WaterAid Rwanda Tender: O&M Equipment for NRW Reduction – Deadline 7 October 2026
WaterAid Rwanda, through the TeamWater Rwanda Project in Bugesera District, is inviting suitably qualified and experienced suppliers to submit quotations for the supply, delivery and, where applicable, commissioning of Operation and Maintenance (O&M) equipment for Non-Revenue Water (NRW) reduction.
The procurement is intended to strengthen the capacity of WASAC field teams to identify and respond to water losses, carry out maintenance and repairs, monitor water infrastructure and improve field operations.
WaterAid’s current information also identifies Bugesera as an important area of its Rwanda water-supply work, including infrastructure improvements and efforts to reduce water losses.
Procurement Objective
The objective is to provide WASAC with suitable and reliable O&M equipment that can support field operations and contribute to reducing Non-Revenue Water (NRW) in Bugesera District.
The successful supplier will be required to provide equipment that complies with the technical specifications contained in the Terms of Reference and relevant annexes.
Where applicable, the supply should also include:
- Delivery to WASAC Bugesera branch;
- Product documentation and user manuals;
- Warranty documentation;
- After-sales technical support;
- Availability of spare parts and consumables;
- Usage demonstration, testing or commissioning; and
- Complete motorcycle registration documentation.
1. Butt Welding Machine for HDPE Pipes
The required machine should include:
- Suitability for HDPE pipes DN 63–250 mm;
- 220–230V;
- 50Hz;
- Maximum temperature of 270°C;
- Maximum pressure of 100 bar;
- Total power of 3.9–4.3 kW;
- Required clamps and spanners.
The specified clamps cover pipe sizes from 63 mm to 250 mm.
2. Single-Phase Power Generator
The generator should meet the following requirements:
- Low-noise, single-phase type;
- 220V;
- 5.2 kW rated/output power;
- 6 kVA capacity;
- 3,600 rpm;
- Battery and pull-start system;
- Holding wheels;
- 50-metre electrical extension cable;
- Spanners included.
3. Motorcycle
The ToR specifies a Yamaha AG125 agricultural/utility motorcycle with:
- Minimum 124 cc engine;
- Four-stroke, single-cylinder, air-cooled engine;
- Carburetor;
- Electric and kick starter;
- 5-speed transmission;
- Agricultural/utility off-road configuration;
- Front and rear carrier/racks;
- Dual side stands;
- Petrol/gasoline fuel;
- Minimum 15-month warranty under the general equipment specification.
The motorcycle must be delivered fully registered, including the applicable registration documents and registration plate.
Motorcycle Registration
The motorcycle will be registered under WASAC Group Ltd, which will be the legal owner for registration purposes.
The supplier is responsible for facilitating the registration process and providing the registration certificate, relevant ownership documents and registration plate. Registration-related costs must be clearly identified and included in the financial quotation.
4. Rugged Tablets for GIS Mapping
Three rugged tablets are required for GIS mapping and field activities.
Key specifications include:
- Android 16;
- Minimum 11-inch AMOLED 2X display;
- LTE/5G connectivity;
- Minimum 12 GB RAM;
- Minimum 256 GB internal storage;
- Expandable storage;
- Minimum 13 MP rear camera;
- Minimum 12 MP front camera;
- Wi-Fi 6E;
- Bluetooth 5.4;
- USB-C;
- GPS, GLONASS, GALILEO and BDS;
- Minimum 8,000 mAh battery;
- Fast charging;
- Rugged case and screen protector.
The tablets are intended for field-based GIS mapping, infrastructure monitoring, data collection and related operational activities.
General Supply Requirements
All equipment supplied must be:
- Brand new and unused;
- Current production and commercially supported;
- Free from manufacturing defects;
- Genuine and sourced through legitimate supply channels;
- Fully compliant with the ToR;
- Supplied with standard accessories required for proper operation;
- Supplied with manuals, warranty and technical documentation; and
- Suitable for normal field operating conditions in Rwanda.
Unless otherwise stated in the quotation, prices should include delivery, applicable taxes, duties, insurance, handling, installation or commissioning where applicable and other costs required to deliver the equipment in operational condition.
