DUH aranira AM ajyambere y’ Icyaro is a local non-profit organization based in Kigali, the capital of Rwanda, Kicukiro District, Niboyi Sector.

Website: http://www.duhamic.org.rw

TENDER NOTICE

TENDER TITLE: HIRING A CONSULTANT/CONSULTANCY FIRM TO CONDUCT THE FEASIBILITY STUDY AND PRODUCTION OF MARSHLAND MAP AND DETAILED BILL OF QUANTITIES FOR NYABICWAMBA MARSHLAND LOCATED IN GATSIBOSECTOR, GATSIBO DISTRICT, EASTERN PROVINCE

LOCATION:EASTERN PROVINCE, GATSIBO DISTRICT, GATSIBO SECTOR, NYABICWAMBA Marshland

CLIENT: DUHAMIC-ADRI

The deadline for submission of bids: Wednesday September 25 ,2024

Bid submission Time: 11:00AM

Bid Opening Time: 11:30AM

PLACE: DUHAMIC-ADRI HEADQUORTER

I. Background of the consultancy work

1.1 Brief description of DUHAMIC-ADRI

Since July 2024, DUHAMIC-ADRI has partnered with the United Nations High Commissioner for Refugees (UNHCR) through a signed Partnership Framework Agreement (PFA) to implement Phase II of the Climate-Smart Agriculture and Market Development for Enhancing Livelihoods of Refugees and their Host Communities in Rwanda.

The Climate-Smart Agriculture initiative aims to improve food security and self-reliance for 2,036 beneficiaries (732 refugee and 1,304 host community households, including 1,091 women and 945 men). By 2026, this project will benefit over 7,851 family members through climate-smart agricultural practices and a market development approach.

Specifically, the partnership focuses on contributing to achieving the following outcomes of the project: Outcome 1: Increased Agricultural Productivity and Outcome 2: Increased Household Income

As part of the project preparatory work, DUHAMIC-ADRI would like to engage a consultancy firm accredited to carry out a Quick need’s assessment, feasibility and technical design study for NYABICWAMBA Marshland Rehabilitation activities to inform appropriate marshlands development activity.

1.2 Brief description of Climate -Smart Agriculture Project

As of October 2023, Rwanda hosts over 135,000 refugees (91% based in camps and 9% in urban areas). Predominately refugees come from the Democratic Republic of Congo (DRC) and Burundi. The Government of Rwanda (GoR) provides a favorable policy and protection environment for the refugees, allowing them the right to work, freedom of movement, access documentation, access to finance and register formally their businesses or properties.

The Government of Rwanda (GoR) and UNHCR are committed to advancing the agenda of promoting refugees’ access to economic opportunities to improve self-reliance and reduce dependency on humanitarian assistance. In 2016, the GoR announced commitments including the promotion of economic opportunities for refugees. In addition, the GoR made pledges to the Global Refugee Forum (GRF) in Dec 2019, including promotion of joint agricultural projects between refugees and communities.

The Ministry in charge of Emergency Management (MINEMA) and UNHCR developed a joint strategy (2021-2024) to enhance refugee self-reliance and economic inclusion. The strategy envisions that by 2030, refugees and host communities would be able to fulfill their productive potential as self-reliant members of the Rwandan society who contribute to the economic development of their host districts.

In line with the GoR commitment to promote self-reliance through the joint agricultural projects between refugees and host communities, a pilot joint agriculture project was initiated in 2018 on Misizi marshland of 55 hectares (ha) availed by Gisagara District that hosts Mugombwa refugee camp. The Misizi Marshland joint agriculture project model proved to be successful in enabling refugees and host communities to work together for improved income, food security and peaceful coexistence. The success of Misizi project was an incentive for other refugee hosting districts to avail of the marshlands for replication of the similar joint agriculture project on two publicly owned marshlands (measuring about 93ha), namely, Mushishito marshland (70ha) in Nyamagabe District covering Kigeme refugee camp and Nyabicwamba marshland (25ha) in Gatsibo District covering Nyabiheke refugee camp.

