TERMS OF REFERENCE (TOR) FOR THE SUPPLY AND DELIVERY OF CERTIFIED CLEAN AND ENERGY EFFICIENT COOKSTOVES

1. Background

Basic human requirements such as cooking and lighting and water supply demand people to have access to clean energy. Food gathering and stove fuel practices through firewood and charcoal usage affect 90.9% of Malawian households creating multiple economic, health and ecological problems. The yearly household firewood consumption in Malawi amounts to 7.2 million metric tonnes which causes forest depletion along with biodiversity decline and elevated carbon dioxide emissions. The practice of cooking with biomass materials leads females and children to suffer from air pollution inside homes which creates respiratory problems and multiple health risks.

The country faces multiplying climate-related disasters such as floods and storms that force the displacement of vulnerable populations. Since 2015 Malawi has encountered multiple flood events that caused repeated population displacements which impeded affected households from rebuilding their homes or infrastructure. The challenges of displaced persons and relocated households include limited access to clean energy for cooking along with insufficient lighting capabilities and basic services. Assessments conducted in IDP relocation sites found that majority of the relocation sites are in areas where there is limited access to clean and sustainable energy for cooking and lighting. Location of some sites also pose a threat to sustainable management of forest resources as some sites are located close to or within community forest areas. It was also noted that women struggle to access firewood for cooking and in many cases travel long distances to access firewood. In terms of lighting, it was noted that lack of adequate lighting is posing security risks to children, girls and households at large. Cases of snake bites at night were reported at some sites. In adequate lighting is also affecting the performance of school going children as they cannot study at night. 

Recognizing the urgent need for sustainable energy solutions, IOM under the “Just Energy Transition” project aims to provide certified clean cookstoves to displaced populations and host communities. The cookstoves will be designed to maximize energy efficiency, minimize emissions and reduce fuel consumption, thereby enhancing environmental conservation and improving health outcomes.

2. Objectives of the Assignment

The main objective of this assignment is to supply energy-efficient cookstoves with high efficiency ratings that offer sustainable cooking methods. The specific objectives include:

• Providing displaced persons and host communities with better access to clean energy
• Provision of environmental safeguards that reduce pressure on forests and other natural resources through the reduced usage of wood and charcoal.
• Enhanced cooking appliances that will lower the number of airborne pollutants that occur through bad cooking techniques, thus improving community health.
• Forceful support for economic development exists through clean energy programs that integrate with local livelihood approaches plus the development of small-scale business initiatives.

 

3. Scope of Work

Through this agreement the supplier must fulfil several key tasks.

3.1 Supply and Delivery

• The supplier needs to furnish low-resource household-appropriate, certified clean cookstoves with high efficiency performance levels.
• The supplier will deliver the stoves to designated project locations
• The supplier must undergo quality and clean energy standard compliance testing on cookstoves before making delivery.

3.2 Technical Compliance and Certification

• The cookstoves need to pass international and/or national efficiency and emissions requirements.
• The implementation of cookstoves technology includes third-party certification testing by a national designated entity or its international equivalent.
• The supplier must furnish proof of conformance with safety protocols together with efficiency protocols.

3.3 Installation and Demonstration

• The supplier will perform site-based demonstrations together with training sessions for users regarding cookstove use and maintenance as well as fuel efficiency practices.
• User manuals, which cover important instructions, should be delivered to beneficiaries through English versions and local languages.

3.4 Training and Capacity Building

• Community members will receive training in clean cooking technology operations and fuel efficiency techniques during events scheduled across the targeted local areas.
• The supplier will be responsible for teaching beneficiaries about the health advantages along with environmental and economic rewards of using clean cookstoves.
• Technical staff in the community will receive basic instructions to fix and maintain cookstoves.

3.5 After-Sales Support and Maintenance

• The warranty duration for production plant defects includes necessary maintenance services.
• The organization provides technical assistance as well as maintaining operational spare parts availability.
• Stove performance assessment visits will happen, followed by extra training sessions for beneficiaries when required.

4. Technical Specifications

The clean cookstoves must meet the following minimum technical requirements:

• Fuel Efficiency: Must achieve a minimum of 40% reduction in fuel consumption compared to traditional open fires.
• Emission Standards: Should meet ISO/IWA Tier 3 or higher for emissions reduction.
• Fuel Compatibility: Must be compatible with locally available fuels such as briquettes, pellets, or sustainably sourced firewood.
• Durability: Designed for a minimum lifespan of 5 years under normal household use.
• Portability: Lightweight and easy to transport for use in displacement settings.
• Safety Features: Designed to prevent burns and accidental fires.
• Ease of Use: Simple and user-friendly operation, suitable for displaced and rural households.
• Material Quality: Made from durable, corrosion-resistant materials.
• Heat Retention: Capable of maintaining steady heat for efficient cooking and reduced fuel use

 

5. Eligibility Criteria for Suppliers

Interested suppliers must meet the following criteria:

• Be a legally registered company with expertise in manufacturing or supplying clean energy cooking stove.
• Demonstrate experience supplying similar equipment to humanitarian organizations or development projects.
• Provide evidence of past performance, including at least two references from previous clients.
• Offer a warranty period of at least 12 months.
• Demonstrate capacity for after-sales technical support and spare parts supply.
• Able to deliver the stoves within a period of 4 weeks of confirmed order.

6. Deliverables and Timeline

Task	Expected Output	Timeline
Supply and delivery of Cook Stoves	Supply and delivery of cook stoves to the designated site	Within 4 weeks of contract signing
Installation and Demonstrations	Training Sessions for IDPs and Host Communities	Within 1 week of delivery
After-sales support	Warranty and technical support services	Ongoing for at least 12 months

 

 

 

 

7. Submission of Proposals

Interested suppliers should submit a proposal including:

• Company profile and relevant experience.
• Technical specifications of the proposed machine.
• Financial proposal, including cost breakdown and delivery timeline.
• Evidence of past performance (references or previous contracts).
• Warranty and after-sales support details.

8. Evaluation Criteria

Proposals will be evaluated based on the following:

• Technical Compliance (40%)—Adherence to required specifications.
• Experience and References (20%)—Proven  track record in supplying briquette-making machines.
• Cost Effectiveness (20%)—Competitive pricing with a clear cost breakdown.
• After-Sales Support (10%)—Warranty and technical support services.
• Delivery Time (10%) – Ability to deliver within the required timeline.

9. Contracting Terms

The selected supplier will enter a contract with the International Organization for Migration and shall commit to abide by the Terms and Conditions of the contract. 

10. Contact Information

For further information, interested suppliers may contact:

Procurement and Logistics Officer International Organisation for Migration iommalawiprocurement@iom.int

 

11. Submission Deadline

Please submit your Expression of interest and all required documents by 20th May 2025 to the email address below:

 

iommalawiprocurement@iom.int