Kigali Innovation City

Infrastructure Package: Phase 1 & Phase 2 –

Request for Proposal (RFP) for Engineer of Record

REQUEST FOR PROPOSAL (RFP) TO HIRE AN ENGINEER OF RECORD (EOR) FOR THE CONSTRUCTION OF KIGALI INNOVATION CITY – INFRASTRUCTURE PACKAGE – PHASE 1 & PHASE 2

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A. NOTICE

Invitation for Bids: Engineer of Record

Procuring Entity: KIC Company Limited (KICCL)

Procurement Method: Competitive Tender

KICCL is seeking services of an Engineer of Record (EOR) who will work on behalf of KICCL, to provide Engineer of Records services as per FIDIC Yellow book 2^nd Edition 2017 in the supervision of a nominated contractor for Design and Construction Services for Phase 1 and 2 of the Infrastructure in Kigali Innovation City.

B. TERMS OF REFERENCE

1. Introduction

The Kigali Innovation City (KIC) is a 61-hectare mixed-use planned city located in Kigali, Rwanda. It is a flagship project with the objective of accelerating Rwanda’s innovation ecosystem by positioning Rwanda as a pan-African hub and accelerating Rwanda’s transformation into a knowledge-based economy. Within this holistic ecosystem a critical mass of talent, research and business-led innovation will be established to spur Rwanda’s innovation economy. Kigali Innovation City is aligned with Rwanda’s development strategy and goals (NST1 and Vision 2050).

KIC is sponsored by Africa50 and RDB and managed through KICCL, the project company set up to manage its implementation. Given its flagship status, KIC enjoys strong support from GoR who is responsible for providing shared infrastructure – including roads, drainage systems, street lighting, walkways and other utilities as outlined in this Terms of Reference. Implementation of the shared infrastructure is underway following the completion of a competitive procurement process for an EPC contractor.

KIC will be implemented in four phases as guided the concept masterplan design completed by Surbana Jurong (SJ) in line with international standards.

The following images provide a high-level overview of the proposed infrastructure for Phase 1 and 2 (the Project) for which KICCL currently seeks an Engineer of Record.

1. Kigali Innovation City – Infrastructure Project – Phase 1 & Phase 2

1. Design and construction of the Infrastructure Package – Phase 1 & Phase 2 consisting of the following area schedules.

Development Programme – The Contractor has prepared a detailed programme which outlines the detailed design and construction component of the Project and is contracted to a period of 18 months from appointment (August 07, 2023).

2. Scope of Work

The Consultant shall fulfil the role of Engineer of Record (EoR) in accordance with the roles and responsibility as outlined in FIDIC Yellow Book 2^nd Edition 2017. 

3. Expected deliverables of this assignment

In line with the general and specific objectives of this assignment, the Engineer of Records is required to report in accordance with the FIDIC Yellow Book 2017.

4. Reporting and supervision of this assignment

The Consultant will work in close collaboration with the other key stakeholders including the following

All reports shall be addressed to the following.

Institution: KICCL

Designation: Client Representative - Chief Executive Officer

Name: Craig Clulow

Email: c.clulow@innovationcity.rw

Institution: Surbana Jurong

Designation: Site Supervisor - Function Manager - Urban Development

Name: Paulo TRINDADE

Email: paulo.trindade@smec.com

Institution: Rwanda Development Board

Designation: Project Coordinator-Infrastructure & First Building

Name: Enock Musabyimana

Email: enock.musabyimana@rdb.rw

5. Duration of the assignment

The Consultant shall be awarded a contract from the date of appointment to the commissioning of the Project, estimated to be 18 months.

6. Profile of the Consultant/required qualifications and experience

• At least five (5) years of proven working experience in the provision of Engineer of Record (EoR) Services.
• Experience working on at least five (5) similar sized projects in the last five 5 years.
• A project team with demonstrable experience in engineering, construction, and contract management.
• Knowledge of relevant national and international codes and engineering specifications drafting and drawing standards, in accordance with FIDIC Yellow Book 2^nd Edition 2017.
• Experience in Rwanda and East Africa working on similar assignments.
• Locally registered consulting companies should be under category A in roads and bridges as per the Rwanda Public Procurement Authority (RPPA) and should make a joint venture (JV) with experienced international company. The international company should lead the JV.

7. Evaluation Criteria

The criteria for evaluation were set according to the requirements expressed in the Terms of Reference which are the experience of the Consultant as provided in the submission, qualifications, and a note showing understanding of the scope of work.

SCORING CRITERIA

MARKS WILL BE AWARDED WITH CONSIDERATION TO THE FOLLOWING GENERAL CRITERIA AND GUIDELINES:

2. Commercial Submission

Engineer of Records (EoR) are required to complete the following schedule which will constitute the Commercial Submission.

To support the commercial submission the following information is provided

i. Annexure B – Site Supervision Services

KIC Company Limited has already contracted with a professional management firm to provide Site Supervision Services.  A copy of the scope of works is provided to ensure tenderers proposals are complementary to these provided services.

ii. Annexure C - Construction of Bulk Infrastructure Works at KIGALI Innovation City, RWANDA – Phases 1&2

This package includes the entire scope of the Bulk Infrastructure Works

8. Selection Procedures

1. All interested consultants will send their proposals.
2. Proposals will be evaluated using the scoring criteria above.
3. The financial proposal will be reviewed, and the consultant score will be updated accordingly.
4. The consultant with the highest score will be selected and a draft contract will be requested.

