Expression of Interest (EOI)

Regional consultant for Quality Assurance Approach for Rwanda’s cooking sector (incl. testing and Labelling).                                          

Reference Number: 83489026

General information

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

Context

Energising Development (EnDev) is a multi-donor, multi-implementer energy access programme currently financed by five donor countries: the Netherlands, Germany, Norway, the United Kingdom, Switzerland. The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH acts as the lead implementing agency of the programme and cooperates closely with the Netherlands Enterprise Agency (RVO) at the global level as well as other implementation partners at the country level.

EnDev Rwanda is one of the country projects under the umbrella of the global programme. The activities in Rwanda currently include two types of technologies:  modern, needs-based and climate-friendly cooking technologies (higher-tier biomass stoves, e-Cooking), and off-grid solar appliances.

In 2020, Energising Development (EnDev) launched the Reducing climate impact of cooking in Rwanda through improved cooking energy systems (ReCIC) project. This five-year project, which ends in October 2025, is co-financed by the European Union, as part of the Global Climate Change Alliance (GCCA+) initiative and the German Federal Ministry for Economic Cooperation and Development (BMZ).

Through ReCIC, EnDev aims to set up a sustainable production and dissemination chain for improved cookstoves (ICS) as well as for improved or alternative fuels for households, social institutions and micro-, small and medium-sized business in Rwanda through a threefold approach: 1) increase production capacities, 2) consumer awareness and 3) increase dissemination of ICS and improved fuels.

Ministerial guidelines for biomass stoves, effective since January 2024, only permit Tier 3 or higher stoves. However, stoves tested in labs often differ from those available at the household level. In addition, consumers struggle to identify high-quality cookstoves, leading to continued purchases of substandard models. No quality management system is in place to ensure compliance with these guidelines. 

Introducing a quality label could address these challenges by: a) label stove that have been successfully tested for quality (e.g. through bulk testing) b) establishing a quality brand which helps consumers to identify quality stoves 

Tasks to be performed by the contractor

The contractor is responsible for providing the following services in the below table describe the requested services to the consultant:

 The contractor is responsible to align the implementation of the assignment with the objectives of the Government of Rwanda (GoR). Ministerial Guidelines for clean cooking developed and initiated by the Ministry of Infrastructure (MININFRA) exist and have been effective since January 2024. These guidelines outline quality requirements for Tier 3 stoves and define roles and responsibilities for testing. 

The Rwandan Standards Board (RSB) is one of the key entities responsible for implementing the Ministerial Guidelines. It oversees the development of standards and testing protocols. RSB has created national performance standards for cookstoves, ensuring compliance with both ISO and regional standards. 

Through ReCIC, EnDev continues to support RSB with testing equipment and technical capacity development; the contract could development labelling criteria.

In addition to the reports required by GIZ in accordance with the AVB, the contractor submits the following reports:

• Assessment report based on document review outlining existing gaps and linkages for a Quality assurance approach
• Draft report / document presenting a quality assurance approach
• Documentation of all interviews and summarise of discussions being held
• Concise Workshop report
• Finale report / document presenting the developed quality assurance approach

Certain milestones, as laid out in the table below, are to be achieved during the contract term:

Period of assignment: from July 2025 until September 2025.

Concept

In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable, under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Technical-methodological concept

Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to present and explain its approach to steering measures with the project partners (1.3.1).

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

The tenderer is required to describe its contribution to knowledge management for the partner (1.5.1) under learning and innovation.

Project management of the contractor (1.6)

The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

The tenderer is required to draw up a personnel assignment plan with explanatory notes that lists all the experts proposed in the tender; the plan includes information on assignment dates (duration and expert days) and locations of the individual members of the team complete with the allocation of work steps as set out in the schedule.

Personnel Concept

The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Short-term expert pool with minimum 1, maximum 2 members

For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment.

Tasks of the short-term expert pool as outlined above

• Review existing guidelines and other relevant documents in order to identify gaps and linkages for a Quality Assurance Approach for the cooking sector / biomass stoves
• Develop a quality assurance approach and labelling standard system reflecting the different position and interests of various stakeholders
• Prepare, organize and conduct / moderate a stakeholder consultation workshop to present the drafted QA approach and discuss with the stakeholders.
• Finalize the QA approach based on the stakeholder consultation

Qualifications of the short - term expert pool

• Education/training (2.6.1): Experts with university qualification (‘Diploma’/Master) in Environmental Engineering / Environmental Science, Renewable energy, Industrial Engineering, or equivalent.
• Language (2.6.2): Experts with C2-level language proficiency in English; French and/or Kinyarwanda skills are an asset but not mandatory.
• General professional experience (2.6.3): Experts with 7 years of professional experience in engineering, product development, or environmental technologies.
• Specific professional experience (2.6.4): Experts with 5 years of hands-on experience in biomass stove design, testing, and performance evaluation, in-depth knowledge of stove testing protocols (e.g., ISO 19867, Water Boiling Test (WBT), Controlled Cooking Test (CCT), Kitchen Performance Test (KPT)), demonstrated experience in developing or revising stove testing procedures and protocols, including bulk testing setups and lab/field evaluations.
• Regional experience (2.6.5): Experts with proven experience working on energy access, clean cooking, or renewable energy projects in Rwanda and East Africa.
• Development cooperation (DC) experience (2.6.6): Experts with 2 years of experience collaborating with government bodies, NGOs, or standards organizations
• Other (2.6.7): Demonstrated ability to lead or contribute to multi-stakeholder technical processes, including policy development and testing methodology as well as moderation skills. This ability will be assessed based on evidence from two reference projects (one in rwanda and another in regional). The tenderer must provide a clear overview of all proposed short-term experts (maximum 2) and their individual qualifications.

