Terms of Reference Procurement, Installation, Dashboard Setup, Training and Support for Smart Hive Monitoring Equipment

Terms of Reference

Procurement, Installation, Dashboard Setup, Training and Support for Smart Hive Monitoring Equipment

1.                              Overview

2.                              Background

Maritu Api-Products PLC is a woman-led Ethiopian honey and beeswax enterprise working to build a high-quality, traceable and climate-smart honey value chain. Maritu is currently developing a dryland beekeeping cluster model in Ziquala Woreda, Wag Himra Zone, with a focus on farmer income, organic beekeeping practices, traceability, hive productivity and improved data management.

Maritu seeks to procure between 8 and 10 smart hive monitoring units to be placed on selected hives. The purpose is to generate real-time or near-real-time data on hive conditions, colony health, colony performance, honey yield and environmental indicators so Maritu can improve decision-making, reduce unnecessary hive disturbance, monitor productivity and strengthen traceability.

Smart hive monitoring systems typically monitor honey yield, internal hive temperature, humidity, acoustic activity, GPS/location, battery status and alerts through a web or mobile dashboard. This ToR is written to procure a complete usable system, not only physical equipment. The ToR is also developed to solicit services for the development of a data management system which will go hand in hand with the smart hive installation

3.                              Objective of the Assignment

The objective is to select a qualified supplier to provide a complete smart hive monitoring solution, including supply, delivery, installation, dashboard setup, data management system, user training, technical support, warranty and maintenance services.

The assignment must result in a functioning system that Maritu staff can practically use for field monitoring, track and visualize data, decision-making and reporting

4.                              Scope of Work

4.1.                        Supply of Equipment

Provide 8-10 complete smart hive monitoring units suitable for rural Ethiopian field conditions, including sensors, casing, power system, communication components, mounting materials and all required accessories including installation manual and user guide.

4.2.                        Installation and Commissioning

Install sensors and devices on selected hives identified by Maritu without damaging the hives or unnecessarily disturbing colonies. Each unit must be tested and confirmed to transmit data to the dashboard before handover. Installation must be done on site.

4.3.                        Dashboard Setup

Provide and configure a dashboard accessible by web and/or mobile application. The dashboard must allow Maritu to monitor all units centrally, view historical data, receive alerts and export data.

Data Management System

Provide and configure an overall data management system accessible by web and/or mobile application. The dashboard must allow Maritu to monitor all units centrally, view historical data, receive alerts and export data. This will allow the tracking and documentation of all operations in the company. The dashboard stated in article

4.3 of this ToR shall be an integral part of the data management system. The DMS must be able to be used on different interfaces and will be deployed in both English and Amharic. The Company seeks a simple interface designed to effectively manage all operations including, but not limited to, inventory, farmer registration, honey production/harvest, price, payment, costs etc. We encourage the applicant to demonstrate their strengths in this area.

Training

Provide practical training to Maritu staff and selected field personnel on device care, dashboard use, data interpretation, alert management, troubleshooting and reporting. Provide training manuals and materials.

Support and Maintenance

Provide post-installation technical support and maintenance for a minimum of 12 months after commissioning, including remote troubleshooting, system update, warranty service and replacement procedures.

5.                              Required Technical Specifications

Bidders must clearly state whether their proposed equipment meets, exceeds or does not meet each specification below. Any deviation must be explained in writing.

5.1.                        Core Monitoring Parameters

5.2.                        Weight Sensor / Hive Scale

• Minimum weighing capacity of 100 kg per hive, preferably 150 kg or above.
• Accuracy of at least +/-0.5 kg, preferably better.
• Ability to track gradual weight gain and sudden weight drops.
• Weather-resistant scale or load-cell structure.
• Stable performance under field conditions.
• Calibration function or supplier-provided calibration process.

5.3.                        Temperature and Humidity Sensors

Temperature range: at least 0°C to 60°C, preferably wider.

Temperature accuracy: preferably +/-0.5°C to +/-1°C.

Humidity range: 0-100% relative humidity.

Humidity accuracy: preferably +/-3% to +/-5% RH.

Sensors must be safe for use inside or near a bee colony.

Sensors must be protected from wax, propolis, moisture and physical damage as much as possible.

5.4.                        Connectivity and Data Transmission

The supplier must propose a connectivity solution suitable for the project site. The system may use GSM/2G/3G/4G cellular connectivity, LoRa/LoRaWAN, Wi-Fi only where justified, or Bluetooth only as a supplementary function.

Network requirements and expected coverage limitations.

SIM card and data subscription requirements, if applicable.

Whether the system stores data when connectivity is lost.

How delayed data is synchronized once connectivity returns.

Expected transmission frequency.

Maximum practical distance between device and gateway, if using LoRa/LoRaWAN.

Secure data encryption during transmission.

Remote configuration capacity.

5.5.                        Data Transmission Frequency

At least one reading every 30-60 minutes.

Configurable transmission intervals (default: every 15 minutes).

Ability to adjust transmission frequency based on user need to preserve battery.

Time-stamped data records.

Historical data storage.

Fail-safe local storage in case of connectivity loss.

5.6.                        Power and Battery

Rechargeable battery with backup.

Minimum battery life of 3 to 6 months without recharge under normal transmission settings.

