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Terms Of Reference (ToR) Civil Works Consulting Firm / Consortium

E4I/INCUBATORE/RFP 11/2022

A. Programme Title: Incubatore Di Impresa in Kenya

B. CUP No. J49J21015460008

C. Type of Contract: Short Term Agreement

D. Subject: Civil Works consulting Firm / consortium (Structural Engineer, Mechanical Engineer, Electrical Engineer and Quantity Surveyor)

E. Programme Description

The E4Impact Foundation’s mission and goal is to train a new generation of impact entrepreneurs in Africa, leveraging partnerships among, companies and universities, institutions across the globe. To achieve this goal, E4Impact runs incubation and acceleration centers to provide businesses with entrepreneurial services, such as:

  • links with local investors
  • Connections with international companies,
  • Funding,
  • ICT and satellite communication services
  • Access to markets

E. Scope of Work

E4Impact Accelerator wishes to make a short-term agreement with either a firm with the indicated expertise or a consulting firm/ firm / consortium made up of a structural engineermechanical engineerelectrical engineer and a Quantity Surveyor (QS) (the Firm / consortium). The Firm / consortium shall provide the technical support for quantity surveying, engineering design and construction supervision of the proposed training and auxiliary facilities and renovation projects at SOMIRENEC in, Hardy. The is expected to:

  1. Upon signing the contract, the Firm / consortium shall prepare an inception report detailing its understanding of the assignment
  2. Undertake site visits
  3. Follow up approvals with the local authorities
  4. Prepare the requisite drawings, bills of quantities and tender documents and
  5. Oversee implementation of the project as per the approved designs.

F. Expected Outputs and Deliverables

The Firm / consortium will be tasked to prepare structural and services drawings and bills of quantities for the proposed training and auxiliary facilities and renovation and oversee construction. In this respect, the Firm / consortium is expected to undertake site visits to deliver the following:

I-          Provide technical support to the Project Manager related to the construction and renovation projects.

II-        Assist the project manager in preparing the required tender documents, including:

  1. The structural drawings and calculations for all civil works including any required details.
  2. All necessary electrical and mechanical drawings, specifications, bills of quantities and costing
  3. All required specification related to architectural and structural works.
  4. The general/specific condition of contract in line with E4Impact contracts.
  5. To coordinate with statutory authorities in liaison with the Project Manager in order to prepare all documents required for issuance of construction permit and NEMA license.
  6. To prepare Bill of Quantities – BoQ related to the civil works component of project including the general requirement.
  7. Any specific report needed to complete the design drawings

The Firm / consortium must submit 2 hard copy documents of all deliverables (1 A1 and 1 A3 for drawings and the remaining 2 A4) and 1 editable soft copy for all the above-mentioned items.

  1. The Firm / consortium will be requested to follow-up technically on the implementation of the project by assisting the team in the review of the contractor submittals.
  2. To coordinate with any experts appointed by E4Impact in order to complete the tender documents.
  3. The Firm / consortium shall provide all the necessary documents that E4Impact may request in order to have a complete set of tender documents.

G. Institutional Arrangement

a) The Firm / consortium will work under the direct supervision of the E4Impact Project Manager and in close coordination with the Project Coordinator.

b) For each initiative, the Firm / consortium shall submit reports after conducting the site visits, and a final report after the completion of the wor

H. Duration of the Work

One year based on satisfactory performance of services.

I. Duty Station

The Firm / consortium is expected to design and submit the tender documents to the E4Impact Entrepreneurship Center in Nairobi and to conduct site visits if found necessary to any requested region in Nairobi.

J. Qualifications of the Successful Individual Contractor

I-Academic and Professional Qualifications:

  1. Degree in the respective profession for the Firm / consortium professionals.
  2. Registered by the Engineer’s Board of Kenya (EBK) for engineers and Board of Registration of Architects and Quantity Surveyors (BORAQS) for the quantity surveyor
  3. Valid Practice License

II-Experience:

  1. Relevant experience of not less than 5 years in operational experience.
  2. Experience in community-based assistance and participatory community actions are an asset.
  3. Experience in the design of office space and oversight of renovation works
  4. Good grasp of construction contracts and possession of construction management skills

III-Competencies:

  1. Proficiency in the use of Microsoft Office programs especially Work, Outlook, Excel and Power Poi
  2. Excellent writing, editing and oral communications skills in English
  3. Excellent public speaking and presentation skills
  4. Networking and customer service-oriented attitude
  5. Team player with the ability to maintain good work relations with individuals of different backgrounds, and to work under pressur
  6. Knowledge of CAD programs especially ArchiCAD, AutoCAD or REVIT.

The Firm / consortium shall be paid upon completion of each milestone and submission of the related interim report. In this respect, the Firm / consortium members shall take into consideration the following:

  1. i) The site visit fee must be all-inclusive (professional fees, travel costs, living allowances, communications, consumables); and
  2. ii) For each initiative, a report after each site visit duly approved by the Project Manager, and a related final report which shall serve as the basis for the payment of fees.

