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Tenders are invited for Supply, Installation, Testing and Commissioning of Fire Suppression Systems for Critical Environments Headquarters and Disaster Recovery Sites. III. Objectives and Scope The following section presents the objective and scope of the Tender: Supply, installation, testing and commissioning of a complete clean-agent fire suppression system, with no proprietary brand mandated. Coverage of HQ Data Center, HQ Power Room, HQ Battery Room and DR Data Center. Integrated early-warning detection, alarms, manual call points, control panels, evacuation signaling and interfaces required for safe suppression release. Mandatory warranty, preventive maintenance, corrective maintenance and Service Level Agreement (SLA). Provision of dedicated portable clean-agent fire extinguishers suitable for occupied spaces and sensitive equipment: 4 units for the Data Center, 3 for the Power Room and 2 for the Battery Room. Training, as-built documentation, operation manuals, maintenance schedules, spare parts/consumables support and final acceptance testing. Minimum commercial requirements Minimum warranty period: two (2) years. Preventive maintenance: at least every four (4) months during the covered maintenance period. 3. No advance payment. Delivery, installation, testing and commissioning: within fifty (50) calendar days from contract award, subject to the final agreed implementation plan. Detailed Technical and Performance Requirements 4.1. Mandatory site walkthrough All participating bidders shall attend the scheduled site walkthroughs to assess pipe routing, ceiling pathways, equipment placement, room dimensions, existing interfaces, spatial constraints and logistical conditions. RSwitch shall provide the same material site information to all attendees. Questions of general relevance raised during or after the walkthrough shall be answered through the formal clarification process. 4.2. Detection and alarm system An aspirating/high-sensitivity smoke detection system (HSSD) - VESDA smoke detectors as the first line of detection. Heat detectors, audible/visual alarms, manual call points and compatible control panels. The proposed design shall identify detection zoning, alarm logic, release logic, interfaces and fail-safe behaviour. 4.3. Exit, evacuation and access-control interfaces Exit/evacuation signals at each door of protected rooms, clearly directing personnel toward safe exits. Automatic activation of relevant evacuation signals upon suppression-release sequence, subject to testing. Door/access-control behaviour during a release shall support safe evacuation and comply with the approved fire/life-safety design. Where automatic door release/opening is required, the bidder must demonstrate that the configuration is safe, code-compliant and does not compromise containment requirements essential to suppression effectiveness. 4.4. Clean-agent performance Suitable for occupied spaces at the proposed design concentration and supported by applicable safety data and internationally recognized standards. Electrically non-conductive and residue-free, suitable for sensitive IT, network and electrical equipment. The bidder shall state the agents environmental characteristics, including Global Warming Potential (GWP), atmospheric lifetime and any applicable environmental restrictions. RSwtich requires solutions with zero GWP with the lowest practicable environmental impact consistent with safety, performance, availability, and lifecycle value. System design and discharge concentration shall comply with NFPA 2001. V. Design validation and testing Shortlisted bidders must arrange RSwitch Team site visits to facilities where the proposed solution has already been deployed. The solution presented to RSwitch must not be a first-time installation. Successful bidder must conduct a mandatory system test before tender award, demonstrating suppression effectiveness on IT equipment (Human, servers, network devices, batteries, UPSs, cabling, AVRs, and air conditioning). Vendors must provide a factory certificate showing they are authorized to sell the product, and certification must explicitly state that the factory will provide support when required. 5.1. Proven solution and manufacturer support The proposed solution must be commercially proven and not an experimental first-time deployment. Bidders shall provide verifiable evidence of comparable deployments in mission-critical environments. In addition, shortlisted bidders shall arrange mandatory site visits for the RSwitch Team to facilities where the proposed solution has already been deployed. The solution presented to RSwitch must not be a first-time installation, and physical verification of a comparable deployment is a condition of responsiveness. Bidders shall provide a current manufacturer/OEM authorization certificate explicitly confirming they are authorized to supply and support the proposed product. This certificate must also guarantee warranty coverage and technical support directly from the manufacturer. Equivalent evidence shall not be accepted; factory authorization is a mandatory condition of responsiveness. 