Commercialization and De-Risking for Agricultural Transformation Project (Руанда - Тендер #49151013)

NOTICE AT-A-GLANCE

• Project ID

P171462

• Project Title

Commercialization and De-Risking for Agricultural Transformation Project

• Country

Rwanda

• Notice No

OP00262455

• Notice Type

Request for Expression of Interest

• Notice Status

Published

• Borrower Bid Reference

RW-RAB-389778-CS-QCBS

• Procurement Method

Quality And Cost-Based Selection

• Language of Notice

English

• Submission Deadline Date/Time

Dec 22, 2023 00:00

• Published Date

Dec 11, 2023

• CONTACT INFORMATION
• Organization/Department

Rwanda Agriculture and Animal Resources Development Board

• Name

Stephen Rwamulangwa

• Address

P. O Box 5016 Kicukiro District, Rubilizi Kigali-Rwanda Email : infos@rab.gov.rw

• City

• Province/State

Rwanda

• Postal Code

• Country

Rwanda

• Phone

+250788305780

• Email

stephen.rwamulangwa@rab.gov.rw

• Website

www.rab.gov.rw

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES - FIRMS SELECTION)

Country: Rwanda

Name of Project: Commercialization and De-risking for Agricultural Transformation (CDAT)

Project

Credit A No: 7084-RW, Credit B No: 7085-RW and Grant No: E017-RW

Assignment Title: Hiring a consultancy firm for Review design study for Cyohoha hillside and

marshland

Reference No: RW-RAB-389778-CS-QCBS

The Government of Rwanda has received financing from the International Development Association (IDA) toward the cost of the Commercialization and De-risking for Agricultural Transformation (CDAT) Project and intends to apply part of the proceeds for consulting services of hiring a consultancy firm for Review design study for Cyohoha hillside and marshland

The Terms of Reference (TOR) related to this assignment are attached to this request for expressions of interest.

The Rwanda Agriculture and Animal Resources Development Board (RAB) / Commercialization and De-risking for Agricultural Transformation (CDAT) Project now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the above Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. Expression of Interest (EOI) will include: core business and years in business, relevant experience, technical and managerial capability of the firm.

The shortlisting criteria are:

The consulting firm should have at least fifteen (15) years of General experience in design and supervision with at least two (2) specific references in irrigation design studies justified by certificates of good completion and contracts.

The shortlist will contain five (5) to eight (8) firms.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Fourth Edition November, 2020 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Consultants may associate with other firms to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.

A Consultant will be selected in accordance with the criteria set out in the Request for Proposals.

Expressions of interest must be delivered through e-procurement system on www.umucyo.gov.rw by the time indicated in the system.

TERMS OF REFERENCE - TO HIRE A CONSULTING FIRM TO REVIEW AND IMPROVE THE DETAILED DESIGN & TENDER DOCUMENTS FOR CYOHOHA NORTH HILLSIDE & MARSHLAND IRRIGATION AND DRAINAGE PROJECT (3,000Ha) ALONG LAKE CYOHOHA NORTH IN BUGESERA DISTRICT, EASTERN PROVINCE

• BACKGROUND OF THE ASSIGNMENT

The World Bank approved $300 million in financing under the International Development Association’s (IDA’s) grant, credit, and Scale Up Window to help the Government of Rwanda increase the use of irrigation and commercialization among producers and agribusiness firms in supported value chains, and to increase access to agricultural finance. The Commercialization and De-Risking for Agricultural Transformation Project (CDAT) will support the Government to provide services and create an enabling environment for the private actors throughout the agricultural value chain. It will finance public investments in the seeds sector, develop and rehabilitate irrigation systems on over 17,600 ha, provide accompanying land husbandry development on about 11,000 ha in surrounding water catchment areas to increase productivity and promote climate smart agriculture.

The project will also support commercialization by helping farmers’ access markets and availing matching grants for investments in mechanization, post-harvest infrastructure and processing equipment. A CDAT challenge fund will invest in particularly innovative solutions for the sector that can be brought to scale. The project is nationwide and is foreseen to directly benefit at least 235,000 households, including women and youth. In partnership with financial institutions, CDAT will seek to enhance access to affordable financial services and products in the agricultural sector by providing short and long-term financing and reducing risks and challenges faced by agricultural value chains through strengthening market linkages and scaling up agriculture insurance.

