TERMS OF REFERENCE FOR THE RENOVATION WORKS TRANSFORMING A STORE HOUSE INTO OFFICE LOCATED IN RUSIGA SECTOR IN RULINDO DISTRICT 

1. INTRODUCTION 

Water For People is an international non-for-profit organization working in Water, Sanitation & Hygiene. It works across nine countries, bringing together communities, local entrepreneurs, and governments to build and maintain water and sanitation services that last. In Rwanda, Water For People plays a key role in the Water, Sanitation and Hygiene (WASH) sector by effectively partnering with the Government of Rwanda and other stakeholders since 2008.

To date, Water For People supports the communities and public institutions (schools and health care facilities) of Rulindo, Kicukiro, Gicumbi, and Karongi Districts to sustainably access water, sanitation, and hygiene services. In line with this objective, Water For People partners with government institutions to improve access to sustainable WASH Services by supporting the construction of water supply systems, hygiene and sanitation facilities.

Additionally, Water For People supports the provision of rainwater harvesting facilities aiming at environmental protection and affordable available water at schools and health care facilities. This ensures that schools and healthcare facilities have a safe and affordable alternative source of water that can be used for other needs.

In Rwanda a girl’s room in schools is known as a room set apart for girls’ use during their menstrual period. According to World Bank statistics, at least 20 percent of schoolgirls especially in rural areas of Rwanda miss school, up to 50 days per year, because they cannot afford to buy sanitary pads or due to menstruation-related issues.  The Ministry of Education in collaboration with the Ministries of Health and Local government initiated “The Girl’s room” in schools to reduce girls’ absenteeism due to menstruation-related issues, however, many schools still lack proper rooms to serve the purpose.

Water For People in Rwanda is supporting the construction of girl’s rooms in its Everyone Forever (EF) districts (Kicukiro, Rulindo, Gicumbi and Karongi District) and equipping them with sanitary pads, towels, a bed, water, soap etc., to offer a comfortable space for schoolgirls who have unexpectedly gone into her period or any female in the school environment with menstruation period related issues.

The presence of these rooms was proven to be a solution to improved menstrual hygiene management in schools, minimize girls’ absenteeism in schools and improve their performance in schools as well as girls’ self-confidence.

It is against that background that Water For People, in partnership with the District of Rulindo District, would like to hire the services of an experienced construction company to renovate the store located in Rusinga into an office house which will host staff who will be working in ensuring water services are delivered properly and in a sustainable manner throughout the district.

        2.  SCOPE OF WORK 

• The location to be renovated is in Rusiga sector, Rulindo District
• The renovated house will include office room , laboratory and stock areas.
• Provision of as-built drawings after house renovation

Note: Water For People reserves itself the right to change the scope of works before contract signature.

       3.  TECHNICAL PROPOSAL

The technical proposal to be submitted by the bidder must have the components described in the bellow sections.

3.1.  Company profile and administrative documents

The company must provide the following administrative documents:

• Full company address in Rwanda indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box,
• A copy of Trade License/Certificate of company registration,
• VAT registration certificate
• Valid Certificate of tax clearance by Rwanda Revenue Authority (RRA),
• RSSB clearance certificate

3.2.  Company experience

The desired company/firm should meet the following criteria:

• General Experience of the company in the field of construction of buildings
• Minimum of five years of experience in building construction proven by certificates of good completion.

3.3.  Equipment

The essential equipment to be made available for the Contract by the successful Bidder shall be:

• One trucks with 5m³ of capacity.
• One concrete vibrator.

The bidder must provide proof of possession (equipment must be registered in the names of the company or with a notarized rental contract signed by both parties accompanied by proof of their invoices).

Team composition and required skills.

