bomet county integrated development programmeredcross.or.ke/landing/pdf/tor-consultancy for design...

Bomet County Integrated Development Programme

County Government of Bomet and The Kenya Red Cross Society

Bomet Integrated Development Programme Phase-II

Terms of Reference for Design of the Proposed Chebang’ang Water Supply Project and Conducting an ESIA

Project Title: Bomet Integrated Development Programme Phase - II - Bomet County.

1. Introduction and back ground information

1.1 BackgroundThe Kenya Red Cross Society (KRCS) and the County Government of Bomet (CGB) are in the process of jointly implementing the Bomet Integrated Development Programme Phase II (BIDP-Phase II) and have entered into an agreement to jointly mobilize resources and implement the Projects within the programme. KRCS has submitted a proposal for funding with commitment from the Bomet County Government to provide additional funding.

The Design of Chebang’ang Water Supply Project will commence with funding from the CGB, and will help in mobilizing for more resources.

1.2 Project Goal:Improved health as a result of increased access to safe and reliable water for domestic use for communities in Kimulot and Chepchabas Wards of Konoin Sub County, Bomet County.

1.3 Location:

Chebang’ang Water Supply Project is located in Kimulot Ward of Konoin Sub-County. The project area is located between Maramara and Kimari Tea Estates at the edge of South Western Mau Forest. The project is a gravity fed water supply scheme abstracting water from Kiptiget River which has got its catchment and tributaries originating from the Mau forest.

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Figure 1: Location map of the project area

1.4 Description of Project:Chebang’ang Water Supply project was started in the year 1976, with the support from European Union (EU) and became operational in 1982 with the capacity to serve a population of approximately 5,000 people. The project has outlived its design life and over time, has undergone many repairs and extensions. Today, it performs below the required demand thus having populations of Chepchabas and Kimulot wards being underserved and water stressed. The system is owned and managed by a Community Based Water Management Committee who are entrusted to operate and manage the system. Despite their limited technical knowledge and resources, the Committee struggles to ensure constant supply to the community by making key decisions and actions to have the water supply run as smoothly as possible through routine maintenance, revenue collection, and customer communication.The existing water supply system consists of a weir, a 7.7Km conveyance pipeline, various distribution pipelines and storage tanks which supply raw water to its consumers. The production stands at approximately 500m3/day against current water demand of 4,000m3/day and an ultimate water demand of over 6,000m3/day based on the projections from KNBS 2009 population data. Also, the existing pipeline distribution system serves only a few villages and schools within Chebang’ang sub-location against a potential coverage for the entire Kimulot and Chepchabas Wards which a have a population of 54,011 people as per KNBS 2009 projections.

The proposed project will integrate a new intake, raw water pipeline, water treatment plant, expansion and rehabilitation of the distribution system so as to ensure that it provides safe water to consumers within a wider coverage area at an estimate cost of Ksh.250 million. The project has a potential to serve a wider geographical area reaching out to a population of 54,011 (current) people drawn from two Wards of Kimulot and Chepchabas and a projected population of 92,022 people by 2039. This highlights the urgent need for augmentation of the water supply scheme to meet the current demand but also to be adaptable to serve a larger future population.

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1.5 Scope of Works

The overall scope of the assignment will be the design of water supply infrastructure which includes head-works, treatment plant, conveyance system, storage facilities, distribution network and communal water points. The treatment works will include Laboratory, Staff houses, Fencing, guard house, chemical store and mixing facilities, backwash system etc. The specific tasks to be undertaken by the Consultant will be in two parts, part I (design & ESIA) and part II (supervision that will be awarded at a later date). These parts will include (but will not be) limited to the following:

Part I-Detailed Design

• Mapping of targeted beneficiaries and demand modeling; this will involve detailed population projections, and consumption requirements estimations in line with the code and industry practice.

• Detailed topographical survey for the Head-works, pipeline routes, treatment works area and storage tanks sites;

• Detailed Hydrological study of Kiptiget River and its catchment/source and obtain WRMA Permit;

• Water quality analysis;• Conduct a detailed assessment for all the existing facilities that include intake works, piping,

storage and other facilities to determine their status and weather they would be incorporated in the new design.

• Detailed design for rehabilitation and expansion of the head-works, pipeline, treatment works, and storage tank sites and all other facilities that will be required for the optimal performance of the water supply system.

• Detailed design for the new Water Supply System ( T-Works, Pipelines, Storage Tanks) and all other facilities that will be required for the optimal performance of the water supply system;

• Coming up with a sustainability model in terms of the number and qualification of staff required at different levels: revenue collection, water production, data collection and analysis, and Non-Revenue Water Management;

• Provide specifications and quantity required for laboratory equipment; • Training of the LAB operators on the use of the LAB Equipment, data collection, analysis and

reporting of the results, to include formulation and production of reporting tools required.

Environment Impact and social assessment

• Conducting an ESIA and obtain NEMA license;(A full proposal should be provided and this will be undertaken concurrently with the design by the consulting team/consortium)

A detailed TOR is annexed

Part II- Construction supervision

• Construction supervision and contract management for the construction works to include ensuring that the Contractor Produces all the required As-Built Drawings within the required timeframe;

(This assignment is provisional at this stage and the consultant should project the scope of the assignment and provide for the staffing and other resources required. The proposed costing should be valid for the next 12 months so that upon completion of design the consultant many be engaged for this assignment)

A detailed TOR is annexed

The TOR may be revised if so need be once the final design has been concluded and there is evidence of a change in scope.

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Note: The consultant will also advice the client on any land acquisition that is deemed necessary to ensure the success of project and avoid delays during construction.

In view of these, the Kenya Red Cross Society and the County Government of Bomet would like to procure Consultancy Services from registered and qualified consulting firms to prepare detailed designs and tender documents including drawings for the implementation of the above Chebang’ang Water Supply Project as well as the ESIA and to provide a proposal for construction supervision.

The Consultant will also prepare Operation and Maintenance Manuals and build capacity of the relevant water facility management arms in the required O&M practice. These O&M guidelines should also demonstrate and articulate clearly the O&M requirements for the designed systems and show the projected lifetime costs associated to the facilities.

The Consultant will also assist the client and the Water Service Provider (WSP) during pre-handover period (not less than two months) to ensure that the operators and other staff understand, operate and maintain system according to the design standards.

1.6 Pre-Proposal Site Visits

A pre-proposal site visit to the project area is a mandatory requirement for the assignment. All interested bidders will carry out a site visit to assess the project site from the existing intake to beneficiary locations, this will help the participating bidders to understand the scope of works and prepare an appropriate bid.The consultants must familiarize themselves with local conditions and take them into account in preparing their proposals. The Client through the BIDP Manager will arrange for prospective consulting firms to be shown the proposed project site on the 9th May 2018. As it is the rainy season, rains in the area start at 10 am, and it is therefore advisable that the prospective bidder be on site by 8am to avoid inconveniences. Interested bidders should contact Miss. Vivian on Mobile Number 0725910676 or Mr. Waikwa on 0721223364 before the above visit date.Each Consultant will meet his/her own cost for site visits and all associated costs.