Strong preference for solar charging or solar-compatible design.

Low power consumption design.

Battery level visible on dashboard.

Low-battery alert.

Safe and weather-protected power components.

5.7.                        Device Housing and Durability

Weather-resistant enclosure.

Protection against dust, rain, heat and field handling.

Durable mounting system.

Protection from ants, insects and moisture where possible.

Operating temperature suitable for Ethiopian dryland conditions.

Robust design to resist tampering and animal interference.

Device must not expose bees or users to harmful materials.

Preferred: IP65 or equivalent weather protection, UV-resistant casing and replaceable components.

5.8.                        Dashboard and Software Requirements

Web-based or mobile-based accessible dashboard.

User accounts for at least 5 Maritu users and role-based access control for multiple users.

Device list by hive ID and apiary/site.

Multilingual interface with customizable views.

Real-time or near-real-time readings.

Historical graphs.

Alerts for abnormal weight change, high/low temperature, high humidity, low battery and offline device.

Real-time alerts via SMS/email for abnormal hive conditions.

Data export to Excel or CSV or PDF.

Basic reporting function.

Ability to add notes or hive observations, preferred.

Simple user interface suitable for non-technical staff.

The supplier must clearly state whether the dashboard is included in the equipment price, whether annual subscription fees apply, whether internet access is required, whether Maritu owns and can export its data, and whether the dashboard remains usable if the supplier relationship ends.

5.9.                        Data Ownership and Access

All data generated from Maritu hives shall belong to Maritu Api-Products PLC. The supplier must confirm that Maritu has full access to its data, can export data at any time, and that data will not be sold or shared with third parties without written consent. Any cloud hosting location and data privacy terms must be disclosed.

6.                              Supplier Deliverables

Technical proposal describing the proposed solution.

Financial proposal showing unit price, total price and recurring costs.

8-10 smart hive monitoring units with all accessories.

Installation plan before deployment.

Installed and commissioned monitoring units on selected hives.

Configured dashboard with Maritu user access.

Data management system

Device-hive registration list showing device, hive ID, location and installation date.

Training session for Maritu staff and selected field personnel.

User manual or simplified guide in English; Amharic guidance is preferred.

Warranty certificate.

Support and maintenance plan and training report.

Final commissioning report confirming that all installed devices are transmitting data.

Supplier declaration of compliance with data ownership and access requirements.

7.                              Training Requirements

The supplier shall provide at least one practical training session covering the purpose and use of smart hive monitoring, how each sensor works, dashboard reading, basic interpretation of weight/temperature/humidity changes, alert response, battery and connectivity checks, troubleshooting, device protection, basic maintenance practices, data management, data export and basic reporting.

Training should include both classroom-style explanation and field demonstration. Training must cover both technical and practical aspects, and be delivered in a clear, accessible format. Provision of e-learning modules, video tutorials, and user manuals. Supplier shall provide certification to trainees and attendance records and evaluation reports to Marritu.

8.                              Support, Warranty and Maintenance

The supplier must provide a minimum of 24 months warranty from successful commissioning. The warranty should cover manufacturing defects, sensor malfunction, dashboard access issues caused by supplier-side system failure, faulty batteries or power components unless damage is caused by misuse, and repair or replacement of defective devices. Warranty must include free replacement or repair of defective components.

The supplier shall provide round-the-clock remote support via phone, email, or online portal, ensure on-site assistance within 72 hours for critical issues, and maintain clear escalation procedures for reporting and resolving problems efficiently.

Supplier must ensure availability of spare parts for at least five (5) years and provision of optional upgrades for improved functionality during the contract period.

9.                              Startup Protection Clauses

No full advance payment. Payment shall be linked to delivery, installation and successful commissioning.

Final payment only after acceptance. Maritu shall retain part of the payment until the system is confirmed to be working.

Clear warranty required. Devices that fail due to manufacturing or software defects during the warranty period must be repaired or replaced.

No hidden costs. All SIM, dashboard, cloud, subscription, maintenance, training, spare part and support costs must be disclosed.

Data belongs to Maritu. The supplier shall not restrict Maritu access to its own data.

Fit-for-purpose requirement. The supplier is responsible for proposing equipment appropriate for rural field conditions.

Acceptance testing required. Maritu will only accept devices that transmit correct data to the dashboard after installation.

Right to reject non-performing equipment. Maritu may reject equipment that does not meet the agreed specifications.

Supplier must provide documentation. No undocumented or unsupported equipment shall be accepted.

No automatic subscription lock-in. Any recurring software or data fee must be clearly stated and approved in writing.

10.                         Proposed Payment Terms

Maritu may adjust the final payment schedule during contract negotiation. Full payment before delivery and commissioning shall not be accepted.

11.                         Acceptance Criteria

All contracted devices that meet technical specifications are delivered.

Devices are physically installed on selected hives.

Each device is assigned to a hive ID.

Dashboard is configured, fully functional and accessible to Maritu.

Data is visible for each installed device.

Weight, temperature, humidity and battery status are being recorded.

Alerts are functional where applicable.

Training is completed.

Warranty and support documents are submitted.

Supplier submits a commissioning report.

Maritu may conduct a 30-day observation period before releasing final payment. Devices that fail during this period due to technical defects must be repaired or replaced by the supplier.