Expression of Interest (EoI)

Consultancy for architectural and engineering services and supervision of Youth Centre construction project in Kirehe district-Mahama refugee camp

Reference Number: 83464861

Publication date 10.05.2024

Deadline: 24.05.2024

1. Brief information on the project

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digital Transformation & Digital Economy, Great Lakes Region.

In 2014, the CPS introduced a refugee component and extended its interventions to Kigeme, Mugombwa and Mahama refugee camps and their respective host communities in Rwanda. The component has two strategic objectives: a) promoting constructive dialogue between youth, leaders, and service providers for violence prevention in refugee camps and host communities (Outcome 1) and b) supporting community based psychosocial services for increased resilience and active participation in community life (Outcome 2).

2. Context

In the process of achieving Outcome 1, GIZ/CPS in cooperation with Vision Jeunesse Nouvelle (VJN), would like to build a youth centre (YC) in Kirehe District, Nyamugali Sector, Bukora Cell, Bukinanyana Village. The youth centre will serve different peace education purposes. Main construction activities to be executed in the youth center will mainly be composed of:

1. Multi-use building: Including 4 office spaces, combined library, meeting and mediation room, girls’ corner, sanitary block, and dressing room(s).
2. Outside pitches: basketball + Volleyball, football including 400m running track.
3. (optional) multi-purpose hall/Gymnasium: for indoor sports facilities; trainings and workshops and cultural activities including dressing room (men, women, and referees), store, first aid/clinic room, sanitary block/rooms. Specifications/options: 84sqm (Basketball field sizes), capacity for 800 people, steps for seats for public, open (only columns or closed (bricks or iron sheets)

It is in this context that GIZ/CPS intends to hire a consultant to provide construction-related planning services of Youth Centre construction project in Kirehe district. These services are associated with the design or planning of construction measures and the supervision of construction and will be provided by architects, (specialist) engineers or project managers as subcontractors of GIZ.

3. Contract duration.

GIZ shall hire the consultant for an estimation period from July 2024 to December 2025.

4. Tasks to be performed by the contractor.

The contractor is responsible for providing the following services into two phases:

• Phase 1: Preparation of the planning documents/Architectural and engineering design for Building Permission and Construction
• Phase 2: Site Supervision of construction works.

4.1. Phase 1:

Preparation of the planning documents/Architectural and engineering design for Building Permission and Construction

4.1.1. Preliminary design

• Carry out the Environmental Impact assessment(EIA)
• Carry out the Social-Economic impact assessment(SEIA)
• Carry out the Geotechnical investigation(soil survey)
• Carry out theTopographic survey
• Sketching of a preliminary design and a site layout plan in a suitable scale, including outdoor facilities, State boundaries and neighbouring infrastructures.
• Preparation of Pre-design architectural design plans for the buildings and outdoor facilities on a scale to be agreed with the Employer of 1:200 or 1:100 or 1:500.
• Preparation of Pre-design structural drawings and calculations for the buildings and outdoor facilities on a scale to be agreed with the Employer of 1:200 or 1:100 or 1:500.
• Preparation of an explanatory report for the buildings and outdoor facilities with photos (if possible) including: Fire-protection concept, Energy Concept, Safety Concept, Description of construction methods and Materials, climate, and sustainability aspects
• Preparation of a cost estimate for the buildings and outdoor facilities
• Land administration services(proof of land titles otherwise follow up on exchange of land rights(Mutation), change of land use, and other land administration processes.
• Prepare the time frame (schedule with milestones for each construction measure)

Deliverables 

• Environmental Impact Assessment (EIA) report and certificate from Rwanda Development Board (RDB)
• Social-Economic impact assessment report
• Geotechnical report
• Topographic survey report (deed plan, map of contour lines, profiles)
• Preliminary design and planning report
• Responsible to change in the design requirement from HQ/G230

4.1.2. Preparation of the final design plans for construction (Detailed design, tender documents, and tendering for construction)

• Architectural design planning:
• Layout plans (site plan, sections, and landscape plan) on a scale of 1:500 or 1:200,
• Floor plans, cross-sections, elevations, roof plans and perspectives of all buildings and/or structures on a scale of 1:100
• Plans for the outdoor facilities on a suitable scale otherwise a different scale must agree upon.
• Preparation of the working drawings on a scale of 1:50, important details on a scale of 1:10, 1:5 or 1:1 and all outdoor facilities on a suitable scale
• Interior design drawings.
• Isometric and axonometric projections.
• Sketches and diagrams.
• Location plan

Civil Works Drawings:

• Civil structures to support elements of the Landscape Master plan (terracing, pathways, embankments, French drains, et alia).
• Site plan- Drainage, manholes and inspection chambers.
• Land formation terracing supports vegetation areas and tree planting.
• Roadways, pathways, parking layout & structural/drainage-leveling design.
• Storm water drainage layout.
• Water pipe layout.
• Sewer layout.

