TERMS OF REFERENCES FOR THE CONSTRUCTION, EQUIPPING AND COMMUNITY MANAGEMENT OF A WOODEN-PLANK BOAT FOR WATER HYACINTH CONTROL

TENDER REFERENCE: IFR/SGP/RWERU/BOAT/2026/005

1. BACKGROUND AND PURPOSE

INADES-Formation Rwanda (IFR), under the project “Integrated Community-Led Wetland Restoration and Climate-Resilient Livelihoods in the Rweru Landscape”, invites qualified boat builders, carpenters, fabricators and/or registered companies to submit a quotation for the construction, equipping and commissioning of one wooden-plank boat for water hyacinth control. The boat will be used by trained community members and Producer Organizations-Cooperatives in Rweru Sector, Bugesera District, particularly around the wetlands and water bodies associated with Lakes Rweru and Gaharwa.

The intervention aims to strengthen community capacity to remove water hyacinth, restore degraded wetland areas and ensure sustainable community management of the restoration equipment. The assignment shall therefore include construction of the boat, supply of equipment, testing, commissioning and practical training of community operators.

2. OBJECTIVE OF THE PROCUREMENT

The selected supplier/contractor will be responsible for:

1. Constructing one durable wooden-plank boat suitable for inland-water and wetland conditions;
2. Equipping the boat with an appropriate propulsion and steering system;
3. Providing appropriate safety equipment;
4. Providing basic maintenance tools and spare parts;
5. Testing and commissioning the boat;
6. Training selected community members in safe boat operation; water safety; water-hyacinth removal; routine maintenance; environmental safeguards; and
7. Providing basic operating and maintenance instructions.

3. TECHNICAL SPECIFICATIONS

The proposed boat shall be purpose-designed or adapted for wetland restoration and water-hyacinth control, rather than being a standard passenger boat.

3.1. Boat specifications

Important:The final dimensions may be adjusted by mutual agreement between the Contractor and the Client following the technical design, provided that the proposed boat meets or exceeds the specified safety, stability, payload, and functional requirements.

The priority should be stability, shallow-water manoeuvrability and safe collection of hyacinths rather than maximum cargo volume.

3.2. Other boat specifications

3.3 Boat Construction

The boat shall be constructed using suitable, durable and properly seasoned timber. It shall have:

• reinforced ribs/frames;
• properly fixed wooden planks;
• watertight joints;
• adequate freeboard and stability;
• reinforced engine mounting area;
• suitable seats;
• appropriate waterproofing/protective treatment; and
• a safe arrangement for loading and unloading harvested water hyacinth.

3.4 Propulsion and equipment

The boat shall include:

• suitable motor/engine;
• steering/control system;
• fuel system;
• emergency paddles/oars;
• anchor and rope;
• water-hyacinth collection arrangement;
• rakes/hooks;
• nets or baskets;
• ropes and securing materials;

The bidder shall clearly specify the proposed engine/motor type, power, fuel consumption and maintenance requirements.

4. WATER HYACINTH CONTROL

The boat shall facilitate the systematic removal of water hyacinth from priority wetland areas.

The contractor shall demonstrate that the proposed design allows the community to:

1. safely approach infested areas;
2. collect water hyacinth;
3. minimize fragmentation and dispersal;
4. load the harvested vegetation;
5. transport it safely to shore; and
6. unload and manage it without returning viable plant material to the water.

The design should allow practical community-level operation and maintenance.

5. TRAINING AND COMMUNITY MANAGEMENT

Training is an integral part of the assignment.

The contractor shall provide practical training to approximately 12 selected community members, including boat operators and representatives of Producer Organizations-Cooperatives. 

Training is an integral part of the assignment. The contractor shall provide practical training to approximately 12 selected community members, including boat operators and representatives of Producer Organizations/Cooperatives. The training will combine brief classroom orientation, practical demonstrations and hands-on exercises.

Participants will be trained in safe boat operation, including identification and use of the hull, 25 HP engine, steering system, safety equipment and water-hyacinth collection tools. Training will cover starting and stopping the engine, steering, maneuvering, safe loading and unloading, and operation in shallow wetland conditions.

The water safety component will cover proper use of life jackets, safe navigation, prevention of capsizing, emergency procedures and basic first aid. Participants will also learn practical techniques for water-hyacinth identification, collection, loading, transportation and unloading, with emphasis on minimizing fragmentation and preventing its reintroduction into the water.

Training will further cover routine boat and engine maintenance, including pre-use inspections, cleaning, lubrication, identification of leaks or damage, minor repairs and timely reporting of technical problems. Environmental safeguards will address prevention of fuel and oil pollution, protection of native vegetation and aquatic fauna, and responsible management of harvested biomass.

A boat operation and maintenance logbook will be established to record operators, dates, locations, activities, fuel use, quantities of water hyacinth removed, maintenance, incidents and other relevant information, supporting accountability and sustainable community management of the asset.

6. COMMUNITY MANAGEMENT ARRANGEMENT

Following commissioning, the boat will be managed through a designated community structure, preferably under the strengthened Producer Organization/Cooperative.

The community management mechanism shall ensure:

• authorized use of the boat;
• proper custody and storage;
• routine cleaning and maintenance;
• fuel management;
• recording of boat operations;
• reporting of damage or accidents;
• scheduling of restoration campaigns; and
• accountability for the equipment.

Only trained and authorized operators shall operate the boat.

7. BIDDER REQUIREMENTS

Interested bidders shall submit:

1. Company/enterprise registration documents;
2. Valid tax clearance;
3. Company profile;
4. Evidence of experience in boat construction;
5. At least two references for comparable assignments;
6. Technical including detailed list of materials and equipment;
7. Proposed delivery schedule;
8. Training plan;
9. Warranty conditions; and
10. Detailed financial quotation.

Preference will be given to bidders with demonstrated experience in wooden boat construction, inland-water equipment, wetland restoration or related community equipment.

8. FINANCIAL QUOTATION

The bidder shall provide a detailed quotation using the following structure:

BILL OF QUANTITIES (BoQ)

The quotation shall include all costs related to construction, equipment, transport, installation, testing, training and commissioning.

9. DELIVERY, INSPECTION AND ACCEPTANCE

The contractor shall propose a realistic delivery schedule. The complete assignment is expected to be completed within approximately 30 calendar days from contract signature/official commencement.

Before acceptance, INADES-Formation Rwanda will verify:

• quality of construction;
• stability and watertightness;
• propulsion and steering;
• water-hyacinth collection functionality;
• safety equipment;
• successful practical testing; and
• completion of community training.

The contractor shall correct, at its own cost, defects attributable to poor workmanship or failure to comply with the approved specifications.

A minimum 12-month warranty shall be provided.

10. SUBMISSION DEADLINE AND ADDRESS 

The duly signed and stamped bids must be submitted no later than 30 September 2026 at 2:30 PM (Rwanda time) through either of the following channels:

Physical submission:
INADES-Formation Rwanda Head Office
Remera, Gasabo District
Behind Remera Main Bus Park
Approximately 1 km from Kigali International Airport
Near Centre Christus

Electronic submission:
Email: inadesformation.rwanda@inadesfo.net

Bidders are responsible for ensuring that their bids are received by INADES-Formation Rwanda before the stated deadline.

Late submissions will not be accepted or considered for evaluation.

Bids will be opened in the presence of bidders or their representatives who choose to attend at INADES-Formation Rwanda head office on 30 September 2026 at 3:00 PM

Done at Kigali on 15 September 2026.

Désiré BIMENYIMANA
National Director
INADES-Formation Rwanda