TERMS OF REFERENCE (ToRs) FOR TECHNICAL ASSESSMENT, UPGRADE, AND AUTOMATION OF MAYANGE SILO MANAGEMENT SYSTEM

1. Background

The company intends to perform a comprehensive technical assessment and upgrade of the existing silo management system at the Mayange Silo Plant. The objective is to enhance operational efficiency, stock measurement accuracy, reporting reliability, automation, and integration with the company’s SAP system.

The assignment will involve assessing the current silo operations, identifying gaps in the control and reporting systems, and recommending suitable technical solutions to enable real-time monitoring, reporting, and system integration.

2. Objectives of the Assignment

The overall objective of this assignment is to assess, upgrade, and modernize the silo management system to ensure accurate stock measurement, automated reporting, and integration with existing company systems.

Specific Objectives

- perform a technical assessment of the current Mayange Silo operations.
- Assess the existing reporting and monitoring systems.
- Evaluate equipment and devices required to enhance reporting accuracy and automation.
- Assess the requirements for integrating silo operational data into SAP.
- Evaluate technologies and equipment capable of providing real-time visibility of grain quantities in each silo.
- Recommend suitable solutions for system improvement and modernization.
- Supply critical silo spare parts where required and approved.
- Upgrade the silo management and automation systems.

3. Scope of Work

3.1 Technical Assessment
- perform a full technical inspection of the silo facility and related infrastructure.
- Assess the operational condition of all silo systems and machinery.
- detect operational gaps, failures, and inefficiencies.
- Evaluate electrical, mechanical, automation, and pneumatic systems.

3.2 Reporting System Assessment
- evaluate the current reporting and monitoring systems.
- Assess the availability, reliability, and accuracy of operational data.
- detect gaps in reporting functionality and data accessibility.
- Assess historical data management and reporting capabilities.

3.3 Automation and Instrumentation Assessment
- Assess existing instrumentation and automation systems.
- Recommend suitable sensors, level indicators, weighing systems, and monitoring devices.
- Recommend technologies required for real-time stock measurement and reporting.
- Assess communication and networking systems related to the silo operations.

3.4 SAP Integration Assessment
- Assess the feasibility of integrating silo operational data into SAP.
- Recommend suitable communication architecture and data exchange methods.
- detect hardware and software requirements necessary for integration.

3.5 System Upgrade and Optimization
- Upgrade and optimize the existing silo management system.
- Install recommended automation and monitoring devices where approved.
- enhance SCADA functionality and reporting capability.
- Ensure compatibility with the existing systems and infrastructure.

3.6 Supply of Spare Parts
- detect critical spare parts required for efficient operation of the silo systems.
- Supply approved spare parts required during the upgrade process.

4. Silo Management System Requirements

- Automatic measurement of grain/maize quantities.
- Display quantities in Metric Tons (MT) and Percentage (%).
- Real-time display through the existing SCADA system.
- Online accessibility through the company server/network.
- Ability to generate, export, and print reports.
- Compatibility with the existing SCADA system.
- Historical data storage and retrieval capability.
- Alarm and notification functionality where applicable.
- High measurement accuracy with tolerance between ±0.1% and ±0.2%.

5. Silo Equipment and Areas to be Assessed

- Silos and machinery buildings
- MCC panels and power supply systems
- Mechanical equipment and conveying systems
- Electrical systems and control panels
- PLCs, CPUs, and automation systems
- SCADA systems and software
- Scales, weighing systems, and load cells
- Sensors and level monitoring devices
- Pneumatic systems
- Communication and networking systems

6. Required Team Composition

Electromechanical Engineer
- Ability to assess electrical, electronic, mechanical, and pneumatic systems.

Electrical Engineer
- Experience in electrical hardware, control systems, and industrial power systems.

Mechanical Engineer
- Experience in silo mechanical systems and machinery maintenance.

Automation / Programmer Engineer
- Demonstrated experience in PLC programming, CPU systems, SCADA systems, industrial automation hardware and software, and data integration systems.

All technicians should have at least bachelor’s degree in the above mentioned field.

7. Deliverables

- Inception report and work plan
- Detailed technical assessment report
- Gap analysis report
- Recommendations and upgrade proposal
- SAP integration assessment report
- List of required upgrades and spare parts
- Final implementation and upgrade report
- System testing and commissioning report
- User training documentation
- Operation and maintenance manuals

8. Duration of Assignment

The assignment is expected to be completed within 24 weeks from the date of contract signing.

9. Reporting and Coordination

The service provider shall report to the designated company project coordinator and work closely with the Operations, Engineering, IT, and Quality teams throughout the assignment period.

10. Qualification Requirements for Service Provider

- Proven experience in silo management systems for 5 years maximum
- Experience in industrial automation and SCADA systems for 5 years maximum
- Experience with PLC programming and SAP integration for 5 years maximum
- Experience in grain handling, storage, or milling industries for 5 years maximum
- Availability of qualified technical personnel for 5 years maximum
- Proven record of successfully completed similar assignments for 5 years maximum

11. Evaluation Criteria

- Technical capability and methodology
- Relevant experience in similar assignments
- Qualifications and experience of proposed personnel
- Delivery timeline
- Financial proposal
- After-sales assist and maintenance capability

12. Confidentiality

All information, documents, data, and system details obtained during the assignment shall remain confidential and shall not be disclosed to any third party without prior written approval from the company.

13. Submission Details

All interested bidders shall submit their bids through email:eax.procurement@ea-africaexchange.comno later than 26/06/2026 at 3:00PM Kigali Time.,

For more details contact +250782271205

N.B.: Only registered firms are eligible to participate in this tender. Individual applicants will not be considered.

Approved by: Clement KAYITAKIRE

CEO/EAST AFRICA EXCHANGE