https://devbusiness.un.org/content/hiring-supervising-firm-construction-works-classrooms-nyamagabe-district
  REQUEST FOR EXPRESSIONS OF INTEREST FROM CONSULTANCY FIRMS Country:   REPUBLIC OF RWANDA Project:   SOCIO-ECONOMIC INCLUSION OF REFUGEES AND HOST COMMUNITIES                PROJECT (JYAMBERE PROJECT) Title of the tender: HIRING A SUPERVISING FIRM FOR CONSTRUCTION WORKS OF CLASSROOMS IN NYAMAGABE DISTRICT REFERENCE: See eProcurement system The Ministry in Charge of Emergency Management (MINEMA) (hereinafter called “Client”) has received funds from Project financed by the World Bank towards the cost for “ Hiring a supervising firm for construction works of classrooms in Nyamagabe District ”. The Client intends to apply a portion of the funds to eligible payments under the contract for which this EOI is issued. The Ministry in charge of Emergency Management (MINEMA) now solicits expression of interest from the interested consulting firms to provide supervision services. More details on the services are provided in the Terms of Reference. The consultancy firm will be selected under Quality Cost Based Selection method and procedures described in the Request for Expressions of interest in accordance the National Public Procurement Law. Bidding will be conducted through National Competitive Bidding and participation is open on equal conditions to all interested consultancy firms as defined in the Terms of Reference. The Terms of Reference containing detailed requirements and conditions for participation may be obtained from E-procurement system (www.umucyo.gov.rw), free of charge. The consultancy firm will supervise classroom construction works in Nyamagabe District as per ToRs. The consultancy firm shall have the responsibilities as per ToRs include but not limit to the following: The consultant shall be responsible to supervise construction works of classrooms in Nyamagabe District in order to ensure the compliance of construction works based on building codes, regulations and standards. The details on the scope of services can be found in the Terms of Reference (ToRs) herein attached in e-procurement system. The shortlisting criteria: Company profile: The Consulting firm is expected to be a firm or an association of firms with the appropriate capabilities and experience to execute the services. The firm shall provide the eligibility documents such as certificate of incorporation/Trading license, valid tax clearance certificate and valid social security certificate); The interested firm must have a track records in supervision of public building construction works. The firm should have completed assignments of supervising public buildings construction works supported by three (3) certificates of good completion with copies of the contracts executed; The firm must be classified under category A as per categories established by RPPA of consultancy firms; The firm must avail the qualified and experienced key personnel as per ToRs; The firm shall provide its valid practicing licence issued by a relevant professional body; The firm shall provide valid practicing membership certificates for the key personnel as per ToRs. Note: The consultancy firm must attach the required certificates for each reference of the experience requested. The consultancy firm(s) may associate with others firms in the form a joint venture to enhance the capacity to perform the assignment. This association should be indicated clearly in the expression for interest. Enquiries regarding this tender may be addressed only through the e-Procurement system (use the request for clarification button). Any clarification may be requested by writing using the procurement system before the fixed deadline for the submission of the expression of interest. All interested firms will submit their Expression of Interest online via E-procurement system (www.umucyo.gov.rw) before 24/02/2021 at 0 9:00 am local time.  Any submission of expression of interest via other channels apart from the indicated above shall not be considered.    KAYUMBA Olivier Permanent Secretary   TERMS OF REFERENCE FOR HIRING A CONSULTANCY FIRM FOR SUPERVISION OF CONSTRUCTION WORKS OF CLASSROOMS IN NYAMAGABE DISTRICT Background and project description Rwanda is currently hosting 149,546 refugees and asylum seekers from Burundi and Democratic Republic of Congo (DRC)[1]. Burundian refugees (representing 48% of refugees) arrived in 2015, but some of the Congolese (51%) have been in the country since the 1990s.   Around 92 percent of refugees in Rwanda live in the six Camps spread across the country in six districts namely, Kirehe, Gatsibo, Karongi, Gicumbi, Nyamagabe and Gisagara Districts hosting respectively the refugee camps Mahama, Nyabiheke, Kiziba, Gihembe, Kigeme and Mugombwa. The remainder are urban refugees living in urban locations, mostly Kigali and Huye. The camps are jointly managed by the Ministry in Charge of Emergency Management (MINEMA) and the UNHCR. Refugee demography is balanced, with 50.7 per cent being female and 49.3 per cent male. Women and children make up 76 per cent of the refugee population, while three percent are elderly. The presence of refugee camps has affected food availability and strained basic services in the districts hosting refugees. Some local school populations have increased by more than 300 percent. Several camps have been set up in mountainous areas, leading to soil erosion and run-off into agricultural land. Deforestation has also occurred as refugees gather wood and non-timber forest products for cooking fuel and other purposes. The protracted refugee presence has had mixed impacts at the local level. On one hand, the refugee population can be a burden on a country in which 56 percent of people still live below the international poverty line. On the other hand, refugees bring skills and potential to contribute to Rwanda’s development goals. Poverty in five of the six districts hosting refugees is higher than the national average. Gisagara (which hosts the Mugombwa camp) and Karongi (which hosts the Kiziba camp) are two of the four poorest districts in the country, with poverty levels of 56 and 53 percent respectively. Host communities also suffer from the same development constraints as refugees – limited employment opportunities, poor quality education and a dependence on low-income agriculture for livelihood. Rwanda has responded progressively to the challenge of forced displacement[2].  