Request for Quotation for Supply, Installation of Spare Parts, Preventive Maintenance and Repair Services of Air Conditioners (ACs) Tender at KT Rwanda Networks Ltd

Details:

In order to deliver high quality and consistent service, KTRN ltd intends to contract qualified companies that will provide supply and replacement of spare parts, preventive maintenance and repair services of AC, Supply, repair and maintenance in different locations country wide.

The service required should be provided by a well- reputable company with standard service operation procedures having experienced staffs in AC Conditioners repair and Maintenance

1. Qualifications and competences of the company

• Competent companies must have a working experience of 3 years’ similar services
• Companies must demonstrate the capacity to maintain all sites by submitting Team responsibility and work plan of the service and delivery process;
• Provide at least 3 references of similar accomplished works and one live or running similar contract with other local recognized organizations;
• Companies must have at least 3 permanent staff with Three Years working experience with the company in each of above specialized fields.
• The companies shall provide all 3 staff’s CVs signed by holders and their notarized academic or professional certificates;
• Each staff should hold at least A1 or equivalent professional certificate in (Electricity, Electronics, Electro-mechanics, Mechanical or any other related field) with minimum of 3 years of experience.
• The qualified company should have at least a workshop with a number of spare parts needed for maintenance and supplies that will be visited before final notification of tender awards.

2. Expected services & deliverables

2.1 Maintenance and repair services

• Qualified company will be expected to provide the following services:
• The company will be required to provide maintenance service plan on demand every 4 months within a period of one year, and submit maintenance report at every completion of planned services.
• The qualified bidder is expected to do supply of consumable parts for AC, repair and replacement of faulty equipment as necessary;
• The successful bidder should be able to provide emergency response service within immediate effects whenever necessary;
• The qualified company will be required to fix appointment with KTRN ICT site’s managers for access to the server room or equipment and submit in advance the work schedule to KTRN’s Energy Unit Team Leader for prior site accessibility arrangement; for sites within Kigali access should be arranged by KTRN engineers.
• The qualified company will be responsible for transportation of all related maintenance and repair materials and staffs on sites;
• The qualified company will be responsible of any damage caused on equipment during installation of new systems, maintenance and repair services;
• The qualified company may be required to diagnose, repair or replace parts as necessary; the replaced spare parts should be paid at a competitive price with a warranty not less than six months, but the installation will not incur any additional fee since it is part of the maintenance services;
• After replacement, the KTRN supervisor Engineer must certify the work done immediately and verify if the spare part functions properly and a reasonable warranty shall be provided.

3. Interventions and time responses

The diagnostics and the repair will be done on demand and intervention should be in less than 2hrs in Kigali and on the same day in districts out of Kigali since the Company will be contacted on Telephone. The company should provide a 24h/7 telephone number which should be responded on 1st attempt with 3 maximum call attempts. This is needed for emergency support and repairs.

4. Deliverables

The qualified company should provide immediately after completing the assignment a completed work report of the work done on each site and should be verified and approved by the KTRN supervisor engineer.

The report should be in the form of a job card or logbook, clearly indicating the site name, date, time in and out, status of equipment and problem cause, work done for resolutions and other observation or comments, the company staff name, KTRN staff name supervising the activities, KTRN energy unit Team leader and their signatures.

5. FINANCIAL PROPOSALS

Bidders must quote for unit price and total prices taxes inclusive based on the unit price as grouped in below service categories. Detailed Bill of Materials and price breakdown of components must be included, terms and Conditions must be clearly brought out in the Financial Proposal. Bidders shall quote itemized figures against each of the Items as per technical specifications.

TECHNICAL REQUIREMENTS FOR SUPPLY AND INSTALLATION OF SPARE PARTS; REPAIR AND MAINTENANCE OF ACs,

TECHNICAL REQUIREMENTS FOR SUPPLY AND INSTALLATION OF SPARE PARTS; REPAIR AND MAINTENANCE OF ACs,

6. CONTRACT ARRANGEMENTS

The service provider should perform the services as specified in the technical requirements in a period of one year, renewable upon satisfaction of the client.

7. Parameters for the selection of the Bidder

Bidders are required to provide a solution based on the Technical Requirements of KTRN Ltd as brought out in technical document. Bidders are encouraged to provide more than one solution where possible.

Selection qualified bidder will be based on the following:

• Soundness of the Proposed technical requirements & services
• Track Record for similar services executed and staff expertise on services required.
• Completeness of the Proposal
• Financial Status of the Bidder
• RDB Certificate
• RRA Tax clearance certificate
• Price & Payment Terms
• Before signing the contract, the winner should present insurance cover as performance guarantee of any risks or damages that could result to KTRN equipment or infrastructure during the contract execution period for the value of 10,000,000 RWF.

BIDS SUBMISSION:

Well prepared, Proposals are due no later than 5PM, 31^st August 2026, to be submitted to KTRN email procurement@ktrn.rw. Late offers will be rejected. Financial and Technical proposals MUST be put in separate folders

For any inquiry you can write to TenderCommitee@ktrn.rw In at least 2 days before the bids submission deadline.