Terms of Reference for Hiring a Consulting Firm to Conduct Training on Pump Operation and Maintenance at VEI (Deadline: 22/06/2025)

Title: Terms of Reference for Hiring a Consulting Firm to Conduct Training on Pump Operation and Maintenance

1. Introduction

VEI BV, in collaboration with Water For People, CARE International, IRC WASH, and AEE under the USAID-funded Isoko y’Ubuzima project, is seeking to hire a consulting firm to design and deliver a 4-day training program for pump operators and engineers on the operation and maintenance of water pumping systems. The training will enhance participants’ knowledge and hands-on skills to ensure sustainable management of pumping stations in rural water supply systems.

2. Background

VEI BV is a not-for-profit organization established by six Dutch drinking water utilities. Through Water Operator Partnerships (WOPs), VEI BV supports peer utilities worldwide to improve operational performance, financial sustainability, and investment readiness. VEI is currently active in 20 countries, contributing to the realization of Sustainable Development Goal 6 (SDG 6) – ensuring availability and sustainable management of water and sanitation for all.

In Rwanda, VEI BV implements the Isoko y’Ubuzima project (2021–2026), a five-year WASH program aiming to:

• Improve decentralized WASH governance,
• Improve rural drinking water services, and
• Improve rural sanitation and hygiene services and products.

Under Strategic Objective 2, VEI BV aims to strengthen the capacity of private operators, engineers, and technicians to ensure improved service delivery and reduced Non-Revenue Water (NRW). One of the key activities includes training on pump operation and maintenance.

3. Objective of the Assignment

To build the technical capacity of pump operators and engineers on effective operation, maintenance, and repair of water pumps and pumping stations. The training will combine 2 days of theoretical learning and 2 days of practical hands-on sessions for each group.

4. Scope of Work

The selected consulting firm will be responsible for:

• Designing a training program and methodology tailored to both pump operators and engineers.
• Preparing training materials and handouts (subject to VEI’s approval).
• Facilitating the full training program (4 days per group: 2 theoretical + 2 practical).
• Ensuring full participant engagement during practical sessions.
• Submitting a training report including lessons learned and recommendations.

Training Content Should Cover:

• Overview and components of an ideal pumping station
• Calibration and regular checks of equipment
• Comprehensive operation and maintenance planning
• Safety and security protocols for pumping stations
• Preventive maintenance for:
  • Pumps
  • Water storage tanks
  • Pipeline infrastructure
  • Automated dataloggers
• Monitoring techniques: water levels, flow, discharge, and pump curve analysis
• Repair planning and execution for pumping station components
• Record-keeping and analysis related to the pumping regime
• Maintenance of electromechanical components (oil, filters, spare parts, etc.)
• Contingency planning for major breakdowns
• Spare parts inventory management and rationale
• Pumping automation aligned to tank water levels and operational triggers

5. Deliverables

• Training methodology and calendar
• Training manual and handouts (for pre-approval)
• Training sessions conducted (2 batches: pump operators and engineers)
• Training report including:
  • Participant attendance
  • Evaluation and feedback: Pre- and post-test evaluation reports showing the level of skills of participants.
  • Key outcomes
  • Recommendations for future capacity-building
• Certificates of completion for all participants.

6. Team Composition

The consulting firm must provide the following personnel:

Principal Training Facilitator (Lead trainer)

The principal Training facilitator shall possess the following qualifications:

• Minimum Academic Qualifications:
• Bachelor’s degree or higher in Mechanical Engineering, Electromechanical Engineering, Water Engineering, or a closely related field.
• Preferred Experience:
• At least 7 years of experience in water supply systems, including pump station design, operation, and maintenance.
• Proven experience designing and delivering technical trainings, especially for utilities, private operators, or rural water service providers.
• In-depth knowledge of electromechanical systems, pump curves, preventive maintenance, and safety protocols.
• Experience working in rural or low-resource settings is an asset.
• Strong communication, facilitation, and report-writing skills.

Assistant Training Facilitator

The assistant training facilitator shall possess the following qualifications:

• Minimum Academic Qualifications:
• Bachelor’s degree or advanced diploma (A1) in Electromechanical Technology, Mechanical Engineering, Water and Sanitation Engineering, or related field.
• Preferred Experience:
• At least 5 years of experience supporting or delivering trainings in pump operations and maintenance.
• Hands-on experience working with water utilities or in water infrastructure projects.
• Familiarity with common types of pumps used in rural water supply systems.
• Capable of supporting group facilitation, translating theory into practice, and assisting in hands-on technical sessions.

Two Technicians

The technicians must meet the following qualifications:

• Minimum Academic Qualifications:
• Advanced diploma (A1) or technical certificate (A2) in Plumbing, Mechanical Maintenance, Electromechanical Technology, or a related technical field.

• Preferred Experience:
• At least 3 years of hands-on experience in:
  • Assembling and dismantling water pumps
  • Performing routine and corrective maintenance
  • Troubleshooting pump and motor issues
  • Managing pumping station components (valves, switches, filters, pressure gauges, etc.)
• Experience conducting or assisting in on-site technical demonstrations or training is a plus.
• Ability to explain technical tasks in a practical and accessible manner for pump operators.

All team members must demonstrate technical know-how, with relevant qualifications and experience in water pumping systems, particularly:

• Strong teamwork and communication skills.
• Fluency in English is required; Kinyarwanda is a significant asset.
• Willingness to conduct on-site, hands-on training sessions.

7. Qualification and Experience of the Consulting Firm

• Proven experience in delivering technical training on water pumping systems
• Prior work with water utilities or rural water service providers preferred
• Availability of qualified staff and technicians as required
• Experience in both theoretical and practical (hands-on) training delivery
• Strong facilitation and reporting skills

8. Duration and location

• The assignment is expected to take place over 8 days (4 days per group) during the month of July, 2025.
• Training will be conducted at a venue selected by VEI BV in Rwanda

9. Application requirements

Interested consulting firms must submit:

• A technical proposal including training methodology, schedule, and team CVs
• A financial proposal (in RWF or USD)
• Evidence of similar assignments successfully completed
• Company profile and registration documents including:
  • Full company address in Rwanda, indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box,
  • A copy of the Trade License/Certificate of company registration,
  • VAT registration certificate
  • Valid Certificate of tax clearance by the Rwanda Revenue Authority (RRA),
  • RSSB clearance certificate

10. Evaluation criteria

• Technical Proposals will be evaluated based on:
• Timeline and methodology – 30%
• Qualifications and experience of the team – 30%
• Past performance and references of the consulting firm – 40%
• Financial proposal: The tender will be awarded to the lowest bidder with a minimum pass mark of 80% in technical evaluation

11. Bidding Process

Interested firms are requested to submit their application files electronically, not later than Sunday, 22^nd June 2025 by 05:00 PM local time, with the following subject: “Hiring a Consulting Firm to Conduct Training on Pump Operation and Maintenance.” to the following email: asaph.kabaasha@vei.nl,with a copy to clement.ndungutse@vei.nl

Both technical and financial bids must be submitted separately.

Notes:

1. Hard copies and late submissions shall be rejected.
2. Late submissions will not be considered.

Done at Kigali on June 12^th, 2025.

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