TITLE OF TENDER
Supply Two Pull and push (PuPu) desludging Pumps and train Pit emptiers and Water For People Rwanda staff on operation and maintenance.
Source of funding:ISOKO Y'UBUZIMA Project-Rwanda
Procuring Entity (PE): Water for People
Procurement Method: OPEN COMPETITIVE TENDERING
Date of Issue: July 9, 2025
Table of Content
SECTION I: INSTRUCTIONS TO BIDDERS (ITB) 3
Ethics and mandatory requirements. 5
Qualifications of the bidder. 6
Clarification of bidding documents. 6
Amendments of bidding documents. 7
FExamination of bids and determination of responsiveness. 8
GProcurement Entity’s Right to accept any bid and to reject any or all bids. 8
HCurrency for Bid evaluation.. 8
INotification of Award and Signing of Agreement. 8
JAdvance Payment and Security. 8
SECTION II: EVALUATION CRITERIA.. 8
SECTION III: TECHNICAL SPECIFICATIONS & PERFORMANCE REQUIREMENTS.. 11
SECTION IV: FORMS OF BID, QUALIFICATION INFORMATION.. 13
SECTION I: INSTRUCTIONS TO BIDDERS (ITB)
A Introduction
Water For People is an international non-profit organization that aims to improve access to safe drinking water, adequate sanitation, and hygiene education in developing countries. Water For People works locally, nationally, and globally to influence governments’ water and sanitation policies to serve the interests of the needy. The water For People program in Rwanda began in 2008, with an overall objective to help all communities, schools, and healthcare facilities gain access to sustainable water, and sanitation services as well as hygiene behavior change in Rulindo, Kicukiro, Gicumbi, and Karongi Districts of Rwanda.
Water For People has secured funds from USAID to finance the Isoko y’Ubuzima Project, which is a five-year Rwanda Water, Sanitation, and Hygiene (WASH) activity. The activity is being executed by a consortium led by Water For People and includes IRC, CARE International, VEI, and a local partner, African Evangelistic Enterprise (AEE) in Rwanda. The project operates in 10 districts, namely, Rwamagana, Kayonza, Ngoma, Kirehe, Nyagatare, Ruhango, Nyanza, Nyamagabe, Ngororero, and Nyabihu.
The overall goal of the Isoko y’Ubuzima project is to improve access to and utilization of safe, sustainable drinking water, sanitation, and hygiene services. This will be achieved through three interrelated and mutually reinforcing strategic objectives (SO):
SO1.Improving Decentralized WASH Governance
SO2. Improving Rural Drinking Water Services
SO3. Improving Rural Sanitation and Handwashing Services and Products.
B Background and context
The 2030 Agenda, adopted by the UN General Assembly in September 2015, established a dedicated goal for water and sanitation (UN, 2015). SDG 6’s targets address sanitation beyond access to toilets, to include safe management of fecal sludge across the value chain (capture, containment, emptying, transportation, treatment, and disposal/re-use), and explicitly refer to the proportion of the population using safely managed sanitation services (SDG 6.2.1) (Jayathilake et al., 2019, Mallory et al., 2020).
In recent years, Rwanda has made remarkable progress in improving sanitation infrastructure and services. However, challenges persist, particularly in managing fecal sludge effectively, especially emptying services in some slummy areas where community members cannot access or afford the vacuum truck emptying services, also, schools and health facilities. In many cases, these institutions lack proper, hygienically safe emptying technology and rely on traditional Manual emptying technology using buckets, or Pit Vac machines which cannot suck the fecal sludge in more than 4.5 meters deep with zero meter of pumping head or have inadequate desludging technology whereby fecal sludge is transported from the gallons to the trucks which in turn transport the sludge to the final disposal site. This current technology presents some weaknesses that may lead to environmental pollution and health hazards. Currently, four Evac machines are being used for pit emptying in slum areas in Rwamagana, Nyarugenge, and Gasabo districts. These machines provide essential pit emptying services to households, but their operations is limited due to their inability to suck and push waste efficiently, hence requires more intermediate manpower to transport sludge from the pit Vac to truck. The introduction of the PuPu Pump technology aims to address this limitation by offering a closed loop and minimizing potential health risks to technicians, and providing an effective solution for pit emptying operations, enhancing service delivery in these densely populated areas.
