Terms of Reference (ToR) for Supply of Operation & Maintenance (O&M) Equipment for Non-revenue Water

TERMS OF REFERENCE (ToR) FOR SUPPLY OF OPERATION & MAINTENANCE (O&M) EQUIPMENT FOR NON-REVENUE WATER (NRW) REDUCTION

TEAMWATER RWANDA PROJECT – BUGESERA DISTRICT

1. BACKGROUND

WaterAid Rwanda, through theTeamWater Rwanda Project in Bugesera District, is working in collaboration withWASACto strengthen water supply service delivery, enhance operational efficiency, and reduceNon-Revenue Water (NRW).

A key component of this work is strengthening the capacity of WASAC field teams to detect and respond to water losses, undertake timely maintenance and repairs, track water infrastructure, and enhance the efficiency and reliability of field operations.

To assist these activities, WASAC requires appropriateOperation and Maintenance (O&M) equipment, including leak detection and repair equipment, field mobility, power supply, and digital tools for GIS mapping and infrastructure monitoring.

WaterAid Rwanda therefore invites suitably qualified and experienced suppliers to submit quotations for the supply, delivery, and, where applicable, commissioning of the equipment specified in this Terms of Reference.

2. OBJECTIVE OF THE PROCUREMENT

The objective of this procurement is to deliver WASAC with suitable, reliable, and fit-for-purpose O&M equipment to strengthen field operations and contribute to the reduction of Non-Revenue Water in Bugesera District.

The selected supplier shall be tasked with supplying equipment that fully complies with the technical specifications provided in this ToR and the respective annexes.

Where applicable, the supplier shall also deliver:

• Delivery to WASAC Bugesera branch in Rwanda;
• Product documentation and user manuals;
• Warranty documentation;
• After-sales technical assist;
• Availability of spare parts and consumables;
• Usage demonstration, testing, or commissioning where applicable; and
• Complete registration documentation for the motorcycle.

3. SCOPE OF SUPPLY

The supplier shall supply the following equipment:

Note:The detailed technical specifications for each item are provided inAnnexes A–Dof this ToR and shall form an integral part of the procurement requirements.

4. GENERAL SUPPLY REQUIREMENTS

The supplier shall make sure that all equipment supplied is:

• Brand new items and unused; and of current production and commercially supported;
• Free from manufacturing defects; and genuine and sourced through legitimate supply channels;
• Fully compliant with the specifications in this ToR;
• Supplied with all standard accessories required for proper operation;
• Supplied with relevant user manuals, warranty documents, and technical documentation; and
• Suitable for use under normal field operating conditions in Rwanda.

Unless otherwise stated in the supplier's quotation, all quoted prices shall includedelivery, applicable taxes, duties, insurance, handling, installation/commissioning where applicable, and all other costs necessary to deliver the equipment in complete operational condition.

5. MOTORCYCLE REGISTRATION AND OWNERSHIP

The motorcycle supplied under this procurement shall be delivered withcomplete registration documentation and a valid registration plate number.

The motorcycle shall be registered under:WASAC Group Ltd.

WASAC Group Ltd shall be the legal owner for registration purposes.

The supplier shall therefore:

• Facilitate and complete the motorcycle registration process in accordance with applicable requirements in Rwanda;
• deliver the registration certificate and other relevant ownership/registration documents;
• deliver and install the applicable registration plate;
• Clearly detect all registration-related costs in the financial quotation; and
• Include all applicable registration costs in the quoted price unless otherwise clearly stated.

Any additional costs associated with registration, licensing, number plates, statutory fees, or related documentation shall be clearly itemized in the supplier's financial proposal.

The supplier shall not proceed on the assumption that registration costs will be borne separately by WaterAid Rwanda or WASAC.

6. SAMPLE VERIFICATION AND APPROVAL

A sample verification and approval processshall apply before full delivery of the equipment.

The supplier may be required to present physical samples, product models, technical datasheets, photographs, or other relevant evidence for verification by the designated WaterAid Rwanda/Project/WASAC team.

