Terms of Reference (TOR): – Supply and Installation of Rechargeable UPS System for G+3 Office Building

Introduction

HRNS-Ethiopia (HANNS R. NEUMANN STIFTUNG) is an international non-governmental organization with its country office located in Addis Ababa. To ensure continuity of operations during power interruptions and safeguard office productivity, HRNS-Ethiopia invites qualified and experienced suppliers to submit proposals for the supply, installation, and commissioning of a rechargeable Uninterruptible Power Supply (UPS) system for its G+3 office building.

About the Organization

HRNS-Ethiopia implements development programs across multiple field offices and relies on uninterrupted power to support essential office equipment, including laptops, printers, routers, and lighting systems. This UPS installation is part of the organization’s commitment to strengthening operational infrastructure and ensuring business continuity.

Objective of the Assignment

The objective of this procurement is to supply, install, and commission a rechargeable UPS system capable of supporting the core electrical load of the office during power outages, with a minimum backup duration of 3–5 hours under normal office load.

Scope of Work

The selected supplier will be responsible for:

• Supply of complete UPS system with appropriate power capacity (minimum 10–15 KVA or as calculated based on load assessment)
• Supply of long-life rechargeable batteries (Lithium or high-quality deep-cycle batteries)
• Supply of electrical accessories and protection devices
• Professional installation and wiring, including load distribution and integration with the office electrical system
• System configuration, testing, and commissioning
• User orientation and operational guidance
• Provision of warranty and technical support

Detailed technical specifications are provided in the attached: >> Terms of Reference (TOR).

Submission Requirements

Interested and qualified suppliers are invited to submit one technical proposal and one financial proposal in separate sealed envelopes, clearly marked “Technical Proposal – UPS Supply and Installation” and “Financial Proposal – UPS Supply and Installation,” respectively.

Proposals must include:

• Company profile detailing organizational structure, years in operation, areas of specialization, and relevant experience in UPS/electrical system supply and installation
• Copy of renewed professional license and business registration certificate (valid for the current year)
• Relevant experience with proven track record in supplying and installing UPS systems for office buildings, NGOs, or corporate clients (include references where possible)
• Implementation methodology detailing approach to load assessment, installation, testing, and commissioning
• Detailed fee structure itemized to include:
  • UPS system unit price
  • Battery cost
  • Electrical accessories and protection devices
  • Installation and wiring cost
  • Taxes (VAT)
  • Total project cost