Costing requirements

Assignment of personnel and travel expenses

Per diem allowances are reimbursed as a lump sum up to the maximum amounts permissible under tax law for each country as set out in the country table in the circular from the German Federal Ministry of Finance on travel expense remuneration (downloadable from the German Federal Ministry of Finance – tax treatment of travel expenses and allowances for international business travel as of 1 January 20242025 (GERMAN ONLY)).

Accommodation allowances are reimbursed as detailed in the specification of inputs below.

With special justification, additional Accommodation costs up to a reasonable amount can be reimbursed against evidence.

All business travel must be agreed in advance by the officer responsible for the project

Sustainability aspects for travel

GIZ has undertaken an obligation to reduce greenhouse gas emissions (CO₂ emissions) caused by travel. When preparing your tender, please incorporate options for reducing emissions, such as selecting the lowest emission booking class (economy) and using means of transport, airlines and flight routes with a higher CO₂ efficiency. For short distances, travel by train (second class) or e-mobility should be the preferred option.

CO₂ emissions caused by air travel must be offset. GIZ specifies a budget for this, through which the carbon offsets can be settled against evidence.

There are many different providers in the market for emissions certificates, and they have different climate impact ambitions. The Development and Climate Alliance (German only) has published a list of standards (German only). GIZ recommends using the standards specified there.

Specification of inputs

Workshops, events and trainings:

The contractor implements the following workshops:

Stakeholder Consultation Workshop

Preparation and Workshop Design

• A detailed agenda developed and shared in advance with all participants
• Use of interactive and inclusive facilitation methods (e.g., breakout groups, Q&A sessions, feedback tools).
• All workshop materials (presentations, handouts, summary of QA approach) are prepared in clear, professional format and shared in advance or at the beginning of the session.
• Contractor coordinates logistics with GIZ for venue setup, audio-visual needs, translation (if needed), and catering.

Participant Engagement

• Presentation of the draft QA approach in a clear, concise, and accessible manner, tailored to a diverse audience (technical and non-technical).
• Moderation of the discussion allows balanced participation from all stakeholder groups (public sector, private sector, civil society).
• Use of structured facilitation techniques (e.g., guiding questions, visual aids, summary boards) to ensure all key points and views are captured.
• Gender-sensitive and inclusive participation encouraged in both discussion and moderation.

Documentation and Follow - up

• Contractor ensures real-time documentation of key feedback, concerns, and recommendations from the discussion.

Submission of a concise workshop report within 5 working days after the event, including:

• List of participants
• Summary of key discussion points
• Documented feedback on the QA approach
• Recommendations for next steps or revisions
• Clear documentation of any agreed changes or additions to the draft QA approach.

Please describe in your concept how you implement the minimum standards specified above.

Inputs of GIZ or other actors

GIZ and/or other actors are expected to make the following available:

• Support in identifying relevant stakeholders and facilitating contacts and introduction
• Workshop logistics (such as venue, catering etc).

Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToR. In particular, the detailed structure of the concept (Chapter 3) should be organized in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English (language).

The complete tender must not exceed 10 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can also be submitted in English language.

Please calculate your financial tender based exactly on the parameters specified in Chapter 5 Quantitative requirements. The contractor is not contractually entitled to use up the days, trips, workshops or budgets in full. The number of days, trips and workshops and the budgets will be contractually agreed as maximum limits. The specifications for pricing are defined in the price schedule.

The Submission of the offer

Technical offer:

Technical offer must include the following documents:

• A cover letter expressing your interest in this assignment.
• Technical Proposal (attached template for technical proposal MUST be used)
• Up to date CVs of proposed experts
• Self-declaration of eligibility for the award
• The company/ individual must be registered in the country of origin or with Rwanda Development Board (RDB) (attach the following certificate administrative documents: Company registration certificate (RDB),
• VAT registration certificate
• A valid Tax clearance certificate.
• At least 2 References project or experts past similar completed projects assignments. 

Note that:

• National or regional individual consultants and firms or companies are encouraged to apply.
• Individual consultant from outside the Country of assignment will ensure that has/have the working permit for Rwanda.

Financial offer:

Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs. The costs must be in RWF and VAT excluded (Price sheet must be used). The Financial offer will be regarded as exclusive of VAT in the case where there is no information about VAT.

Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until latest 16.06.2025:

The technical offer has to be submitted in PDF format and as attachment to the email with the subject: 83489026 -Technical offer.

The financial offer has to be submitted in PDF format and as attachment to the email with the subject: 83489026 - Financial offer. 

If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/, as indicated. The subject of recipient notification must be edited with the subject indicated above and the notification message must include the password to access the files.

Offers submitted through any other sharing platform, as google documents or similar will not be considered.

Without the subject mentioned, your offer may not be considered

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

Annexes:

Annex 1 - Eligibility assessment grid

Annex 2 - Self-declaration of eligibility for the award

Annex 3 - Technical assessment grid

Annex 4 - Technical Proposal template

Annex 5 - Price sheet