Request For Proposals – SOLARIZATION AND REHABILITATION OF OITI SHALLOW WELL – OSEWAN COMMUNITY CONSERVANCY

REQUEST FOR PROPOSALS (RFP): SOLARIZATION OF OITISHALLOW WELL

Oiti Village, Emotoroki Location

1. Background

Osewan Community Conservancy, located in Emotoroki Location, Kajiado County, is a community-managed conservation area that supports biodiversity conservation, sustainable pastoral livelihoods, and coexistence between people and wildlife.

The conservancy forms part of an important wildlife ecosystem and dispersal area connected to Amboseli National Park.It provides habitat and movement corridors for various wildlife species, especially during periods of drought when natural water sources become limited.

Oiti Shallow Well, situated in Oiti Village within Osewan Community Conservancy, is a critical water source serving anestimated 380 households and approximately 800 cattle. The water source is also essential for wildlife, supporting an estimated 200 elephants together with other species including giraffes, zebras, warthogs, gazelles, lions, and migratory wildebeest from Amboseli National Park that utilize the conservancy landscape.

Despite its importance, the current water abstraction system is inadequate to meet the increasing demand from both thecommunity and wildlife. During prolonged dry seasons, water shortages affect household needs, livestock production,wildlife survival, and can contribute to increased pressure on shared natural resources.

In view of the urgency and the anticipated increase in water demand, the solarization of Oiti Shallow Well is considered apriority intervention to enhance water security for the community, livestock, and wildlife within Osewan CommunityConservancy.

2. Purpose of the Assignment

The purpose of this assignment is to design, supply, install, test, and commission a complete solar-poweredwater pumping system for Oiti Shallow Well to provide reliable and sustainable water supply for thecommunity, livestock, and wildlife within the safe yield of the well and without compromising water quality, community safety or wildlife movement.

3. Objectives Overall Objective

To improve sustainable access to water through installation of a solar-powered pumping system at Oiti Shallow Wellfor the benefit of communities, livestock, and wildlife within Osewan Community

Specific Objectives

In line with the Scope of Works, the specific objectives of the assignment are to:

To solarize the Oiti Shallow Well water supply system through the supply, installation, testing, and commissioningof a solar-powered pumping
To rehabilitate and equip the shallow well, including fishing out the submerged pump and pipes, cleaning andflushing, and restoring the well for reliable water

To rehabilitate the community water distribution points to improve safe and convenient access to water for households.

To rehabilitate and install water troughs for livestock and wildlife
To supply and install the water conveyance and distribution piping, including delivery pipelines, valves, fittings,and associated water storage (tank and stand).
To test, commission, and hand over a fully functional solar-powered water supply system for the community, livestock, and wildlife.

To train the Oiti Shallow Well/Borehole Management Committee for the sustainable operation, maintenance, and management of the water facility.
To establish the safe yield of the well and set abstraction within it and to confirm water quality as fit for human consumption before handover.

4. Scope of Works

The contractor shall undertake the following activities:

A. Site Assessment, Well Preparation and Rehabilitation

The contractor shall:

Conduct a detailed assessment of the existing shallow
Determine water depth, yield, and pumping

Inspect the condition of the well structure and existing water abstraction

Carry out fishing of the shallow well, including removal of any fallen objects, debris, damagedpipes, pump components, or other obstructions that may affect water abstraction and installationof the solar pumping
Clean and flush the shallow well to remove accumulated silt, sediments, and other materials affectingwater quality and Silt, sediments, scap pipework and recovered pump shall be removed from the site and disposed off lawfully and shall not be left at the well head, buried on site or discharged to any watercourse or drainage line.
Undertake necessary minor rehabilitation works to ensure the well is suitable for installation of the solar-powered pumping system.

Test water availability and confirm suitability before
Carry out water quality testing at a laboratory accredited in Kenya, both before works commence and after flushingand commissioning, covering at minimum microbiological Results shall be benchmarked against KS EAS 12 drinking water standards and submitted to the Conservancy. Where

post-commissioning results fall outside the standard, the contractor shall advise remedial measures, and the Conservancy shall communicate the results and any use restriction to the community before handover.