Following the establishment of availability of additional marshlands in Mushishito and Nyabicwamba, UNHCR Rwanda received funding support from the Government of Denmark for the implementation of a three-year (January 2024-December 2026) joint agriculture project between refugees and the host community farmers entitled “Climate–smart agriculture and market development project for enhancing livelihood of refugees and their host communities in Rwanda”.

1.3 Location and estimated area of Nyabicwamba marshland

Nyabicwamba marshland is located in Nyabicwamba Cell in GATSIBO Sector of GATSIBO District. It is bounded by the villages Byebare, Rucumbo, Kaduha, and kigama. Located at an elevation of 1465.6 meters above sea level and has a tropical wet and dry or savanna climate with a temperature of 22.5ºC and it is 2.06% higher than Rwanda’s averages. The marshland of Nyabicwamba has approximately 25 ha and its water are discharged into Rwangingo marshland at about 100 meters.

II. STUDY OBJECTIVE

The overall objective aims at conducting a “Feasibility study and production of marshland map and detailed bill of quantities for Nyabicwamba Marshland located in GATSIBO SECTOR, GATSIBO DISTRICT, EASTERN PROVINCE”

With this study, the consultancy firm will undertake the works:

  1. The whole technical study and cost estimates of the project, the examination and interpretation of the data collected from the local authorities, the prospective recipients, UNHCR and MINAGRI (RAB) as well as formulation of recommendations. There will be a provisional report and a final one;
  2. The preparation of all the documents and reports making up the provisional and the final dossiers.
  3. Providing technical advice, guidance and drawings of the reclamation work considering water and soil patterns of the marshland. The overall objective for the reclamation work will be having a marshland that is productive three seasons a year and its buffer zone well protected against soil erosion.

III. SCOPE OF THE SERVICES

3.1 General

The Consultancy firm will perform all necessary work as called for in the Terms of Reference including all technical studies, field investigations and related services. In carrying out the work, the Consultancy firm shall cooperate fully with the concerned agencies of the Government of Rwanda, in particular the Ministry of Agriculture and Animal Resources (MINAGRI) through the Rwanda Agricultural Board (RAB) and the Rwanda Water Board. The work shall cover but not be limited to the aspects outlined in this Terms of Reference. However, any new technology to improve the quality and the durability of the structures will be highly appreciated in conditions to be in affordable cost.

  • Feasibility Study of 13ha of none developed part of the marshland: Evaluate the technical, environmental, and economic feasibility of the proposed interventions.
  • Needs Assessment of 12 ha of developed part of the marshland: Identify specific needs and challenges associated with the current constructed water management infrastructure.
  • Bill of Quantities (BoQ): Develop a detailed BoQ for each proposed intervention, including material, labor, and cost estimates.

3.2 Detailed scope of work

The Consultancy firm will perform all engineering (Hydrological, hydrodynamic, geotechnical and hydraulic analysis for design of infrastructures), and financial studies and related work as described herein to attain the objectives of the study. The consultancy firm will collect and review all relevant data and information on past and ongoing studies and projects related to the assignment. More specifically, the collection of following data will be useful to perform the study:

3.2.1 Part I None developed part of marshland

Feasibility Study for the Development of a Small-Scale Irrigation Scheme, Production of Marshland Map, and Detailed Bill of Quantities for 13 Hectares of Nyabicwamba Marshland

The consultant will be responsible for the following tasks:

  • Task 1: Preliminary Assessment and Data Collection
    • Review existing studies, reports, and data on the Nyabicwamba marshland.
    • Conduct field surveys to gather primary data on soil quality, water availability, climate, and topography.
    • Engage with local communities and stakeholders to understand their needs, preferences, and potential contributions to the irrigation scheme.
  • Task 2: Technical Feasibility Analysis
    • Assess the technical viability of various irrigation technologies and methods suitable for the marshland.
    • Analyze the water demand and supply, including water balance analysis.
    • Develop irrigation layouts and designs based on topography and soil characteristics.
  • Task 3: Economic and Financial Analysis
    • Conduct a cost-benefit analysis of the proposed irrigation scheme.
    • Evaluate the economic impact on local communities, including potential income generation and job creation.
    • Prepare a financial model, including projected capital and operational costs, funding sources, and potential revenue streams.
  • Task 4: Production of Marshland Map
    • Create a detailed map of the Nyabicwamba marshland, incorporating findings from field surveys and technical analyses.
    • Highlight key features such as water resources, soil types, topography, existing infrastructure, and proposed irrigation layout.
  • Task 6: Development of Bill of Quantities (BoQ)
    • Prepare a detailed BoQ for all infrastructure, equipment, and works required for the proposed irrigation scheme.
    • Include specifications for materials, quantities, unit costs, and total costs.
    • Provide recommendations for procurement and construction schedules.

3.2.2 Part II developed part of the marshland

3.2.2.1 Borehole

  • Assess the current condition of the borehole, including the control panel, outlet pipe, and cover bolts and recommendation for improvement its yield
  • Design specifications for the purchase and installation of a new control panel, replacement of the galvanized outlet pipe with a GI 2” pipe of a larger diameter, replacement of missing cover bolts, and proper anchorage of the outlet pipe.
  • Prepare a BOQ for the borehole improvements, including the purchase of a standby water pump and other necessary equipment.

3.2.2.2 Dam Sheet

  • Inspect the current condition of the dam sheets and identify the specific needs for replacement.
  • Design the replacement of the plastic cover for one dam and the construction of overflow channels for both dams to manage excess water during peak periods.
  • Develop a BOQ for the dam sheet replacement and overflow channel construction, including cost estimates and material specifications.

3.2.2.3 Surface Dam

  • Assess the surface dam to identify the requirements for replacing the missing sun sensor, installing a new surge protector, replacing missing solar panels, and purchasing a standby water pump.
  • Design the construction of a control chamber complete with a gate valve of appropriate size.
  • Prepare a BOQ for the surface dam upgrades, including all necessary components and their associated costs.

3.2.2.4 Pipe Network

  • Conduct a field check of the existing pipe network to identify and document all leakages, particularly at control systems (gate valves).
  • Design solutions for correcting the identified leakages and ensuring the integrity of the pipe network.
  • Develop a BOQ for the pipe network repairs, including labor, materials, and cost estimates.

IV. Deliverables

The consultant/firm shall deliver the following output:

  1. Inception Report: Outlining the methodology, work plan, and timeline for the study;
  2. Feasibility Study Report: Comprehensive report including technical, economic, environmental, and social analyses;
  3. Engineering Designs: Detailed designs for the borehole improvements, dam sheet replacement, surface dam upgrades, and pipe network corrections;
  4. A comprehensive action plan with a timeline for the rehabilitation of the marshland;
  5. Bill of Quantities (BOQ): Detailed document outlining all required infrastructure, equipment, and associated costs;
  6. Final Report: Integrating all feedback and providing a consolidated document with all findings, analyses, and recommendations.
  7. A final presentation to the Climate-Smart agriculture project team and local authorities summarizing the comprehensive report compiling all findings, designs, BOQ, and recommendations.

V. Duration of the Assignment

The consultancy is expected to commence immediately upon contract signing. This assignment is expected to take a period not more than 20 days up on signing of the contract.

VI. Qualification of the firm and profiles of consulting firm’s key staff required

7.1 Qualification of the firm

The bidding company should possess the following minimum qualification:

  • Be recognized consultancy firm operating in Rwanda;
  • Be known in irrigation consultancies for last 3 years (with proof documents);
  • Have conducted successfully three (3) similar studies (with proof documents);
  • Being in the sector of marshland reclamation and related feasibility studies for more than three
  • Strong GIS skills for mapping and spatial analysis.