It is against the above background that Water For People under the Isoko y’Ubuzima is seeking the services of supply of two Pull and push (PuPu) desludging Pumps that can safely pull the sludge from the pit and pump it at a reasonable height without intermediate transport of manpower towards the truck. The successful bidder will supply the pumps to the Water For People Office. The supplier will also train Pit emptiers and Water For People Rwanda staff on operation and maintenance.
1. General Scope of Bid
The Procuring Entity, as defined, invites bidders for detailed proposals for the supply of two PuPu desludging Pumps with high-quality equipment and comprehensive operation and maintenance training to support our mission of improving sanitation services.
Throughout these bidding documents:
The term “in writing” means communicated in written form (e.g., by e-mail) with proof of receipt; “Day” means calendar day.
2. Scope of work:
This tender comprises the Supply of two Pupu Pumps and the training of Pit emptying companies, Water For People, and WASAC staff in charge of Sanitation.
- Supply of two (2) PuPu Pumps as per the specified technical details.
- Delivery to the Water For People Rwanda office located in Kigali, Gasabo, Kacyiru sector.
- Training of the pit emptiers, Water For People, and WASAC-designated staff
Training Requirements:
- Comprehensive training on the operation and maintenance of the PuPu Pumps for 8 staff (Four Pit emptiers, two Water For People staff, and one WASAC staff).
- Training must be conducted by a certified training center or personnel approved by the PuPu Pump manufacturing company.
- Training should cover safe handling, routine maintenance, troubleshooting, and repair procedures.
Proposal Submission:
The proposal must include the following:
- Company profile highlighting relevant experience in supplying pit emptying equipment or other motorized water, sanitation equipment.
- Administration documents detailed in the section related to the qualification of the bidder, including company experience and personnel regarding Pupu pumps supply, operation, and maintenance.
- A detailed pricing breakdown, including taxes.
- A timeline for the delivery of the equipment.
- Training module including a brief training methodology
- Certification details of the training center or any other document confirming that the person has hands-on skills and a recommendation from the manufacturer or their franchise to perform operation and maintenance training.
- Warranty information and after-sales support details.
Evaluation Criteria:
Proposals will be evaluated based on the following criteria:
- Administration documents
- Company profile, experience, and personnel regarding Pupu pumps supply, operation, and maintenance.
- Compliance with the technical specifications.
- Total cost, including taxes in Rwandan francs.
- Quality and comprehensiveness of the training program.
- Delivery timeline.
- Warranty and after-sales support provisions
3. Source of Funds
Water For People through the Isoko y’Ubuzima project.
4. Ethics and mandatory requirements
All bidders, suppliers, contractors, and consultants must comply with the requirements and reporting obligations of the following USAID Standard Provisions for non-US organizations (a copy of which is attached as Section IX:
- Allowable Costs (August 2024) - Applicable if the contract will be cost-reimbursable.
- Accounting, Audit, and Records (August 2024) - Applies to contracts above $10,000.
- USAID Eligibility Rules for Procurement of Commodities and Services (May 2020)
- Title To and Use of Property (August 2024)
- Debarment and Suspension (June 2012)
- Preventing Transactions with, or the Provision of Resources or Support to, Sanction Groups and Individuals (May 2020)
- Trafficking in Persons (August 2024)
- M18 Non-Discrimination (August 2024)
- Limiting Construction Activities (August 2023)
- Enhancement of Grantee Employee Whistle-blower Protections (August 2024)
- Prohibition on Requiring Certain Internal Confidentiality Agreements (May 2017)
- Mandatory Disclosures (August 2024)
- Nondiscrimination Against Beneficiaries (November 2016)
- Prohibition on Certain Telecommunication and Video Surveillance Services or Equipment (August 2024)
- Travel and International Air Transportation (December 2014) - This applies if international air travel costs will be paid under the contract.
- Ocean Shipment of Goods (June 2012) - Applies if ocean transportation for goods will be paid under the contract.
- Reporting Host Government Taxes (December 2022)
- Standards for Accessibility for the Disabled in USAID Assistance Awards Involving Construction (September 2004)
- Contract Provision for DBA Insurance under Recipient Procurements (December 2022)
5. Eligible bidders
4.1 A bidder, and all parties constituting the bidder, must satisfy all the requirements as set in Bidding documents and with a valid trading license.
4.2 Any bidder who forges a document will be immediately disqualified.
6. Qualifications of the bidder
- This document is intended to invite all qualified bidders to the supply of Pit desludging equipment and the supply and installation of hydraulic equipment.