Prepare an appropriate solar water pumping system design and implementation work

B. Solar Water Pumping System Installation

The contractor shall supply, install, test, and commission:

Solar PV modules — Grade-A mono/polycrystalline, positive power tolerance, min 20-year warranty; arraysize and panel count to be sized and advised by the
Mounting structure — hot-dip galvanized or aluminium frames, wind-load engineered, fixed on concrete foundations. The array shall be elevated and protected so as to withstand interference by elephants andother large

Water pump — solar-compatible submersible/surface pump matched to static level, dynamic head, and safe yield; with rising/drop pipes and pump lowering; sized and selected by the contractor.

Pump controller/inverter — advanced MPPT with dry-run, overload, and high/low-voltage protection; rated by thecontractor to suit the
Cables and protection — solar DC, submersible, electrode/level, and armoured cable (lengths per BoQ), lockable panel enclosure, circuit
Earthingandlightningprotection—completesystemforarray,panel,and

Water conveyance — HDPE drop/rising pipes, delivery pipelines and fittings, uPVC risers and adapters per Pipelines crossing wildlife paths shall be buried to a depth sufficient to prevent damage by elephants and toprevent leaks that attract wildlife to the pipeline
Accessories — valves, well rope/chain, borehole cover, level sensors, control accessories; provision for aflow meter or level

C. Water Storage and Distribution

The contractor shall:

Rehabiliatteandreconnecttheexistingstoragetankwherestructurally
Install the tank inlet, outlet, overflow, washout, and drainage systems, complete with gate valves, a float or level control, and a concrete drainage apron to manage spillage.

Rehabilitate the community water access with at least two draw-off taps on a concrete apron, and lay the HDPE distribution pipeline connecting the storage tank to the kiosk.

Rehabilitate masonry or pre-cast concrete livestock watering troughs fitted with float-controlled inlets anddrainage, connected to the distribution

D. Civil Works

The contractor shall undertake:

Construction of solar panel foundations for the solar array mounting structure and pump control panel
Rehabilitation of the well head where required including a raised concrete headworks slab and a lockable steel or well cover. The well shall be fitted with a sanitary seal to prevent surface water ingress, and the cover shall be kept locked when the well is unattended so that it does not present a fall or drowning hazard to children or

Construction of a reinforced apron around the well and drainage with a graded drainage channel directingrunoff to a suitable drainage point

Erect a perimeter security fencing around solar equipment using the most suitable materials to prevent humanand wildlife The fence shall enclose only the solar array, control panel and well head. It shall not enclose orrestrict community access to the draw-off points, livestock troughs or wildlife watering point, and shall not blockany established wildlife movement route.
Installation of a lockable
Supply and Installation of project identification signboard in a form to be approved by the Conservancy.

All open excavations and trenches shall be barricaded and marked during works and backfilled and reinstated on completion, so that they do not present a hazard to children, livestock or No excavation shallbe left open overnight without physical barricading.

E. Testing, Commissioning and Training

The contractor shall:

Test all installed equipment and verify system
Commission the complete solar water pumping
Train the Oiti Shallow Well/Borehole Management Committee on operation, routine maintenance, basic troubleshooting, record keeping, and sustainable management of the water facility.
Provide an operation and maintenance
Provide guidance on preventive maintenance schedules and reporting of

F. Scope of Installation and Services

Site preparation and civil works: excavation and construction of concrete foundations for the solar array and control-panel housing.
Mechanical and electrical installation: lowering and securing the pump, laying pipework, mounting the panels, and running weather-proof conduit wiring.
Testing and commissioning: flow-rate verification, system optimisation across varying sunlight conditions, and safety checks.
Handover and training: demonstration of basic daily operation and routine maintenance for local wateroperators, and provision of operation manuals and wiring

G. Warranty and Maintenance Terms

A minimum two (2)-year comprehensive warranty on the overall installation and
Component-specific manufacturer warranties: a minimum of ten (10) years for 90% output on the PV panels,and two (2) years on the pump and

5. Contractor Qualifications

The contractor shall demonstrate:

