INVITATION TO TENDER
PROCUREMENT NUMBER: PIH/APZU/INFRA_2026/
TENDER FOR THE DESIGN, SUPPLY, INSTALLATION, AND COMMISSIONING OF A POTABLE WATER TREATMENT SYSTEM FOR HEAVY METAL REMOVAL, SALINITY REDUCTION, AND CHLORINATION AT A HEALTH FACILITY IN A RURAL DISTRICT OF MALAWI.
PROCURING ENTITY: PARTNERS IN HEALTH/ABWENZI PA ZA UMOYO
DUE DATE : 20 February 2026
TIME : 1700 Malawi Time (GMT +2)
Partners in Health Malawi, locally known as Abwenzi Pa Za Umoyo (PIH/APZU), is a local non-governmental organization (NGO) which has accompanied the Ministry of Health and Population (MoH) since 2007 in Malawi. Our mission is to create a preferential option for the poor in health care by accompanying the public sector in strengthening the provision of essential health services. (PIH/APZU), through the Non-Negotiables Phase 2 Program, invites tenders for the custom process design, supply, installation, and commissioning of a complete water treatment system, including an integrated waste disposal solution, for the purpose of upgrading a reticulated borehole water supply system to provide portable drinking water for a health facility in the rural district of Malawi.
The scope of works is as stated below:
1. Project Overview: PIH/APZU intends to engage a qualified and experienced service provider to design, supply, install, and commission a complete water treatment system capable of removing heavy metals (including iron, manganese, arsenic, and lead), reducing salinity, and providing post-treatment chlorination to produce potable water compliant with the WHO Guidelines for Drinking-water Quality. The entire system must be sized to produced 6m³ potable water per 8-hour work day, accounting for standard peak demand, storage buffer and minimum operational time, and must consistently produce final effluent that meets or exceeds WHO drinking water quality standards for each of the parameters and enables free residual chlorine to remain within a range of 0.2-0.5mg/L at all points of consumption i.e. there is no mineral content in the potable water that interferes with the chemical action of chlorine disinfection.
2. Qualification Requirements for award include amongst others: Ø The bidder shall demonstrate a minimum of five (5) years of specialized experience in designing and engineering integrated water treatment systems, with proven expertise in configuring treatment processes for effective removal of heavy metals (including iron, manganese, arsenic, and lead) and reduction of salinity. Experience with relevant technologies used to treat water with similar quality challenges will be considered, the requirement is to install a system that delivers water that meets or exceeds WHO drinking water guidelines. Ø The bidder shall provide evidence of at least three (3) years of field experience within the past eight years, implementing projects of similar complexity in African or similar resource-limited settings. Experience should specifically include the design, installation, and commissioning of multi-stage water treatment systems for heavy metal removal, with preference given to projects in healthcare or similar institutional environments in rural or off-grid locations. Ø The bidder shall submit three (3) project references from organizations they have done similar projects for. PIH/APZU reserves the right to conduct site visits at bidders’ previous projects to evaluate the quality of installations, or to sub-contract a 3rd party to conduct such site visits.
3. Clarifications may be requested in writing to apzuprocurement@pih.org
SECTION I: QUOTATION REQUIREMENTS
1. Description of Works and Location
TENDER FOR THE DESIGN, SUPPLY, INSTALLATION, AND COMMISSIONING OF A POTABLE WATER TREATMENT SYSTEM FOR HEAVY METAL REMOVAL AND SALINITY REDUCTION AT A HEALTH FACILITY IN A RURAL DISTRICT OF MALAWI.
