“Positioning RICA for Conservation Agriculture Leadership”

EXPRESSION OF INTEREST (EOI)

Design, Supply, Installation, Integration, Testing and Commissioning of an Additional Battery Energy Storage System, Photovoltaic Inverter Replacement and Microgrid Enhancement Works under an EPC/Turnkey Contract

EOIS MUST BE SUBMITTED ELECTRONICALLY TO: tenders@rica.rw

For submissions exceeding 25 MB, bidders must request a secure file transfer link from tenders@rica.rw no later than two (2) working days before the closing date.

Late submissions will not be accepted under any circumstances.

IMPORTANT NOTICES

• This procurement is conducted under RICA's internal procurement policies. 
• RICA reserves the right to reject any submission or cancel the procurement.

1. INVITATION

The Rwanda Institute for Conservation Agriculture (RICA) invites Expressions of Interest from qualified and experienced firms for the design, supply, installation, integration, testing, and commissioning of a Battery Energy Storage System (BESS) augmentation and associated microgrid enhancement works at its Bugesera Campus, Rwanda ("the Project").

This is a call for Expressions of Interest only. It does not constitute an invitation to tender, an offer, or a solicitation of an offer, nor shall this document or anything contained in it form the basis of any contract or commitment whatsoever. Firms whose Expressions of Interest are assessed as meeting the eligibility and capability requirements set out below will be shortlisted and subsequently forwarded the full bid documentation, comprising the Request for Proposals (RFP), Owner's Requirements (OR), Special Conditions of Contract (SCC), technical drawings, and other supporting documentation, for formal tender submission.

2. BACKGROUND

RICA operates a hybrid renewable microgrid at its Bugesera Campus, comprising a solar photovoltaic array of approximately 1.5 MW, a legacy battery energy storage system of approximately 3 MWh, and diesel generator backup fleet, supplying a diverse range of academic, residential, agricultural, and processing loads including cold chain facilities.

The existing BESS is approaching the end of its operational life and requires augmentation with a new system of approximately 4 MWh usable capacity, to restore and expand usable storage, improve system resilience, and support RICA's continued transition toward reliable, low carbon campus power, as well as foreseeable campus expansion. In parallel, the existing PV array requires refurbishment through replacement of the existing DC to DC power conversion equipment, either with new equivalent units or through migration to a string or central inverter architecture, to restore PV system reliability and performance. The Project forms part of RICA's broader infrastructure enhancement programme and is being managed with the support of an independent Owner's Technical Assistant (OTA).

3. PROJECT OVERVIEW

The Project scope, to be delivered under an EPC/Turnkey contract structure based on the FIDIC Conditions of Contract for EPC/Turnkey Projects (Silver Book), Second Edition 2017, is expected to include, without limitation:

• Design, supply, delivery, installation, and commissioning of a new Lithium Iron Phosphate (LFP) Battery Energy Storage System of approximately 4 MWh usable capacity, AC or DC coupled to the existing 400V busbar
• Removal and replacement of the existing PV DC to DC converters, with new units or a string/central inverter architecture as proposed by the Contractor
• Integration of the entire system with a reliable and robust overarching Energy Management System (EMS) and control architecture
• Associated civil, electrical, and control works
• Testing and commissioning, including Factory Acceptance Testing and Site Acceptance
• Testing with a continuous performance demonstration
• Training of RICA personnel on O&M to ensure a smooth handover transition
• A 12 month Defects Notification Period following Practical Completion

Full technical scope, performance requirements, and site-specific detail will be provided in the Owner's Requirements and associated tender documents issued to shortlisted respondents.

4. INDICATIVE PROJECT INFORMATION

5. ELIGIBILITY CRITERIA

Respondents must demonstrate, at minimum:

• Proven track record in the design, supply, and installation of grid connected or hybrid Battery Energy Storage Systems of comparable or greater scale (minimum 2 MWh installed capacity on at least one completed reference project within the last five years)
• Demonstrated experience integrating BESS with existing PV and/or diesel generation systems and EMS/SCADA platforms
• Demonstrated experience in PV inverter or DC to DC converter replacement and refurbishment works
• Valid business registration and good standing in the firm's jurisdiction of incorporation
• Financial capacity to execute a project of this scale
• Relevant certifications and quality management accreditations (e.g. ISO 9001, ISO 45001, or equivalent)
• No history of debarment, blacklisting, or unresolved litigation with a public institution or development partner in the preceding five years
• Availability of appropriately qualified and registered professional engineers (electrical, civil/structural, and mechanical disciplines) to lead design deliverables

Joint ventures and consortia are permitted, provided the lead firm demonstrates the majority of the technical and financial capacity required, and a formal joint venture agreement or letter of intent is submitted.