2. Outputs of the Consultancy:

Upon the receipt and acceptance of the following outputs of the consultancy exercise, this contract is deemed complete

Part I-Detailed Design

(a) Final detailed design report for Chebang’ang Water Supply systems. This will include detailed design report, detailed hydrological report and WRMA Permit acquired;

(b) Detailed drawings for the Water Supply system including, but not limited to - Project layouts drawings for entire project, intake and treatment works. Detailed and structural drawings for head-works, Treatment works (including all its auxiliaries), pipeline appurtenances, storage facilities, water kiosks and communal water points and longitudinal pipeline profiles;

(c) Tender documents complete with a schedule of technical specifications and Priced Bills of Quantities for each system (broken down into civil, electromechanical works, and pipe supply or as directed) clearly marked “CONFIDENTIAL”;

(d) A set of required Operation and Maintenance practices and requirements for the design systems and show the projected lifetime costs of the options for the water facility. (This includes support facilities e.g. labs, staff housing, staffing levels, routine activities, vehicles, motorcycles and other equipment.)

(e) O&M manual to include O&M tools with specifications and quantities for optimum O&M practice; (f) Oral presentation at various stages of the design process will be expected to be the norm to inform

design decisions. Ultimately, a full oral and pictorial presentation of the preliminary and final design

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shall be provided by the consultant at a location of choice by the client before the tendering process commences.

Environment Impact and social assessmentAs per the ESIA TOR annexed

Part II- Construction supervision

As per the supervision TOR annexed

Final submissionsAll of the above related documentation are expected to be presented in Four hard copy print outs and Two soft copies in Flash Disk for archiving. The drawings should be in AutoCAD and PDF formats while the reports to be presented in Microsoft office applications and PDF as appropriate.

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3. Role of KRCS and CGB

KRCS will be the contract holder for these works and will undertake to facilitate payments for works done under this scope of works as per the agreement entered into with the incumbent consulting firm.

The KRCS in collaboration with the CGB will provide all logistics in the field, relevant program documents and be the link between the consulting firm and the project target communities and stakeholders. KRCS and CGB will also review all reports and comments on the recommendations before final documents are submitted.

The consulting firm will be responsible for conducting the research (desk review), condition survey, topographical survey, designs, water sampling, testing to inform the design process as well as preparation of reports and outputs as stipulated in the scope of work and output.

4. Payment Terms:

Payments shall be based on delivery of the agreed upon milestones as listed below for each assignment and shall be based on the time and resource employed to be achieved the milestones as presented in the invoices by the consultant.Milestones schedule:

Detailed designNo. milestone Amount1 Submission of draft design reports 20%2 Submission of the draft final design report 50%3 Submission of final report with all annexes as required. 30%

ESIANo. milestone Amount1 Submission of ESIA scoping report 20%2 Submission of the draft ESIA report 20%3 Submission of final ESIA report 40%4 Submission of ESIA license 20%

For Construction supervision the consultant will be expected to bill on a monthly basis as per the schedule of human resources required as provided for in the proposal and agreed in the contract. We estimate the works to take approximately 12cmonths and the consultant may use this for planning purposes and for their quote.

5. Time Frame:

Tender opening for the proposal will be on 23rd of May 2018. The project is expected to commence in early June 2018. Submission of the drawings, designs and BOQs will be 3 Months from the date of award.

6. Technical Proposal (detailed Design)

The bidder is expected to submit a technical proposal with their bid which shall include and not limited to:1. A submission letter,2. Particulars of the consulting firm including curriculum vitae of the proposed experts and personnel to be

included in the execution of the work. 3. Registration documents showing the firm is a registered Civil Engineering firm. Also, include copies of

registration proving the lead Engineer is registered professional engineer with the Engineers Board Of Kenya (EBK) and an Engineer - if the firm has more than one such an Engineer who will form part of this team, we encourage all these certificates be included with the CVs to score higher in evaluation.

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Note - we expect all CVs (and related Registration Certificates) submitted to be of team members who will be physically involved in the design and present through the design process on the ground.

4. Comments and suggestion of the consulting firm on the terms of reference, personnel, facilities and other requirements expected for the work.

5. Description of the methodology and work plan for performing the assignment and time schedules.6. Any proposed staff to assist in the assignment.7. Work plan for the assignment

The consulting firm is expected to submit this as an attached document to the bidding documents. After the technical and financial evaluation the winning consultant shall be communicated to for negotiations and planning of the assignment.

7. Financial Proposal. (technical Design)

The financial proposal shall be prepared and submitted by the consulting firms and shall contain the following.

1. A submission letter indicating the total fees2. Summary of costs - we would like a format detailing the following:3.

a. Breakdown of consultancy professional fees - based on the man days/months of personnel being proposed to undertake this assignment to its fruition

b. Breakdown of any reimbursable costs or expenses that the consulting firm expects to incur during this assignment. Unit rates for each reimbursable as well as the projected total cost of the same, based on past experience of such works, should be detailed in totality to enable the client make a competitive choice of award

4. Any miscellaneous expenses that may be expected5. A final total contract sum MUST be submitted with a list of assumption made to obtain the figure - the

bidder should carefully consider this as this figure will be used for cost comparison and award purposes.

8. Tender Submission, Analysis & Award.

Tenderers are required to follow submission accompanying this TOR. This advice details the addressee of the tender, the time and date of tender closure and the location of the tender box.

Tenders should be complete with both Technical and Financial bids submitted. Both these documents need to be placed in a sealed envelope addressed as instructed and placed in the tender box before the time deadline as detailed in the invitation to bid.

On the set date for opening, all appropriately labelled tenders will be opened in the presence of bidders or their representatives (should they choose to attend) and checked for compliance (both technical and financial proposals submitted) and accepted bids will be announced publicly. The financial proposal will be also opened and the proposed total cost for each bidder will be declared and recorded.

Note: The bidders should state the bid amounts for each of the three assignments separately in the submission letter so that they will be read out and recorded individually. They must be accompanied by a cost breakdown in the format provided in each TOR. These are:

I. Detailed Design & ESIA

II. Construction supervision

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9. Tender evaluation

Technical scoring will be based on the documentation provided and will earn a weighted maximum of 80% of the marks while the financial will be weighted to 20% after the evaluation described below.The evaluation will take into consideration the submitted technical documents displaying the technical competency of the firm, the real presentation delivered by each firm on their understanding on the scope of works and the price quoted for the works. In the technical evaluation only firms who scored above 70% out of 100% before weighting will proceed to financial evaluation, where financial score will be awarded based on the amount using the lowest as the numerator and then this amount will be weighted to 20%. Once weighting of both technical (80%) and financial (20%) scoring is completed, the highest scoring bidder will be concluded as the best candidate and a letter of offer will be made for these works. Should the best firm decline, the next best firm would then be offered the works - this process will be repeated till a firm accepts the works. All unsuccessful bidders will be informed with a letter of regret once a firm has been awarded these works.

Any submitted bid which does not comply with the instructions given will be disqualified.

An assessment report is included in annex to this TOR for further understanding of the consulting firm.

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Schedule 1

Technical Proposal Evaluation Criteria

No. Scoring parameter Maximum Score Conditions

Registration and legal documents 5 If No, automatic disqualification

Evidence of Site Visit made to understand the site and scope of works

5

If No, automatic disqualification.

