Tender Notice for Supply and Delivery, Instullation of Pumps

TENDER NOTICE 

SUPPLY AND DELIVERY, INSTULLATION OF PUMPS 

Tender Reference No.: EH/MAINT/2026/10

Date Issued: 30/10 /2026 

Deadline for Submission 10 /11 /2026 

Time: 10:00AM

Mantis Epic Hotel & Suites invites eligible and qualified suppliers to submit bids for the supply and delivery, Installation of Bore Hole Pump, Fishpond Water Pump and Booster Pump as maintenance materials as per the attached detailed list. This tender is open to all local eligible bidders as defined in the procurement plan of the Hotel.

1. Scope of Supply 

The items to be supplied include but are not limited to: 

• Bore Hole Pump
• Fishpond Water Pump
• Booster Pump

Annex I to this tender document provides the full list of items with specifications, quantities, and preferred brands. 

2. Bid Requirements 

Interested bidders must submit the following documents: 

• Company profile and relevant experience in supplying similar goods 
• Copy of valid business registration certificate 
• Tax clearance certificate 
• Financial proposal including unit prices, total cost, and delivery terms 
• Technical proposal confirming compliance with specifications and brand requirements 
• Delivery schedule (indicating ability to deliver to Epic Hotel & Suites) 

3. Delivery Location 

All items shall be delivered to: 

Mantis Epic Hotel & Suites, Nyagatare District, Eastern Province, Rwanda 

4. Evaluation Criteria 

Bids will be evaluated based on: 

• Compliance with technical specifications 
• Competitive pricing 
• Delivery timeline 
• Experience and references 
• Warranty and after-sale assist 

5. Submission and Opening of Bids 

Submission, Sealing and Marking of Bids 

Bidders should submit their bids into sealed envelopes.

Bidders submitting bids by hand, shall enclose the original and each copy of the Bid, including alternative bids, if permitted in accordance with ITB, in separate sealed envelopes, duly marking the envelopes as 

“ORIGINAL” and “COPY.” These envelopes containing the original and the copies shall then be enclosed in one single envelope. The rest of the procedure shall be in accordance with ITB. 

The envelopes containing the original and the copies shall be enclosed in one single envelope: 

(a) The inner envelopes shall bear the name and address of the Bidder; 

6. Deadline for Submission of Bids 

Bids must be received by the Procuring Entity at the address and no later than the date and timespecifiedin theBDS.after the bid submission deadline date prescribed by the Purchaser. A bid valid for a shorter period shall be rejected by the Procuring Entity as non-responsive. 

7. Bid Opening 

The Procuring Entity shall perform the bid opening in public at the address, date and timespecified in theBDS.

Only envelopes that are opened and read out at Bid opening shall be considered further. 

All other envelopes shall be opened one at a time, reading out: the name of the Bidder and whether there is a modification; the Bid Prices, including any discounts and alternative offers; the presence of a Bid Security or Bid-Securing Declaration, if required; and any other details as the Procuring Entity may consider appropriate. Only discounts and alternative offers read out at Bid opening shall be considered for evaluation. No Bid shall be rejected at Bid opening except for late bids, in accordance with ITB. 

8. Comparison of Bids 

The Procuring Entity shall compare all substantially responsive bids to determine the quality and lowest-evaluated bid, Quality in accordance with ITB 

9. Post-qualification of the Bidder 

 The Procuring Entity shall determine to its satisfaction whether the Bidder that is selected as having submitted the quality and lowest evaluated and substantially responsive bid is qualified to perform the Contract satisfactorily 

The determination shall be based upon an examination of the documentary evidence of the 

Bidder’s qualifications submitted by Bidder, pursuant to ITB 

10.Procuring Entity’s Right to Accept Any Bid, and to Reject Any or All Bids 

The Procuring Entity reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders. 

11.Award of Contract Award Criteria 

The Procuring Entity shall award the Contract to the Bidder whose offer has been determined as the quality and lowest evaluated bid and is substantially responsive to the Bidding Documents, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 

12. Procuring Entity’s Right to Vary Quantities at Time of Award 

At the time the Contract is awarded, the Procuring Entity reserves the right to increase or decrease the quantity of Goods and Related Services originally specified, Schedule of Requirements, provided this does not exceed the percentagesspecified in the BDS,and without any change in the unit prices or other terms and conditions of the bid and the Bidding Documents. 

