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 the TeamWater Rwanda Project in Bugesera District, is working in collaboration with WASAC to strengthen water supply service delivery, improve operational efficiency, and reduce Non-Revenue Water (NRW).
A key component of this work is strengthening the capacity of WASAC field teams to identify and respond to water losses, undertake timely maintenance and repairs, monitor water infrastructure, and improve the efficiency and reliability of field operations.
To support these activities, WASAC requires appropriate Operation 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 provide 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 responsible for supplying equipment that fully complies with the technical specifications provided in this ToR and the respective annexes.
Where applicable, the supplier shall also provide:
- Delivery to WASAC Bugesera branch in Rwanda;
- Product documentation and user manuals;
- Warranty documentation;
- After-sales technical support;
- 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:
| No. | Equipment | Key Specifications | Quantity |
|---|---|---|---|
| 1 | Butt Welding Machine for HDPE Pipes | Suitable for HDPE DN 63–250 mm; 220–230V, 50Hz; maximum temperature 270°C; maximum pressure 100 bar; total power 3.9–4.3 kW; complete with required clamps and spanners | 1 Set |
| 2 | Single-Phase Power Generator | 220V; 5.2 kW; 6 kVA; 3,600 rpm; battery and pull-start; low-noise type; holding wheels; 50 m electrical extension cable and spanners | 1 Set |
| 3 | Motorcycle | Yamaha AG 125, 124 cc minimum; 4-stroke, single-cylinder, air-cooled; carburetor; kick and electric start; minimum 15-month warranty; complete with accessories and registration | 1 Set |
| 4 | Rugged Tablets for GIS Mapping | Samsung A11+, Android; minimum 11-inch display; LTE/5G; minimum 12 GB RAM and 256 GB storage; GPS/GLONASS/GALILEO/BDS; rugged protection | 3 Units |
Note: The detailed technical specifications for each item are provided in Annexes A–D of this ToR and shall form an integral part of the procurement requirements.
4. GENERAL SUPPLY REQUIREMENTS
The supplier shall ensure 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 include delivery, 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 with complete 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;
- Provide the registration certificate and other relevant ownership/registration documents;
- Provide and install the applicable registration plate;
- Clearly identify 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 process shall 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 review the submitted sample(s) and/or supporting technical documentation against the approved specifications.
Verification may include:
- Physical inspection;
- Verification of dimensions and technical specifications;
- Review of manufacturer/model information;
- Verification of accessories;
- Functional testing where applicable;
- Review 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 review 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 provide:
- Valid Rwanda Development Board (RDB) business registration documentation;
- Valid Rwanda Revenue Authority (RRA) tax clearance certificate;
- Evidence of at least two (2) relevant previous contracts or assignments involving the supply of similar equipment;
- Confirmation to provide after-sales technical support;
- 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 provide a compliance matrix clearly indicating whether each requirement is fully compliant, partially compliant, or not compliant.
8.3 Financial Proposal
The financial quotation shall be submitted in Rwandan 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 are tax-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 of ninety (60) calendar days from the submission deadline.
9. DELIVERY REQUIREMENTS
The supplier shall provide 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 responsible for safe transportation and delivery of the equipment to WASAC branch in Bugesera District.
At the time of delivery, the supplier shall provide:
- 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 ensure that warranty and after-sales support 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:
| Evaluation Criterion | Weight |
|---|---|
| Technical compliance | 40% |
| Financial proposal/price | 35% |
| Delivery timeline | 10% |
| Warranty and after-sales support | 10% |
| Relevant experience and references | 5% |
| Total | 100% |
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 governed by the final delivery of 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 through WARwanda@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 conduct. 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 support district and community level structures in understanding and implementation of safeguarding policies.