5.2. Applicable Standards and Certifications NFPA 2001 Compliance Equipment and system design shall comply with the NFPA 2001 clean-agent fire extinguishing standard. Equivalent standards shall not be accepted. 2. ISO/UL/CE Certifications All equipment must carry applicable ISO quality and safety certifications, as well as recognized product conformity marks such as UL and CE. Manufacturer/OEM Authorization Manufacturer/OEM authorization for design, installation, and maintenance competency is mandatory. Local Regulatory Compliance The system shall comply with all applicable electrical, occupational health and safety, fire/life-safety, and building requirements in Rwanda. Deliverables and Implementation Number Deliverable Minimum requirement 1 Site survey & validated design Room data, design basis, calculations, drawings, routing, interfaces, BoQ/equipment schedule. 2 Supply All approved equipment, portable extinguishers, cylinders/agent, detection, alarms, panels, piping/nozzles, interfaces and accessories. 3 Installation Complete installation at HQ and DR with protection of existing RSwitch infrastructure. 4 Testing & commissioning Functional testing, commissioning records and correction of defects/non-conformities. 5 Training Onsite training for designated RSwitch staff on operation, emergency response and routine checks. 6 Handover documentation As-built drawings, O&M manuals, certificates, warranties, test records, maintenance schedule and asset/equipment list. 7 After-sales support Two-year minimum warranty/maintenance coverage, SLA, preventive maintenance every four months and agreed spares/consumables support. VII. Bidder Eligibility and Submission Requirements 7.1. Mandatory eligibility / pass-fail Valid trading/business registration or equivalent for foreign bidders. Valid tax clearance and social security compliance evidence where legally applicable to the bidder. Evidence of legal authority to supply, install and support the proposed system. Valid liability insurance, or an undertaking to obtain the required cover before commencement, covering damage or accidents during delivery, installation and commissioning. Signed Bidder Integrity, Conflict-of-Interest and Non-Collusion Declaration. Attendance at the mandatory site walkthrough(s), unless RSwitch formally issues an alternative arrangement to all bidders. 7.2. Technical evidence Detailed technical proposal and compliance matrix responding clause-by-clause to this TOR. Design drawings showing VESDA, heat detection, cylinder placement, pipe routing, ceiling pathways, evacuation signaling and door/access-control integration. Detailed implementation plan, work program, risk register and proposed outage/change-control arrangements. Manufacturer/OEM documentation and applicable product/system certificates. Bidders shall provide verifiable evidence that proposed key personnel are trained and certified by the manufacturer/OEM to design, install, test, and maintain the offered system. Submission of this evidence is a mandatory condition of responsiveness. Bidders shall provide verifiable evidence of pre-incident and emergency planning capability directly relevant to the proposed solution. Submission of this evidence is a mandatory condition of responsiveness. Bidders shall provide relevant project references including client contact details, scope, completion date, and technology. A minimum of four completed mission-critical projects and more than four years of relevant experience is mandatory. Equivalent experience shall not be accepted. Submission of this evidence is a mandatory condition of responsiveness. After-sales service proposal, SLA commitments, preventive maintenance plan, spares/consumables strategy and warranty terms. 7.3. Financial proposal A separate financial proposal with a complete price breakdown for equipment, installation, testing/commissioning, training, warranty/maintenance, consumables/spares and any taxes/duties. Prices shall clearly state currency, validity period and all assumptions/exclusions. The financial proposal shall not be accessible to technical evaluators before completion and approval of the technical evaluation. VIII. Evaluation Methodology Overview: RSwitch will use a two-envelope, quality-and-cost evaluation. Administrative and mandatory requirements will first be assessed on a pass/fail basis. Only substantially responsive bids will proceed to rated technical evaluation. Financial proposals of bidders meeting the minimum technical threshold will then be opened and evaluated. Award will be based on the highest combined score, subject to due diligence and RSwitchs approval procedures. Minim Tender Link : https://www.jobinrwanda.com/job/terms-reference-tor-tender-no-rs-t0022026-supply-installation-testing-and-commissioning-fire
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