Request for Proposal for Air Conditioner Repairs/Maintenance at John Snow Inc - JSI

REQUEST FOR PROPORSAL (RFP) FOR AIR CONDITIONER REPAIRS/MAINTENANCE FOR JSI Research and Training Institute Inc, ABUJA, BAYELSA, EDO, IMO, JIGAWA AND LAGOS OFFICES.

RFP#JSI-2025-02-18-AIRCONMAIN

RFP Title: Vendor Engagement for Servicing of Office Generator to cover March 1 2025 to Feb 28, 2026

Scope of Work:

The services to be provided include but are not limited to:

• Inspection and diagnosis of malfunctioning AC units.
• Repair and replacement of faulty components such as compressors, capacitors, and thermostats.
• Cleaning and servicing of AC units, including filters, coils, fans and ducts.
• Refrigerant gas refilling and leak detection.
• Installation of new AC units and related accessories.
• Preventive maintenance services to ensure optimal performance.
• Emergency response for urgent AC repair needs.
• Any additional AC repair services as required by JSI Research and Training Institute Inc.
• Electrical fault detection/replacement of plugs or sockets where applicable

Requirements:

Interested vendors must meet the following requirements:

• Proof of business registration and relevant certifications with business premises existence
• At least five (2 years and above) of experience in providing AC repair services to corporate organizations.
• Availability to respond to urgent repair requests.
• Compliance with safety and environmental standards.
• Ability to provide warranty for services rendered.
• Use of high-quality and genuine replacement parts. (No fairly used, but new and original)

Submission Requirements:

Vendors are required to submit the following documents:

• Company profile, including past experience and references.
• Detailed quotation specifying labor costs, materials, and any other charges.
• Proof of relevant certifications and business registration.
• Validity period of the quotation (minimum of 30 days).

Evaluation Criteria:

Quotations will be evaluated based on:

• Pricing competitiveness (30 points).
• Vendor’s qualifications, technical presentation and approach (40 points).
• Vendor to state response time when call or email is sent requesting for action. Ability to meet service requirements and deadlines (15 points).
• References and past performance evidence, CAC, TIN (10 points).
• Validity of quote to be mentioned on letter of submission- (5points)

Terms and Conditions:

• JSI Research and Training Institute Inc. reserves the right to accept or reject any or all quotations.
• The engagement period will be for one year, subject to review and renewal based on performance.
• Payment terms shall be in line with JSI Research and Training Institute Inc. On completion and certification of work done, full payment net of applicable taxes shall be made within 5-7 workdays of job completion and can not exceed 30 work days.

DEADLINE

Quotes must be received by the designated deadline or shall not be considered. 

QUESTIONS OF CLARIFICATION

Interested companies should direct any questions about the RFP in writing no later than February 20th 2025. Please direct all your questions to JSI Country Finance and Operations Director, Abuja office. Responses will be distributed to all RFP recipients. All correspondence with JSI pertaining to this RFP must reference the contact person and RFP number on page 1. If after 30 days from the date of RFP closure you did not hear from JSI, it means your application was not successful.

OFFER VALIDITY

Your proposal must remain valid for a minimum of 30days. Quotations should be signed by an official authorized to do so. To be stated on the letter of submission.

LANGUAGE

The proposal, as well as correspondence and related documents should be in English.

NEGOTIATIONS 

The most competitive quote is requested.  It is anticipated that contracts will be awarded solely on the basis of information received.  However, JSI reserves the right to request responses to questions and conduct negotiations with any potential vendor prior to awarding a contract.

REJECTION OF QUOTES

This document is a request for quote only, and in no way obligates JSI or USAID to make an award.  JSI reserves the right to reject any and all offers received and/or to cancel the RFP.  Vendors whose quote is not selected may be notified.

INCURRING COSTS 

JSI is not liable for any cost incurred during preparation, submission, or negotiation of an award for this RFP. The costs are solely the responsibility of the potential supplier. Ensure fully executed contract before committing any resources.

REPRESENTATIONS AND CERTIFICATIONS

The quote shall be accompanied by any requested representations and certifications completed and signed by an official authorized by the potential supplier.

AWARD TYPE

JSI anticipates awarding a fixed price contract(s). The award will include a statement of the total fixed price; the delivery date and other clauses; and invoicing information. Any expenses incurred in excess of the agreed upon amount will be the responsibility of the company and not that of JSI. Therefore, provide the most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to the tasks outlined in this document.

FINANCIAL RESPONSIBILITY 

Quotes must certify as to the financial viability and resources of the company to complete the proposed activities within the period of performance and under the terms of payment mentioned below. JSI reserves the right to request and review the latest financial statements and audit reports as part of the basis of the award.

PAYMENT

JSI policy prohibits advance payment.

Payments will be made on the following basis:

• The supplier will submit an invoice for payment after being notified of receipt and acceptance of the goods/services by the JSI Country Director or designee(s). Acceptance is predicated upon the compliance of the goods/services with the specifications set forth in the contract. 
• The supplier will be paid an amount as stated on the contract. JSI payment cycle is net 30 days upon receipt of vendor invoice.
• Should the supplier require payment along other terms and conditions, these will need to be negotiated with JSI prior to final award and issuance of the contract. Full cooperation with JSI in meeting the terms and conditions of payment will be given the highest consideration.