6. SUBMISSION REQUIREMENTS

Interested firms are requested to submit an Expression of Interest comprising:

1. Cover Letter confirming interest and eligibility, on company letterhead, signed by an authorised representative
2. Company Profile covering corporate structure, years in operation, relevant licences and certifications
3. Track Record, a minimum of three reference projects of comparable scope and scale, including client contact details and capacity delivered, with contactable references
4. Key Personnel, CVs of proposed project lead, lead design engineer(s), and site/commissioning manager
5. Financial Capacity Statement, summary financial standing, supported by audited statements or equivalent
6. Disclosure and Conflict of Interest Declaration, confirming the respondent has no undeclared relationship with RICA, its staff, or the OTA that could give rise to a conflict of interest
7. Signed Non Disclosure Agreement (NDA), in the form provided by RICA, executed and returned with the submission as a precondition to receiving the full tender package
8. Statement of Intent, confirming ability to comply with the indicative project timeline and willingness to attend a mandatory pre bid site visit, if shortlisted

Submissions should not exceed twenty pages, excluding annexures such as certificates, financial statements, and the signed NDA.

7. SUBMISSION INSTRUCTIONS

Expressions of Interest must be submitted electronically, in PDF format, to the contact details below no later than the closing date and time stated on the cover page. Late submissions will not be considered.

Submission Email: tenders@rica.rw

Subject Line: EOI RICA BESS Augmentation Project, [Firm Name]

Queries regarding this Expression of Interest may be directed, in writing, to the email: feedback@rica.rw up to five working days prior to the closing date.

8. EVALUATION AND NEXT STEPS

Expressions of Interest will be evaluated against the eligibility criteria set out in Section 5. RICA reserves the right to request clarification or additional information from respondents during evaluation.

Firms shortlisted following this EOI stage will be required to have their signed NDA on file before receiving the full tender package, comprising the Request for Proposals, Owner's Requirements, Special Conditions of Contract, technical drawings, and other supporting documentation, and will be invited to a mandatory Pre-Bid Conference and site visit at RICA's Bugesera Campus, details of which will be confirmed at that stage.

RICA reserves the right to shortlist any number of respondents, to reject any or all Expressions of Interest, and to cancel this process at any stage, without liability to any respondent and without obligation to provide reasons.

9. CONTACT

Procurement Office
Rwanda Institute for Conservation Agriculture (RICA)
Bugesera Campus, Rwanda
Email: feedback@rica.rw

10. CONFIDENTIALITY NOTICE

This Expression of Interest and any information provided by RICA in connection with it are confidential and provided solely for the purpose of enabling respondents to prepare their submissions. Recipients shall not disclose, reproduce, or use this document or its contents for any purpose other than responding to this EOI, and shall keep confidential all information received in connection with the Project, including following any subsequent tender process. Access to the full tender package, drawings, and related private documentation is conditional upon execution and return of RICA's Non Disclosure Agreement as set out in Section 6 above.

This document does not constitute an offer or a binding commitment on the part of RICA, and no costs incurred by respondents in preparing an Expression of Interest, or any subsequent tender submission, shall be reimbursed by RICA.ANNEXURE A - NON-DISCLOSURE AGREEMENT

NON-DISCLOSURE AGREEMENT

This Agreement is entered into between the Rwanda Institute for Conservation Agriculture ("RICA") and [Bidder Name] ("the Recipient") in connection with Bid Reference RICA/BESS/EOI/2026/001.

1. Confidential Information means all technical, commercial, and operational information disclosed by RICA to the Recipient in connection with this procurement, including but not limited to the RFP, Owner's Requirements, and all annexures containing site, load, PV, BESS, generator, and SCADA data.
2. Obligations. The Recipient shall use the Confidential Information solely for the purpose of preparing and submitting a bid in response to this RFP, shall not disclose the Confidential Information to any third party other than its own employees, JV partners, or proposed subcontractors on a strict need-to-know basis, and shall ensure any such party is bound by equivalent confidentiality obligations.
3. Exclusions. This Agreement does not apply to information that is or becomes publicly available through no fault of the Recipient, was already lawfully in the Recipient's possession prior to disclosure, or is required to be disclosed by law or court order, provided RICA is given prompt written notice.
4. Term. This Agreement remains in force for three years from the date of signature, regardless of the outcome of the procurement process.
5. Return or Destruction. Upon RICA's written request, or upon the Recipient's decision not to bid, the Recipient shall return or destroy all Confidential Information and confirm this in writing.
6. Governing Law. This Agreement is governed by the laws of the Republic of Rwanda.

Signed for and on behalf of the Recipient:

Name: _______________________
Title: _______________________
Company: _______________________
Date: _______________________