Following the Irrigation Master Plan study of Rwanda, (MINAGRI, 2010) the Rwanda Agriculture Board (RAB) has identified the need for the feasibility study and detail design works of 16,000ha selected Marshland and Hillside Irrigation Projects segregated in four lots. In line with this and as part of its mandates and duties, RAB commissioned Consultancy services of Lot-4 known as Cyohoha North Hillside & Marshland Irrigation & Drainage Project to Amare & Families Consulting Engineers (ABCE) PLC (from Ethiopia) in JV with Gassabo 3D Design Ltd (from Rwanda). The study proposed the irrigation development for a gross area of 3,400ha which is located in Eastern Province, Bugesera District, Mareba and Ngeruka Sectors encompassing four cells (two from each Sector) in these two sectors.

• Project Site Description

Cyohoha North Project is administratively located in Eastern Province, Bugesera District, and spread in two sectors namely, Mareba and Ngeruka as per the previous detailed study report. Within the two sectors, the project span covers four cells, two from each sector. Nyamata, the capital of Bugesera District is the nearest urban centre to the project. The project area is connected with Nyamata by an all-weather gravel road of 26km long and 2km long tar-mack road. The command area is stretching along the south shore of the lake.

The command area is bounded by Cyohoha-north Lake and Mayange Sector to the north, Ngeruka & Mareba sector and Gako farm to the East & Southeast, Mayange sector and Lake Cyohoha to the East and Musenyi Sector and Akanyaru River Approach channel to the West.

Geographically the proposed command area of the project extends from 507420.9923E, 4753407.5353S to 513058.4274E, 4745964.8658S and from 507393.1483E, 4751999.4574S to 516075.6106E, 4747952.0936S UTM readings. Fig -1 is describing location of the project relative to its position with Rwanda.

• Project location map with potential irrigated locations and their estimated sizes

The Cyohoha North Irrigation and Drainage Project has a total gross command area of 3,400ha, sub divided in four Blocks, which a Consultancy service designed during feasibility and detail design studies. The project work is constituted by the key salient features as follows:

• Each block has 2 pump stations pumping to reservoirs located at an upper and a lower zone.
• A total of 3,400ha of irrigation systems consisting of 40% sprinkler irrigation (for high-pressure zones) and 60% pipe-flow hydrants (for hose or drip irrigation in low-pressure zones);

A Head Regulating Weir Structure that is more that 1 km long across the Akanyaru rRver valley floor just downstream of the approach channel to Cyohoha Lake (Murago Marsh).

• Existing Hydraulic Conditions

Akanyaru River is hydraulically connected to Lake Cyohoha North through the natural bay existed as a flood plain between the Lake and the river. During high stage flows water enters the lake and gets back to the river during low stage flows like in the seasons of July and August. The altitude of the river bed at the proposed weir site is approximated at 1333.00masl the bank level of the weir site is estimated at 1338.00masl. The maximum water surface level of the lake entrance at Mareba bridge (on 16 Aug, 2018) is estimated at 1337.201, while the maximum water surface level of the river at the proposed weir axis is estimated at 1338.85masl (this estimate has been made in May, 2017 and 2018) indicating water flows from the river to the lake during high stage flows. The bed level of the Lake at Mareba Bridge is estimated to be 1334.00masl and at the centre of the valley the bed level of the Akanyaru River is estimated at 1333.80masl. During the field work (Aug 15 & 16, 2018), the maximum water surface level at the Mareba Bridge was 1337.25masl and the water surface level of the Akanyaru river at the centre of the Valley was estimated at 1336.316masl. This virtually indicates during low stage flow of the river water flow is observed to be from the Lake to the River. It is to regulate this flow pattern of the runoff in different seasons that the head regulating barrage/weir has been recommended and designed.

Topography of the Project Area with Flood Marks of Different Level indicated.

• Available Design Documents (both in soft & hard copies)

The Consultancy service was completed in three distinctive phases:

*Phase-I: The Inception Phase;

*Phase-II: Feasibility Study & Preliminary Design Phase; and

*Phase-III: Detail Design & Tender Document Preparation Phase

The Final Deliverables include:

Main Final Report

Annexes to Main Report Include:

Volume - I – Topographic Surveying Works, GIS-Remote Sensing & Mapping Services Final Report

Volume - II – Climate, Water Resources Planning and Engineering Hydrology Studies Final Report

Volume - III - Engineering Geology & Geotechnical Investigation Studies Final Report

Volume - IV – Headwork Engineering Design Works Final Report

Part-A: Pumping Unit, Control Panels & Pumping House Design Works

Part-B: Akanyaru River Head Regulation Weir Design Works

Volume-V– Feasibility Studies & Detail Design works on Irrigation Design Component Final Report;