6.2 Bidders are required to provide all the documents listed below:
- Full address of company indicating Country, Province, District, street number, E-mail and telephone.
- Copy of Trading License
- Tax clearance
- Provide at least two completion or delivery certificates of supplying motorized pit emptying equipment or other motorized hydraulic equipment with monetary value equal to or greater than the proposed financial bid.
- Technical experience of the personnel proven by service certificate, or completion of practical training in the operation and maintenance of the Pull and push (PuPu) desludging Pumps, recognized by the PuPu Pump manufacturer or his franchise especially for toilet emptying services.
7. Cost of bidding
The bidder shall bear all costs associated with preparing and submitting his/her bid, and the Procurement Entity shall not be liable for those costs.
8. Clarification of bidding documents
A prospective bidder requiring any clarification of the bidding documents may notify the PE in writing at the PE’s address mentioned in the bidding documents. The PE shall respond to any request for clarification received earlier than four (4) days before the deadline for submission of bids. Copies of PE’s response shall be forwarded to all firms that submitted their bids, including a description of the inquiry, but without identifying its source. Any request for clarification should be sent to rwprocurement@waterforpeople.org
9. Amendments of bidding documents
a) Before the deadline for submission of bids, the PE may modify the bidding documents by issuing addenda.
b) Any addendum thus issued shall be part of the bidding documents and shall be published.
PE may extend the deadline for tenders to give bidders enough time to consider modifications when preparing them.
C Preparation of bids
1. Language of bids
All documents related to the bid shall be in the languages specified in English
2. Format and signing of the bid.
- All forms and documents must be signed and stamped by the bidders. All bids will be submitted online through email at rwprocurement@waterforpeople.org. No hard copies will be accepted. The Financial proposal should be protected.
- All forms and documents must be in PDF. The financial proposal must be submitted to Excel.
3. Deadline for Submission of Bids
The deadline to submit bids is the 28th of July 2025. Late submission of bids will not be accepted by Water For People.
D Bid Evaluation
Bids will be evaluated by PE and the financial proposals will be considered only for bidders with successful technical results and with all the administrative documents. The results will be communicated to bidders via emails from rwprocurement@waterforpeople.org
E Confidentiality
No information concerning checking, explanation, opinion, comparison of tenders and recommendations concerning the contract award will be disclosed to bidders or any other person not officially involved in the process until the name of the successful bidders has been announced. Any attempt by a bidder to contact any member of the Evaluation committee directly or indirectly during the evaluation period will be automatically disqualified.
F Examination of bids and determination of responsiveness
Before the detailed evaluation of bids, the evaluation committee shall determine whether each bid meets the eligibility criteria defined in the evaluation criteria. If a bid is not substantially responsive, it shall be rejected by the evaluation committee and may not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation.
G Procurement Entity’s Right to accept any bid and to reject any or all bids.
Water For People reserves the right to accept or reject any bid, and to cancel the bidding process and reject all bids, at any time before the award of the contract.
H Currency for Bid evaluation
Bids shall be quoted in Rwandan Francs.
I Notification of Award and Signing of Agreement
Before the expiry of the bid validity period and after the evaluation of bidders (both technical and financial), the PE shall simultaneously notify the successful and unsuccessful bidders of the provisional outcome of the bid’s evaluation.
J Advance Payment and Security
No advance payments will be made. The contractor shall submit invoices after each phase is completed.
SECTION II: EVALUATION CRITERIA
Notes: A Proposed trainer will present an updated Curriculum Vitae duly signed by the staff himself/herself with evidence and academic certificates and the recommendation certificate or other supporting documents such as service certificates of practical experience in the O&M of Pull and push (PuPu) desludging Pumps, factories or their franchising firm’s recommendation letter, or proof of authorization from the manufacturer or their franchise. These documents must demonstrate the trainer's qualifications to provide hands-on training in the operation and maintenance of the bidder's products. (Failure to submit this will lead to zero points based on the score set). |
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II. 3. Proof of company working experience in the field /25pts. |
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Submission of contracts supported by Certificates of good completion of works in the last 5 years. |
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Submission of two (2) certificates of good completion or delivery of either Supply of Pupu Pump or other similar pit emptying machines and valves, or motorized hydraulic pumps and valves. |
25 |
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Submission of one (1) certificate of good completion or delivery of either Supply of Pupu Pump or other similar pit emptying machines, motorized hydraulic pumps and valves. |
20 |
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- Note: The bidder must attain a minimum score of 80% for each of the technical evaluation marks scoring sections: Supply of materials, Personnel experience, certification of providing the training of O&M Pull and push (PuPu) desludging Pumps, and Proof of company working experience.
