Terms of Reference for General Office Repairs, Electrical Repairs and Plumbing Repairs 37 views0 applications

Background

ChildFund Kenya requires a qualified service provider to provide timely maintenance and repair services for its office facilities located in Westlands, Nairobi Kenya. The repair services include general office repairs, electrical repairs, plumbing repairs and maintenance of manholes. The purpose is to ensure that facility is fully operational and safe for staff and visitors.

Scope of Work

The selected vendor will be responsible for:

General Office Repairs:

• Repair of doors, windows, furniture, partitions and other office fixtures.
• Minor carpentry, painting and general maintenance as needed.

Electrical Repairs:

• Repair and maintenance of office electrical systems including lighting, switches, sockets and wiring.
• Troubleshooting electrical faults to ensure safe and functional electrical systems.

Plumbing Repairs:

• Repair of leaks, taps, sinks, toilets and other plumbing fixtures in the facility.
• Maintenance of drainage systems and cleaning or servicing of manholes.
• Ensuring proper functioning of water supply and drainage systems.

Emergency Response:

• The vendor must respond to any repair request within 3 hours and repairs completed in 6 hours from notification.
• Immediate corrective action to minimize disruption to office operations.

Vendor Qualifications

The vendor must:

• Be a registered and licensed company with expertise in office maintenance, electrical and plumbing services in Kenya.
• Have qualified personnel and necessary tools/equipment to handle repairs efficiently.
• Demonstrate experience in handling similar repair contracts, especially with urgent response requirements.

Service Level Requirements

• Response time: Maximum 3 hours from the moment a repair request is logged.
• Repairs should be completed at least within 6 hours (depending on the nature of the repairs) while maintaining quality and safety standards.
• Regular reporting on completed repairs, pending issues and recommendations for preventive maintenance.

Reporting and Communication

• The vendor will report directly to Senior Administration Specialist.
• All requests and completed works should be logged and documented with dates, nature of repair and action taken.
• Any work requiring additional materials or significant additional costs should be communicated and approved before execution.

Duration of Contract

• The contract will be valid for12 months and may be extended subject to satisfactory performance.

Evaluation Criteria

• Capability to meet the 3-hour response requirement.
• Past experience and references in office maintenance, electrical and plumbing services from similar organizations.
• List and availability of qualified personnel and tools.
• Cost-effectiveness and transparency of pricing.

Submission Requirements:

Vendors are requested to submit:

• Company profile and registration documents (Registration certificate, CR-12, licenses).
• Bank statements for the last one year
• Tax Compliance Certificate (TCC)
• List of qualified personnel and their experience.
• Evidence of similar contracts handled.
• Contact details for emergency response.
• Pricing structure and terms of service.

Due to high number of applications received, only shortlisted vendors will be contacted.

How to apply

All interested vendors should submit their applications to [email protected] on or before 27th March 2026.