A Valid site Visit Certificate will be issued by the BIDP Manager (Bomet Office) and must be attached to the proposal during submission.

Technical Capacity

a) Team Leader 20 Experience to constitute half the scores. If lesser experience then prorated score for half the score. And qualifications the other half. Lesser qualifications constitute no score.Methodology and understating of TOR will be evaluated based on the work plans, schedules, proposed equipment, statements as presented in the proposal. NOTE: Firms / Proposed staff with record of poor performance in previous assignments for CGB and KRCS will negate the score.

b) Water Engineer 10

c) Hydrologist 10

d) ESIA Expert 10

d) Surveyor / GIS Expert 10

Methodology and TOR understanding

20

Past work done 10 To asses and score

TOTAL 100

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Schedule 2

Key Staff (Minimum) RequirementsThe Consultant Firm must have proven professional experience in Water Supply infrastructure design and construction supervision. As proof of experience and membership to respective professional bodies, the consultant firm is required to attach registration / membership certificates and detailed CVs of the proposed staff.The consultant team should have at least the following key personnel.

Position Required Qualification and Experience

Team Leader-Engineer. • B.Sc Civil / Water Engineering• Registered with Engineers Board of Kenya as an Engineer• Have a current practicing certificate / License issued by EBK• Be a member of the Institute of Engineers of Kenya (IEK)• Have at least 20 years’ experience in similar works

Water Engineer • B.Sc Civil / Water Engineering• Registered with Engineers Board of Kenya• Have a current practicing certificate / License issued by EBK• Be a member of the Institute of Engineers of Kenya (IEK)• Have at least 10 years’ experience in design and Construction

Supervision of water supply systems

Hydrologist • B.Sc in a relevant field• Registered with relevant professional body• Have a current practicing license • Be a member of relevant professional body• Have at least 10 years’ experience in similar works

ESIA Expert • B.Sc in Environmental Science or related filed• Registered with NEMA as ESIA Lead Expert• Have at least 10 years experience in ESIA for Water Supply Infrastructure

or related works

Surveyor • B.SC in Surveying / Geomatics • Well versed in GIS and Remote Sensing At least 10 years’ experience• Have at least 10 years experience in Survey and data processing for

Water Supply Infrastructure

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Schedule 3Proposed Financial proposal Summary Format

Item No

Item description Unit Quantity

Rate (KShs)

Amount (KShs)

1 Preparation and presentations (involves scoping study, preparation of tools, preliminary presentations and any other preliminary requirements)

days

2 Field data collection (this include literature reviews, field visits, surveys, water sampling, soil sampling, community meetings, and any other field activities)

days

3 Data entry, data cleaning, design, (this included analysis, design, presentations and review of the design)

days

4 Analysis and report writing (will involve all processes of report writing, presentation of drafts, receiving of comments from all stakeholders, reviews and final submission of reports and design documents)

days

5 Transport costs from Nairobi to Bomet and back for the Consulting firms team

km

6 Field accommodation of consulting firms’ team for all the planned days.

Days

Miscellaneous costs

TOTAL

Note: The consulting firm is to prepare a technical proposal of how they propose to undertake the assignment thereby determine the number of people involved and expected duration to be entered into the quantity column. Detailed breakdowns of each of the lines in this summary format should be prepared and submitted with this summary to show the build-up of costs.

Detailed breakdown of the Design & ESIA should be prepared in the format above and the total amount documented in the submission letter such that it’s clear how billing and payment will be done for each assignment.

Annex 1Environment and social impact assessment TOR

Purpose of the ESIA

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The purpose of this ESIA is to ensure that decisions on proposed water projects and related activities are environmentally sustainable. The ESIA shall be conducted to:

Identify impacts of the proposed interventions on the environment Predict likely changes on the environment as a result of the interventions Evaluate the impacts of the various alternatives of the proposed water projects and Propose mitigation measures for the significant negative impacts of the project on the environment.

The National Environment Management Authority, (NEMA), requires an ESIA to be conducted prior to issuance of a permit for the proposed water projects, in compliance with the Environmental Management and Coordination Act (EMCA), 1999. The proposed ESIA will therefore be prepared in accordance with applicable EMCA, 1999 requirements and will be considered complete upon the issuance of an ESIA permit.

2.0 ENVIRONMENTAL IMPACT ASSESSMENT REQUIREMENTS.

2.1 ESIA Study Requirements Conduct an ESIA by identifying both positive and negative impacts and the most appropriate

interventions during construction and operation. Collect baseline socio-economic data of the proposed water project area and potential impact expected

from water project construction, implementation and operation from existing secondary data sources. Develop an environmental monitoring program (EMP) during construction and operation and present

plans to minimize, mitigate, or eliminate negative effects and impacts. Describe how this plan will be implemented.

Identify and contact stakeholders, facilitate public consultation and workshops’ at an appropriate time in the assignment schedule.

Collect and provide any other data and information that will be useful for the study. Maintain all correspondences with NEMA relating to the ESIA including improvement orders in close

consultation with the client. Obtain an Environmental Impact Assessment Licence from NEMA. The assignment shall be complete

upon receipt of the licence by the client. Sign the terms of reference with the client and submit to NEMA.

2.2 The Data and other information used to identify and assess the main effects

The Consultant will furnish all information and data that are collected and used to determine the main effects the proposed water project will have on the environment. The Consultant must also explain the methods used in the assessment such as identification and forecasting of any effects on the environment, and descriptions of the use, assessment and evaluation of available traditional knowledge. To the extent required by the regulatory agency.

2.3 Impact Prediction and EvaluationThe consultant should identify and suggest appropriate prediction and evaluation methods for key impacts. The impact prediction must be related to the proposed water activities during construction and operation on the surrounding areas and must be separated as such, to include a description of all baseline-environmental conditions and expected impact (negative and positive) as listed below but not limited to:

a) ESIA Study Area The ESIA Study Area shall include the proposed water project area, subject to direct disturbance from the proposed water project activities and associated infrastructure. In addition, the Study Area shall include the spatial and temporal aspects of individual environmental components outside the proposed water project boundaries where an effect can be reasonably expected. Describe the consultation process, rationale and assumptions used in establishing the Study Area boundaries, including those related to cumulative effects. Maps should include township and administrative boundaries for easy identification and comparisons with other information within the ESIA report.

b) Socio-Economic Factors Collect from available secondary data sources, baseline socioeconomic data of the proposed water project area and potential impact expected from the proposed water project construction, implementation, and operation and de-commissioning.

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Provide information on the number and distribution of people who may be affected by the proposed water project, provide information on the economic status of the area, discuss the contribution of the proposed development and provide information on the social impacts of the proposed water project on the Study Area including:

Local employment Local procurement, Population changes, Demands on local services and infrastructure, Regional and provincial economic benefits Farming/agriculture Historical and cultural factors Education Health Transportation and accessibility Water and sanitation Public consultation

c) Public Health & Safety Describe the aspects of the proposed water project that may have implications on public health during construction and operation phases of the proposed water project and discuss mitigation strategies and emergency plans, which will be implemented to ensure public safety during construction and operation of the facility.

d) Climate

Identify components of the proposed water project that will affect climate from a local and regional perspective.

e) Geology, Soils, Terrain Outline bedrock and surface geology and topography for the development area. Where appropriate, use

maps and figures to illustrate these features. Estimate the type and extent of changes to the pre-development topography, which will result from

surface disturbance during construction, operation and reclamation. Describe the overburden geology and the general nature and distribution of soils in the Study Area.