Rwanda has signed on to the Comprehensive Refugee Response Framework (CRRF), a new global instrument built around the notion of including refugees in communities from the very beginning of displacement – that they can become self-reliant and active contributors to local economies when they gain access to education and labor markets. The decision to become a CRRF roll-out country flowed naturally from four commitments the government made in 2016: (i) public launch of a joint government-UNHCR livelihood strategy, with a focus on graduating camp-based refugees out of assistance programs and increasing formal access to work opportunities; (ii) ensure 100 percent of refugees are in possession of valid refugee identity cards; (iii) ensure 100 percent of refugee students in secondary school and 50 percent in primary schools will be integrated into national education systems; and (iv) ensure that 100 percent of urban refugees will have the opportunity to buy into the national health insurance system. In March 2019, the government prepared the ‘Strategic Plan for Refugee Inclusion 2019-2024’ (SPRI), which spells out how the four commitments will be implemented. Socio-economic inclusion of refugees will contribute to economic opportunities for host communities, who live in some of the poorer districts in the country. Figure 1. Locations of Refugee Camps and Refugee Statistics, as on 31st October 2019 Source: UNHCR, October 31, 2019. Socio-Economic Inclusion of Refugees and Host Communities Project (SEIRHCP)/Jya Mbere Approved in April 2019, the US$60m Socio-Economic Inclusion of Refugees and Host Communities Project (SEIRHCP) (called “Jya Mbere” in Kinyarwanda) is one of the main tools through which the government will implement the commitments in the Strategic Plan for Refugee Inclusion. The project development objective (PDO) is to improve access to basic services and economic opportunities for refugees and host communities, and support environmental management, in the target areas in Rwanda. The PDO level indicators to track progress toward achievement of the project objective are: (i) Beneficiaries with improved access to social and economic infrastructure and services, disaggregated by type of service and target group, including refugees and host community members (number); (ii) Beneficiaries of economic opportunity activities that report an increase in income, disaggregated by gender and target group, including refugees and host community members (number); (iii) Direct project beneficiaries (number), of which percent of females (percentage); and (iv) People provided with improved environmental conditions in refugee hosting districts (number). The project includes four components: (i) Access to Basic Services and Socio-economic Investments; (ii) Economic Opportunity; (iii) Environmental Management; and (iv) Project Management/M&E. In particular, the first component aims to ensure access to basic services and socio-economic investments and will be implemented by the six target districts. It includes subprojects to address the strain that refugee populations place on education and health services, water supply as well as rehabilitation of roads connecting refugees and host communities to economic opportunities and market infrastructures nearest the camps to promote the economic activities and social integration. In regards to education, there will be construction, rehabilitation and/or upgrading of elementary, secondary and TVET schools on validated sites. Construction works will be undertaken by the target districts whereas the supervision services are under MINEMA responsibility. Therefore, MINEMA is looking forward to hiring a consultancy firm which will provide the supervision services for construction works of classrooms in Nyamagabe District. Objectives The purpose of this assignment is to supervise classrooms’ construction activities in Nyamagabe District in order to ensure the compliance of construction works based on building codes, regulations and standards. Scope of the assignment The consultancy firm will supervise classroom construction activities on upgrading the existing schools in Nyamagabe District, with the construction of one stored building (G+1) of 49 (48 G+1 and 1 separate normal) classrooms with 6 blocks of 98 latrines at 6 sites; and construction of horizontal buildings of 24 classrooms with 3 blocks of 48 Latrines at 3 sites. Annex 1 describes the location of schools that will be upgraded with the corresponding number of classrooms per site. The consultancy firm provide construction supervision services as described hereinafter, including the provision of qualified and experienced key personnel and shall be responsible for the management, co-ordination and efficient execution of these services. The consultancy firm will supervise the works and approve materials and the workmanship of the works. This shall be done in co-operation and consultation with the Client and the Consultant shall have no authority to relieve the Contractor of any of his duties or obligations under the Contract. The responsibilities of the consultancy firm are underlined below: 3.1. Consultancy firm’s representative on Site The consultancy firm shall undertake full time project administration during construction and shall appoint a Project manager and Resident Engineer acceptable to the Client for the continuous on-site construction supervision of the project; and The Resident Engineer shall be the Engineer’s Representative and will act as directed by and under the supervision of the Consultant. The consultancy firm shall notify in writing to the Client and the Contractor the duties and limitation of authority delegated to the Resident Engineer. 