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,
| Activity scope | Description | Unite Price | Price with VAT | |
| 1. Air Conditioner Repairs on KTRN sites Inside Kigali | ||||
| Cost for troubleshoot, Maintenance and repair of Air Conditioner | Repair charges with Contractor transport for their Engineers | |||
| Repair charges with KTRN transport | ||||
| AC refrigerants | Cost for R22 Gas refilling per 1 Kg | |||
| Cost for R410A Gas refilling per 1 Kg | ||||
| 2.Air Conditioner Repairs, troubleshooting and maintenance on KTRN sites Out of Kigali (A return trip) | ||||
| Cost for troubleshoot, Maintenance and repair of Air Conditioner | Repair charges with Contractor transport for their Engineers | |||
| Repair charges with KTRN transport | ||||
| 3.Air Conditioner Repairs, troubleshooting, maintenance on KTRN sites Out of Kigali (All up country non – return trip) | ||||
| Cost for troubleshoot, Maintenance and repair of Air Conditioner | Repair charges with Contractor transport for their Engineers | |||
| Repair with KTRN Transport | ||||
| 4.Supply, delivery and Air conditioners installation on KTRN Sites in nearby districts (A return trip) | ||||
| LG / SAMSUNG | 12000 BTU/Hr (Highwall) | |||
| LG / SAMSUNG | 24000 BTU/Hr (Highwall) | |||
| LG / SAMSUNG | 30000 BTU/Hr (Standalone) | |||
| SAMSUNG | 42000 BTU/Hr (Standalone)not available on markert, we propose 48,000btu | |||
| LG / SAMSUNG / | 48000 BTU/Hr (Standalone) | |||
| CARRIER | ||||
| LG / SAMSUNG / | 42000 BTU/Hr (Standalone)not available on markert, we propose 48,000btu | |||
| 5. Supply, delivery and Air conditioners installation on KTRN sites Out of Kigali (All up country non – return trip) | ||||
| LG / SAMSUNG | 12000 BTU/Hr (Highwall) | |||
| LG / SAMSUNG | 24000 BTU/Hr (Highwall) | |||
| LG / SAMSUNG | 24000 BTU/Hr (Highwall) | |||
| 6.Replacemen t cost for a new compressor unit (Inside Kigali) | ||||
| LG | 12000 Btu (Highwall) | |||
| LG | 18000 Btu (Highwall) | ||||
| LG / Super General | 24,000 Btu (Highwall) | ||||
| Tadiran / SAMSUNG | 24,000 Btu (Highwall) | ||||
| LG | 28,000 Btu (Ceiling type) | ||||
| SAMSUNG | 30,000 Btu (Standalone) | ||||
| SAMSUNG | 42,000 Btu (Standalone) | ||||
| LG | 48,000 Btu (Standalone) | ||||
| SAMSUNG | 50,000 Btu (Standalone) | ||||
| LG | 50,000 Btu (Standalone) | ||||
| CARRIER | 60,000 Btu (Standalone) | ||||
| 7.Replacement cost for a new compressor unit Out of Kigali (On return trip) | |||||
| LG | 12000 Btu (Highwall) | ||||
| LG | 18000 Btu (Highwall) | ||||
| Super General | 24,000 Btu (Highwall) | ||||
| Tadiran/LG/SAMSUNG | 24,000 Btu (Highwall) | ||||
| 8.Replacement cost for a new compressor unit on KTRN sites Out of Kigali (All up country non – return trip) | |||||
| LG | 12000 Btu (Highwall) | ||||
| LG | 18000 Btu (Highwall) | ||||
| Super General | 24,000 Btu (Highwall) | ||||
| Tadirax/LG/SAMSUNG | 24,000 Btu (Highwall) | ||||
| 9. Supply, delivery of other equipment / Items related with Air conditioners on KTRN sites in Kigali | |||||
| Item Description | Unite Price | Total Price with VAT | |||
| S/N | |||||
| 1 | Capacitor 40 – 60 µf | ||||
| 2 | Contactor 220 volts AC | ||||
| 3 | AC Contactor ABB 220V AC |