Structural planning:

• Elaboration of the structural analysis and design of all buildings/structures suitable for review and approval
• Structural concrete/Wood/Metal – Steel work type and details.
• Foundation layout plans, details, reinforcements, and calculations.
• Floor framing plans, details, reinforcement, and calculations.
• Columns, beams, slabs reinforcement details.
• Staircase details, reinforcements, and calculations.
• Ramps details, reinforcements, and calculations if any.
• Roof design, detailing and schedule.
• Expansion joints, water stops, special opening in slabs and beams, etc.

Planning of Mechanical, Electrical, plumbing/sanitary, fire protection and safety installations):

• Determination of technical requirements and output values.
• Dimensioning of all equipment and parts of installations.
• Floor plans showing layout of power, lighting, and low voltage current systems.
• Floor plans showing main cable routing.
• Floor plans showing electronics layout.
• Schematic diagrams for power and low current systems.
• Distribution boards and feeder data schedules.
• Panel board schedule.
• Transformers and generator room layout and details.
• Lighting protection system, plans, and details.
• Street and parking area lighting.
• Miscellaneous installation details.
• Calculation of solar system, a simulation of solar system and cost estimation to be provided.
• Rainwater harvesting (Rainwater drainage system)
• Plumbing and sanitary drainage.
• Fire- fighting system, fire escape route plan, safety, and security measures plan.
• Control diagrams.
• Floor plans for all systems including ventilation, air conditioning and necessary plant (where applicable).
• Handwashing facilities for hygiene promotion and prevention of Covid-19
• all above with the necessary details measurements and technical specifications

• Calculation of a priced Bill of Quantity as cost estimate
• Liaise with Kirehe district on required documentation for construction permit.
• Application for building permit and to change in the design requirement from the district's One Stop Centre (construction department of the district).

Deliverables:

• Detailed drawings and technical specifications
• Detailed bill of quantities (estimated priced BoQ)
• Building approval / permission
• Responsible to change in the design requirement from HQ/G230
• Estimated time schedule for the works.

4.1.3. Services for the award of construction contract according to the Employer's instructions

• Support the project/GIZ responsible for preparation of tender documents on expression of interest process to identify the tasks and or documents to be provided. 

Deliverables:

• The approved tender documents
• Approved award documents by GIZ construction department(G230)
• A suitable construction company is selected.

4.1.4. Design parameters and performance standards

The design shall be prepared in compliance with national and other accepted international laws, codes, and standards. The design parameters and performance standards are required to ensure that all aspects in the design and construction stages accomplish minimum impact on environment.

• Design Parameters:

Site Analysis shall include:

• Slope analysis and contours; topography.
• Precipitation & Hydrology.
• Surrounding land uses & buildings.
• Wetland areas.
• Forest and other natural features.
• Protected areas.
• Opportunities and constraints of the site with respect to the district level (proposed developments, view and vistas, landmarks, etc.)
• Building orientation.
• Wind direction.
• Soil Type and Condition.

Site Planning

The landscape shall be preserved in its natural state insofar as practical. Grade changes and removal of native vegetation and soil should be minimized. The proposed development should be in harmony with the prevailing character, height, and scale of other buildings in the neighborhood, or in alternative, with the proposed future character provided by the Kirehe district Master Plan. The site planning shall include:

• Shape, size and orientation of the area where the buildings and other facilities will be built.
• Levels and contours of the area and its surroundings.
• Height of existing buildings and its surroundings.
• Open spaces surrounding the property.
• Natural or man-made structures

Building Envelope

This involves using exterior wall materials and designs that are climate-appropriate, structurally sound, and aesthetically pleasing.