13. Notification of Award 

Before the expiry of the bid validity period, the Procuring Entity shall simultaneously notify the successful and the unsuccessful bidders of the provisional outcome of the bids evaluation.

The notification shall specify that the major elements of the procurement process would be made available to the bidders upon request and that they have seven (7) days in which to lodge a protest, if any, before a contract is signed with the successful bidder.

The successful bidder may be required to deliver performance security in accordance with the procurement regulations. Such a security shall not exceed 10 % of the contract Price;

Upon signature of a contract, the Procuring Entity shall finally notify other bidders that their bids were not successful and will discharge their bid security, pursuant to ITB 

Until a formal Contract is prepared and executed, the notification of award shall constitute a binding Contract. 

The written contract shall base on the bidding document, the successful bid, any clarification received and accepted, and any correction made and negotiations agreement between the Procuring Entity and the successful bidder. 

14. Signing of Contract 

Promptly after notification, the Procuring Entity shall send the successful Bidder the Agreement and the Special Conditions of Contract.

Within 15 (fifteen) and 21(twenty-one) days for National Competitive Bidding and International Competitive Bidding respectively, after receipt of the Agreement, the successful Bidder shall sign, date, and return it to the Client. 

15. Performance Security 

After receipt of notification of award from the Procuring Entity, the successful Bidder, if required, shall furnish the Performance Security in accordance with the GCC, using for that purpose the Performance Security 

Form included in Contract forms, or another Form acceptable to the Procuring Entity.

Annex I

• BORE HOLE PUMP TECHNICAL SPECIFICATIONS 

Parameter Required Specification

• Submersible motor pump 
• Model: 4PD-2.23 Rated
•  Power: 2.2 kW-3 KW (3.0 HP-4 HP)
• Rated Speed: 2850 -3000 RPM
• Rated Voltage:380V - 415V, 3 Phase
• Rated Current :5.5 A
• Frequency: 50 Hz
• Motor Standard: NEMA Standard 
• Protection Class: IP 68
• Condition: BRAND NEW, 100% ORIGINAL - NOT REWOUNDB.
•  SPECIAL: CONDITIONS FOR PROCUREMENT
• Power Cable: 75 Meters Submersible Cable (4 Core)
• Delivery Rope: 75 Meters water resistant rope
• Originality: The motor must be 100% original from the manufacturer with proof of authenticity. 
• Refurbished or rewound motors will not be accepted.
• Warranty: The supplier must deliver a Manufacturer's Warranty of 2 Years and above. 
• The warranty certificate must be included in the delivery.
• Quality: The motor winding must be 100% copper, with Stainless Steel body (AISI 304) and water-lubricated bearings suitable for continuous duty operation (S1).
• Documentation: The delivery must be accompanied by Factory Test Certificate, 
• User Manual, and Warranty Card.
• Brand must be internationally recognized 
•  Suppliers must do site visit before submission. (From Monday to Friday during working hours).

2.TECHNICAL SPECIFICATIONS FOR FISHPOND WATER PUMP

Parameter Required Specification

1. Equipment Fishpond Submersible Water Pump
2. Shape / Type SHORT BODY TYPE - Compact / Dewatering Type 
3. Condition BRAND NEW, 100% ORIGINAL QUALITY
4. Rated Power 5.5 kW (7.5 HP)
5. Voltage 380V - 415V, 3 Phase, 50Hz
6. Flow Rate833 - 1000 L / Minute (50 - 60 m³/ 60Minutes)
7. Total Head / Height 40 - 60 Meters
8. Protection Class IP68 - Fully Submersible
9. Outlet Size 3 Inch - 4 Inch
10. Power Cable: 20 Meters Submersible Cable (4 Core)
11. Delivery Rope: 20 Meters water resistant rope

CONSTRUCTION & MATERIAL

Pump Body: Heavy Duty Cast Iron / Stainless Steel AISI 304, corrosion resistant 

Impeller: Stainless Steel / Cast Iron - Multi-stage or High-Pressure Impeller to achieve 40-60m head Shaft & Seal: Stainless Steel shaft with Double

 Mechanical Motor: 100% Copper Winding, 

Class F Insulation, Continuous Duty S1

Shape: Must be COMPACT dewatering type for easy installation in pond reservoir.