Assess and map the pre- and post-disturbance land capability of the proposed water Project Area and describe the impacts to land capability resulting from the proposed water Project.

Provide an estimate of the effects of surface disturbance on geological features and soils. Estimate the amount of soil to be removed and the amount to be stockpiled for reclamation. Identify any constraints or limitations to achieving vegetation restoration based on anticipated soil conditions. Discuss the potential for soil erosion and indicate measures to minimize the effects of any such erosion. Discuss any issues that will affect soil capability of the reclaimed landscape and mitigation measures proposed.

Identify sand burrow areas and propose reclamation methods. Provide an estimate of the volume of soils to be stripped and discuss the proposed use of the sand/soil material. Outline plans for the storage and handling of sand/soils during construction and the proposed end-use of this material.

f) Vegetation Describe and map vegetation communities in the ESIA Study Area. Identify any special status plant

species (rare, endemic, threatened or endangered). Identify the primary species associated with each landscape unit and identify species, which are important to human/wildlife as food or shelter or which act as indicator species for environmental effects. Indicate the relative abundance of these species. Comment on the importance of the size, distribution and variety of vegetation units for wildlife habitat, timber production and other land uses.

Discuss the vegetation used for traditional and medicinal purposes on and around site, and any potential effects that the proposed water Project may have on vegetation used for these purposes. Discuss the vegetation types on the site, which will be affected over the life of the proposed water Project.

Identify the amount of land disturbed during each stage of the proposed water Project and the nature of the vegetation communities affected. Comment on the sensitivity to disturbance of each of the vegetation communities and their restorability. Discuss permanent and temporary changes to vegetation communities. Discuss the techniques used to estimate sensitivity to disturbance and reclamation.

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Present a plan for mitigating the adverse effects of site clearing. Discuss mitigation for impacts to rare plant species due to the proposed water project development. Outline the proposed mitigation measures. Discuss plans to return disturbed areas to a self-sustaining habitat, considering such factors as biological capability and diversity.

g) Surface and Ground Water Resources. Briefly describe the surface and groundwater hydrology in the Study Area. Describe the effect of the

changes on hydrology or water availability (timing, volume/Quantity and peak), including the significance for downstream users and implications on vegetation, soil erosion, water quality, water table and habitat quality.

Discuss mitigation alternatives to prevent the above impacts. Propose a monitoring program for surface and groundwater resources and associated parameters to be monitored on quality and quantity.

Discuss options to manage and protect groundwater systems. Discuss the interrelationship of the groundwater to the surface water in the Study Area and the potential for impacts on water quality, quantity, and discharge to local streams, wetlands. Discuss the potential effects that alterations to the groundwater regime might have on terrestrial and riparian vegetation and surface water.

h) Water Quality Describe the water quality in the Study Area, which may be expected due to natural conditions of the

area. Compare existing and predicted water quality, using as appropriate guidelines. Match the existing water quality with the WHO or any other relevant guidelines and predict how the proposed water project will modify the water quality.

Identify proposed water project activities, which may influence water quality and the potential effects of these activities on surface water quality.

Discuss how water quality, will be monitored and managed.

i) Land Use Identify the existing land uses, including agricultural, forestry, cultural use, and outdoor recreation.

Determine the impact of development on these uses and identify possible mitigation strategies. Summarize existing land uses in the Study Area, including agricultural, commercial and recreational

uses. Provide information on the level of use and any seasonal variation. Identify the land use, resource management, planning and other initiatives pertinent to the proposed

water Project. Identify unique sites or special features in the Study Area, such as Natural Areas, Environmentally

Significant Areas or cultural heritage and historical areas. Discuss any impacts of the proposed water Project on these features.

j) Multiplier and Cumulative Environmental Effects Assess the multiplier and cumulative environmental effects that are likely to result from the proposed

water Project in combination with other existing and proposed water projects or foreseeable activities in the region that could reasonably be considered to have a combined effect. Include other existing and proposed water projects, as well as, activities associated with land use and infrastructure.

Explain the approach and methods used to identify and assess cumulative impacts. Provide a record of all assumptions, confidence in data and analysis to support conclusions.

k) Occupational Health and Safety Identify and describe occupational health and safety hazards expected during implementation and

operation. Briefly describe safety measures that should be put in place to counteract potential accidents and incidents.

Describe and recommend mitigation measures and safety aspects that should be monitored during and after implementation.

Identify safety regulations and permits that must be adhered to during construction and operation of the plant.

l) Mitigation Measures Preparation of guidelines for mitigating any adverse impact identified due to the proposed water project construction and operation. The mitigation plan must speak specifically to the impacts that would be generated

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based on the detailed review of existing conditions and the details of the technical design and specification of the proposed water project. These shall include:

i. A description and technical detail for each mitigation measureii. Assignments of responsibilities for carrying out the mitigation measuresiii. An implementation schedule for mitigation measuresiv. Monitoring and reporting proceduresv. The consultant should undertake economic and financial analysis of the impacts and cost

them as part of the ESIA decision-making processes

m) Environmental Effects MonitoringDiscuss environmental effects monitoring (EEM) activities that KRCS/Water Project Contractors will undertake to manage effects, confirm performance of mitigation measures and improve environmental protection strategies to improve understanding of cause-and-effect relationships between the proposed water Project activities and the receiving environment.

List and discuss all monitoring activities and initiatives that KRCS is proposing to conduct independently of other stakeholder activities in the region.

Discuss any changes or additions to the programs that KRCS may require in order to monitor changes that may arise from the proposed water project activities and how KRCS will initiate and work with stakeholders to implement these changes. Discuss mechanisms for sharing results, reviewing findings and adjusting programs.

2.4 Proposed Water Project and associated activitiesThe impacts of the proposed water project activities from site preparation, construction and operations on the environment should be given in detail. The impacts should be assessed using the Kenya’s environmental guidelines. The investigations should include and but not be limited to; Proposed water project purpose, location and general layout. Materials and resources required Waste production and management Land requirements – access and transport

2.5 Public consultation The consultant shall identify and contact all the stakeholders and interested parties while following legal requirement for public consultation. It should also be stated how the stakeholders should be informed of the proposed water project intention e.g. through initial formal letters, meetings and workshops. The consultant shall facilitate the consultation process held through workshops and other similar forums. Details of all public consultation and information meeting programs and the methods for publicizing the meetings shall be recorded.

Describe and document public concerns and actions that should be taken to address those concerns. Summarize the issues identified during public consultation and identify measures to address issues.

Describe how public input will influence construction, operation, mitigation, and monitoring proposed for the water Project.

The outcome of the consultation should be attached as an appendix.

2.6 Legislative and Regulatory Consideration The proposed water project falls under the Second Schedule of the Environmental Management and Co-ordination Act 1999 (hereafter referred to as The Act) and must undergo screening by NEMA (National Environmental Management Authority) before the development is undertaken. During the ESIA, the consultant shall comply with the requirements stipulated in the Environmental (Impact & Audit) regulation 2003, published by NEMA.