Valid registration with relevant
Experience in solar water pumping
Qualifiedtechnicalpersonnel including solar PV and electrical technicians licensed by EPRA, andevidence of competence in confined space entry for the well rehabilitation
Experience implementing water projects in arid and semi-arid

Capacity to complete similar assignments
Proven experience in electro-mechanical and solar-powered water pumping installations, with at least three (3) similar completed projects.
Qualified and certified technical personnel, including solar PV and electrical technicians recognised bythe relevant Kenyan authorities (for example, EPRA).
Ability to supply brand-new, high-efficiency equipment accompanied by manufacturer technical data sheetsand warranties for the pump, inverter/controller, and solar
Demonstrated financial capacity and the ability to mobilise
Capacity to provide after-sales support and routine
Compliance with relevant national standards and regulatory requirements, including KEBS, EPRA, and applicable water-sector regulations.
Valid WIBA or Workperson’s compensation cover for all personnel to be maintained for the duration of the works
Written acceptance of the environmental and social safeguards obligations in section 9 including the contractor code of conduct.

6. Eligibility and Bidding Requirements

Interested firms shall submit the following operating and statutory documents:

Certificate of Incorporation or Business Registration.
ValidCR12(where applicable).
ValidKRATaxCompliance
Company
Evidence of similar assignments completed within the last five years (minimum three references).
Demonstrated financial capacity to undertake the
Relevant licenses or certifications, including those required for solar, electrical, and water
Curriculum vitae (CVs) of key technical
Proof of experience in electro-mechanical and solar water installations.
Manufacturer technical data sheets and warranties for the pump, inverter/controller, and solar
Copies of valid WIBA/Workmen’s Compensation and Public Liability insurance policies, or a written undertaking to obtain them before

7. Submission Requirements

Interested firms are requested to submit the following:

A technical proposal comprising the technical specifications of the solar-powered water pumping system andequipment to be supplied, the work approach and methodology for the rehabilitation and equipping works, and ahigh-level timeline for delivery, installation, testing, and
An itemized financial proposal clearly breaking down the cost of the works, priced against the attached Bill ofQuantities (BoQ), including fishing and test pumping, supply and installation of the pump and solarequipment, water storage, civil works, and testing and
Contacts or reference letters from at least three (3) referees for similar assignments
The financial proposal shall be presented as an itemised Bill of Quantities, with unit and total costs separated into equipment supply, transport/mobilisation, and labour/installation; a clear breakdown of applicable taxesand VAT; and it shall remain valid for a minimum of ninety (90) days from the submission deadline.

8. Bill of (BoQ)

BILL OF QUANTITIES FOR EQUIPPING OF OITI SHALLOW WELL IN MATAPATO SOUTH WARD.
ITEM	DESCRIPTION	UNIT	QTY
BILL 1	FISHING AND TESTPUMPING
1.1	Allow sum for finshing to remove the pump,pipes and other accessories drawned into the well.	L/S	1
1.2	Allow sum for testpumping so as to identify the correct yield of the well.	L/S	1
1.3	Allow sum for a 3days Management committee training for proper govenance and operations.	L/S	1
BILL 2	PUMP ACCESSORIES
2.1	Borehole cover	No.	1
2.2	6mm² 4-core Submersible cable	m	120
2.3	Electrode Cable	m	120
2.4	2.5mm² 4-core Ammered cable	m	20
2.5	2″ standard 3m upvc pipes	No.	30
2.6	Adapter sets for the draw pipes.	No.	1
2.7	Allow for frabrication of a suitable solar structure	No.	1
2.8	Supply suitable and install solar pannels to supply power for the pump set above	No.	20
2.9	Allow sum for supply of a suitable pump end	No.	1
2.10	Allow sum for supply of a motor for the pump above.	No.	1
2.11	Allow sum for pump lowering on site.	L/S	1
2.12	Allow for supply of a 5.5kw sunvertor and any necessary items	Ls	1

9. Submission Details

Proposals must be submitted via email to [email protected] and copy [email protected] not later than 15^th September,2026, quoting the subject line below:

RFP – SOLARIZATION AND REHABILITATION OF OITI SHALLOW WELL – OSEWAN COMMUNITYCONSERVANCY

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Posted on 9th September 2026 by Admin