3.2. Contract Preliminaries The consultancy firm shall: Review the qualifications of the proposed key field management personnel by the Contractor and make appropriate recommendations to the Client; Receive from the Contractor, check the compliance with Contract requirements, approve and forward to the Client all performance guarantees and insurance certificates for acceptance; Monitor the contractor’s progress against work plan in the mobilization of all equipment and the contractor’s personnel; Advising on alternative methods, equipment and materials proposed by the contractor and providing clearance to the contractor with the prior approval by the District; Verify the interpretation of the engineering drawings and technical specifications, and provide site instruction during the construction period in accordance with building code, regulations and standards of practices and provide recommendation to the contractor; Review and approve the project document prepared by the contractors. 3.3. Work Program The consultancy firm shall: a) Review the work plan submitted by the Contractor for the execution of the Works to establish whether the methods, arrangements, order and timing of the activities are realistic and coherent in relation to the conditions pertaining on Site. b) Identify from the approved work plan the information needed by the Contractor for the execution of the works and ensure that such information is made available to the Contractor in a timely manner. 3.4. Health and Safety. The Consultant shall: Ensure that the contractor complies with all national health and safety and all health and safety requirements of the contract documents requirements; Ensure that all contractor’s staff are properly equipped with personal protective equipment; Ensure that the contractor carries sufficient training of his personnel to ensure a safe working environment; Ensure that any accidents and or emergency cases are properly reported and investigated and that preventative measures are put in place to prevent recurrence. Ensure that the contractor put in place COVID-19 prevention mechanisms as provided by the Ministry of Health including but not limited to hand-washing facilities, thermometer, wearing the masks protective and the book to record people accessing the site 3.5. Environmental Management The Consultant shall: Review the Environmental management plan (EMPs) prepared by the contractor and share comments/inputs with MINEMA for further review and approval. Ensure that the contractor has put in place environmental management procedures compliant with the developed Environmental and Social Impact Assessment (ESIA)_report; Ensure the implementation of mitigation measures proposed by the ESIA and the ESMP reported and monitor the compliance with all their provisions; Report on environmental compliance on monthly basis and as provided by the contract; 3.6. Liaison with local government and communities The Consultant shall: Through the offices of the Client in the project area (DFS/Districts), ensure that the project and the contractor is properly introduced to local officials and community leaders. Establish communication channels with local officials and community leaders. Monitor the contractor’s relations with the local community and refugees as well and ensure that the Client’s local offices (DFS and Districts) are aware of any community relations problems or issues. Assist the Client’s local representatives in briefing local community leaders and government officers on the progress of the project. check if the contractor deployed at least 40% of refugees to the overall casual labors deployed from the project Verify and report on employability of project beneficiaries (refugees and Host Communities) by the contractor in casual labor; 3.7. Surveying, Setting Out and Measurements The Consultant shall: Indicate to the contractor the location of all survey control points established during the design stage and where necessary re-establish any points that have been lost or disturbed. Check all alignment and elevation control points provided to the Contractor; Check all setting out of the works undertaken by the Contractor; and Compile necessary field measurements and calculate quantities of materials incorporated in the works. 3.8. Conferences and Liaison The Consultant shall: Conduct weekly site meeting s and arrange a schedule of site inspections and other job conferences as required and notify those expected to attend. In arranging these meetings, the consultant is expected to maintain and circulate minutes thereof; and Maintain liaison with the Contractor mainly through the Contractor’s superintendents, and assist them in understanding the construction contract drawing and documents. Prepare various awareness/meeting to inform the refugees and host community to benefit from the project by deployment and inform the contractor to deploy the local community and refugees 3.9. Review of Work, Rejection of Defective Work, Inspection and Tests The Consultant shall: conduct on-site observation of the work in progress to determine if the work is proceeding in accordance with the contract schedule, and that the completed work conforms to the contract specifications; verify if all laboratory and field tests are carried out as required, or if the Contractor maintains adequate records thereof and agreed on remedial measures to be taken on sub-standard materials; Accompany the visiting inspectors representing public or other agencies having jurisdiction over the project, and record the outcome of these inspections and report as appropriate; verify that selection and use of materials is in accordance with the specifications. Establish procedures, criteria, and oversee testing to verify the quality of the materials; suggest or review and approve substitute materials when necessary. Estimate the cost of such materials and make appropriate adjustments in the specifications and provide recommendation for the Client’s approval. 