The purpose of sample verification is to confirm that the proposed equipment complies with the technical specifications and quality requirements contained in this ToR.

6.1 Verification Process

The designated project team shall evaluate the submitted sample(s) and/or supporting technical documentation against the approved specifications.

Verification may include:

• Physical inspection;
• Verification of dimensions and technical specifications;
• evaluate of manufacturer/model information;
• Verification of accessories;
• Functional testing where applicable;
• evaluate of warranty and after-sales arrangements; and
• Confirmation that the proposed product corresponds to the product offered in the supplier's quotation.

6.2 Approval Before Full Supply

The supplier shall not proceed with full supply and delivery of the respective equipment until formal approval has been provided in writing by the designated project team.

Where a submitted sample is found not to comply with the approved specifications, the supplier may be required to propose an alternative model or sample for evaluate and approval.

Any replacement product must meet the specifications stated in this ToR and shall be subject to approval before delivery.

Sample approval shall not relieve the supplier of its contractual responsibility to supply equipment that complies with the agreed specifications.

7. ELIGIBILITY REQUIREMENTS

Interested suppliers must demonstrate that they are legally established and capable of supplying the required equipment.

The supplier shall deliver:

1. Valid Rwanda Development Board (RDB) business registration documentation;
2. Valid Rwanda Revenue Authority (RRA) tax clearance certificate;
3. Evidence of at least two (2) relevant previous contracts or assignmentsinvolving the supply of similar equipment;
4. Confirmation to provide after-sales technical assist;
5. Company profile and relevant experience;

WaterAid Rwanda reserves the right to verify the information and references submitted by bidders.

8. SUBMISSION REQUIREMENTS

Each supplier shall submit a complete proposal containing the following:

8.1 Administrative Documents

• Valid RDB business registration certificate;
• Valid RRA tax clearance certificate;
• Company profile;
• Relevant business licenses or certifications, where applicable.

8.2 Technical Proposal

The technical proposal shall clearly demonstrate compliance with the requirements of this ToR and shall include:

• Detailed technical specifications of the required equipment, indicating the manufacturer and model,
• Product brochures/catalogues/data sheets, where available,
• Compliance statement against each specification;
• Details of included accessories;
• Proposed warranty period;
• After-sales service arrangements;
• Confirmation notes of availability of spare parts in Rwanda;
• Proposed delivery schedule; and
• Confirmation notes about sample /product verification information, where applicable.

Suppliers are encouraged to deliver acompliance matrixclearly indicating whether each requirement is fully compliant, partially compliant, or not compliant.

8.3 Financial Proposal

The financial quotation shall be submitted inRwandan Francs (RWF)and shall clearly indicate:

• Unit price for each required item;
• Total price per item;
• All applicable taxes;
• Delivery/transport costs;
• Registration costs for the motorcycle;
• Any other applicable costs; and
• Grand total.

The financial proposal shall clearly indicate whether the quoted prices aretax-inclusive.

All costs necessary for complete delivery of the equipment shall be included in the quotation unless specifically identified as excluded.

8.4 Offer Validity

The quotation shall remain valid for a minimum period ofninety (60) calendar daysfrom the submission deadline.

9. DELIVERY REQUIREMENTS

The supplier shall deliver a clear proposed delivery schedule indicating the number of calendar days required from receipt of the purchase order/contract or other agreed authorization.

The supplier shall be tasked with safe transportation and delivery of the equipment to WASAC branch in Bugesera District.

At the time of delivery, the supplier shall deliver:

• Delivery note;
• Invoice;
• Warranty documentation;
• User manuals;
• Registration documents for the motorcycle (Plate number and Yellow cards);
• Any other relevant certificates or documentation.

All equipment shall be inspected upon delivery and may be subject to acceptance testing.

The supplier shall make sure that warranty and after-sales assist can be accessed within Rwanda.