ANNEX A – MOTORCYCLE TECHNICAL SPECIFICATION
| Category | Specification |
|---|---|
| Manufacturer | Yamaha |
| Model | AG125 |
| Type | Agricultural / utility off-road motorcycle |
| Engine | 4-stroke, single-cylinder, SOHC |
| Cooling | Air-cooled |
| Displacement | 124 cc |
| Bore × stroke | 54.0 × 54.0 mm |
| Compression ratio | 10.0:1 |
| Maximum power | 7.3 kW / 9.9 PS @ 8,000 rpm |
| Maximum torque | 11.6 Nm @ 6,500 rpm |
| Fuel system | Carburetor |
| Ignition | CDI |
| Lubrication | Wet sump / force-feed |
| Engine oil capacity | 1.2 L |
| Starter | Electric + kick starter |
| Transmission | Constant-mesh 5-speed |
| Gear arrangement | Bottom-neutral: N-1-2-3-4-5 |
| Final drive | Chain |
| Frame | Semi-double-cradle / diamond-type, depending on market |
| Front suspension | Telescopic fork |
| Front suspension travel | 180 mm |
| Rear suspension | Swingarm / monoshock |
| Rear suspension travel | 130 mm |
| Front brake | Sealed drum |
| Rear brake | Sealed drum |
| ABS | No |
| Front tyre | 2.75-19 4PR tube type* |
| Rear tyre | 3.50-18 4PR tube type* |
| Front wheel | 19-inch, spoke |
| Rear wheel | 18-inch, spoke |
| Fuel tank | 11.0 L |
| Overall length | 2,110 mm |
| Overall width | 940 mm |
| Overall height | 1,095 mm |
| Wheelbase | 1,350 mm |
| Seat height | 800 mm |
| Ground clearance | 225 mm |
| Weight | Approximately 113 kg wet |
| Headlight | 35/35 W, 12 V halogen |
| Drive chain | Fully enclosed |
| Front carrier/rack | Yes |
| Rear carrier/rack | Yes |
| Side stands | Dual side stands |
| Intended use | Farm work, rough roads, dirt roads, utility transport |
| Fuel | Petrol/gasoline |
| Engine character | Low-maintenance, economical utility engine |
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
| Parameter | Required Specification |
|---|---|
| Technology/SIM | GSM/HSPA/LTE/5G |
| SIM | Nano-SIM + eSIM |
| Display | Minimum 11.0-inch AMOLED 2X |
| Refresh rate | 120 Hz |
| Resolution | 1600 × 2560 pixels |
| Operating system | Android 16 |
| Processor | Octa-core, minimum 3.6 GHz |
| RAM | Minimum 12 GB |
| Internal storage | Minimum 256 GB |
| Expandable storage | Required |
| Rear camera | Minimum 13 MP |
| Front camera | Minimum 12 MP |
| Wi-Fi | Wi-Fi 6E |
| Bluetooth | Bluetooth 5.4 |
| USB | USB-C |
| Positioning | GPS, GLONASS, GALILEO, BDS |
| Battery | Minimum 8,000 mAh |
| Charging | Fast charging |
| Protection | Rugged case and screen protector included |
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
| Parameter | Required Specification |
|---|---|
| Operation | Manual operated |
| Application | HDPE pipe butt welding |
| Pipe range | DN 63–250 mm |
| Voltage | 220–230V |
| Frequency | 50 Hz |
| Power factor | Cos Ψ: 0.9 |
| Maximum temperature | 270°C |
| Maximum pressure | 100 bar |
| Total power | 3.9–4.3 kW |
| Clamps | 63, 75, 90, 110, 125, 140, 160, 200, 225 and 250 mm |
| Spanners | Required and included |
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
| Parameter | Required Specification |
|---|---|
| Type | Low-noise, single-phase |
| Voltage | 220V |
| Rated/output power | 5.2 kW |
| Capacity | 6 kVA |
| Speed | 3,600 rpm |
| Starting system | Battery and pull-start cord |
| Mobility | Fitted with holding wheels |
| Extension cable | 50 metres |
| Spanners | Required and included |
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 as October 7th, 2026,
- Email: WARwanda@wateraid.org
- Contact Name: WaterAid Rwanda
- Contact phone: +250788318824