3.10. Interpretation of Construction Contract Documents   The Consultant shall: Issue in right time additional details and drawings necessary for the proper execution of the contract; Render interpretations necessary for the proper execution and progress of work, with reasonable promptness and in accordance with agreed time limits; Render written decisions within a reasonable time, on all claims, disputes and other matters in question relating to the execution or progress of work or the interpretation of the contract documents. 3.11. Modifications The Consultant shall: consider and evaluate the Contractor’s suggestions for modifications in drawing or specifications and report them to the Client with recommendations; examine Contractor’s proposals for changes in construction (like time extension, variation etc.) and provide recommendations for appropriate actions including the preparation of all necessary supporting documents, to the Client for approval when changes affect cost or quality. Changes, which do not affect cost or quality may be approved on-site and recorded in the monthly progress reports. Such changes shall be affected by written orders issued by the Consultants. 3.12.  Records The consultancy firm shall: maintain at the project site orderly files for correspondence, reports, minutes of meetings, additional drawings issued subsequent to the execution of the Contract, as well as Consultant’s clarifications and interpretations of the documents, progress reports and other related documents; keep a site log book, recording Contractor’s hours on job site, equipment availability/ operation, weather conditions, data relative to questions of extras or deductions, list of visiting officials, daily activities, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; Keep the Grievance log book and Maintain a set of drawings (As-built drawings) recording all details of the work as actually executed. Keep on recording separate number of host community and refugees benefiting from the project 3.13.  Measurement The Consultant shall: Carry out measurement of works completed and in progress on site, progress claims, then verify and endorse bills for payment to the contractor s; Keep an up to date record of measured works on site. 3.14. Payment Certificates The Consultant shall review interim payment applications submitted by the Contractor in accordance with the conditions of contract and upon approval forward three copies of verified and approved payment certificates plus all supporting measurements sheets and supporting documentation within 7 calendar days of receipt from the Contractor with recommendations regarding payment to the implementing District for checking and payment. The supporting documents shall detail the actual quantities of work items completed to date compared with the total billed quantity for each item together with the contract unit rates for each work item, materials on site, details of day works, price adjustments, any other payments to which the Contractor may be entitled to under the contract, and deductions for retentions and advance repayments.   3.15 Financial Progress Monitoring The consultant shall: Ensure that the contractor provides regular cash flow updates in accordance with the requirements of the works contract. Monitor actual cash flows against work plan. 3.16 Claims Control The consultant shall: Conduct regular meetings with the Contractor to identify issues of design, technical and technical and commercial challenges that may give rise to delays or claims. Ensure that measures are put in place to address these. Ensure that the Client and dispute review board/ member are kept fully informed of all issues that the consultant believes may result in claims. Identify any correspondence from the Contractor that may be construed as early warning of a claim and ensure proper record keeping is in place to monitor the issue. Review the Contractor’s ‘early warnings’ submissions and claim submissions andmake recommendations in accordance with the requirements of the Contract. 3.17 Completion of Construction The Consultant shall: Inspect the works as the company of representatives of the Client, the Coordinator, the Contractor and prior to handing over of any section of the works; prepare a final snag list of items to be completed or replaced together with a time schedule for remedying of the same; verify if all items on the final snag list have been completed or corrected; and Provide written affirmation that the works have been completed in accordance with the requirements of the contract, plans and specifications, and prepare the provisional handover. 3.18.  Other assignment The consultancy firm will be responsible for: Informing to the client on work stoppage in case of serious defects; Monitoring coordination between the contractors and utility providers for the relocation or replacement of utility infrastructure if applicable like Electric poles, Electrical wires, Water supply pipes, and fiber-optic cables, etc.; Checking the conformity of materials supplied /delivered against the requirements and standards; Deliverables The consultancy firm is expected to provide an inception report, monthly and quarterly reports as well as final completion report. The inception and final completion reports formats are attached as annex 3 and 4 and the remaining should at least cover following aspects. The monthly report will include: Planned and actual progress of works Project actualizations Rate of progressing works. Revised schedules Design changes/variations Progress photographs Environmental and Social Management Plan monitoring Factors affecting the progress of project Decisions taken through site minutes and meetings Accidents on site and any other relevant details. Material and labour availability. Status of incomplete works scheduled. Separate number of host community and refugees benefiting from the project Laboratory test results for the quality