2. Detailed Scope of Work
The service provider shall deliver a complete solution, which includes:
a. Process Design & Configuration: Design a complete integrated treatment system specifically engineered for the provided borehole water chemistry (see Table A) with emphasis on removing identified heavy metals (iron, manganese, arsenic, lead) and reducing salinity from the borehole water source. Develop a comprehensive treatment train comprising of :
i. Advanced and appropriate pre-treatment systems for feed water conditioning and ensure optimal protection of downstream core systems.
ii. Propose and justify appropriate core-treatment technology for heavy metal removal and salinity reduction that may include, but is not limited to, reverse osmosis, ion exchange, electrocoagulation, or adsorption media systems based on the following: ü Demonstrated effectiveness for the specific contaminant profile ü Operational feasibility in rural settings with limited technical support ü Life-cycle costs and maintenance requirements over 5-year period ü Energy efficiency and compatibility with potential solar power systems ü Indicate System power rating for the proposed solution ü The system should be compatible with Malawian voltage standards of 230V single phase and 400V three phase ü Operational reliability and resistance to power fluctuations
iii. Post-treatment system, including re-mineralization for stabilization and corrosion control where applicable and an inline chlorination system to maintain free residual chlorine (FRC) of 0.2-0.5mg/l at all points of consumption.
iv. Product Water storage of capacity not less than 10m3
v. Sustainable waste management system for treatment residues (brine and/or waste media , where applicable) that meets or exceeds the Malawi Environment Management (Chemicals And Toxic Substances Management) Regulations; Environment Management (Waste Management And Sanitation) Regulations; Malawi Environmental Management Act (2017); Malawi Water Resources Act. Provide a statement how proposed design adheres to the Malawi National Guidelines.
b. Supply and Installation of the integrated system
The service provider shall:
c. Commissioning
The service provider shall:
d. Operation and Maintenance, and training
The service provider shall:
3. Works are to commence b y…14….. Days from the date of Contract signing.
4. Worksto be completed by: …6.. Months from the date of order.
5. Quotations must be valid for 90 days from the date for receipt given below.
6. Quotations and supporting documents as specified in Section II must be clearly marked with the Procurement Number given above and must indicate acceptance of the stated terms and conditions.
7. Quotations must be received via e-mail no later than: 1700 Malawi time (GMT+2) on Friday 20 February 2026 at sourcing@pih.org and apzuprocurement@pih.org .
SUBJECT: TENDER FOR THE DESIGN, SUPPLY, INSTALLATION, AND COMMISSIONING OF A POTABLE WATER TREATMENT SYSTEM FOR HEAVY METAL REMOVAL AND SALINITY REDUCTION AT A HEALTH FACILITY IN A RURAL DISTRICT OF MALAWI.
8. The attached Schedule of Rates and Prices at Section III details the works to be performed. You are requested to quote by completing Sections II and III. Quotations shall cover all costs of labour, materials, equipment, overheads, profits and all associated costs for performing the works including all taxes and duties. The whole cost of performing the works shall be included in the items stated and the cost of any incidental works shall be deemed to be included in the prices quoted.
9. Quotations that are responsive, qualified and technically compliant will be ranked according to price. Award of contract will be made to the lowest priced quotation by the issue of a Local Purchase Order.
Signed: ………………………………………………… For and on behalf of PIH/APZU
Date: …………………………………………………. …………………………
All quotations must be returned on this Form by completing and returning
Sections II and III including any other information and certifications as stated within this RFQ. SECTION II: ü QUOTATION SUBMISSION SHEET ü BID SUBMISSION FORM ü PRICED BILLS OF QUANTITIES
QUOTATION SUBMISSION SHEET
1) Currency of Quotation: United States Dollar/ Malawi Kwacha
2) Works will commence within …1…4 ….. Days from date of Purchase Order.
3) Works will be completed by ………days from date of Purchase Order
4) Validity period of this quotation is …9…0 ..Days from the date for receipt of Quotations.
5) We confirm that our quotation is subject to the terms and conditions stated in your Request for Quotations referenced above, and that any resulting contract will be subject to PIH/APZU Conditions of Contract.
6) We confirm that the prices quoted are fixed and firm for the duration of the validity period and will not be subject to revision or variation.