The supplier must supply, deliver, and install the following as a complete set:

One (1) Unit - Submersible Pump 5.5kW as per above specification 

One (1) Unit - Original Control Panel / Starter: DOL or Star-Delta Starter 5.5Kw 

Overload Protection, Phase Failure Protection Dry-Run Protection / Water Level Controller Automatic & Manual Operation Switch. 

Power Cable: 20 Meters Submersible Cable (4 Core)

Delivery Rope: 20 Meters made in water resistant material

 Installation: Full installation, testing, and commissioning at fishpond site

Warranty: Minimum 2 Years Manufacturer Warranty with certificate Documentation: Operation Manual, Test Certificate, Warranty Card

SPECIAL INSTRUCTIONS TO PROCUREMENT

Do not supply long slim borehole pump type - Required is short compact body type capable of high head 40-60m Pump must be suitable for continuous operation for fishpond water Brand must be internationally recognized.

Suppliers must do site visit before submission. (From Monday to Friday during working hours).

TECHNICAL SPECIFICATIONS BOOSTER PUMP - AS PER NAMEPLATE

Based on the existing faulty pump installed on site

Parameter Required Specification

1.Brand GRUNDFOS (European standard) - 100% Original

2.Pump Type Vertical Multistage Booster Pump, Inline Type

3.Type Code CR32-3 A-F-A-E-H00E

4.Model NumberB96122011P116225Motor Power (P2)5.50 kW / 7.5 HP

6.Flow Rate (Q)30 m³/h (500 L/min)

7.Rated Head (H)44-50 Meters

8.Maximum Head (H max)58.5 Meters

9.Speed (n)2900-3000 RPM

10.Frequency / Voltage50 Hz, 380-415V, 3 Phase

11.Max System Pressure16 bar

12.Max Liquid Temperature120°C

13.Protection ClassIP55 / IP68 (High Protection Motor)

14.Efficiencyηp 75.7%, MEI ≥ 0.7

MATERIAL & CONSTRUCTION

Pump Body & Impellers: Stainless Steel AISI 304 - Corrosion Resistant Shaft Seal: EPDM / Silicon Carbide Mechanical Seal (Type A-F-A-E) Motor: High

Efficiency IE3 Motor, 100% Copper Winding Inlet / Outlet: Flange Connection, Inline Design Rotation: CCWC. 

SPECIALCONDITIONS FOR PROCUREMENT

Condition: BRAND NEW, 100% ORIGINALwith manufacturer authenticity certificate. Rewound or refurbished pumps will not be accepted.

Warranty: Supplier must deliver Manufacturer Warranty of 5 Years and Above with official warranty certificate.

Scope of Supply (Complete Set):1 x Grundfos Booster Pump CR32-3, 5.5kW complete with motor1 x Base plate and coupling1 x Set of counter flanges with gaskets and bolts Operation & Maintenance Manual and Test Certificate 

Installation: To be installed, tested and commissioned by the supplier at site. Suppliers must include labor, transport, alignment, and testing in the quotation.

Documentation Required: Factory Test Report, CE Certificate, Warranty Card, and User Manual.

Application: This pump is for the main water booster / pressure system.

 The existing pump is faulty and needs urgent replacement.

Supplier must do site visit before submission. (From Monday to Friday during Working Hours)

NB, INCOTERMS TO BE USED

DDP: (Delivered Duty Paid): Seller delivers to destination; handles all import duties/taxes; maximum seller responsibility.

1. Additional Information 

Mantis Epic Hotel & Suites reserves the right to reject any or all bids without assigning any reason. 
 

For any clarification, please contact the procurement team on0788891771

Mutesi Apophia

Procurement Officer

Approved by:

General Manager

Van Leent Martijn