of materials supplied Annexes: site logbook, site instructions decision book, site meetings minutes, drawings of design changes/variations, laboratory test reports for quality of materials. The quarterly progress/financial report will include: Actual progress Revised bills of quantity (BOQs) (if any) Contractor`s claims Additional works (if any). Accident Reports (if deemed so): A report of the circumstances of any significant accidents occurring on the site shall be forwarded to MINEMA with all due dispatch. Claims and Extension of Time Reports (if deemed so): A report detailing the Engineer’s assessment of all claims notified by the Contractor shall be prepared and submitted to MINEMA and Implementing District. Interim Payment Certificates: The Consultant shall be responsible for preparing interim payment certificates in accordance with the requirements of the Contract. Interim Payment Certificates will be delivered to the Implementing District. Final Payment Certificate: The Consultant shall be responsible for preparing the final payment certificate in accordance with the requirements of the works contract. The Final Payment Certificates will be delivered to the Implementing District. The table below shows the expected deliverables with their submission timeline. Deliverables Timing Types/Number of copies Inception report + project review documents. Within fifteen (15) calendar days from the starting date of the contract. 3 hard copies + soft copy on CD and electronic mail Monthly report   Within five (5) calendar days after the last day of the previous month (reporting month). 3 original hardcopies + soft copy on CD and electronic mail Quarterly report   Within fifteen (15) calendar days after the end of every quarter 3 original hardcopies + soft copy on CD and electronic mail Final completion report + As build drawings Within fifteen (15) calendar days after the date of completion of works/provisional handover.   3 original hardcopies + soft copy on CD and electronic mail Accident Reports Communicate immediately at that time of accident on electronic mail and hard copy within five (5) calendar days after incidents happened. 2 original hardcopies + soft copy on electronic-mail Claims and Extension of Time Reports (if deemed so)   2 original hardcopies + soft copy on electronic-mail Interim Payment Certificates Within seven (7) days after the Contractor submits his interim statement to the Consultant. 3 original hardcopies + An electronic-mail soft copy of the payment certificate in MS-EXCEL and PDF format Final Payment Certificate Within fifteen (15) calendar days after the Contractor submits his final statement to the Consultant 3 original hardcopies + An electronic-mail soft copy of the payment certificate in MS-EXCEL and PDF format Note: All reports should be in English and Electronic-mail soft copy of the report should contain one complete copy of the report and all appendices contained in a single PDF file per volume The report shall be made by each independent lots. Duration of the assignment The duration of supervision service is 7 calendar months from the date of contract signature. The consultancy firm must ensure that the assignment will be completed within this time frame.         Experience and qualifications, skills and competencies required 6.1 Required experience of consultancy firm-The consultancy firm should have been completed assignments of supervising of multistory buildings or public buildings construction activities. (Proven by three (3) certificates of good completion with copies of the contracts executed.)-The Consultancy firm must be classified under Category A as established by RPPA 6.2. Qualifications and experience of the key personnel The consultancy firm is required to have a team with a minimum of followings staff: Project Manager, Structural engineers, Resident engineers, Site technicians, Electrical engineers, Quantity surveyors, Clerks of works and Environmentalist. The consultancy firm will ensure that relevant members should possess the following requirements: Staff Qualifications Experience Project Manager (1) At least Bachelor`s degree in civil engineering, project management, or construction management (proven by notarized degree and or with its equivalence for those who studied abroad. At least 5 years of experience in project management or supervision of different civil construction works, proven by service certificate.   Must be registered in national institution of engineers or other recognized foreign institutions proven by membership certificate Preferred Language skills: Fluency in English and French Structural engineer (2) At least bachelor`s degree in structural engineering, or civil engineering (proven by notarized degree and or with its equivalence for those who studied abroad.-Minimum 3 years of experience in structural design and analysis, proven by service certificates.-Must be registered in national institution of engineers or other recognized foreign institutions proven by membership certificate. Preferred Language skills: Fluency in English Resident engineers (3) At least bachelor`s degree in civil engineering, or construction management (proven by notarized degree and or with its equivalence for those who studied abroad.-At least 3 years of experience in supervision of civil works proven by a service certificates.-Must be registered in national institution of engineers or other recognized foreign institutions (proven by membership certificate) Preferred Language skills:- Fluency in English-Knowledge of French and Kinyarwanda Quantity surveyors (3) At least advanced diploma (A1) in quantity surveying, civil engineering, or building technology (proven by notarized advance diploma (A1) and or with its equivalence for those who studied abroad. At least 2 year of experience in quantity measurement for construction works proven by service certificates.-Must be registered in Rwanda institute of architects (RIA) or other foreign institutions (proven by a valid practicing certificates Preferred Language skills:- Fluency in English.