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TERMS OF REFERENCE FOR THE CONSTRUCTION WORKS OF A MENSTRUAL HYGIENE MANAGEMENT ROOM AND SUPPLY AND INSTALLATION OF 2 RAINWATER HARVESTING TANKs AND A SMART WATER FILTER TANK AT GS KAGASA IN GAHANGA SECTOR IN KICUKIRO DISTRICT
- 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 Rwanda 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 Kicukiro, would like to hire the services of an experienced construction company to construct one Menstrual Hygiene Girl’s Room and supply and install two rainwater harvesting tanks and one smart water tank at GS Kagasa in Gahanga Sector in Kicukiro District.
2. SCOPE OF WORK
- The benefiting school is GS KAGASA located in Gahanga Sector of Kicukiro District.
- The MHM to be constructed should be connected to the existing water supply system.
- The rainwater tanks to be installed should bear the first-flush diversion.
- The Smart water filter tank to be installed should be of stainless material with 650l capacity using UV filtration technology.
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The works to undertake in this school are indicated in below table:
SCHOOL NAME | SECTOR | Summary of works to be undertaken |
GS KAGASA | GAHANGA |
|
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 or sanitation facilities.
- Minimum of five years of experience in building construction projects successfully completed in the last 5 years 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 pick-up
- One concrete mixer
- 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,
- A plumber: A2 diploma with a minimum of 5 years of experience in plumbing works.
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:
| A. Supply and installation of rainwater harvesting systems. | ||||||
S/N | Description | Unit | Quantity | Unit price (Tax inclusive) | Total price | ||
1 | Construction of stones masonry of the foundation base to receive the tanks. The foundation must have 3m diameter and the height of 60 cm minimum above the foundation to facilitate people to fetch from the taps. (Ratio: 1:1:2) | m3 | 17.30 | - | |||
2 | Excavations of a 1m diameter with 12m deep soak pit | m3 | 4.80 | - | |||
3 | Filling inside stones | m3 | 4.80 | - | |||
4 | Construction of a 1m high/300mm thick stone masonry protection wall on the top part of the soak pit up to the ground level | m3 | 2.50 | - | |||
5 | Construction of a stone masonry fetching fountain as per the design of a 500x500x1m, inspection chamber inclusive | m3 | 0.41 | - | |||
6 | Levelling Cement screed on the foundation (0.08x0.3m) mixing ratio: 1-3 | m2 | 2.50 | - | |||
7 | Construction in the masonry of stones of chamber valves for main wash out covered by a metallic plate of 500x500x400mm and rock (VANNES 110 PVC, CHAMBER AND COVER) | ff | 2.00 | - | |||
8 | Supply and installation of plastic water tanks, 10,000 litters of storage capacity polyethylene with all accessories (eg: elbow, T-joint, downpour, end-cap, etc) | pce | 2.00 | - | |||
9 | Supply, Fix and adjust 110mm grey, brown draw down drainpipes (of 6 meters long) fixed to the adjusted metallic gutters and wall surface with all required accessories. | pce | 8.00 | - | |||
10 | Supply and installation of tube of 40 x 40 x 1.5 mm coated with paints against erosion, fixed in mass concrete to support the pipes from gutters | pce | 2.00 | - | |||
11 | Supply and fix tubes of 40 x 40 x 1.5 mm to support gutters at timber roof structure where are required | ML | 58.05 | - | |||
12 | Supply, fix and adjust Metallic gutters with anti-rust, all accessories and tubes of 40 x 40 x 1.5 mm where are required | mL | 58.05 | - | |||
Grand total A: Supply and Installation of rainwater harvesting facility | |||||||
B. Supply and installation of a smart water filter tank | |||||||
1 | Supply and installation of a smart water filter tank(650l) | LS | 1 | ||||
Grand total B: Supply and Installation of one smart water filter tank |
| - | |||||
C. Construction of Menstrual hygiene facility | |||||||
1 | Menstrual hygiene facility structure | ||||||
1.1 | Plot levering Trenches Foundation excavation (70cm deep, unless specified differently and according to soil resistance) | m3 | 8.48 | - | |||
1.2 | Blinding cement under foundation with5cm thick (class B) | m3 | 0.44 | - | |||
1.3 | Stone foundation 40 cm thick 80cm deep according to soil resistance | m3 | 6.14 | - | |||
1.4 | Backfilling and soil compaction around foundation walls | m3 | 2.34 | - | |||
1.5 | Levelling Cement screed on pit wall with 5cm thick (class B) | m3 | 0.44 | - | |||
1.6 | Roofing | Lm | 15.60 | - | |||