7.2 Profiles of consulting firm’s key staff

7.2.1 Team Leader

Qualification and experience: the team leader must have a Master’s degree in the field of Rural Engineering (Irrigation), soil and water conservation engineering, Civil Engineering or Water Resources Engineering. He/she must have 7 years of drainage and irrigation experience with 3 references (team leader of marshland drainage and irrigation scheme design studies) on similar assignments (in terms of complexity) in African countries (preferably in the sub-region).

Responsibilities of Team Lead shall include but not limited to:

  1. Coordinating the work of the Consultant and for ensuring that the agreed implementation program adhered to.
  2. He/she shall be the main contact and focal point between the members of his team and the Client;
  3. Shall be capable of formulating an overall design of the marshland drainage-irrigation system and all related technical aspects.
  4. Shall have strong managerial capacity and interpersonal relations.

7.2.2 Hydrologist 

The person recruited for this position shall have at least bachelor’s degree in Hydrology, water resources engineering or equivalent with five (5) years of extensive experience in conducting hydrological studies and three (3) references in similar studies. The Hydrologist will be responsible for the hydrological analysis. Must also have practical experience related to rainfall-runoff and numerical modelling in data scarce areas with knowledge of GIS and Earth observation techniques and software. Must demonstrate field experience in hydrological modelling, collection of all relevant data concerning the rainfall and river discharge in the study area; assess values of the design flood events, peak value and flood volume, assess the effect of irrigation structures on floods (peak, volume, reservoir flood routing, river flood routing).

7.2.3 Civil Engineer

Shall have a master’s degree in civil engineering, Hydraulic Engineering, Water Resources Engineering, or a related field is highly desirable, especially for projects involving complex hydraulic structures and environmental considerations with at least 7 years of professional experience in civil engineering, with a focus on hydraulic structures, water management, or similar projects.

7.2.4 Mechanical Engineer

Shall have a master’s degree in mechanical engineering, Hydraulic Engineering, or a related field is advantageous, particularly for complex projects involving mechanical systems and fluid dynamics with at least 5 years of professional experience in mechanical engineering, with a focus on projects related to water infrastructure, hydraulics, or mechanical systems.

7.2.5 Geotechnical engineer

The person recruited for this position shall have least bachelor’s degree in geotechnical, physical land resources or other related fields with five (5) years of extensive experience in engineering project (3) references in similar studies. The Geotechnical engineer shall prepare the program and detailed specifications of geotechnical investigations for the dam and appurtenant foundations and construction materials for embankment and aggregate for structures. The expert will work closely with the hydraulic engineer, especially in seepage and stability analysis of the embankment, abutment and reservoir slopes.

7.2.6 Topographic surveyor

S/He shall have a Bachelor’s degree in surveying studies with at least five years of relevant experience on field and three (3) references in similar studies. He will be responsible for surveying works and drawings.

7.2.7 Other Professional Staff

It is expected that the profiles of the Engineering Surveyors (topographic survey), AutoCAD specialists and other relevant staff will be defined by the Consultant. They will however, be expected to hold a basic qualification in their areas of specialization and at least 4 years of relevant experience.

VII. Evaluation criteria

The following is the criteria that shall be observed during evaluation:

Criteria

Criteria description

Weight/100

Technical Expertise

Proven experience in similar assignments with proof:

  • Demonstrated extensive experience in marshland rehabilitation and/or other related works.
  • Experience in conducting the feasibility study for marshland rehabilitation. And/or other related works.
  • Provide at least 3 similar references from the recognized agencies (NGOs, or Governmental agencies) of work performed under consultancy that can verify the applicant’s ability to deliver quality work efficiently and in an organized fashion.

25

Methodology

Soundness of the proposed approach and methodology:

  • Proposes a reasonable, detailed, clear work plan and methodology describing how the consultancy firm will complete the needed work related to this study.
  • The consultancy firm should develop a clear methodology that demonstrates that they understand the assignment and illustrates very well how the assignment is going to be executed.
  • Demonstrates good report writing and communication skills as well as ability to compose clear, compelling written documents in English.