-Knowledge of French is an advantage. Electrical engineer (3) At least a bachelor’s degree in electrical engineering (proven by notarized degree and or with its equivalence for those who studied abroad)-At least 3 years of experience in electrical installations (proven by service certificates)-Must be registered in national institution of engineers or other recognized foreign institutions (proven by membership certificate)-He/She must have a certificate of License (category) B   in electrical installation issued by RURA. Preferred Language skills:- Fluency in English.-Knowledge of French and Kinyarwanda Clerks of works (9) Must have at least an Advanced diploma (A1) in civil engineering or building technology (proven by notarized advance diploma (A1) and or with its equivalence for those who studied abroad) At least 2 years of Experience in supervision of civil construction works, with specific 1 year of experience of conducting the topographic survey at construction sites (proven by service certificates) Preferred Language skills:-Fluency in English.-Knowledge of French and Kinyarwanda. Environmentalists (1) At least a bachelor`s degree in environment sciences or environmental studies (proven by notarized degree or equivalence for those who studied abroad)-At least 3 years of experience in monitoring the implementation of ESMP/ESIA or RAP (proven by service certificates)-Must be registered in RAPEP or affiliated to an international institution for Environmental and social studies (proven by membership certificate) Preferred Language skills:-Fluency in English and Kinyarwanda is mandatory.-Fluency in French is desired. Equipment required In order to carry out this assignment, the consultancy firm shall own no less than the following necessary equipment: Surveying equipment with at least: one (1) dump level, one (1) tripod, one (1) leveling staff, three (3) decameters of 50m each at every site, three (3) decameters of 25m each at every site, four (4) plumb bobs at every site, three (3) sprit levels at every site as well as digital camera proven by ownership document on 6 sites to allocate the G+1 building. Surveying equipment with at least: one (1) dump level, one (1) tripod, one (1) leveling staff, two (2) decameters of 50m each at every site, two (3) decameters of 25m each at every site, four (1) plumb bobs at every site, three (3) sprit levels at every site as well as digital camera proven by ownership document on 3 sites to allocate the Horizontal classrooms. Three (3) Total station theodolite and its facilities proven by ownership documents or leasing agreement. Laboratory Testing equipment for conducting various field and laboratory test like concrete and cement test proven by ownership documents or leasing agreement At least three (3) cars proven by ownership or by leasing document for the supervising team.   8.Administrative arrangements 8.1. Institutional and reporting arrangements In executing the contract, the supervising firm will work closely with MINEMA, the district s as well as the contractor s. The consultancy firm will report to MINEMA and provide a copy to the hosting district, 8.2. Payments modalities. The Consultancy firm`s total remuneration shall not exceed the Contract Price and shall be a fixed amount including all staff costs. The conditions of payment will depend on work’s progress correlatively to the percentage of payment request of the contractor. In case of stoppage of works, the consultancy firm shall not claim payment for the period covering the work stoppage. The payment will be made under progress of construction works and will be under combination of all 9 sites construction progress. The payment of the consultancy firm will be done in the following conditions according to the percentage of progress activities. At 20% of the progress of activities, the consultancy firm will be paid 15% of the total cost of contract. At 40% of the progress of activities, the consultancy firm will be paid 15% of the total cost of contract. At 60 % of the progress of activities, the consultancy firm will be paid 20 % of the total cost of contract. At 85% of the progress of activities, the consultancy firm will be paid 30% of the total cost of contract. At 100% of the progress of activities, the consultancy firm will be paid 20 % of the total cost of contract. The payment to the consultancy firm will be done in accordance with the activities progress and the report justifying the services must be verified and approved by the client. The last payment will be done after sixty (60) calendar days from provisional handover. If the construction activities stop, the contract of the consultancy firm will be stopped in parallel with the contract of the contractor or construction company. Management and supervision The consultancy will be overseen by MINEMA. The consultancy firm will receive direct guidance from MINEMA and more particularly from the management of SEIRHCP.The District will have an oversight to monitor and collaboration with the supervising firm ANNEXES ANNEX 1: Construction sites and number of classrooms at NYAMAGABE District # Education facility Number of classrooms Type of building to be constructed Number of latrine Location/Sector Cell Village 1 GS Gasaka 9 Storied (G+1) 34 Gasaka Kigeme Munombe 2 GS Bugarama 8 Horizontal classrooms 16 Kibilizi Uwindekezi Birembo 3 G S Kigeme A 8 (G+1) 16 Gasaka Kigeme Gakoma 4 EP Mbuga 8 Horizontal classrooms 16 Uwinkingi Munyenge Munyenge 5 EP Kiraro Catholique 8 (G+1) 0 Kibilizi Karambo Nyirakiraro 6 GS Kiraro Protestant 8 Horizontal classrooms 16 Kibilizi Bugarura Kavumu 7 E.S Mudasomwa 8 (G+1) 16 Tare Gasarenda Kagarama 8 E.S Nyamagabe 8 (G+1) 16 Gasaka Nyamugari Nyamugari 9 Don Bosco NYAMAGABE TVET 8 (G+1) 16 Gasaka Nyamugari Nyarusange   Total 73 6 (G+1) sites and 3 sites of horizontal classrooms 146       ANNEX 2:  SELECTION AND EVALUATION CRITERIA SCORING SHEET S/N Criteria and sub criteria   1 Experience of the consultancy firm     The consultancy firm should have completed assignments of supervising of multistory buildings or public buildings construction activities (proven by three (3) certificates of good completion with copies of the contracts executed) The Consultancy firm must be classified under Category A as established by RPPA     II Experience and qualification of key personnel   II.1 Project manager     Education background At least Bachelor`s degree in civil engineering, project management, or construction management. (Proven by notarized degree and or with its equivalence for those who studied abroad).     