Quotation Authorisation: Signed: ………………………………………. Date: …………………………………………. Name: … ………… Title/Position: ………………………………………………………………………………………………. Authorised for and on behalf of (Company name and seal): …………….………………… ………………………………………………….. Registered Address: ………………………………………………………................................................................... ............................................................................................................................. ....................... ................................................................................................................................................. ...
This section shall be completed with a duly signed and stamped Bid Submission Form (on a bidders letter head) as attached and followed by the Priced Bill of Quantities stamped and signed on the Summary Page.
BID SUBMISSION FORM ……………………………………….[date] To: [Full address of Procuring Entity] We agree to carry out the works as specified in the Schedule of Requirement and prices of the …………………… [Name and identification number of quotation] in accordance with the Conditions of Contract accompanying this Bid for the Contract Price of ………………………………………… [Amount in numbers], …………………………………………………………………………… [Amount in words] in Malawi Kwacha We also offer to complete the works within the period ………days/weeks / months (delete as necessary) as specified in the Local Purchase Order and General Condition of Contract. This quotation and your written acceptance of it shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any quotation you receive. We hereby confirm that this quotation complies with the conditions required by the invitation for quotations. Authorized Signature: ……………………………………………………………………… Name and Title of Signatory: ……………………………………… Date: ……………………………………………………………………………… Name of Bidder: ………………………………………………………………… Address:……………………………………….………………………….……………… SECTION III:
INSTRUCTIONS TO BIDDERS
1. Bidders must attach the following mandatory documents to their bids:
1.1 A duly completed and signed priced offer as per the Bid Submission Form attached in Section II and Bill of Quantities.
1.2 Business Profile of the company
1.3 A valid Business License.
1.4 A valid VAT and TPIN certificate.
1.5 Code of Conduct in Section 4 dully filled and signed;
1.6 Letter from a registered bank confirming availability of Credit Line of 100% or more of the bid amount
1.7 Curriculum Vitae of key staff with required qualifications and experience.
1.8 Technical bid package § CV(s) and/or or project portfolio of relevant engineering managers § Relevant training certificates for project technicians § ISO certificates of manufacturers of all components to be used in the installation § Technical data sheets of above components § 3 project references for installation of heavy metal removal water treatment methods in a rural setup of an African country and preferably in a health facility.
3. Bid price;
3.1 The contract shall be for all quantities as described in Section II.
3.2 Corrections, if any shall be made by crossing out, initialing, dating and rewriting.
3.3 All duties, taxes and other levies payable by the Bidder under the contract shall be included in the total price.
3.4 The rates quoted by the Bidder shall be fixed for the duration of the contract and shall not be subject to adjustment on any account.
3.5 Price and Payments: The prices shall be quoted in MWK or any freely convertible currency. Payments shall be made within 30 days of receipt and acceptance of official invoice.
3.6 Bids must be valid for a period of 90 days after bid submission deadline.
4. The Bidder shall complete the Bid Submission Form which is attached in Section II. The Bid Submission Form must be completed without any alterations to its format and no substitute shall be accepted.
5. Quotation shall remain valid for a period of not less than [90] days after the deadline for submission.
6. Alternative quotations are not applicable
7. The quotation shall be completed and signed by an authorized representative of the Bidder.
8. Partners In Health/Abwenzi Pa Za Umoyo will evaluate and compare the quotations in the following manner:
8.1 Preliminary Examination; to determine substantially responsive quotations i.e. which; are properly signed and conform to the terms and conditions of the invitation for quotations.
8.2 Quotations determined to be substantially responsive will be checked for any arithmetic errors. In case of any arithmetical discrepancy between the unit rate and amount quoted, then the unit rate shall prevail both for the evaluation of quotation and for subsequent contract agreement.
8.3 Comparison of quotations; in evaluating the quotations, the evaluation committee will determine for each quotation the evaluated quotation price by adjusting the quotation prices as follows; (a) making any correction for errors. (b) making appropriate adjustment for any other acceptable variations, deviations or omissions and; (c) making appropriate adjustments to reflect discounts for the award or other price modifications offered.