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The consultant shall describe all the pertinent regulation and standards governing the environmental quality, safety and health, protection of sensitive areas and any other relevant regulation governing the proposed water project (site). These will include local council by laws, National and international regulations where applicable. Potential liabilities must be identified in relation to legal compliance.

The consultant shall also Identify and list all the required permits and licenses

2.7 Presentation of Environmental Impact Assessment ReportThe ESIA report will be concise and limited to the significant environmental issues. The main text will focus on findings, impacts and proposed mitigation measures, conclusions and recommended actions. The report will include supporting documents as necessary, e.g. summaries of the data collected and citations for any references used in interpreting those data. Annexed to the report should also be the notes and results of any public meeting, list of references and other relevant documents, photographs etc.

The report shall be presented in draft and final version to the client and NEMA.

The outline of the report should preferably follow the format issued in the Environmental (Impact Assessment & Audit) Regulations 2003 Part IV. The report must also have the following basic information outlined below:

Executive summary List of acronyms and abbreviations Table of contents List of tables and figures Description of the proposed water project; Baseline data Environmental and social analysis methodology and results Legislative and regulatory framework Analysis of alternatives Environmental Management Plan Monitoring Plan Appendices/Annexes

2.8 Reporting requirementsThe Consultant shall prepare and submit to KRCS the following documents and reports.

i) Inception Report (1 copy) – 1st Week of the assignment.ii) Draft Final Report (1 copy) – 2nd Week of the assignment. iii) Final report per each project site (4 copies) out of which 2 will be submitted to NEMA and 2 to KRCS. The

copies will be printed and bound in a standard way by the consultant. – 4th Week of the assignment. In addition to the hard copies, the reports in item (iii) above shall be provided on memory stick/CDROM on suitable software.

The consultant shall submit to KRCS original copies of community consultation record, test results from an accredited laboratory and any other attachment of external source where applicable.

The Consultant shall prepare various reports and documents requested by the client and NEMA from time to time including the improvement orders before acquisition of license.

The assignment will be complete upon receipt of an ESIA license from NEMA, which shall be pursued by the consultant.

2.9 Consultant QualificationsThe potential consultant MUST be a registered Environmental Impact Assessment Lead expert with the National Environment Management Authority (NEMA) or the firm should be duly registered with NEMA and licensed to carry out Environmental impact assessments.

In addition, the consultant must: Have conducted similar work in the last 3 years (to provide copies of reports).

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A demonstrated high level of professionalism and an ability to work independently and in high-pressure situations under tight deadlines.

Strong interpersonal and communication skills The consultant must have working experience in Kenya and be familiar with the cultural background of rural,

mainly pastoral/ conflict prone communities.

The Consultant will be fully responsible for recruitment, contracting and payment of costs for all the study team members involved at all levels (except community members recruited by KRCS to assist in the study). KRCS will identify & select community representatives familiar with the local area and fluent in the local language, if required to assist in the study, and shall be responsible for their recruitment, contracting and payment of costs.

The consultant will be responsible for their own costs such as meals, accommodation, communication (including internet). The consultant is responsible for arranging transportation to/from Garrisa town.

3.0 ROLES AND RESPONSIBILITIES

3.1 Roles of KRCSThe KRCS in collaboration with the county government of Bomet (CGB) will provide all logistics in the field, relevant programmer documents and be the link between the consultant and the proposed water project target communities & stakeholders. KRCS & CGB will also review all documents and provide feedback in the study process. The consultant will be responsible for guiding the entire study process and all other specific responsibilities as stipulated in the TOR.

3.2 Time-frame and ScheduleThe assignment is expected to take 60 days while being undertaken in parallel to the design process of the system the deliverable are expected to be as followsNo. Milestone Duration1 Submission of ESIA scoping report 7 days2 Submission of the draft ESIA report 15 days3 Submission of final ESIA report 30 days4 Submission of ESIA license 8 days

3.2 Time-frame and SchedulePayments shall be based on delivery of the agreed upon milestones as listed below for each assignment and shall be based on the time and resource employed to be achieved the milestones as presented in the invoices by the consultant.Milestones schedule:

ESIANo. Milestone Amount1 Submission of ESIA scoping report 20%2 Submission of the draft ESIA report 20%3 Submission of final ESIA report 40%4 Submission of ESIA license 20%

3.3 Improvement of TORThe Consultant may offer suggestions and improvements in the Terms of Reference, which he considers would result in better environmental assessment of the proposed water project. Such proposals if accepted will form part of the Terms of Reference of the proposals submitted by the consultant. The effect on time and cost estimates given under the above clause shall be clearly identified.

The terms of reference shall be signed by the winning bidder and the client and submitted to NEMA before the study. The consultant shall abide by this requirement. Any amendments made by the consultant will be included in the document.

4.0 Technical Proposal (detailed Design)

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The bidder is expected to submit a technical proposal with their bid which shall include and not limited to:a) A submission letter,b) Particulars of the consulting firm including curriculum vitae of the proposed experts and personnel to be

included in the execution of the work. c) Registration documents showing the firm is a registered ESIA firm. Also, include copies of registration

proving the lead Expert is registered professional with NEMA - if the firm has more than one such Expert who will form part of this team, we encourage all these certificates be included with the CVs to score higher in evaluation. Note - we expect all CVs (and related Registration Certificates) submitted to be of team members who will be physically involved in the design and present through the design process on the ground.

d) Comments and suggestion of the consulting firm on the terms of reference, personnel, facilities and other requirements expected for the work.

e) Description of the methodology and work plan for performing the assignment and time schedules.f) Any proposed staff to assist in the assignment.g) Work plan for the assignment


5.0 Financial Proposal. (technical Design)

The financial proposal shall be prepared and submitted by the consulting firms and shall contain the following.

6. A submission letter indicating the total fees7. Summary of costs - we would like a format detailing the following:

c. Breakdown of consultancy professional fees - based on the man days/months of personnel being proposed to undertake this assignment to its fruition

d. Breakdown of any reimbursable costs or expenses that the consulting firm expects to incur during this assignment. Unit rates for each reimbursable as well as the projected total cost of the same, based on past experience of such works, should be detailed in totality to enable the client make a competitive choice of award

8. Any miscellaneous expenses that may be expected9. A final total contract sum MUST be submitted with a list of assumption made to obtain the figure - the

bidder should carefully consider this as this figure will be used for cost comparison and award purposes.


Schedule 1(ESIA)Financial proposal summary Format

Item No

Item description unit Qty Rate amount

1 Preparation and presentations (involves scoping study, preparation of tools, preliminary presentations and any other preliminary requirements)

days

2 Study implementation (this include literature reviews, field visits and data collection)

days

3 Data entry and cleaning ( this included analysis, presentation and formatting of data sets)

days

4 Analysis and report writing (will involve all processes of report writing, presentation of drafts, receiving of comments from all

days

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stakeholders, reviews and final submission of reports)

5 Transport costs from Nairobi to Bomet and back for the consultants team

km 500

6 Field accommodation of consultants’ team for all the planned days.

Days

Miscellaneous costs Total

Note: the consultant is to prepare a technical proposal of how they propose to undertake the assignment thereby determine the number of people involved and expected duration to be entered into the quantity column. Detailed breakdowns of each of the lines in this summary format should be prepared and summited with this summary to show the build-up of costs.

