VEI BV Background

VEI BV is an international organization established in 2005 by Dutch water utilities. It has since grown into a leading global actor in implementing Water Operator Partnerships (WOPs). Through these partnerships, VEI BV facilitates the transfer of knowledge and technical expertise to strengthen partner water operators, enhance their financial sustainability, and improve their resilience to climate-related challenges. As a result, VEI BV contributes to expanding access to safe water and sanitation services for hundreds of thousands of people each year, particularly in low-income communities across Africa, Asia, and Latin America.

VEI BV has secured funds from the 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 improve 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 doing so, customers in the DMAs served by the selected water supply systems were inspected and mapped to better analyze their billings each 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.

Isoko y'Ubuzima project purchased 10 water meter testing kits and trained private operator staff on their use. The project plans to conduct meter testing for customers connected to piloted water supply systems, and the activity will be expanded to the remaining water supply systems. It is estimated that around 2,080 water meters will be replaced.

In light of the above, we request interested and qualified contractors to submit bids/quotations for the supply of customer water meters listed below.

Instructions:

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

Conditions of supply of water meters 

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 private operators that operate within the Isoko y’Ubuzima project intervention area

After-sales services required 

If the supplied item is defective within the after-sales service period specified in the tender, the Contractor must replace it.

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

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

Where applicable, official English translations of all submitted documents must be provided if originally issued in another language.

I. Technical evaluation

II.1 Meter to be supplied

II.2 Proof of company working experience in the field 

II. Financial Evaluation

The financial evaluation will be based on the tender prices, and the lowest responsive bidder will be awarded the tender. Marks obtained during the technical evaluation will not affect 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 60% 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 for 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

April 8th, 2026

Documents to be submitted with the quotation

• All administration documents are stated in “Evaluation criteria.”
• Manufacturer's authorization with technical specifications of the proposed brand of water meter, warranty, and delivery time.
• At least 3 completion certificates for the supply of water meters done in the last 5 years.
• Financial offer
• Quotation of unit prices for the items listed in the Schedule of Unit Rates

S/N

Description

Quantity 

Unit price (Rwf)

Total Price

1.

Drinking water meter, delivered to the site, inclusive of transport, inspection, documentation, duties, and local charges

2,080

No

Specifications

DN 15mm (¾")

Type

The mechanical meter, Single-jet or multi-jet velocity, dry-dial, free-rotating register at 360⁰ for easy reading at any position

1

Accuracy ratio R= Q3/Q1

R ≥160

2

Maximum flowrate Q4

3.125 m3/h with error margin: ±2

3

Nominal flowrate Q3

2.5 m3/h with error margin: ±2

4

Transitional flowrate Q2

25 L/h with error margin: between ±5 and ±2

5

Minimum flowrate Q1

15.625L/h with error margin: ±5

6

Starting flowrate

5 L/h

7

Protection class

IP 68

8

Impeller shaft, gears, and drive material

Hard plastic materials

9

Housing/Body material

Polymer

10

Painting

blue color

11

Compatibility

automatic meter reading, with radio frequency communication

12

Working life:

more than 10 years

13

Standards Certificates

• Polymer from a recognized international lab, but the quantity of lead should be less than 3% as per the WASAC requirement   
• IP 68 
• ISO 4064 and OIML
• OIML 
• TYPE approval from OIML   
• EN14134
• CE (MID)
• Drinkable water health compliance

14

Overall length without external connectors (L)

165-170mm

15

Max pressure loss(ΔP)

0.65 bar

16

Nominal pressure (P)

16 bars

17

Temperature (T)

50⁰ C

18

Climatic/Environmental temperature

-10 to 50 ⁰ C

19

Position

Horizontal

20

Protection class

IP 68

21

Meter Connection threads

G¾"