9. Partners In Health/Abwenzi Pa Za Umoyo will award the contract to the Bidder whose quotation has been determined to be substantially responsive and who has offered the lowest evaluated quotation price.
10. Notwithstanding the above, Partners In Health/Abwenzi Pa Za Umoyo reserves the right to accept any quotations and reject all quotations at any time prior to the award of contract.
11. The Bidder whose Bid is accepted will be notified for the award of contract by Partners In Health/Abwenzi Pa Za Umoyo prior to expiration of the quotation validity period.
Disclaimer: PIH/APZU is not bound to award the contract to a proposal with the lowest or any evaluated price but shall award the contract to the most responsive and cost effective evaluated quotation. PIH/APZU reserves the right to reject any or all of the proposals and or to cancel the procurement process at any stage if there are circumstances requiring cancellation of the process.
SECTION IV: FORMS
1. Code of Conduct Code of Conduct for Contractors/Vendors/Service Providers Introduction Partners In Health Malawi (PIH Malawi), known locally as Abwenzi Pa Za Umoyo (APZU), is a local non-governmental organization (NGO) which has accompanied the Ministry of Health and Population (MoH) since 2007 in Malawi. Our mission is to create a preferential option for the poor in health care by accompanying the public sector in strengthening the provision of essential health services through; 1) Strengthening human resources for health by providing essential staff and providing high quality capacity building to health care workers; 2) Supporting the provision of essential health infrastructure to allow comprehensive provision of care; 3) Supporting essential equipment, supplies and medication; 4) Working with MoH to create and strengthen systems that will improve the quality of care; and 5) Providing social support to vulnerable patients. Our staff and beneficiaries have a right to protection and as a humanitarian organization, Partners in Health Malawi has an obligation to make sure that we safeguard the children, vulnerable adults and entire communities that we work with. It is the responsibility of all of our staff, representatives, partners including suppliers, contractors, vendors and service providers to ensure that we serve the needs and protect the well-being of children and vulnerable adults to whom we have a special duty of care, including those with whom we work with, are in contact with or who are affected by our activities. For this reason, we have policies and systems in place to prevent abuse, neglect and exploitation and to safeguard children and vulnerable adults (detailed in our PSEAH Framework). These measures also protect contractors, vendors and service providers from actions that could be misconstrued and lead to false or malicious accusations. Being contracted to support PIH Malawi’s projects is an opportunity to contribute to our overall mission and we would like you to enjoy your work and at the same time help us to keep children and vulnerable adults safe by introducing you to the key elements of our policy that affect you as a contractor or service provider. Please refer to your main point of contact within PIH Malawi or to the Chief Operating Officer for more details. A full copy of our PSEAH Framework is also available upon request. Definition of child and vulnerable adult A child is a person under the age of 18 years, according to the United Nations Convention on the Rights of the Child (Article 1). A vulnerable or at risk adult is a person, 18 or above, who, by reason of disability, age or illness, the context they are in or as a result of social or other inequalities, is or may be unable to take care of or protect him or herself against significant harm or exploitation. Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including threatening or profiting monetarily, socially or politically from the sexual exploitation of another. For the purposes of clarity, PIH Malawi recognizes that the terms sexual abuse and sexual exploitation are broad and cover a broad range of behaviours that are not limited strictly to the act of sexual intercourse. Such behaviours also include, without limitation, other sexual acts, and attempts to obtain a sexual act, and unwanted sexual comments or advances, among others. Guidance on responsible behaviour This information is designed to protect children and vulnerable adults first and foremost, but also to minimize the risk to contractors or service providers of being wrongly accused of inappropriate behaviour or abuse. By agreeing to be a contractor/service provider, you and all your team members are agreeing to abide by this guidance on the understanding that if you do not adhere to it, your contract would be nullified. As a contractor, vendor/service provider you will: § Familiarise yourselves and endeavour to strictly adhere to PIH Malawi’s PSEAH