Annex 2Construction supervision TOR

With regard to the supervision of the project implementation the following services shall be provided by the Consultant:

Propose modifications in design and tender documents or construction details which may be reasonable and seek approval or concurrence of the client.

Approve drawings and other details showing construction layouts, concrete works details, etc which may be from time to time be submitted by the contractor and also produce as built drawings.

Carry out inspection of all working areas during the execution of the works, inspect manufactured items to be incorporated in the works to ensure compliance with the works specifications

Preparation of work program with planning matrix, coordination and liaising with the Employer, and other relevant institutions

Contract administration including continuous control of time and cost schedules, monitoring and acceptance of supplies which are not included in the construction contracts, organization of monthly site meetings attended by the Employer, contractor and consultant.

Review of contractor’s plant, drawings, equipment and systems to be incorporated into the works for conformity with design requirements and amendments of any specific design details, if so required. Preparations of any complementary plans and drawings, which are necessary for the execution of the works. Advice to the Employer on alternative designs and tenders submitted by any Contractor; issuing of instructions to contractors on behalf of the Employer.

Direction of site staff for the day-to-day-inspection of construction works, monitoring the execution and quality of work and tolerances for compliance with contract specifications in case of non-compliance, negotiating with contractors to ensure fulfillment of contracts. Preparation of variation orders (VO) where applicable in consultation with the employer.

Maintenance of quality control records as well as photographic records of the sites and work progress until commissioning, arrangements for performance tests on site at commissioning and reporting on acceptance. Monitoring and quality control of on-site training to be provided by suppliers of technical equipment or any other contractors.

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Reviewing contractor’s statement and invoices, In case of acceptance the statements and invoices to be signed by the consultant before handing over to the employer. Preparation of requests for disbursements in the name of the Employer according to guidelines. The same to be signed by the consultant and approved by the employer.

Quality control and compilation of as-built drawings and operation and maintenance manuals to be prepared by the contractors including soft copies

Assistance to the Employer and co-signing of the reports on provisional and final acceptance tests of the works in the project.

2.1.1 Assistance from the Employer

The employer shall give all the necessary assistance as shall be requested of him by the consultant in carrying out his assignment.

The employer shall during the tenure of the works contract provide the Resident Engineer and his staff with facilities:

Transport in the form of supervision vehicles Required survey equipment and laboratory testing facilities and materials Provide and maintain offices for the resident engineer and his staff

During the liability period, the consultant shall assist the employer according to Kenyan regulations, securing all post-construction activities until the final acceptance of works, and services after the end of the liability period. The performance of the consultant shall include:

Supervision of project completion Corrective measures Final testing and inspection Verification of project results Finalization of schedules Preparation of completion certificates Final reporting on project activities

2.1.2 Staffing

The consultant’s services shall be carried out by a dedicated team of qualified and experienced professionals.

In addition to the Resident Engineer, it is required that the consultant may include in his team amongst others the following key staff:

One project manager who will be overall responsible for the works. One resident engineer responsible for the entire supervision phase. One surveyor with one assistant each for supervision. One inspector of works for concrete works One inspector of works for earthworks One lab technician.

The consultant has to assess the final staffing requirements according to his requirements to undertake the assignment and seek approval by the client.

The proposed staff should have the following qualifications and experience as the basic minimum.

Position Required Qualification and Experience

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Project manager.(not full time)

B.SC Civil engineering Registered with Engineers Registration Board of Kenya Have a current practicing certificate issued by ERB Be a member of the Institute of Engineers of Kenya (IEK) Have at least 10 years’ experience in similar works

Resident Engineer(1 posts)

B.SC Civil engineering Registered with Engineers Registration Board of Kenya Have a current practicing certificate issued by ERB Be a member of the Institute of Engineers of Kenya (IEK) Have at least 10 years’ experience in similar works

Surveyor (1post) B.SC in surveying and photogrammetry from a recognized University Well versed in GIS and remote sensing At least 5 years experience

Inspector of works (earthworks)

Diploma from a recognized Polytechnic At least 5 years experience

Inspector of works (concrete works)


Soil and Laboratory Technicians


2.1.3 Organization

The employer will establish a Programme Coordination Unit (PCU) and nominate a representative as Liaison Officer with the consultant. It will be the consultant’s duty to maintain close contact with the officer on all aspects of work. As a matter of principle all formal communications relating to the work will be directed to the attention of the Liaison officer.

It is expected that the Consultant will carry out the work in the best way to integrate the personnel of the KRCS as much as possible into the day-to-day work and to transfer a maximum of know-how.

The employer will provide free of charge all existing information, data, reports and maps as far as available and will assist the consultant in obtaining other relevant information and materials from governmental institutions and state authorities as far as possible. However, it is the duty of the consultant to check availability, quality and suitability of this information. The information, data, reports etc. as mentioned above will be available for the consultant’s unlimited use during execution of the proposed services. Due provision shall be made in the Proposal in case the consultant has to procure computer and CAD software and equipment as well as additional maps, aerial photographs etc. necessary to carry out the services at his own cost.

2.1.4 Safety and Environmental Considerations

The consultant shall:

Enforce the proper provision of proper signs and markings at appropriate locations Enforce provision of proper traffic control measures during construction Ensure that all haul routes and deviation opened by the contractor or solely used by him are

watered to reduce dust Ensure the contractor employs proper construction methods to avoid loose materials being

washed away especially during wet weather. Ensure that borrow pits and quarries are backfilled after extraction of material Ensure that the contractor plants trees or grass after restoration of the pits and quarries.

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2.2 Construction Phase

2.2.1 Quality Control

Quality control is at the core of the consultant’s activities and will be necessary with regard to contract documents, materials, works and tests etc. The following paragraphs describe the most important issues to be dealt with.

2.2.3 Contractor’s Document Submittals

The consultant will review the contractor’s document submittals and will make recommendations with respect thereto until such documents have been presented in final form, approved with remarks or disapproved. The submittals shall be made in the times specified in the Construction contract or as laid down by the client. Construction of permanent work will only be authorized to start when approved drawings are distributed to the construction sites.

2.2.4 Materials Submittals

A similar procedure as described above for documents’ approval will be applied for materials approval. The consultant will review the contractor’s material submittals and will make recommendations with respect thereto until such submittals have been presented in final form and in strict compliance with the construction contract and/or approved drawings. Review and approval, approval with remarks or disapproval shall be completed within the times specified thereof in the construction contract or as laid down by the client.

Upon delivery of material to the site, the consultant will verify that the material is in accordance with the previously approved material and in brand new condition. No alternative material will be accepted for storage and installation other than the approved material.

2.2.5 Staking out

The consultant will check the staking out performed by the contractor versus the plans and drawings in regard to ultimate location and layout, confirm the correctness of grades and lines prior to commencement of any construction work.