L. Recommended Presentation of Offer

Interested candidates must submit the following documents:

  1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by E4Impact;
  2. Team members’ CVs, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  3. Brief description of why  the  firm/firm / consortium  considers  him/herself  as  the  most  suitable  for  the assignment, and a methodology, if applicable, on how they will approach and complete the assignment.
  4. Financial Proposal that indicates the all-inclusive fixed fees and ensure that all such costs are duly incorporated in the financial proposal submitted to E4Impact. The number of days for each project will be set mutually with the E4Impact team before starting the project design. The financial proposal should include:

 

                 I. Cost of the outputs and deliverables mentioned in item F (Provide technical support to E4Impact)

                II. Prepare all required tender documents;

               III. Follow-up technically on the implementation of the project;

               IV. To coordinate with any expert appointed by E4Impact; provide all the necessary documents)

               V. Site visits

Interested experts are requested to email their proposals together with the completed Letter of confirmation of interest and availability by COB Friday 11th November 2022 to  [email protected] . The subject of the email should quote Civil Works Firm / consortium – E4I/INCUBATORE/RFP 11/2022

 

[Offeror’s] Letter to E4Impact Confirming Interest And Availability For Building Services Firm / consortium Members

(to be completed by each member)

Date                                                   

E4Impact Foundation

Via San Vittore 18

20123 Milano, Italy

PIV: 09311470968

CUP No: J49J21015460008

Dear Sir/Madam,

 

I hereby declare that:

 

a) I have read,  understood  and  hereby  accept  the  Terms  of  Reference  describing  the  duties  and responsibilities of the Architectural Engineer under the Incubatore d’ Impresa in Kenya Project;

b) I have also read, understood, and hereby accept E4Impact’s General Conditions of Contract for the Services of the consultancy.

c) I hereby propose my services and I confirm my interest in performing the assignment through the submission of my CV which I have duly signed and attached hereto as Annex 1;

d) In compliance with the requirements of the Terms of Reference, I hereby confirm that I am available for the entire duration of the assignment, and I shall perform the services in accordance with the Terms of Reference

e) I hereby propose to complete the services based on the following payment rate:

A total lump sum of [state amount (in Euros) in words and in numbers, indicating exact currency], payable on a mutually agreed schedule.

f) For your evaluation, the breakdown of the abovementioned all-inclusive amount is attached hereto as Annex 2.

g) I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of outputs within the timeframe specified in the TOR, which shall be subject to E4Impact’s review, acceptance and payment certification procedures.

h) This offer shall remain valid for a total period of  days [minimum of 90 days] after the submission deadline.

i) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister) currently employed at any of the E4Impact offices [disclose the name of the relative, the E4Impact office employing the relative, and the relationship if, any such relationship exists];

 

Name of Relative E4Impact office employing the relative Relationship

 

j) If I am selected for this assignment, I shall [pl check the appropriate box]:

 

Sign an Individual Contract with E4Impact;

Request my employer [state name of company/organization/institution] to sign with E4Impact a Reimbursable Loan Agreement (RLA), for and on my behalf. The contact person and details of my employer for this purpose are as follows:

k) I hereby confirm that [check all that applies]:

At the time of this submission, I have no active consultancy or any form of engagement with any Business Unit of E4Impact;

I am currently engaged with E4Impact and/or other entities for the following work:

 

Assignment Contract Type E4Impact Business Unit /Name of Project/Country Contract 

Duration

Contract 

Amount

 

l) I fully understand and recognize that E4Impact is not bound to accept this proposal, and I also understand and accept that I shall bear all costs associated with its preparation and submission and that E4Impact will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process

m) I also fully understand that, if our Firm/consortium is engaged, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member.

Full Name and Signature:                                                               Date Signed:

Annexes [pls. check all that applies]:

CV

Breakdown of Costs Supporting the Final All-Inclusive Price as per Template

 

ABreakdown of Cost by Deliverables*

Deliverables[list them as referred to in the

TOR]

Percentage of Total Price (Weight for payment) Amount
Deliverable 1: Preparation of Inception Report
Deliverable 2: Completion of bills of quantities, services and structural drawings
Deliverable 3: Approval of structural drawings by Nairobi City County
Deliverable 4: Commencement of construction
Deliverable 5: Construction (prorated with contractor’s payments
Total 100% Euro …

*Basis for payment tranches

 BEvaluation Criteria

Competence Marks (out of 100)
Relevant post registration operational experience 25
Experience in community-based assistance and participatory community actions 10
Experience in the design of office space and oversight of renovation works 25
Grasp of construction contracts and possession of construction management skills 15
Knowledge of CAD programs especially ArchiCAD, AutoCAD or REVIT. 15
Proficiency in the use of Microsoft Office programs 10
TOTAL 100

 

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