The company/firm should have the following staff members:

• Project Manager: A civil engineer A0 with a minimum of 5 years of experience in construction
• A site engineer: A civil engineer A0 with a minimum of 3 years of experience in the construction of buildings or A1 with a minimum of 5 years of experience in similar works.
• A site foreman: A2 diploma with a minimum of 5 years of experience in the construction of buildings,

All staff will present an updated Curriculum Vitae duly signed by the staff him/herself and notarized academic documents.

       4.  FINANCIAL PROPOSAL

The proposal must be done based on the following bill of quantities:

BILL OF QUANTITIES AND ESTIMATION FOR TRANSFORMATION OF RUSIGA STORE INTO OFFICE.

The Total price must be tax inclusive.

       5. DURATION OF THE ASSIGNMENT

It is anticipated that the work to be done will be completed within 25 calendar days from the date of the contract signature. The technical offer should indicate a clear timeline and description of the proposed methodology detailing how the deliverables will be achieved. 

       6. TYPE OF AWARD

This will be a contract with clear payment schedules based on deliverables. The winner of this contract shall be responsible for submitting an original of a performance guarantee from a licensed bank or insurance company representing 10% of the total contract amount and covering a period of 12 months counted from the date of provisional handover of the work.                                   

      7.  SOURCE OF FUNDS

Water For People.

8. Copyrights 

Copyright of all material on assignment will be retained by Water For People in Rwanda or Districts. 

     9.  PROCUREMENT

The terms of reference will be published via eligible media platform.

Proposals will be evaluated using the following criteria: administrative requirements, clarity of methodology, the profile of team members, understanding of the task, demonstrable understanding and availability of tools, equipment required to effectively carry out the assignment, and cost as follows.

• Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation.
• Methodology: 20%
• Profile of the company: 40%
• Profile of the team members: 40%
• 1^st stage: Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation.
• 2^nd stage: Technical proposal: 100% (that includes the methodology at 20% including the availability of equipment and company experience at 40% and profile of team members with CV and academic documents at 40%)
• Stage 3 : Financial offer evaluation

All substantially responsive proposals that score 70 marks or more from the technical submission evaluation shall have their financial proposals evaluated. 

The lowest fees quoted will be considered and the bidder shall be declared successful and subsequently invited for negotiation. 

The selected vendor will be contractually required to comply with Water For People’s Vendor Code of Conduct  Vendor code OK.pdf Vendor-Code-of-Conduct and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current, or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer. 

     10.  Eligibility for bidders 

The eligibility criteria will be based on administrative documents above mentioned. 

    11.  REPORTING AND WORK RELATIONSHIP

The contractor will report to the Water For People Program assistant for this assignment. The contractor will be collaborating with the entire Water For People team including the top management team as well as the field staff.

On daily basis, the contractor will be supervised by Water For People representative and Rulindo District representative and the provisional handover of works must be approved by all the above parties.

12. Rights reserved.

1. Water For People in Rwanda reserves the right to cancel the entire procurement process without incurring any liability whatsoever.
2. Water For People in Rwanda reserves the right to amend any segment of the request for proposal prior to the announcement of selected candidates.
3. Water For People in Rwanda also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in Water For People’s best interest to do so.
4. Water For People in Rwanda also may, at its discretion, issue a separate contract for any service or groups of services included in this request for proposal. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this request for proposal.
5. Water For People in Rwanda reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid the compromise of the process. 

   13.  BIDDING PROCESS

Interested companies/individuals are requested to submit their application files electronically not later than Monday 05^th June 2023 by 09:00 AM local time with the following subject “the renovation works of an existing storehouse into an office house located in Rusiga Sector in Rulindo District.” to the following email: rwprocurement@waterforpeople.org 

Both technical and financial bids must be submitted in separate files.

Note:

1. Any bid with any arithmetic error in calculation or any other type of error or omission will automatically be disqualified.
2. Hard copies and late submissions shall be rejected.
3. Late submissions will not be considered.

Done at Kigali on May 29^th, 2023. 

Eugene DUSINGIZUMUREMYI

Country Director