Basic surveying monuments, such as traverse points, head points and bench marks will be verified and secured for further measurements

Continuous checking of survey works during construction will be recorded on form sheets, which will also be the basis for as built drawings

2.2.6 Inspection of Works on Site

The Consultant will provide continuous on-site inspection of all materials and workmanship to be included in construction works by means of its team of qualified engineers and supervisors in structural, civil, electrical and mechanical engineering disciplines. Such inspection shall assure strict compliance of the works with the Construction contract. Inspection shall be carried out for the duration of the works from initial setting out until completion under the various construction contracts.

2.2.7 Inspection of construction and installation

The sequences of inspection of construction works on site will basically follow the sequences of work procedure in the respective disciplines. The various disciplines are briefly discussed below. Necessary tests are not mentioned herein. They are described separately in activity 2.2.11 because of their importance.

2.2.8 Structural works

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Check the staking out performed by the contractor with regard to layout, alignment and elevation prior to commencement of any field work

Check the depth of excavation for bases, trenches and formation levels for foundations and structural elements

Supervise the preparation and compaction for bases, trenches and formation levels for the support of structural elements

Check the final elevation of the prepared subgrade Inspect and approve the placement of shuttering, reinforcement, dowels, waterstops,

construction and expansion joints etc. Supervise the pouring of concrete and/or placement of precast concrete elements supervise

and inspect curing of concrete inspect the backfill procedures Inspect completed work and draw up a schedule of defects or a snagging list.

2.2.9 Civil Works

Check the staking out performed by the contractor with regard to layout, alignment and elevation prior to commencement of any field work

Check the excavation works Supervise the preparation and compaction of excavations and backfill Check the alignment and grade of prepared permanent and temporary works Inspect material arrived on site Inspect /approve method of construction Inspect method of pipe laying with special emphasis on pipe joints which are the most critical

features, inspect pipe connections, installation of fittings and appurtenances, placing and curing of concrete saddles etc.

Inspect the backfill procedures inspect completed work and draw up a schedule of defects

2.2.10 Electro-Mechanical Works

Check the staking-out of electromechanical equipment with regard to location, layout, alignment and elevation

Check alignment and grade of prepared trench bottom Supervise and inspect method laying of cables and/or cable ducts, jointing of cables Check location of terminal boxes, transformer stations, cross-connection cabinets, pumps and

other electromechanical materials and equipment Inspect all electromechanical material and equipment arrived on site Inspect the installation of electromechanical material and equipment inspect the complete work

and draw up a schedule of defects.

Following the sequences of work procedure, the contractor will request checking and inspection of an increment portion of work completed and ask for permission to continue. Any inspection request shall be submitted by the contractor at least 48 hours in advance to the consultant. After inspection and checking, the Consultant will sign the inspection request with his comments as: approved, approved with remarks or disapproved. A signed copy of the inspection request will then be given back to the Contractor as permission to continue with the next increment portion of work or to rectify the defects as noted on the inspection request.

2.2.11 Tests on-Site

The consultant will supervise and monitor, with the testing facilities provided on-site, all necessary tests and will inspect material to be utilized in the works performed by the Contractor. The consultant will also review and verify the tests performed by independent agencies and/or test certificates furnished by the contractor in compliance with the terms of the construction contract. If there is any doubt about the soundness of material of work performed, additional tests may be ordered which the consultant may consider as appropriate to guarantee the desired standard of material or workmanship. The work includes sampling in the field and testing in the site facilities or in recognized public or private institutes in difficult or special cases.

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The Contractor will not be permitted to commence with the following increment portion of work prior to the field tests being satisfactorily completed and compliance with the terms of the construction contract is verified (e.g. satisfactory compaction tests prior to placing of reinforcement-bars, or bedding material for pipes and cables, or the next layer of backfilling, satisfactory hydrostatic pressure tests prior to placing of backfill material around pipes, etc.).

All quality tests performed will be recorded by the consultant in writing on form sheets. All form sheets will be signed and dated by the consultant and kept in files. Similarly, all test certificates submitted by the Contractor or his suppliers shall also be filed until the project is completed.

The consultant will also review and evaluate the factory test reports usually submitted to the contractor by the suppliers or manufacturers of imported material or equipment (such as pipe fittings and appurtenances, pumps, switch-boxes, transformers etc.) and will either approve or reject the material or equipment if they are found to be not in compliance with the construction contract.

2.2.12 Final Inspections

In addition to the day-to-day quality control procedure described herein, the consultant will perform substantial completion inspections of the construction work, furnish punch or snagging lists, perform final inspections and supervise overall test, to determine whether the individual components of the construction works have been completed in strict compliance with the terms of the construction contract. The consultant shall assist and participate as directed by the client in the handing over of the construction works.

2.3 Quantity Control

All contractors’ site measurement will be checked and verified on a continuous basis by the consultant. In case of acceptance, he will approve and countersign the measurements. The consultant will perform computations of quantities executed and their monetary values.

The Consultant will also review the contractor’s proposed method of measurements for progress reports, advise the client on the criteria and protocols for such progress reports, and check and approve or, if necessary, correct the contractor’s measurements of progress which will become the basis of interim and final payments.

Quantity and performance records will be kept showing the work performed and work remaining for completion.

2.4 Schedule & Cost Control

The consultant will provide the scheduling and cost control services hereunder described until the scheduled dates to ensure that all construction works will be completed within the costs specified in the construction contract.

2.5 Construction Schedule & Cost Control System

The consultant will review and analyze the contractor’s preparation of detailed schedules and plans for the performance of the construction works. The construction schedules, which also represent cost control system by assigning monetary values to each activity, will be evaluated and the client will be advised on the compliance thereof with the requirements of the construction contract and its suitability and adequacy for the construction works. Thereafter, the consultant will monitor the implementation of said schedules and plans.

The consultant will exercise his best efforts to expedite the contractor’s progress in relation to the above-mentioned schedules and plans and make recommendations on improving progress in the event that a delay may be anticipated

2.6 Purchase planning

The consultant will review and analyze the contractor’s plans for the purchase of material and equipment, shipping and customs arrangements and related provisions necessary to avoid interruption

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of the construction works, will evaluate and advise the client on the adequacy and suitability thereof and will monitor the implementation.

2.7 Contractor’s interim and Final Payment certificates

At the dates specified in the construction contract, the contractor will submit his interim and final payment invoices on a format to be agreed upon together with a list showing the computation of quantities completed during invoicing period and other documents as required by the construction contract (e.g. the construction schedule and cost control system).

The consultant will review and check and approve the quantities finally to be accepted and that the materials on site, materials installed and works performed are in accordance with the construction contract. Furthermore the consultant will also review the compliance of the invoices with the works undertaken and if necessary correct the invoice. The consultant will also check and approve the arithmetical correctness of the invoices, including the balance of material in stock and material installed. The invoices checked and approved will be signed by the consultant and forwarded to the client with a covering letter for further action and payment. After the issuing of Certificate of Final Completion, the consultant will review the contractor’s statement of final accounts and certify to the client that the total value of the works performed is in accordance with the construction schedule and the construction contract.

2.8 Administration

The administration of proposed changes will be handled in three different ways, depending upon whether such changes are initiated by the Client, the Consultant or the Contractor.

