Water For People Background

Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems in developing countries. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.

Water For People has secured funds from U.S Government to finance the Isoko y’Ubuzima WASH project that will operate in 10 Districts of Rwanda, including Rwamagana, Kayonza, Ngoma, Kirehe, Nyagatare, Ruhango, Nyanza, Nyamagabe, Nyabihu, and Ngororero from 2021 to 2026. The purpose of this project is to increase and sustain equitable access to safe drinking water and sanitation services to improve health and contribute to a strong economy.

One of the project objectives consists of building the capacity of private operators to identify, reduce, and manage water losses to ensure the financial viability of private operators and improved water services to their customers.

In that context, the Isoko y’Ubuzima project introduced the District-Meter Area approach to water loss monitoring and is being piloted in 10 selected water supply systems across the project intervention area. By so doing, customers in the DMAs from the selected water supply systems were inspected and mapped to better analyze their billings every month. One of the findings was that the majority (60%) of the customers’ water meters are aged above 5 years, and this may cause inaccurate water consumption, thus affecting the billed volume and increasing the Non-Revenue water. It is, therefore, substantial to test the customer meters to ensure their accuracy.

Considering the above, we are requesting interested and qualified contractors to submit their bids/quotations for the supply of the portable water meter testing equipment as listed in the section below.

Instructions:

This document is not a commitment to purchase on the part of Water For People. Should your offer be successful, Water For People may issue a Purchase Order with specified goods to be supplied. Any order arising from this Request for Quotations will be subject to Water For People's Conditions of Purchase.

Conditions of supply of potable water meter testing equipment

Source of funds

 Isoko y’Ubuzima project

Customs clearance, if required, shall be done by

 Contractor 

The exact address of the project (final destination)

KG 7 Ave, House #41, Kigali, Rwanda

Latest Starting date

Immediately after both parties have signed the purchase order,

Preferred currency of quotation

Rwandan Francs (Rwf)

Taxes

Indicate, in separate columns, the price without VAT and the price with VAT.

Responsibility for the transportation of goods

The Contractor shall supply the goods/items to the Water for People Country Office.

After-sales services required

If the supplied item is defective within the after-sales service time provided in the tender, it must be replaced by the Contractor.

Payment terms

100% upon complete delivery and acceptance post-inspection of the products by the competent Authority. No advance payment will be made for this tender.

Evaluation criteria

I. Administrative requirements

Ensure that all the documents listed below are submitted. Bidders must provide all mandatory documents to qualify for the technical evaluation. Failure to provide one of the listed documents below will result in complete disqualification from this tender. Only bidders who submit complete administrative documentation will proceed to the technical evaluation stage

A. Bidders Registered Locally In Rwanda

1. Valid tax clearance certificate

2. Valid Social Security clearance certificate

3. Company registration certificate

4. VAT Certificate

 B. Bidders Registered Outside of Rwanda

Foreign bidders must provide the following documents, duly issued or certified by the relevant authorities in their country of registration:

1. Proof of Company Registration in the country of origin (equivalent to a Company Registration Certificate)
2. Valid Tax Compliance Certificate issued by the relevant authority
3. Proof of VAT Registration (or equivalent, if applicable in the bidder’s country)
4. Declaration confirming that the company is not under any legal dispute, bankruptcy, or insolvency proceedings
5. Notarized Power of Attorney authorizing the signatory to represent and submit the bid on behalf of the company
6. Where applicable, official English translations of all submitted documents must be provided if originally issued in another language

II. Technical evaluation

II.1 Equipment to be supplied

II.2 Proof of company working experience in the field

III. Financial Evaluation

The financial evaluation will be done based on the prices for the tender, and the lowest responsive bidder in the financial evaluation will be awarded the tender. The marks obtained during the technical evaluation will not impact the financial evaluation.

To qualify for financial evaluation, bidders must meet the following criteria:

 Bidders Registered Locally In or Outside Rwanda

• All mandatory administrative documents must be submitted without exception.
• The bidder must achieve a minimum aggregate score of 80 out of 100 in the technical evaluation.
• The bidder must attain a minimum score of 80% for each of the technical evaluation marks scoring sections: Equipment to be supplied and work experience.
• Protected Financial Proposal

Additional Requirements for Bidders Registered Outside Rwanda: Pricing and Delivery Terms

Foreign bidders must include all costs in their financial proposal. No additional or hidden charges will be accepted after submission.

Prices must be:

• Inclusive of all expenses related to acquisition, international shipping, customs clearance, warehousing (if applicable), and final delivery
• Based on the Incoterm DDP (Delivered Duty Paid), meaning the supplier is responsible for delivering the goods to the final destination, including payment of all duties, taxes, and other charges

Note: Bidders must ensure that the quoted price covers the entire supply chain up to the delivery point above, including:

• International freight
• Import duties and taxes
• Inland transportation within Rwanda
• Any handling or warehousing costs

Conditions of the release of the payment

Written acceptance of the goods supplied is based on full compliance with these RFQ requirements.

Deadline for submission of quotation

July 23, 2025

Documents to be submitted with the quotation

· Manufacturer’s authorization with technical specifications of the proposed brand of portable water meter test kit, warranty, and delivery time.

· At least 3 completion certificates for the supply of water meter testing kits done in the last 5 years.

· Financial offer

· Bill of quantities showing the financial offer

SUPPLY OF WATER METER TESTING EQUIPMENT

S/N

Description

Unit

Quantity

Unit price (Rwf)

Total price (Rwf)

I.1.1

Portable Water Meter Testing Kit

Nbr

10

I.1.2

Transportation

Nbr

1

I.1.3

Inspection

Nbr

10

I.1.4

documentation

Nbr

1

I.1.5

Duty and local charges

Nbr

10

Total for 10 portable water meter testing equipment