Part-A: Irrigation & Drainage System Design Works

Part-B: Irrigation & Drainage Infrastructure Design Works

Volume - VI - Agricultural Soil Investigation and Land Suitability Studies Final Reports

Part-A: Soil Survey/Investigation and Mapping Works;

Part-B: Land suitability Evaluation Works

Volume - VII – Agriculture and Irrigation Agronomy Studies Final Report

Volume -VIII –Environmental Impact Assessment & Management Studies Final Report

Volume - IX- Watershed Management Studies Final Report

Volume-X – Socioeconomic Investigations and, Financial/Economic Analysis works for Alternatives Final Reports

Part-A: Socioeconomic Investigation & Analysis

Part-B: Detail Project Economic Analysis for selected alternative

Volume - XI – Operation and Maintenance Manual & Project Management Unit (PMU) Final Report

Volume - XII - Tender Document Final Report

Part - A Bid Documents

Part – B Technical Specifications

Part - C Bill of Quantities

Volume – XIII –Drawing Album for Detailed Design Works Final Report

Part - A Drawing Album for Akanyaru River Head Regulation Weir

Part – B Drawing Album for Block-I

Part - C Drawing Album for Block-II

Part - D Drawing Album for Block-III

Part - E Drawing Album for Block-IV

• Overall Objective of Terms of Reference

These terms of references are designed for hiring a qualified consulting firm to undertake the design review and improvements to the existing study of Cyohoha North Hillside & Marshland Irrigation and Drainage Project, and prepare the detail design and tender documents for construction works of the modified irrigation system and infrastructures.

• OBJECTIVE OF THE ASSIGNMENT

• Overall objective of study

The overall objective is to carry out a review of the existing detailed design & tender documents of Cyohoha North Hillside & Marshland Irrigation and Drainage Project on the South side of Lake Cyohoha North, and modify the design to irrigate at least 3,000 ha net from the 5,000 ha gross area along the south side of the valley between Akanyaru River and the upstream end of Cyohoha Lake not exceeding 50m in elevation above the lake.

• Specific objectives of the study
• Review the existing feasibility and detailed design studies and propose various design improvements and modifications to be agreed on at the Interim Report stage before proceeding with Detail Design.
• The designs must ensure that the Murago Marshland, which has a fully protected status by Rwanda Environment Management Authority (REMA), is well protected by respecting the 50m buffer zone and protecting the marsh from sediment and chemicals carried by runoff from the command area;
• The Proposed designs should not include a weir across the entire Akanyaru valley which would aggravate flooding for a large area of the upstream valley. Neither should the design include a long canal starting from upstream on the Akanyaru River near the bridge at Gihinga. Rather it should consider low-head pumping from the Akanyaru River to a canal that delivers water up to Lake Cyohoha;
• A detailed hydrological analysis shall be carried out to determine the amount of water that can be stored in Lake Cyohoha from the watershed runoff and the area that can be irrigated using that water. Designs for improvements to the existing Mereba road dyke and bridge shall be prepared including a structure with an overflow spillway to safely pass the expected flood flows, and a flap gate to allow water to automatically enter the lake when the Akanyaru River flood level is higher than the lake level, and to close when the lake level is higher than the river.
• Consider dividing the site into several irrigation blocks, each being supplied by booster pump stations located both along the canal and at the lake. Consider ending the canal at the last lake pump station which should be configured so that it can pump either from the lake or from the end of the canal. Consider having a regulating reservoir at the last lake pump station.
• Consider the use of pressurized irrigation systems including but not limited to center pivots, portable sprinklers, and pipe-flow hydrants (for hose or drip irrigation in upper low-pressure zones).

• SCOPE OF SERVICES

The consultant will carry out the following specific tasks:

• Review and update the Socioeconomic Investigations

Confirm if there have been any significant changes to the socioeconomic situation since the existing report was produced and address any changes. Particular attention should be given to the new command area.

• Topographic Survey, Bathymetric Survey and Hydraulic Monitoring

The consultant will conduct detailed topographical surveys of the site and produce mapping to the scale of 1:5000 with 1m contours to be used to carry out the detailed design including pipe networks, structures, and improvements for both irrigation and land husbandry. The survey shall be conducted with the following details:

• Overall layout at 1/50,000 scale.
• Topographical layouts (polarimetry and altimetry) at the appropriate scale of 1/5,000 with sufficient point density to accurately generate contour lines at no greater than 1.0m intervals. Particular attention should be made to increase the accuracy in areas with known drainage problems.
• Names of places and localities (districts, sectors and cells);
• The general boundaries of the scheme;
• All main roads, access roads, bridges, and foot paths;
• All rivers, streams, natural drains and tributaries;
• Other major features: power lines and poles, existing irrigated areas, thalwegs, slope failures, settlements, schools, houses, water courses, afforestation, etc.