11. INSPECTION, ACCEPTANCE AND REJECTION

WaterAid Rwanda and/or the designated WASAC/project team reserves the right to inspect and verify the equipment before, during, or after delivery.

Equipment may be rejected where:

• It does not comply with the approved technical specifications;
• It is damaged, defective, or visibly used;
• The model supplied differs from the approved model without prior written authorization;
• Required accessories are missing;
• Required documentation is incomplete; or
• The equipment fails applicable inspection or functional testing.

Where equipment is rejected due to non-compliance, the supplier shall, at its own cost, replace or rectify the equipment within a reasonable period agreed with the purchaser.

Acceptance of delivery shall not prevent the purchaser from exercising its rights under the applicable warranty provisions in respect of latent defects or subsequent failures.

12. EVALUATION CRITERIA

Proposals shall be evaluated based on the following criteria:

The evaluation shall be conducted in accordance with WaterAid Rwanda's applicable procurement procedures.

WaterAid Rwanda reserves the right to seek clarification from suppliers where necessary during the evaluation process. Such clarification shall not be used to permit material changes to the substance of a proposal.

13. DELIVERY AND PAYMENT

Payment arrangements shall be governedby the final deliveryof requested materials from the successful supplier.

Payment shall be subject to:

• Successful delivery of the required equipment;
• Verification of compliance with the approved specifications;
• Submission of the required supporting documentation; and
• Formal acceptance by the designated WaterAid Rwanda/WASAC representative.

14. ETHICAL AND PROCUREMENT REQUIREMENTS

Suppliers are expected to comply with applicable laws and regulations of Rwanda and WaterAid's applicable procurement and ethical requirements.

Suppliers shall disclose any actual or potential conflict of interest relating to this procurement.

Any attempt to improperly influence the procurement or evaluation process may result in disqualification.

15. RESERVATION OF RIGHTS

WaterAid Rwanda reserves the right to:

• Reject proposals submitted after the indicated deadline;
• Reject proposals that do not meet the minimum requirements;
• Request clarification or additional supporting documentation;
• verify submitted information and references;

Issuance of this ToR and submission of a quotation shall not constitute a commitment by WaterAid Rwanda to award a contract.

16. SUBMISSION INSTRUCTIONS

Completed proposals shall be submitted electronically to:

Interested service providers should submit the following requirements throughWARwanda@wateraid.org by 07 October 2026 at 12:00 pm:

Late submissions shall not be considered unless otherwise permitted under the applicable procurement procedures.

• Disclaimer:

WaterAid Rwanda will contact only shortlisted applicants for further negotiation; If not required, only the selected candidate will be notified.

Note:

WaterAid has zero tolerance for all forms of harassment, discrimination, abuse and bullying, especially pertaining to children and vulnerable adults. Consultant(s) will be required to commit to adhere to WaterAid’s safeguarding policies & code of perform. Consultants or consultancy firm will ensure all staff on the project sign up to safeguarding policies as required. The consultant(s) will be required to assist district and community level structures in understanding and implementation of safeguarding policies.

ANNEX A – MOTORCYCLE TECHNICAL SPECIFICATION

Important:The motorcycle shall be supplied fully registered, with the applicable registration documents and registration plate. All applicable registration costs shall be clearly stated and included in the supplier's financial proposal.

ANNEX B – RUGGED TABLET TECHNICAL SPECIFICATION

The tablets shall be suitable for field-based GIS mapping, infrastructure monitoring, data collection, and related operational activities.

ANNEX C – BUTT WELDING MACHINE TECHNICAL SPECIFICATION

The equipment shall be supplied as a complete operational set, including all standard components and accessories necessary for normal operation.

ANNEX D – SINGLE-PHASE POWER GENERATOR TECHNICAL SPECIFICATION

The generator shall be supplied as a complete operational unit with all standard accessories required for safe and effective operation

• Closing date/deadline for applications asOctober 7th, 2026,
• Email: WARwanda@wateraid.org
• Contact Name: WaterAid Rwanda
• Contact phone: +250788318824