Required Experience-At least 5 years of experience in project management or supervision of different civil construction works. (Proven by service certificates.)-Must be registered in national institution of engineers or other recognized foreign institutions. (Proven by membership certificate)   II.2. Structural engineers (2)     Education background At least bachelor`s degree in structural engineering, or civil engineering. (Proven by notarized degree and or with its equivalence for those who studied abroad).     Required Experience Minimum 3 years of experience in structural design and analysis, proven by service certificates.-Must be registered in national institution of engineers or other recognized foreign institutions. (Proven by membership certificate)     II.3 Resident engineer (3)     Education background At least bachelor`s degree in civil engineering, or construction management. (Proven by notarized degree and or with its equivalence for those who studied abroad).     Required Experience-At least 3 years of experience in supervision of civil works. (Proven by service certificates)-Must be registered in national institution of engineers or other recognized foreign institutions (proven by membership certificate)     II.4 Electrical engineers (3)     Education background At least a bachelor’s degree in electrical engineering (Proven by notarized degree and or with its equivalence for those who studied abroad)     Required Experience-At least 3 years of experience in electrical installations proven by service certificate-Must be registered in national institution of engineers or other recognized foreign institutions proven by membership certificate.-He/She must have a certificate of License (category) B   in electrical installation issued by RURA.   II.5. Quantity surveyors (3)     Education background At least advanced diploma (A1) in quantity surveying, civil engineering, or building technology (proven by notarized advance diploma (A1) and or with its equivalence for those who studied abroad).     Required Experience At least 2 year of experience in quantity measurement for construction works (proven by service certificate).-Must be registered in Rwanda institute of architects (RIA) or other foreign institutions proven by a valid practicing certificate   II.6 Clerks of works (9)     Education background Must have at least an Advanced diploma (A1) in civil engineering or building technology (proven by notarized advance diploma (A1) and or with its equivalence for those who studied abroad.)     Required Experience At least 2 years of Experience in supervision of civil construction works, with specific 1 year of experience of conducting the topographic survey at construction sites (proven by service certificate).   II.7 Environmentalist (1)     Education background At least a bachelor`s degree in environment management or water and environmental engineering (proven by notarized degree and or with its equivalence for those who studied abroad.)     Required Experience-At least 3 years of experience in monitoring the implementation of ESMP/ESIA or RAP proven by service certificates-Must be registered in RAPEP or affiliated to an international institution for Environmental and social studies (by membership certificate)           III Methodology and work plan   III.1 Methodology: The consultancy firm will provide the description of the technical approach and methodology for performing this assignment. This will include strategies that will be applied to perform the specific assignment to meet the defined objectives in ToRs, focus on the expected outputs/results and the scope of works.  The firm will also develop the plan of the implementation of the main activities or tasks of the assignment, the expected duration of assignment and the delivery dates of the reports. The proposed feasible working plan should be consistent and show the schedule of activities to be performed on the scope of works.-The Methodology will mainly describe implementation plan, concept of the project, contractor management plan.- Organization and staffing.                   III.2. Work plan The consultancy firm is required to outline the plan for the implementation of the main activities/ tasks of the assignment, their content and duration, phasing and interrelations, milestones and tentative delivery dates of the reports. The proposed work plan should be consistent with the adequacy of the methodology, showing the understanding of the ToRs and ability to translate them into a feasible working plan. The work plan must be clear and indicates how the assignment shall be successfully done and shall be done in accordance with the assignment implementation period.   