominated MSF Facilities and site representative and the building and source operators as necessary. The MSF focal point will facilitate access to available drawings, relevant rooms and roof areas and will coordinate relevant Security, ICT, HSE and Procurement input. The consultant remains responsible for safe work, competent measurements and interpretation.
  • Reporting rhythm: Provide an inception meeting, fieldwork plan, brief progress and issue updates, immediate escalation of significant exposure concerns, a formal draft review discussion and a final presentation or clarification session where requested. All assumptions, access restrictions and significant unresolved information gaps shall be recorded.
  • Commercial basis: Financial proposals will be compared for one defined survey assignment covering the same Pitman House locations, access assumptions, measurement scope and deliverables. Each bidder must show all mandatory costs, taxes, travel and instrument charges. Bidders should complete Annex A in full. The Request for Proposals will set out any applicable financial scoring and award methodology.
  • Optional work: Optional or conditional work, to be quoted separately if relevant: additional source specific instruments or ionising radiation assessment only if a relevant source is confirmed. Repeat measurements due to changed operating conditions. Additional locations. Further laboratory testing. Extra reporting or meetings. No optional item shall be treated as a mandatory evaluated cost unless MSF defines it uniformly before issue.

Deliverables, Reporting and Acceptance

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  • D1 Inception report and site plan: Understanding and scope. Source and document gaps. Survey method, instruments, calibration, H and S measures, applicable standards, measurement locations and workplan. Due: Before field measurements.
  • D2 Measurement dataset: Point IDs, exact locations, source and operating status, values and units, reference and background, instrument and calibration, repeated readings, uncertainty and remarks. Due: After fieldwork.
  • D3 Survey maps and exposure register: Source locations, sampled points, measured values, access zones and any areas requiring restrictions or further investigation. Due: With draft report.
  • D4 Draft assessment report: Measurements and interpretation, exposure scenarios, regulatory and compliance comparisons, risk assessment, limitations, practical controls, baseline and proposed monitoring. Due: After analysis. Review period per agreed plan.
  • D5 Final assessment report: Address MSF comments. Complete technical conclusions, source references, supporting calculations, appendices and actions. Editable file and PDF. Due: At agreed completion milestone.
  • Draft and final report contents: The draft and final report should contain an executive summary, building and source inventory, methodology, instrument details, exposure results and uncertainty, applicable standards, compliance and risk interpretation, mitigation and monitoring recommendations, limitations, conclusions and traceable appendices.
  • Review and acceptance: All approved locations must be surveyed or explicitly recorded as not accessible, with justification and any proposed alternative. Instrument suitability and traceable calibration must be verifiable. Measurement values, units, sampling conditions and uncertainties must be auditable. Each applicable occupational and public exposure assessment must state the relevant reference limit, applicable population, frequency and energy scope and comparison method. Site maps, datasets, risk and control recommendations and a clear location by location conclusion must be supplied. Important uncertainties must not be hidden. MSF will review the draft and final report against the approved methodology and TOR. The consultant will address documented comments before final acceptance. An invoice alone does not establish acceptance.
  • Proposal and bid submission requirements: Company and consultant profile, registration and legally applicable professional qualifications or permits. Technical methodology and risk based measurement strategy, including treatment of RF fields and any other source type only if relevant. Site approach and proposed measurement location plan. Information and access required from MSF or source operators. Instrument and calibration schedule, personnel CVs, quality assurance, safety plan and method for applying relevant exposure standards. Detailed activity plan, duration and staff deployment, with any assumptions about access, source operation or working hours. Details of comparable assignments and independently verifiable client references. Completed Annex A price schedule, taxes and disbursements separately identified, and a written list of exclusions or assumptions.
  • Technical evaluation, 100 points total: 1. Assessment and survey methodology, 25 points, source characterisation, measurement plan, exposure scenarios, correct reference standards and methodological clarity. 2. Instrumentation and measurement quality, 20 points, source appropriate meters, calibration, background, uncertainty, repeatability and traceable dataset. 3. Exposure, risk and compliance analysis, 20 points, worker and public comparisons, multiple sources, structural effects, risk assessment and practical mitigation. 4. Relevant qualifications and experience, 15 points, qualified personnel, similar assessments, relevant regulated operations and credible references. 5. Reporting and deliverables, 10 points, mapped dataset, draft and final report, location level conclusions, uncertainty and usable recommendations. 6. Workplan, site safety and coordination, 10 points, feasible schedule, safe roof access, operator coordination, incident escalation and information gaps. Total, 100 points. Bidders should provide evidence against each criterion. The Request for Proposals will specify any applicable qualifying threshold, award procedure and relative treatment of technical and commercial results.
  • Financial assessment, Annex A, standard financial proposal schedule: To be completed by bidders. Quantities below represent one complete assignment or stated unit for comparability. They do not establish additional tests, visits or equipment purchases beyond the agreed TOR. A1 Inception, document review, source inventory and survey plan, 1 assignment, bidder to quote. A2 Site reconnaissance and rooftop and 5th Floor measurement mapping, 1 assignment, bidder to quote. A3 On site measurements with calibrated instruments and QA, 1 survey package, bidder to quote. A4 Exposure modelling and calculations, applicable standards and compliance analysis, 1 analytical package, bidder to quote. A5 Risk assessment, maps, mitigation and monitoring recommendations, 1 package, bidder to quote. A6 Draft report, review responses and final editable and PDF report, 1 reporting package, bidder to quote. A7 Technical lead, site safety, field coordination and travel, unless included above, 1 package, bidder to quote. A8 Other mandatory charges, taxes and reimbursables, itemise, state basis, bidder to quote. Total evaluated offer, on defined scope, bidder to quote.
  • Financial assessment, Annex B, survey data and final conclusion formats: The final output shall contain a location by location dataset and concise conclusions. Minimum fields are required. The consultant may add appropriate technical fields where needed. Location and source, Point ID, floor and area, nearby source, source orientation and distance, measurement height. Measurement and QA, date and time, radiation type, frequency and energy, reading and units, minimum, maximum and mean where applicable, duration, instrument and serial, calibration and uncertainty. Context and interpretation, source operating condition, reference and background, occupancy and exposure scenario, applicable limit and assumptions. Location level conclusion, compliance category, existing controls, additional required controls, proposed monitoring frequency and any restrictions.
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