9. Proposal Content Guidelines

• The proposals shall have two components

1. Technical Submission; and
2. Commercial Submission

• All proposals should be sent to

Name: Craig Clulow

Email: c.clulow@innovationcity.rw

with a copy to

Name: Enock Musabyimana

Email: enock.musabyimana@rdb.rw

by 14.00pm Kigali time on September 22, 2023

Attached as Annexure A is a breakdown of the proposed project programme.

• The technical proposal shall provide the following information using the proposer’s preferred proposal template but with consideration for the following

1. Overview of the firm:

Provide a brief overview of the firm and the firm’s relevance to providing the services stated in this RfP.

2. Plan of Execution:

Provide details of the strategy to be followed in relation to completing the work stipulated in the assignment.  Please also include the team’s preliminary schedule and targets related to the execution of the work required and development of the requested reports.

3. Team:

Provide details on the primary personnel that will complete the assignment. Please include short biographies and their resumes.

4. Experience:

Summarize the recent prior experience of your firm in East Africa, particularly in Rwanda and include other developing markets, distinguishing engagements on which the above team members were closely involved from deals on which other members of the firm acted.

5. Contact:

Provide the main contact point(s) and project lead.

6. Scope of Work:

Provide technical detail of the approach and methods that will employed in carrying out the proposed scope of work and any comments you may have on the scope of work as set out above.

7. Information and Documentation:

Provide a high-level list of information and documentation that will be required for the assignment.

8. Conflicts of interests:

Confirm there are no conflicts of interest in engaging with KICCL in this engagement.

9. The financial proposal shall provide the following information using the proposer’s preferred proposal template:

• Fees: please provide a fixed fee for each role identified in the matrix provided.

• Cost control: please also describe in your fee proposal your proposed methods and mechanisms for cost control, clearly outlining assumptions, discounts, caps, or other cost control methods.

• Currency: The financial proposal shall express the price for services in United States Dollars ($).

10. Annexures

1. Annexure A – Key Milestones

2. Annexure B – Site Supervision Services

The following provides an extract for the Scope of Services for current nominated consultant and the EOR is not required to provide any of the following services but manage the current consultant in the provision of these services.

Perform the role of Project Site supervisor during the construction phase of the project. Provide the interface between the Contractor and Principal and construction supervision to ensure the project is delivered as intended by the Client and design documentation.

The role of the project site supervisor shall include, but not limited to:

1. Drawing/Specification/Material Reviews: Contractors, other consultants, and other entities will be submitting design documents for review and action by the Consultant. The Consultant shall undertake all activities in carrying out formal reviews and shall submit to the Project Manager for approval. The design review shall be carried out with the purpose of ensuring compliance with the project requirements, identifying issues and tracking their resolution.
2. The review shall include preparation of supplemental and independent check calculations for the safety critical and main functional aspects of the design. This will be for elements of the design that are not subject to independent checking by other parties or that are specialist design items from Contractors or suppliers or are based on proprietary products. Where independent checking has been carried out by third parties, the review will include the process of the independent check.
3. Shop drawings and submittals: The Contractors shall produce and submit shop drawings for review by the Consultant. The Consultant shall supervise and ensure that the Contractors are submitting shop drawings as scheduled and will review for approval, communicating where necessary comments and issues with the Contractor in a timely manner.
4. All material submittals shall be made directly to the Consultant who will review them on behalf of the Employer and advise the Project Manager as to whether the proposed materials comply with the contract specifications and whether they are suitable for use in the construction of the works.

• Manage & be proactive in buildability and value management throughout the construction phase.
• Provide such additional construction documentation information and details as may be required to comply with the instruction of the Project Manager/Principal’s Representative concerning design queries during construction.
• Undertake periodic inspections during construction and report to the Project Manager/Representative on the quality of workmanship.
• Review samples of fixtures and finishes call for by the tender specification and contract design documents, make recommendation to the Client prior to client approval.
• Assist on the Site in interpretation and resolution of construction documentation and provide information and details as required in a timely manner.
• Witness any tests required to be performed by the Contractor and provide certification as required by Council or Independent Certifier.
• Attend monthly Project Control Group meetings.
• Review and process Contractor progress claims and variations following determination and / or certification, and report to the Client. Note: All variation claims must be approved by the Client.
• Manage the use of provisional sums in accordance with the requirements of the client and design documentation.
• Evaluate extension of time claims.
• Review of materials, mockup, samples, and final materials – provide recommendations and approvals.
• Respond to technical or design queries that arise during construction.
• Complete a list of defects upon completion of works.
• Ensure that the Contractor undertakes all project-specific handover requirements.
• Certify Practical Completion in conjunction with the Project Manager and contractual requirements.

3. Annexure C - Construction of Bulk Infrastructure Works at KIGALI Innovation City, RWANDA – Phases 1 & 2

Insert link to current tender package https://www.dropbox.com/t/CcbIjF3dv6OOGXzv.