| 4 | Electrical flexible cable 3×2.5 sqmm (Price per meter) |
| 5 | Electrical flexible cable 3×6 sqmm (Price per meter) |
| 6 | Electrical flexible cable 5×6 sqmm (Price per meter) |
| 7 | Isolation Gain 7/8 (Price per meter) |
| 8 | Flexible pipe 50 ø |
| 9 | PVC water pipe 30 ø |
| 10 | Insulating tape |
| 11 | Wall Plugs Ø 8 |
| 12 | Star screw of Ø 8 |
| 13 | Bolts and nuts |
| 14 | Distribution box 12 ways |
| 15 | AC gas recharge valve / AC split solenoide valve |
| 16 | Three Phase circuit breaker 50 A |
| 17 | Single Phase fuse 20 A |
| 18 | Air Conditioner Metallic Support |
| 19 | Trunking Legrand 105×50 |
| 20 | Gas Pipes 3/8"(Price per meter) |
| 21 | Gas Pipes 5/8" (Price per meter) |
| 22 | Repair of Air Conditioner control board |
| 23 | Supply of main control board forAir Conditioner (18,000 to 30,000BTU/h) |
| 24 | Supply of main control board for Air Conditioner (42,000 to 60,000BTU/h) |
| 25 | Supply and installation of Automatic Voltage Switcher (AVS) single phase 220V,60 Hz |
| 26 | Supply and installation of Automatic Voltage Switcher (AVS) 3PH (380V, 100A, 60 Hz) | ||
| 27 | Supply of indoor FAN unit for AC 12,000 to 24000 BTU/Hr | ||
| 28 | Supply of indoor FAN unit for AC 28,000 to 60 ,000 BTU/Hr | ||
| 29 | AC special cleaning foarm (Albright) | ||
| 30 | AC MAPP Gas Brasing | ||
| LG / SAMSUNG | 30000 BTU/Hr (Standalone) | ||
| 10. Supply and delivery of other equipment / Items on KTRN sites outside Kigali (All up country sites) | |||
| S/N | Item Description | Unite Price | Price with VAT |
| 1 | Capacitor 40 – 60 µf | ||
| 2 | Contactor 220 volts AC | ||
| 3 | AC Contactor ABB 220V AC | ||
| 4 | Electrical flexible cable 3×2.5 sqmm (Price per meter) | ||
| 5 | Electrical flexible cable 3×6 sqmm (Price per meter) | ||
| 6 | Electrical flexible cable 5×6 sqmm (Price per meter) | ||
| 7 | Isolation Gain 7/8 (Price per meter) | ||
| 8 | Flexible pipe 50 ø | ||
| 9 | PVC water pipe 30 ø | ||
| 10 | Insulating tape | ||
| 11 | Wall Plugs Ø 8 | ||
| 12 | Star screw of Ø 8 | ||
| 13 | Bolts and nuts | ||
| 14 | Distribution box 12 ways | ||
| 15 | AC gas recharge valve / AC split solenoide valve | ||
| 16 | Three Phase circuit breaker 50 A | ||
| 17 | Single Phase fuse 20 A |
| 18 | Air Conditioner Metallic Support |
| 19 | Trunking Legrand 105×50 |
| 20 | Gas Pipes 3/8"(Price per meter) |
| 21 | Gas Pipes 5/8" (Price per meter) |
| 22 | Repair of Air Conditioner control board |
| 23 | Supply of main control board forAir Conditioner (18,000 to 30,000BTU/h) |
| 24 | Supply of main control board forAir Conditioner (42,000 to 60,000BTU/h) |
| 25 | Supply and installation of Automatic Voltage Switcher (AVS) single phase 220V,60 Hz |
| 26 | Supply and installation of Automatic Voltage Switcher (AVS) 3PH (380V, 100A, 60 Hz) |
| 27 | Supply of indoor FAN unit for AC 12,000 to 24000 BTU/Hr |
| 28 | Supply of indoor FAN unit for AC 28,000 to 60 ,000 BTU/Hr |
| 29 | AC special cleaning foarm (Albright) |
| 30 | AC MAPP Gas Brasing |
| 31 | AC Main card |
| 32 | AC FAN |
| 33 | AIR Conditioner compressor |
| 34 | AIR Conditioner capacitors |
| 35 | Cooling Gaz |
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.