• Support (Resistance to and transfer of structural and dynamic loads)
• Control (Control of air, water, and heat flow)
• Finish (Desired aesthetics on the inside and outside of the building)

Engineering and Architectural Parameters. 

The design shall be responsive to economic, environmental, and cultural conditions.

• Performance Standards.

The design of the proposed Youth Center shall conform to the following performance standards:

• Energy Efficiency: Adopt efficient practices, designs, methods, and technologies that reduce energy consumption resulting in cost savings.
• Water Efficiency: Adopt efficient practices, plan, design, materials, fixtures, equipment, and methods that reduce water consumption resulting in cost savings.
• Material Sustainability: Material Sustainability governs all matters related to resource efficiency and material selection and use with the least impact on the environment.
• Solid Waste Management: Efficient waste management requires the adoption of efficient waste management practices and use of eco-friendly materials.
• Project Sustainability: Planning, design, construction, and operation practices that minimize the adverse impact on ecosystems and water resources.

4.2. Phase 2: Site Supervision of construction works.

4.2.1. TECHNICAL TASKS/SERVICES

• Due and proper supervision of the execution of the construction, mechanical, electrical, sanitary and/or other installation works, to ensure that they conform with the specifications and drawings, the recognized engineering principles, and all applicable regulations.
• Provide technical advice and necessary support to all personnel assigned to and engaged with the execution of the project.
• Examination and approval or rejection of materials for construction work supplied by the construction company/companies.
• Amending of the working drawings in accordance with the actual execution of the works
• Technical inspection of the execution of the structure to ensure that it conforms with the approved structural documents.
• Inspection of concrete production and processing at the building site and evaluation of quality controls.
• Follow up of the working progress schedule provided by the construction company or, if not available, own compilation of a suitable programme (e.g., bar chart) which must be agreed to and signed by the construction company.
• Joint measurements of the work in place with the construction company. This includes the preparation of special intermediate measurement records for works that cannot be measured after the construction work has been completed. All measurements shall be confirmed in writing by the construction company and the Resident Engineer.
• Participation in the handing-over of the completed project
• Inspections during the construction companies’ defects liability period and supervision of rectification of any faults and defects that may occur.
• Checking and, if necessary, correction of invoices, reports, lists, etc. of the construction company within the periods stipulated in the contract between the Employer and the construction company. Calculations of quantities, accounting files and cost calculations shall be checked for technical and arithmetical accuracy and certified by date and signature. To show that this has been done, the Contractor shall tick all correct values and amounts reported.
• Examination of new prices for additional or amended services to ensure that they are in line with the cost estimate of the original tender as well as the current local price structure. The Contractor/supervisor shall submit monthly reports on the progress of construction in accordance with “Specimen of Construction Progress Report”, including a progress diagram (bar chart or equivalent), photographs and other relevant data as well as details on completed work, percentage of completion, basic climatic conditions, and average number of workers on site, special incidents, work forecast, etc.

4.2.2. Report:

• The Contractor shall submit a final report not later than two months after completion and taking-over of the construction works, comprising:
• (1) a description of the progress of the entire project from planning to taking-over or handing-over, comments about the construction period, listing major problems encountered during construction and how these were solved; and
• (2) an overview and tabulation of the total costs compared with the calculation.
• Special reports shall be forwarded to the Employer immediately in case of important incidents or circumstances that may occur. Each such report shall include events and circumstances that may establish or raise claims against the construction company commissioned with the execution of the construction works.
• All reports shall be submitted to the Employer in duplicate in English language and as an electronic file.
• Submit monthly report signed by contractor as well not later 10 working days of the following month via email (original in Pdf format) and printed version to GIZ project office.

4.2.3. Documentation:

• All documents shall clearly indicate that they were produced on behalf of the Employer. The Employer shall approve the title block of the drawings. All documents shall be drawn up in English language.

Certain milestones, as laid out in the table below, are to be achieved during the contract term:

Milestones/process steps/partial services	Deadline/place/person responsible
Preparation and preliminary design	1 month/Kigali and Kirehe/ consultant
Detailed design, cost estimation and preparation of tender documents	3 months/Kigali/ consultant
Application for building permit and its delivery	1 month/Kirehe and Kigali/consultant
Getting GIZ written approval from HQs for each step and final reporting	1month/Kigali/consultant with support of GIZ engineer
Supporting GIZ procurement unit on tendering for construction company	3 months/Kigali/ consultant
Supervision of construction works	6 months/ Kirehe/consultant

5. Tender requirements

5.1. General office presentation

The consultant firm should possess working experience with 3 references comparable to this tender, this shall be proven by provision of at least 3 certificates of projects completed and 3 3 certificates of projects under construction in architecture and engineering design and supervision for the last 5 years from public and/or private sector clients. Check and fill in the questionnaire for the architects, engineers and contractors.

