For The Supply, Installation, Training, And After-Sales Support of Small-Scale Irrigation Equipment Tender at World Relief

1. BACKGROUND AND INTRODUCTION

World Relief is a global Christian humanitarian organization operating in Rwanda since 1995.

World Relief Rwanda is implementing the Powering Rural Youth (PRY) Project across 20 districts in the Northern, Southern, and Western Provinces of Rwanda. The project aims to contribute to the creation of dignified and fulfilling employment opportunities for youth within Rwanda’s agri-food systems.

As part of efforts to strengthen resilience against climate variability and improve agricultural productivity, World Relief Rwanda intends to facilitate access to mobile small-scale irrigation systems for youth cooperatives engaged in agricultural production. The intervention will support both on-farm irrigation and income generation through irrigation service provision to neighboring farmers.

World Relief Rwanda hereby invites eligible and qualified suppliers to submit Expressions of Interest (EOI) for the supply, installation, commissioning, training, maintenance, and after-sales support of small-scale irrigation equipment under the PRY Project.

2. OBJECTIVE OF THE EXPRESSION OF INTEREST

The objective of this EOI is to identify competent and experienced suppliers capable of supplying, installing, commissioning, and supporting small-scale irrigation systems for youth cooperatives located across the project intervention districts.

3. SCOPE OF SUPPLY AND INSTALLATION SERVICES

The successful bidder(s) shall be required to:

• Supply irrigation equipment in accordance with the technical specifications provided under Section 4 of this EOI document;
• Deliver and install the equipment at designated project sites across the 20 districts of intervention under Section 5 of this EOI document;
• Conduct testing and commissioning of installed systems;
• Provide on-site training and coaching to end-users (youth cooperatives) for a minimum period of four (4) months covering operation, maintenance, safety, and basic troubleshooting;
• Provide operation manuals and user guidance materials;
• Offer full technical assistance during the warranty period;
• Provide after-sales support, preventive maintenance, and repair services;
• Replace defective parts or entire units at no additional cost during the warranty period.

Partial bids within the lot shall not be accepted.

4. CATEGORIES, TECHNICAL SPECIFICATIONS, AND QUANTITIES OF IRRIGATION EQUIPMENT

Total equipment to be supplied across this lot: 91 irrigation units.

5. DISTRIBUTION OF IRRIGATION PUMPS BY PROVINCE AND DISTRICT

6. SUBMISSION REQUIREMENTS AND MANDATORY DOCUMENTS

Interested bidders shall submit their EOI in a sealed envelope clearly marked:

“EOI – Supply and Installation of Small-Scale Irrigation Equipment – Ref No. WRR/…/2026”

The EOI submission shall contain the following mandatory documents arranged in the order below:

1. Application letter addressed to the Country Director, World Relief Rwanda;
2. Certificate of company registration;
3. Valid RRA Tax Clearance Certificate;
4. Company profile including organizational structure and key technical staff;
5. Evidence of relevant experience in irrigation supply and installation services;
6. At least three (3) completion certificates for similar assignments accompanied by corresponding contracts or purchase orders;
7. Recommendation letter from RAB or proof of listing under the RAB SSIT supplier directory;
8. Signed commitment letter confirming ability to complete delivery and installation within twenty-one (21) calendar days from contract signature;
9. Manufacturer authorization letters or dealership certifications for pumps and other key equipment;
10. Warranty commitment statement (minimum 12 months);
11. Technical proposal including:

• Installation methodology;
• Delivery schedule;
• Training and coaching plan;
• After-sales support arrangements;
• Maintenance and spare parts strategy.

12. Financial proposal (separately sealed or clearly separated within the envelope), indicating:

• Unit prices in RWF inclusive of taxes;
• Total price per lot;
• Transport and installation costs;
• Training and maintenance costs;
• Proposed payment terms.

13. Proof of physical operational presence in Rwanda (office, workshop, or service center).

7 .REQUIRED EXPERIENCE AND TECHNICAL CAPACITY

Interested bidders must demonstrate:

• Proven experience in supply, installation, and commissioning of irrigation systems or related agricultural technologies;
• Technical capacity to operate in remote rural environments with varying terrain and water conditions;
• Availability of qualified personnel, including at least two (2) technicians with relevant irrigation, pump installation certification;
• Ability to provide technical support services in Kinyarwanda and either English or French;
• Availability of service infrastructure within Rwanda, including spare parts access and maintenance capability;
• Demonstrated financial capacity to deliver the assignment without advance payment, as payments shall be output-based and linked to delivery, installation, and training milestones.

8. AFTER-SALES SUPPORT, WARRANTY, TRAINING, AND MAINTENANCE REQUIREMENTS

The mandatory service package shall include:

Bidders must provide a detailed after-sales service plan including response timelines, staffing arrangements, spare parts availability, and maintenance procedures.

Note:Successful bidders will be paid upon satisfactory completion of the assignment and submission of all required deliverables, in accordance with the terms and conditions of the contract.

9. SUBMISSION METHOD AND DEADLINE

EOI submissions shall be delivered to:

World Relief Rwanda

Kacyiru Sector, Gasabo District
KG 5 Avenue, House No. KG 5 Ave 107A
Kigali, Rwanda

Submission Deadline:

July 22nd, 2026 at 11:00 AM Kigali Time

Late submissions shall not be accepted.

Bid opening shall take place immediately after the submission deadline in the presence of bidders or their authorized representatives who choose to attend.

10. EVALUATION CONSIDERATIONS

The evaluation process shall follow a two-stage approach:

Stage 1 – Preliminary Compliance Review

Pass/Fail assessment based on compliance with the mandatory submission requirements under Section 5.

Stage 2 – Technical and Financial Evaluation

Only bidders who pass Stage 1 shall proceed to detailed evaluation based on:

• Technical Evaluation – 70%
  • Relevant experience;
  • Technical proposal quality;
  • Training approach;
  • Warranty conditions;
  • After-sales support capacity.
• Financial Evaluation – 30%
  • Cost competitiveness and value for money.

World Relief Rwanda reserves the right to conduct reference checks, due diligence reviews, and site visits where necessary.

11. CONTACT DETAILS FOR CLARIFICATIONS

All requests for clarification regarding this EOI must be submitted in writing to:

Email: WRRwanda@wr.org

Subject Line: “EOI for supply of irrigation equipment”

Deadline for Clarification Requests:

July 22nd, 2026 at 11:00 AM Kigali Time

12. GENERAL ANDETHICAL STANDARDS

World Relief Rwanda reserves the right to accept or reject any proposal, wholly or partially, and is not bound to award the contract to the lowest-priced bidder.

World Relief Rwanda maintains zero tolerance against fraud, corruption, collusion, coercion, bribery, and unethical procurement practices. Any attempt to influence the procurement process shall result in automatic disqualification.

Done at Kigali, on July 15, 2026

Yours sincerely,

Clemence Nkulikiyinka

Country Director
World Relief Rwanda