25

Team Composition

Qualification and experience (CVs) of the proposed team personnel as well as their signed availability commitment note to perform the assigned tasks

10

Financial Proposal

 Reasonableness and allow-ability of proposed cost relative to the above-mentioned qualification requirements and level of assignment.

30

TOTAL

100

VIII. ORGANIZATION AND MANAGEMENT

  1. The study will be under the overall supervision and control of DUHAMIC-ADR in partnership with UNHCR and other project stakeholders such as District and RAB. The study implementing agency will be DUHAMIC-ADRI. DUHAMIC-ADRI will be responsible for liaison between the project stakeholders and the consultancy firm for the day to day supervision of the study and the provision of any assistance to the consultancy firm as required by the contract;
  2. The Consultancy firm shall appoint a team leader who will be responsible for liaison with the Client and for the organization and management of the study.

IX. RESPONSIBILITY OF THE CLIENT

The client will:

  1. Ensure free access to the site and locations connected with the execution of the study;
  2. Provide the Consultant with any assistance as the Consultant may be entitled to in accordance with the Terms of Reference;
  3. Provide the Consultant with all documents, information reports, data, any existing photographs and other information pertaining to the study that are available and not withhold any information pertinent to the Consultants work.
  4. Facilitate organization of planned workshops for presentation of comprehensive report compiling all findings, designs, BOQ, and recommendations.

X. RESPONSIBILITY OF THE CONSULTANT

  1. The Consultant shall carry out the Study in a professional manner in keeping with internationally accepted standards; using qualified and appropriate staff. They shall endeavour to implement the assignment with diligence and within the time agreed upon in the contract. In this regard the Consultant shall provide to the DUHAMIC-ADRI the full curriculum vitae of each of the members of the team it proposes for the Study.
  2. The Consultant shall be responsible for providing their staff all payments including salaries, travel and accommodation cost as they may be required. The Consultants shall replace any staff member who is unable to carry out the work or is considered by the Client to be unsuitable. As per the rules in keeping with internationally accepted standards for assignment of this nature, the replacement of any of the Consultants’ staff should be by a person of equal competence at the same cost and subject to the approval of the Client.
  3. The Consultant shall be responsible for its office costs, the cost of housing and other services for his staff whilst in Rwanda and procurement and transport of all office, technical equipment, machinery and hire of vehicles needed for the study.
  4. The Consultant shall be responsible for arranging and meeting the cost of all but not limited to supporting services for assessments, topography survey, soil surveying, geotechnical investigation, laboratory analysis, and for the printing of all reports (in English).
  5. The consultant shall work hand-in-hand with relevant professional and technicians from GATSIBO district and RAB (Nyagatare station) and other institutions with particular experience and expertise in marshland development;
  6. The consultant will work with client until the approval for design and drawings for NYABICWAMBA Marshland reclamation and the permit for marshland development is given by Rwanda Agriculture Board (RAB).

XI. GENERAL CONDITIONS

  1. The Consultants shall commence work not later than (3) days after the date of signature of the contract, and shall, as promptly as practical, notify the Client in writing of the date on which field operations are to commence.
  2. The parties shall agree to be bound by the General and Special Conditions of Contract for Consultancy Services by the Public Procurement Directorate, Ministry of Finance.

XII. SITE VISIT

A mandatory site visit will be organized and conducted on 17th September, 2024 in GATSIBO District, GATSIBO Sector, Nyabicwamba Marshland and its catchment area at 11h00 a.m. Each bidding company shall be represented in the visit by at least one person who will participate in the proposed work. It is also advisable to contact DUHAMIC-ADRI staff on 0788631335 (Project agronomist) or 0783543150 (Project Engineer) or 0788814732 (Project coordinator) for any facilitation and guidance.