Total scoring of technical score   Minimum score to pass in technical proposal: 70% ANNEX 3: Inception report format The inception report should include but not limited: Executive summary Introduction Background and description of projects elements Understanding the project objectives Assumed risks and mitigations Comments on the TORs Project organization and line of coordination Project Methodology Project execution scheduling Data collection and analysis Annexes: meeting minutes, Organization Charts, Photographs; project review document ANNEX 4: Final completion report format The final completion report should include the following: Executive summary Introduction Project implementation process. Financial summary Technical specifications Unexpected events that caused the delay of the project (if any). Separate number of host community and refugees benefiting from the project Challenges Conclusion and recommendation Annexes: photographs, approved as built drawing (in file format of AutoCAD software) Note: Only shortlisted firms as per shortlisting criteria, will be allowed to pass the following steps of bidding phases of the tender process. Format for Expression of Interest The expression of interest must be submitted as per the following format: Note: In case, documents submitted are in any other language than English, the consultancy firm shall submit a self-certified copy of the translated document in English. Section 1: Organization Details: In case the EoI is being submitted as a Joint Venture, the information has to be submitted for the Lead Partner as well as other members of the Joint Venture separately. Part 1: Company profile i.   Name of the Organization  Information ii. Detail of the organization-Telephone:-Facsimile:-Website iii. Information about Organization_Year of Establishment  _Status of the Organization: iv. Name and designation of the person authorized to make commitments-Name-Designation-E-mail-Contact Number V Number of Personnel Total employee strengths on the payroll of the company as of  …/….../ 2021 Part 2: The firm needs to mention its core business areas and any other relevant details in experience in a descriptive format. The firm needs to mention its technical and managerial capability for executing each component of the scope of the service.   Please provide a response with details in not more than 3 pages Section 2: Documents to be submitted Information required Documents to be submitted Confirmation: YES/NO 1.Firm must be registered legal entity. Information on their status as a legal entity and submit relevant supporting documents   Provide the required eligibility documents   2.Average annual turnover during the last three. In case of Joint Venture, the turnover criteria should be met by the lead Partner firm. Self-certification by the authorized signatory of the EoI mentioning the annual turnover for the last three years clearly indicating the annual turnover. Please note: The annual turnover quoted must be the annual turnover of the EoI Respondent and not its parental companies/subsidiary companies   4.Experience of the firm showing the technical and managerial capabilities of the firm in the field of the assignment/ experience of the firm in consulting services relating to the supervision of building construction works. Provide copies of the completion certificates as required.   5.Other relevant documents-Declaration that the firm is not black-listed-Declaration that the firm does not have any conflict of interest               Section 3: Format for furnishing details of Contracts/Credentials/Past Experiences in the similar projects/assignments The information needs to be furnished as per the Format below for each Contract/credential. Assignment name: Country: Location within the country Name of Client: Address: Name of the Legal Entity in whose name the contract is: Duration of assignment (months): No of man-months of the assignment: Start date (Month/year): Approx. Value of the overall contract Approx. Value of the services provided by your firm under the contract (in FRW) Name of associated organisations, if any: Role of Consortium member: Narrative description of the project Detailed scope of services, coverage and relevance to this project/assignment.   Please do specify various project components in detail     NOTE: In case the interested consultancy firms intend to form the Joint Venture or Association/partnership, the firms are required to register their Joint Venture/association with eProcurement system. SITE LOCATIONS FOR CLASSROOMS   # Education facility Number of classrooms Type of building to be constructed Number of latrine Location/Sector Cell Village 1 GS Gasaka 9 Storied (G+1) 34 Gasaka Kigeme Munombe 2 GS Bugarama 8 Horizontal classrooms 16 Kibilizi Uwindekezi Birembo 3 G S Kigeme A 8 (G+1) 16 Gasaka Kigeme Gakoma 4 EP Mbuga 8 Horizontal classrooms 16 Uwinkingi Munyenge Munyenge 5 EP Kiraro Catholique 8 (G+1) 0 Kibilizi Karambo Nyirakiraro 6 GS Kiraro Protestant 8 Horizontal classrooms 16 Kibilizi Bugarura Kavumu 7 E.S Mudasomwa 8 (G+1) 16 Tare Gasarenda Kagarama 8 E.S Nyamagabe 8 (G+1) 16 Gasaka Nyamugari Nyamugari 9 Don Bosco NYAMAGABE TVET 8 (G+1) 16 Gasaka Nyamugari Nyarusange   Total 73 6 (G+1) sites and 3 sites of horizontal classrooms 146       [1] UNHCR/GoR Progress database (Oct 2019) [2]Rwanda is signatory to the 1951 Refugee Convention and the 2014 Law Relating to Refugees complies with international law Socio-economic Inclusion of Refugees & Host Communities in Rwanda Project Rwanda Not cancelled QCBS- Quality And Cost-Based Selection Request for Expression of Interest Consulting Services- Firm Wednesday, February 24, 2021- 09:00 WB-P656538-02/21 IDA64040 RW-MINEMA-206883-CS-QCBS P164130 Notice version number: 1 General- Construction Thursday, February 4, 2021 OP00115417 English Thursday, February 4, 2021- 12:27 Ministry of Emergency Management Olivier Kayumba KN 3 Rd, Kigali P.O.Box: 4386 Kigali Tel: +250782169601 Rwanda +250788306550 ps@minema.gov.rw Health, Health Facilities and Construction, Public Administration- Social Protection, Social Protection, Workforce Development and Vocational Education, Water Supply, Rural and Inter-Urban Roads World Bank Tuesday, February 2, 2021- 19:00 IBRD/IDA Loans (PE) Ministry of Emergency Management USD 125076.00 Hiring a supervising firm for construction works of classrooms in Nyamagabe District Permanent Secretary www.minema.gov.rw proc_voc_id: 81101513 proc_voc_title: Building construction management seg_id: 81000000 seg_title: Engineering and Research and Technology Based Services family_id: 81100000 family_title: Professional engineering services class_id: 81101500 class_title: Civil engineering cmdty_id: 81101513 cmdty_title: Building construction management