5.2. Proposed staff/Key personnel qualifications

Consultant firm should have qualified and experienced key personnel required to conduct planning, design and supervise the construction of the youth center. The firm should propose a team with a huge and strong experience in construction project in relation with supervision and studies/design. The bidders must provide a detailed updated C.V of proposed experts(Max 3 pages ), 

5.2.1 Key personnel for the planning and design of youth center

Team Leader

• Must have University qualification (master’s or bachelor’s degree) in Civil Engineering or Architecture.
• For masters degree: at least 5 years of professional experience and for bachelor degre:
• Must be a member of the Institution of Engineers Rwanda (IER) or Rwanda Institute of Architects (RIA) with valid certificate.
• Excellent business language skills in English

Key Expert 1: Architect

• Must have university qualification (at least a bachelor’s degree) in Architecture or landscape design.
• Having at least 5 years of professional experience in design and supervising construction of complex buildings and facilities
• Must be a member of the Rwanda Institute of Architects (RIA) with valid certificate.
• Excellent business language skills in English

Key Expert 2: Civil/structural Engineer

• Must have university qualification (at least a bachelor’s degree) in Civil Engineering or Structural Engineering
• Having at least 5 years of professional experience in design, construction and supervising construction of complex buildings and facilities
• Must be a member of the of the Institution of Engineers Rwanda (IER) with valid certificate
• Excellent business language skills in English

Key Expert 3: Electrical Engineer

• Must have university qualification (at least a bachelor’s degree) in Electrical Engineering
• Having at least 5 years of professional experience in electrical design and supervising installation of electrical services of complex buildings and facilities
• Must be a member of the of the Institution of Engineers Rwanda (IER) with valid certificate and must have the valid certificate of working permit issued by RURA CLASS B
• Excellent business language skills in English

Key Expert 4: Mechanical/Plumbing/sanitary engineer

• Must have university qualification (at least a bachelor’s degree) in Mechanical/sanitation/building services engineering or University diploma(A1) in plumbing.
• Having at least 5 years of professional experience in plumbing design and supervising installation of plumbing sytems and Mechanical services of complex buildings and facilities
• Must be a member of the of the Institution of Engineers Rwanda (IER) with valid certificate.
• Excellent business language skills in English

Key expert 5: Quantity Surveyor

• Must have university qualification (at least a bachelor’s degree) in Quantity Surveying
• Having at least 5 years of professional experience in quantity suverying for both design and construction of complex buildings and facilities
• Must be a member of the Rwanda Institute of Quantity surveyors with valid
• Excellent business language skills in English

Short term expert pool :

Geotechnical Engineer

• Must have university qualification (at least a bachelor’s degree) in Geotechnical Engineering or Civil Engineering with master’s degree in Geotechnical Engineering
• Having at least 5 years of professional experience for bachelor degree and 3 years of professional experience for master’s degree in geotechnical investigation/soil survey for construction of complex buildings and facilities 
• Must be a member of the of the Institution of Engineers Rwanda (IER) with valid certificate.
• Excellent business language skills in English

Land surveyor

• Must have university qualification (at least a bachelor’s degree) in Land Surveying or Geomatics engineering.
• Having least 5 years of professional experience in land surveying for construction of complex buildings and facilities
• Must be a member of the of the Rwanda organization of land surveyors with a valid certificate.
• Excellent business language skills in English

EIA expert

• Must have university qualification (at least a bachelor’s degree) in environmental science/engineering or environmental studies plus training in environmental impact assessment from recognized institution approved by the Regulatory Council of Rwanda Association of Professional Environmental Practitioners (RAPEP).
• Having at least 8 years’ experience (or) 4 years as an Associate Expert in environmental impact assessment related activities.
• Must be a registered and a member of Rwanda Association of Professional Environmental Practitioners (RAPEP) with valid certificate in Class A for members who are licenced to conduct environmental impact assessment
• Excellent business language skills in English 

Social-Economic Impact Assessment specialist

• Must have University qualification (at least a bachelor’s degree) in economics, sociology, environmental related fields.
• Having at least 5 years of professional experience in social-economic impact assessment related to construction of complex buildings and facilities
• Excellent business language skills in English

5.3. Technical equipment:

The consultant will provide necessary equipment to facilitate the assignment. The consultant will provide all means of transport of experts to accomplish the mission in a good condition. All costs related to the purchase of equipment, rent of vehicles, communication fees, etc, must be provided by the consulting firm.