2.8.1 Changes initiated by the Client

If the client desires to make changes which deviate from the original scope of work, a change notice will be given to the consultant describing the desired scope of changes. The consultant will forward the change request to the contractor and also review, evaluate and determine the impact of such change in respect to time, cost (reduction or increase) and quality of construction. The consultant will submit his findings to the client. In parallel, the contractor will prepare his proposal for the requested change and submit the same to the consultant for approval. After comparison of both, the contractor’s proposal and the consultant’s estimate the final recommendation will be submitted to the client for approval. In case of discrepancies in cost and time estimates, the consultant will negotiate with the contractor in order to reach a mutual agreement. This agreement will be presented to the client. Once the client has approved the estimated cost and the scheduled impact, a change order will be presented by the consultant and issued by the client and the concerned contractor shall sign the change order which then will become part of the contract. The consultant will then verify that the affected construction works and records are adjusted and implemented by the contractor to reflect such changes.

2.8.2 Changes initiated by the Consultant

If the consultant determines an area which requires a change which deviates from the original scope of work, a request for the issuance of a change order to the contractor will be sent to the client together with a complete set of required documents as follows:

Effected area defined by drawing or document Drawing number, page number Date and signature of responsible engineer Source of change request Reason for change, and the proposed change in detail spelled out under “description” Applicable contract sections affected by change Impact on cost, schedule and quality of construction works

Upon acceptance by the client, a change order shall be prepared which will be administered as described above.

2.8.3 Changes initiated by the contractor

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The consultant will review, evaluate and analyze such proposal for any impact on the original scope of work and construction time. The consultant will make recommendations to the client regarding the validity of such changes together with his own cost estimate and appraisal of time effects. Upon approval by the client, following the procedure as described above, a change order shall be issued to the contractor.

2.9 Commissioning & Start of Operation

The detailed steps and mile stones for putting into operation of the system components will be outlined in the work program. As a principle, completed components will be put into operation successively according to the contract. In parallel a training of the O & M personnel will be carried out to enable a future sustainability of operation and maintenance.

A close co-operation between the consultant and the client in respect of the accompanying operation and maintenance requirements will be arranged and maintained during the entire process of putting into operation and commissioning.

2.10 O & M Manual & As-Built Drawings

The consultant will ensure that the contractor keeps a complete set of execution and shop drawings, on which all significant differences between the planned work and the actually constructed works, neatly, accurately and promptly marked and noted as work progresses. All structures, pipelines and appurtenances “as-built” during implementation will be clearly documented in the As-Built Drawings for easy reference of future checking and use. The format of the “as-built” drawings will be discussed and agreed with the client.

All documentation relating to approvals for the contractor’s proposals would be kept in a special archive for hand-over to the client at the end of the project. This is especially important for Mechanical and Electrical equipment.

2.11 Defects Liability Period

A point of major importance and interest is the defects liability period which starts after the works’ passing the test on completion. The taking over certificate by the client normally marks the beginning of the defects liability period. The following tasks will be performed under the activities related to the defects liability period.

Follow-up of the so called ‘punch list’ Monitoring of quality and time of works under the punch list Monitoring of the operation of the various mechanical, hydro-mechanical, electrical and

electronic project components Monitoring and reporting of any malfunctions and or defects Supervision of any repair and/or replacement works Follow-up of any contractual consequences related to deficiencies or defects.

2.12 Reporting

The consultant will prepare a number of reports. The reports and the final sequencing and timing according to the consultant’s methodology and work programme are presented below. The detailed contents are described in the subsequent sections.

Report DeadlineMonthly Progress Report Within one month from end of proceeding monthFinal Completion Report Three months after completion of the construction

contract

The reports will comprise a main report containing results, executive summary and conclusions in a concise and problem-oriented manner, plus an appropriate number of volumes accommodating the annexes which provide all details, relevant data, analyses calculations design considerations and the like, necessary to understand the main report.

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2.12.1 Progress ReportMonthly Progress Report: The monthly progress reports will summarize all activities during the reporting period and analyze variations with respect to the timing and budgets for the individual activities, highlight significant stages in the progress of the works, at critical points in the course of the studies, and design and/or construction.

2.12.2 Final Completion ReportAt the end of completion of project the consultant will submit a comprehensive project completion report, comprising but not limited to the following:

Rationale for undertaking the project; Description of the project and its location; Details of the parties involved in the project; Comments on the general progress of the works, including. as-built drawings, marking system

records, records of material inspection, measurements, pressure tests records, reception protocols, final schedules and certificates

Financial statement with final accounts and final costs broken down to financial and local contribution

Comments on problems encountered in the implementation of the project and details of solutions to problems encountered.

2.13 Payment to the consultant by the clientPayments shall be made in accordance to a schedule agreed upon by the client and the consultant for the services offered which will form part of the contract agreement between the client and the consultant. This shall be prepared taking into account a proper cash flow to ensure the consultants cost of staff on sites and any accrual costs are covered to minimize on interference of work.

2.14 Time Frame

The time frame for the consultancy shall be 11 months during the construction phase and 15 day addition from the end of the works for submission of the completion report, completion certificates and final submission of accounts & measurements. 2.15 Preparation of bids for the service.

2.15.1 Technical proposal

The bidder is expected to submit a technical proposal with their bid which shall include and not be limited to:1. A submission letter2. Particulars of the consultant including curriculum vitae of the proposed experts and personnel to be

included in the execution of the work.3. Comments and suggestion of the consultant on the terms of reference, personnel, facilities and other

requirements expected for the work.4. Description of the methodology and work plan for performing the assignment and time schedules.5. Any proposed staff to assist in the assignment.6. A list with proof of similar and other works done by the consultant.

The consultant is expected to submit this as an attached document to the bidding documents.

2.15.2 Financial proposal.

The financial proposal shall be prepared and submitted by the consultants and shall contain the following.1. A submission letter indicating the total fees2. Summary of costs3. Breakdown of fees per items of work and activities.4. Breakdown of any reimbursable costs or expenses per activity.

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5. A proposed schedule of payment expected by the consultant for the services offered.6. Any miscellaneous expenses.

This shall be submitted in a separate envelope from that of the technical proposal.

Note.The two envelopes containing the technical and financial proposals must be sealed and marked with the tender number then enclosed in one common envelope that shall be addressed and labeled with the tender number.

ANNEX I2.16 Evaluating criteriaScoring criteria will be used to determine the technical competence of each consultant and scores will be allocated as follows.

Total (100)

No. Scoring Parameter Maximum Score RemarkRegistration and legal documentation If one of the item is missing

then automatically disqualify

Certificate of registration 2Tax compliance certificate 2Registration with ERB for lead expert 2Personnel Experience & qualification of team leader engineer meets min requirement

10 If lesser experience then prorated score for half the score. And the other half for qualifications where lesser no score for qualification.

Experience & qualification of resident engineer meets min requirement

9

Experience & qualification of surveyor engineer meets min requirement

5

Experience & qualification of 2 inspectors of works engineer meets min requirement

10

Experience & qualification of lab technologist engineer meets min requirement

5

Proposed project management plan. To asses and scoreClearly articulated interpretation of objectives and execution plan

20

Past worksHaving done successful past works with KRCS 10 Must present proof of

works done e.g. LPO, or completion certificates.

Having participated in the design 15Other similar works done. 10

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