1.7 | Elevation of interior and exterior walls with burnt bricks bound together with cement mortar (class B) | m3 | 11.03 | - | |||
1.8 | Supply and fix of Concrete vent blocks | m2 | 0.68 | - | |||
1.9 | Reinforced concrete ring beams. Concrete Mix 1:1.5:1.5 | m3 | 0.77 | - | |||
1.10 | 40x60x1.5mm steel sections for roof structure | ML | 40.00 | - | |||
1.11 | Roof covering using BG 28 Iron sheets (Auto-portant) with all accessories (Fixing materials, steel gutters and downspouts) | m2 | 30.50 | - | |||
1.12 | Supply and fixation of strip ceiling (Languette) and all requirements for the ceiling (ceiling structure timber in dried cypres or pinus) | m2 | 12.96 | - | |||
1.13 | Supply and fixation of 100*120Cm glazed metallic door with transom, lock (cerure) and all requirements. | Pce | 1.00 | - | |||
1.14 | Supply and fixation of 100*200 wooden (pre-designed plywood) door with locking system and all requirements | Pce | 1.00 | - | |||
1.15 | Supply and fixation of 160*150 glazed metallic window and all requirements | Pce | 1.00 | - | |||
1.16 | Supply and fixation of 90*90 glazed metallic window and all requirements | Pce | 1.00 | - | |||
1.17 | Floor tiling and skirting | m2 | 12.00 | - | |||
1.18 | Wall plastering and rendering | m2 | 48.40 | - | |||
1.19 | Wall painting with emulsion paints | m2 | 37.76 | - | |||
1.20 | Wall tiling in girls’ porch till 2 meters height | m2 | 9.83 | - | |||
1.21 | Sanitary appliances | ||||||
1.22 | Supply and fixation of lavabo of good quality with accessories to be approved by the client | pce | 1.00 | - | |||
1.23 | Supply and fixation of basins of good quality with accessories to be approved by the client | pce | 1.00 | - | |||
1.24 | Ceramic W.C Toilet (english toilet) | Pces | 1.00 | - | |||
1.25 | Shower flexible fountain and its installation to be approved by client | 1.00 | - | ||||
S/Total Menstrual 1: Menstrual hygiene facility structure | - | ||||||
2 | Shower porch for girls | ||||||
2.1 | Simple bed (195*90 cm) made of dried cypres or pinus: no cracks nor bends. | Pce | 1 | - | |||
2.2 | Simple mattress with width of 90cm long of 190cm and thickness at least 20cm and 20 as density. | Pce | 1 | - | |||
2.3 | 2 pairs of simple bed sheets (cotton) to be approved by client | Pce | 2 | - | |||
2.4 | Simple bed cover to be approved by client | Pce | 1 | - | |||
2.5 | Soap holder and its fixation | pce | 1 | - | |||
2.6 | Towel holder and its fixation | Pce | 1 | - | |||
2.7 | supply, preparation, and installation of curtains with all accessories including metal curtain holder (day curtain of 2m large + ordinary curtain of 1m large) for door (100*240) to be approved by the client | Pce | 1 | - | |||
2.8 | supply, preparation and installation Curtains with all asccessories including metal curtain holder (day curtain of 4m large + ordinary curtain of 2m large) for window (100*120) to be approved by client | Pce | 1 | - | |||
2.9 | supply and fixing of “Porte manteau” made of dried cypres or pinus woods (1.5m in long) to be approved by client | Pce | 1 | - | |||
2.10 | Ceramic W.C Toilet (English toilet) with accessories to help handicap people to be approved by client | Pces | 1 | - | |||
2.11 | Dozen of pads to be approved by the client | pce | 30 | - | |||
2.12 | Brush for pit holes | pce | 1 | - | |||
2.13 | The shower flexible fountain and its installation to be approved by the client | pce | 1 | - | |||
S/Total 2: Shower porch for girls | - | ||||||
3 | Electrical installation | ||||||
3.1 | Connection to the existing network | ff | 1 | - | |||
3.2 | PVC Pipe 3/4'' + accessories | ff | 1 | - | |||
3.3 | 8way power distribution board complete with 32A TPN integrated including 4 fuses | pce | 1 | - | |||
3.4 | 12-15W LED bulbs for internal | pce | 2 | - | |||
3.5 | 9W LED bulb+ cover ( globe ) for extenal | pc | 1 | - | |||
3.6 | Simple lighting switch | pc | 3 | - | |||
3.7 | Socket outlet with E (Prise monophase avec terre) | pce | 1 | - | |||
3.8 | VoB wire diam 2.5mm2 | lm | 54 | - | |||
3.9 | VoB wire diam 1.5mm2 | lm | 130 | - | |||
3.10 | Connection box | pce | 3 | - | |||
3.11 | “Boite d'encastrement” | pce | 3 | - | |||
3.12 | “Pique de terre” | No | 1 | - | |||
3.13 | Installation fees | Ls | 1 | - | |||
3.14 | supply and deposit of extinguisher (6 kg. POUDRE ABC) | pc | 1 | - | |||
S/Total 3: Electrical installation | - | ||||||
4 | Evacuation | ||||||
4.1 | Soak away pit of 12m deep for the Menstrual hygienic room. Shower wastewater, gutters rainwater of the MHR should be channeled in this pit | Pce | 1 | - | |||
4.2 | Quarry stone foundation for 1-meter depth of the soak away pit (1m*0.20 m thickness) | m3 | 0.6908 | - | |||