policy and the expected code of conduct during the entire duration of your project § Treat all PIH employees, volunteers, consultants or any other representatives associated with the delivery of our work with respect and formality. § Treat children/vulnerable adults, their families and their communities with equality and respect their privacy. § Ask your main point of contact within PIH Malawi or to the Chief Operating Officer when you are not sure of what is acceptable behaviour. Sermon As a contractor, vendor/service provider, you are prohibited from: Engaging in any form of sexual exploitation, sexual abuse and harassment. This applies at all times whether at or outside the workplace or during or outside of working hours. Other actions, such as inappropriate behavior toward or with a child, failing to report an allegation of exploitation or abuse, or retaliating against a complainant or a witness is also prohibited by this Policy. Below activities are meant to be illustrative and not an exhaustive list of prohibited behavior: § Acts of sexual exploitation sexual abuse or sexual harassment by a contractor/service provider including, without limitation: § Unwanted touching or physical contact of a sexual nature § Forcing sex or sexual acts against someone’s will § Using sex or sexual acts as a condition of receiving support, treatment, or employment/ assistance § Physical aggression, including rape, sexual battery, forcible fondling § Recording sexual acts or interactions without consent § The exchange of, or an offer to exchange money, goods, services, or assistance for sex, sexual favors or other forms of degrading or exploitative behavior. § Employment or an employment reference for sex, sexual favors or other forms of degrading or exploitative behavior. § Any sexual activity, or an attempt to engage in sexual activity, with a child regardless of local age of consent; ignorance or misbelief of a child’s age is not a defense. § Physical force or violence against a child or community member regardless of cultural norms. § Behavior toward a child that is inappropriate or sexually provocative, including, without limitation, verbal abuse, physical abuse, sexual abuse or exposing the child to sexual concepts or pornography. § Use of language or behavior towards a child or community members that is inappropriate, harassing, abusive, sexually provocative or that is intended to shame, humiliate or emotionally abuse. § Use of a computer, mobile phone, tablet, camera, social media, email, or other form of technology, without limitation, to exploit or harass a child or community members, or to access or distribute child pornography through any medium. § Doing things of a personal nature for an unsupervised child that the child can do for themselves (e.g., bathing, dressing). “Unsupervised child” means a child who is not supervised by an adult who is an immediate family member. § Sharing a bedroom with an unsupervised child. § Photographing a child who is not adequately clothed or who is in a pose that could be considered sexually suggestive. § Failing to report a suspected, alleged, or known violation of this Policy in a timely manner. § Failing to disclose any convictions for, or investigations of sexual exploitation or sexual abuse. § Exchange personal contact details with children/vulnerable adults § Arrange to stay overnight with a child/vulnerable adult or their family. PIH Malawi will not tolerate anyone carrying out any form of sexual abuse sexual exploitation and sexual harassment. PIH also has a zero tolerance policy for anyone failing to report any suspicious behavior towards children and vulnerable community members or failing to report any allegations of sexual abuse or sexual exploitation, or retaliation against those who report or participate in investigations. PIH Malawi takes allegations of sexual exploitation, sexual abuse and sexual harassment very seriously, hence, the organization will respond promptly to all complaints and allegations and where it is determined that such inappropriate conduct has occurred, PIH Malawi will act promptly to eliminate the conduct and impose the necessary corrective and disciplinary actions leading up to termination of the contract if necessary. “This code of conduct constitutes part of the works agreement signed by contractor / service provider” and by submitting an application, the contractor/service provider confirms their understanding of these recruitments. Signed on behalf of Contractor/Vendor/Service Provider: Name: ………………………………… For (Bidder Name): …………………………………… Signature: …………………………… Date ………………………………………………… In Capacity of: ……………………………………………………………………………………… Signed on behalf of PIH Malawi/Abwenzi Pa Za Umoyo: Name: ……………………………Position: …………………………….. Signature: ……………………………………. Date: ………………………
Interested partues please reach out to: APZU Procurement apzuprocurement@pih.org and Sourcing sourcing@pih.org.