6. Cost requirements

Please calculate your financial tender based exactly on the parameters specified spesfication of inputs. The contractor is not contractually entitled to use up the days, trips or budgets in full. The number of days, trips and the budgets will be contractually agreed as maximum limits.

Spesfication of inputs

Fee days	Number of experts	Number of days per expert	Total	Comments
Designation of Team Leader	1	47	47	Coordination of design and supervision
Designation of key expert 1 /Architect	1	59	59	For architectural design and supervision of construction works
Designation of key expert 2 /Civil or structural engineer	1	153	153	For civil and structural analysis, design and supervision of construction works
Key expert 3 (MEP engineers (2))	2	62	124	For Mechanical, Electrical and Plumbing design and supervision of installation services
Key Expert 4 (Quantity surveyor)	1	155	155	For cost estimation and preparation of tender documents as well as supervision of construction works
Short term expert pool 1 (Geotechnical engineer and land surveyor)	2	10	20	For conducting soil survey, soil investigation and for topographic survey
Short term expert pool 2 (Environmental and Social-Economic experts)	2	10	20	For conducting environmental and social economic impact assessment
Travel expenses	Quantity	Price	Total	Comments
Per-diem allowance in country of assignment If an on-site assignment takes place over the weekend, per diem allowances for weekends can be reimbursed between the fee days.	100			Number=10person*10days
Overnight allowance in country of assignment If an on-site assignment takes place over the weekend, overnight allowances for weekends can be reimbursed between the fee days.	100			Number=10person*10nights
Transport	Quantity	Price	Total	Comments
Travel expenses (car) · Renting a car on monthly basis for 12 months during design and supervision periods	12			Travel costs/renting a Private vehicle and its fuel per month for 12 months
Other costs	Number	Price	Total	Comments
Cost of office accommodation,	6			Office accommodation during supervision of construction works
cost, rental and freight of any instruments or equipment required to be provided by the Consultants for the purposes of the Services.	1			During supervision of construction works
Cost of printing of drawings and dispatching of the reports to be produced for the Services	1			Printing of drawings (3 coloured copies (PDF/digital version) of drawings on different paper format A0(drawings) A3(perspectives + building permit) and A4 for documentations

7. Expressions of Interest process

GIZ invites the contractors based in Rwanda wishing to participate in this call for EoI to express their interest following below steps:

• Site visit:

The site visit is scheduled on Friday 17th May 2024 at the plot located next to Bukora cell office, in Nyamugali sector, Kirehe district, Easther Province from 01:00PM to 03:00PM. Only contractors who will be present for the site visit will will be eligible for the assignment.

• Submission of offer

The Expression of Interest should contain the following:

Technical Proposal:

• A cover letter expressing your interest in this assignment.
• Site visit certificate
• Technical proposal as described in chapter 5 with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment
• CV of the Expert
• Certificate of company registration issued by Rwanda Development Board related to this tender.
• VAT registration certificate issued by Rwanda Revenue Authority
• A valid tax clearance certificate from Rwanda Revenue Authority
• References/certificate Proofing of successful completion of related assignments for the project with value above to 30 million Rwf.
• Questionnaire for architects / engineers and contractors (see annex).

Financial Proposal:

Financial offer Indicates the all-inclusive total contract price, supported by a breakdown of all costs. The offer should indicate the category of document to be designed, price per page, per each category and total price based on the number of pages estimated. The price must be in RWF and VAT excluded.

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 24^th May 2024

Please you must write on each email subject this sentence: 83464861-Technical/Financial Offer. Without this sentence, your offer may not be considered.

Hard copies are not allowed this time

GIZ reserves all rights

Annexes

Annex 2: Eligibility and assessment grid for technical evaluation

Annex 3: Questionnaire for architects / engineers and contractors