4.3 | Cover of the soak away pit in a reinforced concrete slab of 15cm as thickness and ventilation pipe of PVC PN6, 90 diameter | m3 | 0.11398 | - | |||
4.4 | Supply and installation of 3cum plastic septic tank for sewerage form WC from MHR | pce | 1 | - | |||
4.5 | Soak away pit of 12m deep to be connected to the plastic septic tank for sewerage with quarry stone foundation for 1-meter depth of the soak away pit (1m*0.20 m thickness) and covered by a reinforced concrete slab of 15cm as thickness | pce | 1 | - | |||
S/Total 4: Evacuation | - | ||||||
5 | Drainage works | ||||||
5.1 | Supply and installation of drainage pipes | LS | 1 | - | |||
5.2 | Miscellaneous works | LS | 1 | - | |||
S/Total 5: DRAINAGE WORKS | - | ||||||
6 | Rainwater harvesting for the MHM facility | ||||||
6.1 | Ground preparation for water tank | m2 | 4.15 | - | |||
6.2 | Construction of stone masonry foundations base of 1m High using cement mortar mixed at: 1:3 | m3 | 3.01 | - | |||
6.3 | Levelling Cement screed on the foundation (0.08x0.3m) mixing ratio: 1-3 | m2 | 2.54 | - | |||
6.4 | Supply and installation of plastic water tanks, 2,000 litres of storage capacity polyethylene with all accessories | Pc | 1 | - | |||
6.5 | Construction of a stone masonry fetching fountain as per the design, a 500x500x1m, inspection chamber inclusive | m3 | 0.2 | - | |||
6.6 | Finishing works on the fetching fountain using waterproofing plasters | m2 | 2 | - | |||
6.7 | Pointing of external surfaces of the plinth wall of a mixing ratio of 1-2 | m2 | 5.02 | - | |||
6.8 | Supply and install a 110mm DIA PN 6 PVC overflow pipe with all accessories | mL | 6 | - | |||
6.9 | Supply and install a 75mm DIA PN 10 PVC washout pipe with a valve. | pce | 1 | - | |||
6.10 | Water connection (1”) ppr PN10 | Lm | 1 | - | |||
6.11 | Supply and install a 32mm DIA PN 10 GI pipe with a valve and a tap. | pce | 3.93 | - | |||
6.12 | Excavations of a 1m DIA 5m deep soak pit | m3 | 3.93 | - | |||
6.13 | Filling inside stones | m3 | 1.22 | - | |||
6.14 | Construction of a 1m high/300mm thick stone masonry protection wall on the top part of the soak pit up to the ground level | m3 | 1.22 | - | |||
6.15 | Levelling Cement screed on the foundation (0.08x0.3m) mixing ratio: 1-3 | m2 | 130 | - | |||
6.16 | Connecting water supply system to the toilet | LS | 1 | - | |||
6.17 | Supply of good soil, planting of ornamental trees and flowers, making walking stone paved way for gardening and beautification all around toilets and the rainwater tank. | m2 | 0 | - | |||
S/Total 6: DRAINAGE WORKS | - | ||||||
Total D: Construction of Menstrual hygiene facility | - | ||||||
Grand Total Construction of one Menstrual Hygiene facility, supply, and installation of 2 rainwater tanks, and supply and installation of one smart water filter tank | - | ||||||
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.
- 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%
- 1st stage: Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation.
- 2nd 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 in this document.
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 Kicukiro District representative and the provisional handover of works must be approved by all the above parties.
- Rights reserved.
- Water For People in Rwanda reserves the right to cancel the entire procurement process without incurring any liability whatsoever.
- Water For People in Rwanda reserves the right to amend any segment of the RFP prior to the announcement of selected candidates.
- 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.
- Water For People in Rwanda also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.
- 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 electronically their application files not later than Monday 05th June 2023 by 09:00 AM local time with the following subject “the construction works of a menstrual hygiene management room and supply and installation of 2 rainwater harvesting tanks and a smart water filter tank at GS Kagasa in Gahanga Sector in Kicukiro District.” to the following email: rwprocurement@waterforpeople.org
Both technical and financial bids must be submitted in separate files.
Note:
- Any bid with any arithmetic error in calculation or any other type of error or omission will automatically be disqualified.
- Hard copies and late submissions shall be rejected.
- In-person visits or phone calls are not allowed!
- Late submissions will not be considered.
Done at Kigali on May 29th, 2023.
Eugene DUSINGIZUMUREMYI
Country Director
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