- Financial evaluation
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.
SECTION III: TECHNICAL SPECIFICATIONS & PERFORMANCE REQUIREMENTS
General conditions:
The successful bidder shall supply the pump with the capacity to pull and push the fecal sludge at a given height and distance as detailed in this chapter. The pump should have the capacity to pump waste containing solid particles up to ~70-85mm (only limited by the hose size of 4 inches).
The pumping unit must be powered by a mobile compressor pump (reversing directions - manual switch), consuming petroleum energy. Equipment should be fitted to any vehicle, including a tricycle bike, and be able to operate in densely populated areas (Slums), Simple and hygienic in use, with low operation cost. The table below shows the compulsory technical requirements of the pump to be supplied. This table summarizes the key technical specifications:
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Suction Depth |
8 meters |
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Total Head |
20 meters |
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Diameter Suction & Delivery hoses |
100 mm (4") |
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Length of Delivery hose |
50 meters |
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Pumping Yield |
1.7 cubic meters/hour, depending on viscosity |
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Pumping Speed (Maximum time) |
40 mins to pump 2000-3000L for the thick sludge. |
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Capacity |
Tank of any volume |
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Operating pressure) |
0.8 to 2.5 bar |
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Operational cost (Source of Energy is petroleum |
1 Liter of petroleum for 3000 Liters |
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Maximum Weight (Compressor and pump) |
100kg |
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Responsibility of the contractor/ supplier for the materials to be used while implementing water supply systems.
N.B.: Metric measurement units are used except for the suction and delivery hose in which case the diameter is generally measured in inches. |
SECTION IV: FORMS OF BID, QUALIFICATION INFORMATION
Contractor’s bid
Proposal Submission Form (financial)
[Location, Date]
To: [Name and address of the Procuring Entity]
Ladies/Gentlemen:
We, the undersigned, offer to provide the Supply of ........................ in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal attached here.
Our financial offer is equal to …………………………………Rwandan Francs”
If negotiations are held during the period of validity of the Proposal, i.e., before [Date] we undertake to negotiate based on the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from contract negotiations.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Name and Title of Signatory:
Name of bidder:
Address:
Bidder’s references
Relevant Services Carried Out in the Last Five Years that Best Illustrate Qualifications
Using the format below, provide information on each assignment for which your consultant/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted.
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# |
Project Name |
contract amount |
Start Date (Month/Year): Completion Date (Month/Year) |
Name of the Procuring Entity: |
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1 |
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2 |
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3 |
Consultant’s Name and legal status:
Authorized Signature:
Proposed professional trainer task and Assignments
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Professional Staff |
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Name of Staff |
Consultant |
Area of Expertise |
Position Assigned |
Task Assigned |
Curriculum Vitae (CV) for Proposed Professional Staff
(This format is not required, but all the information requested by the format should be provided)
. Name of Staff [Insert full name]:
- Date of Birth: Nationality:
- Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:
- Membership of Professional Associations:
- Other Training [Indicate significant training since degrees under 5 - Education were obtained]:
- Countries of Work Experience: [List countries where staff has worked in the last ten years]:
- Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
- Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:
From [Year]: To [Year]:
Employer:
Positions held:
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Detailed Tasks Assigned [List all tasks to be performed under this assignment] |
Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned [Among the assignments in which the staff has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 11.] Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: |
Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Date:
[Name and Signature of staff member or authorized representative of the staff]
NOTE
Blacklisted companies by government of Rwanda & Water For People Rwanda will be disqualified.
Water For People and USAID Standard Terms and General Conditions shall apply (encl.).
The selected firm will be contractually required to comply with Water For People’s Vendor Code of Conduct Water For People Vendor Code of Conduct 2022.pdf Vendor and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determine it cannot waive or mitigate the conflict of interest, it will result in the disqualification of the selected proposer.
How to apply
If you feel qualified and interested, please send your documents (including the technical and financial proposals as two separate documents) to: rwprocurement@waterforpeople.org no later than 28th July 2025 with the following subject: “Supply of two PuPu pumps”. Hard copies and late submissions shall be rejected.
Done at Kigali on 9th July 2025
Eugene Dusingizumuremyi
Country Director