TERMS OF REFERENCE (TOR) FOR SUPPLY OF BRIQUETTE-MAKING MACHINE

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 in rural areas 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 has the potential to cause respiratory problems due to air pollution inside homes. IOM in partnership with the Ministry of Energy and the Ministry of Homeland Security  is supporting households that were relocated from flood-prone areas to areas that are safe from flooding with clean and efficient energy technologies for cooking. This intervention which is being implemented with funding from the SDG Accelerator Fund seeks to promote inclusion of displacement affected populations in energy programming in Malawi and to reduce overdependence on unsustainable energy sources. IOM is seeking services of interested service providers to supply two briquette making machines.

2. Scope of Work

The successful bidder will be expected to fulfil the following responsibilities:

2.1 Supply and Delivery

• The successful bidder will deliver two fit-for purpose machines for making briquettes that have manual operation or semi-automatic functions, which work well in humanitarian settings.
• The machines should allow small to medium production levels with capabilities to transform organic waste into high-value briquettes.
• The supplier must transport the machines to a defined project site.

2.2 Installation and Commissioning

• The supplier will complete site installation and commissioning procedures for the machines.
• A combination of initial testing and quality assurance procedures to confirm the optimal performance of the machines.

2.3 Operation and Maintenance (O & M)Training 

• The Supplier will provide O & M training to the Project Committee and general users which include internally displaced people and members of the host community. The user manual should include complete instructions which will be  in both English and Chichewa languages, allowing for easy understanding of the operations.
• The Supplier will also provide guidelines on  optimal strategies for raw materials and briquettes as well as storage methods.

2.4 After-Sales Support and Maintenance

• The warranty period needs to address product defects alongside the required maintenance needs.
• During the warranty period, the supplier will offer technical support while also providing replacement parts.
• Authorized technicians will check machine performance while conducting performance measurements during these check-up visits.

4. Technical Specifications

Machines used for briquette production need to fulfil these regulatory technical prerequisites at a minimum:

Type: Manually operated or semi-automatic.

Raw Material Compatibility: Capable of processing agricultural waste, sawdust, and other biomass residues.

Production Capacity: Minimum output of 50–100 kg of briquettes per hour.

Compression System: The hydraulic or screw press configuration feeds the machine to create dense briquettes.

Energy Efficiency: The Semi-Automatic Unit needs to operate efficiently while using little power and should integrate with renewable solar power systems.

Portability: Compact and transportable for ease of relocation within the project site.

Safety: The equipment should include built-in safety systems which protect users from operational accidents.

Durability: The fabrication material should include corrosion-resistant components and high-strength materials which provide durability throughout extended use periods

5. Eligibility Criteria for Suppliers

Interested suppliers must meet the following criteria:

• Be a legally registered company with expertise in manufacturing or supplying briquette-making machines.
• 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.

6. Deliverables and Timeline

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 Organisation for Migration and shall commit to the Terms and Conditions of the contract. 

10. Contact Information

For further information, interested suppliers may contact

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