Sample Verification and Approval
A sample verification and approval process will apply before full delivery.
Suppliers may be required to present physical samples, product models, technical datasheets, photographs or other evidence for verification.
Verification may include:
- Physical inspection;
- Checking dimensions and technical specifications;
- Manufacturer/model verification;
- Checking accessories;
- Functional testing where applicable;
- Review of warranty and after-sales arrangements; and
- Confirmation that the proposed product corresponds to the product included in the quotation.
Full supply and delivery should not proceed until formal written approval has been provided by the designated project team.
Eligibility Requirements
Interested suppliers must demonstrate that they are legally established and capable of supplying the required equipment.
They should provide:
- Valid Rwanda Development Board (RDB) business registration documentation;
- Valid Rwanda Revenue Authority (RRA) tax clearance certificate;
- Evidence of at least two relevant previous contracts or assignments involving similar equipment;
- Confirmation that they can provide after-sales technical support; and
- Company profile and relevant experience.
Documents Required
Administrative Documents
The administrative proposal should include:
- Valid RDB business registration certificate;
- Valid RRA tax clearance certificate;
- Company profile;
- Relevant business licences or certifications, where applicable.
Technical Proposal
The technical proposal should include:
- Detailed technical specifications of each required equipment item;
- Manufacturer and model;
- Product brochures, catalogues or datasheets where available;
- Compliance statement against each specification;
- Details of included accessories;
- Proposed warranty period;
- After-sales service arrangements;
- Confirmation of spare-parts availability in Rwanda;
- Proposed delivery schedule; and
- Relevant sample/product verification information.
Suppliers are encouraged to submit a compliance matrix showing whether each requirement is fully compliant, partially compliant or not compliant.
Financial Proposal
The financial quotation should be submitted in Rwandan Francs (RWF) and clearly show:
- Unit price for each item;
- Total price per item;
- Applicable taxes;
- Delivery/transport costs;
- Motorcycle registration costs;
- Other applicable costs; and
- Grand total.
The supplier should also clearly indicate whether prices are tax-inclusive.
Delivery and Payment
The supplier must provide a proposed delivery schedule indicating the number of calendar days required after receipt of the purchase order, contract or other agreed authorization.
Delivery will be made to the WASAC branch in Bugesera District.
At delivery, the supplier should provide relevant documentation, including:
- Delivery note;
- Invoice;
- Warranty documentation;
- User manuals;
- Motorcycle registration documents, including plate number and yellow card; and
- Other relevant certificates or documentation.
Payment will be governed by the final delivery and will be subject to successful delivery, verification of compliance, submission of supporting documents and formal acceptance by the designated WaterAid Rwanda/WASAC representative.
Inspection and Acceptance
WaterAid Rwanda and/or the designated WASAC/project team may inspect and verify equipment before, during or after delivery.
Equipment may be rejected if it:
- Does not meet approved technical specifications;
- Is damaged, defective or visibly used;
- Differs from the approved model without written authorization;
- Has missing accessories;
- Has incomplete documentation; or
- Fails applicable inspection or functional testing.
Non-compliant equipment must be replaced or rectified by the supplier at its own cost.
How to Apply
Interested suppliers should prepare and submit their complete proposals electronically to:
Email: WARwanda@wateraid.org
Deadline: 7 October 2026 at 12:00 PM
Late submissions will not be considered unless otherwise permitted under the applicable procurement procedures.
The ToR also lists WaterAid Rwanda as the contact and provides the telephone number +250 788 318 824.
Safeguarding Requirements
WaterAid states that it has zero tolerance for harassment, discrimination, abuse and bullying, particularly concerning children and vulnerable adults. Consultants or suppliers working on the project are required to comply with applicable safeguarding policies and codes of conduct.
Important Information for Suppliers
Before submitting a quotation, suppliers should carefully review the complete Terms of Reference and its technical annexes. In particular, bidders should ensure that:
- All technical specifications are addressed;
- Administrative documents are valid;
- At least two relevant previous assignments are documented;
- Technical and financial information is complete;
- Motorcycle registration costs are included;
- Warranty and after-sales support are clearly stated;
- Delivery timelines are provided; and
- The quotation reaches WaterAid Rwanda before the stated deadline.
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