Instructions to Consultants, Data Sheet

Paragraph

Reference

The format of the Technical Proposal to be submitted is: Full Technical Proposal

  1. Letter of submission of the Technical and financial proposals (separately)
  2. A copy of the registration certificate issued by the Company RDB indicating that it is a qualified company in the field;
  3. The original or notarized copy of the certificate of non- levy towards RSSB still valid;
  4. The original or notarized copy of the certificate of no debt to the RRA, still valid;
  5. Site visit certificate signed and stamped;
  6. Income Tax declaration of 2023 and proof of payment;
  7. Copy of Trade license or copy of commercial full registration certificate; Minimum 3 similar works experiences (to be proved by certificate of good completion) accompanied with contracts;
  8. Organization and experience of the consultant;
  9. Team composition and responsibilities of its members;
  10. Description of the methodology and the proposed work plan to accomplish the mission;
  11. Curriculum Vitae (CV) for the proposed key personnel and a Copy of the notified diplomas proposed key personnel;
  12. Tender guarantee of 1,000,000 Rwf issued by a reputable commercial bank/ or any other financial institution;
  13. Signed Availability certificate for proposed key personnel;
  14. The currency to be used in financial proposal and payment is Rwandan Franc (Rwf);
  15. The language for official written communications and production of consultancy reports is English.
  16. Proof of using EBM

XIII. Proposed timeline for this consultancy

DUHAMIC-ADRI expects to have final report in 20 days upon the signing of the contract.

XIV. Submission Modalities for Bid Offers

  1. Submission Requirements:
  • The deadline for submission of bids of technical and financial proposals for development of Nyabicwamba Marshland is 25th September, 2024 at DUHAMIC-ADRI head office located in Kicukiro District, Niboyi, Sector at 11:00 AM.
  • Bidders are required to submit their offers in one main sealed envelope. This main envelope must contain two separate sealed envelopes:
  1. Envelope A: Technical Proposal
  2. Envelope B: Financial Proposal
  • After registration of the bid sender at DUHAMIC-ADRI reception office, the sender will be directed to a bid box for bid submission.
  1. Opening of Proposals:

Technical Proposal Opening:

  • The technical proposals (Envelope A) will be opened first in a public session on 25th September 2024 at DUHAMIC-ADRI OFFICE 11:30 AM.
  • During this session, only the technical proposals will be evaluated based on the criteria outlined in the bidding documents and the financial proposal will remain sealed and returned in the bid box in the front of every participant.

Financial Proposal Opening:

  • Only bidders whose technical proposals meet the required standards and are shortlisted will be invited to the opening of the financial proposals (Envelope B).
  • The financial proposals of the shortlisted bidders will be opened in a separate public session. The date, time, and location of the financial proposal opening will be communicated to the shortlisted bidders.
  • Bidders not shortlisted in the technical evaluation will not have their financial proposals opened, and their financial proposals will be returned unopened.
  1. Confidentiality:
  • All information provided by bidders will be treated as confidential. The procurement process will be conducted in a transparent manner to ensure fairness and competitiveness.

XV. Final disposition and disclaimer

  1. DUHAMIC-ADRI reserves right for not accept any proposal with the submitted technical and financial proposals that do not meet the client expectations;
  2. All interested bidders are encouraged to carry out a mandatory site visit before putting together their technical and financial proposals;
  3. Interested bidders will comply with travel regulations and procedures for request of movement clearance for a mandatory field visit;
  4. DUHAMIC-ADRI has right to negotiate with all bidders with good and acceptable technical proposal to size the cost for this consultancy in the limit of available budget;
  5. All direct and indirect costs engaged by bidders to prepare and submit its proposal until presentation and acceptance of inception report will be in fully responsibility of the bidder. DUHAMIC-ADRI will not be held responsible for any payment and compensation of any charges associated with the consultant rather than consultancy fees to be agreed on with the winning bidder after reception and acceptance of inception report.

Done at Kigali on September 11, 2024

MUHIGIRWA Benjamin

Executive Secretary