A bathymetric survey of Lake Cyohoha North shall be conducted by collecting depth data on a grid of 100 x 100 meters used to produce a topographic map of the lake bed with no less than 0.5m contours. The bathymetric survey shall be tied to the surrounding land survey with no gaps. The lake has an estimated surface area of 720 ha.

As early as possible at the beginning of the study, the consultant shall establish water level, water flow and water sampling stations and collect data throughout the study period. The consultant shall install staff gauges at 4 locations; i) Lake Cyohoha, ii) upstream end of Murago marsh, iii) downstream end of Murago marsh, and iv) Akanyaru River at the confluence of Murago marsh where water levels will be recorded on a daily basis at an accuracy of 0.5cm. A flow measurement station shall be established at the Mareba bridge where weekly flow rates will be measured. And, 0.5 litre suspended sediment samples shall be collected from the middle of Akanyaru River at the proposed pumping station site using a locally available boat on a weekly basis. At the end of the study all stations shall be in good condition and handed over to CDAT.

• Soil Surveys and Land Suitability Studies

The Consultant shall expand the previous soil survey to include the new area and shall prepare a new report that includes the following:

• undertake a semi-detailed soil survey for the delineated irrigable command area, using appropriate sampling and observations in conformity with guidelines for soil surveys of Food and Agriculture Organization (FAO);
• prepare soil maps on an appropriate scale based on the soil surveys; and
• collect and analyze soil samples required for the determination of standard physical and chemical properties of the soils required for evaluation of irrigation water requirements and soil suitability for the proposed crops as well as establish proper drainage modules for the project to affect the design of the drainage system. The Consultant shall take appropriate measures to verify and ensure the quality and reliability of test results using accredit laboratories.

The Consultant shall then:

• develop a suitable land classification system for assessment of irrigability and drainability;
• critically evaluate and analyze findings of the topographic, soil surveys and land characteristics; and
• identify and delineate irrigation blocks and areas in terms of suitability for irrigated agriculture development.

• Improve Hydrological Assessment of the Cyohoha North Sub-Catchment

The Consultant shall:

• Review and evaluate for completeness and consistency all available climatic and hydrologic data in the existing design study.
• Re-compute monthly runoffs and inflows to Lake Cyohoha North and Murago Marsh using universally accepted inflow-outflow models. Propose model to be used for approval by the Client.
• Re-compute various frequencies of storms, and probable maximum precipitation relevant to redesign of all intake conveyance and distribution structures and appurtenant structures using universally accepted methodologies.
• Appraisal of magnitude of floods of various frequencies and flood protection works taking into consideration of Cyohoha marshland protected Area.
• Carryout reservoir simulation of Cyohoha Lake and determine annual water balance based on long-term average monthly rainfall and irrigation demands to ensure that the ecological character of the marsh and Cyohoha Lake ecosystem will not be compromised.
• Carryout sediment studies and estimate expected silt loads using universally accepted methodologies.
• Determine flood levels of Akanyaru River at various return periods and minimum water levels experienced during periods of drought which is required for the pump station design.
• A comprehensive hydrology report will be prepared incorporating the aforementioned tasks and an evaluation of potential climate change impacts on water availability for the project lifetime.

• Geotechnical Investigations

Carry out geotechnical investigations as required to support the design of all infrastructures.

• Run detail geotechnical investigations such as Test Pits and Standard Penetration Test (SPT) at each pumping station and reservoir (minimum 5m depth); along the main canals (minimum 5m depth); at Mareba bridge (minimum 10m depth) to determine extent of the area where rock excavation or stabilization of weak or saturated soils is required.
• Assess potential geo-hazards including slope instability, expansive clays, etc., to support the design of all infrastructures.
• Review possible sources of construction materials including sources for earth-fill, impervious clay, filter material, riprap, concrete aggregate, sand, etc., will be identified and geo-referenced, and samples taken for laboratory testing to assess their engineering properties. The study shall indicate the type, suitability, quantity, availability, and proximity of construction materials.
• Samples will be laboratory tested for the parameters required for design.
• Additional tests not mentioned here shall be added as required for design.

• Agronomy

Agriculture is the main economic activity in the project area, in which nearly all households are engaged in mixed farming (both crop production and animal’s husbandry). In all targeted Sectors, different types of crops are grown among which maize, beans, cassava, sorghum, eggplant, tomato, onion, and cabbages could be mentioned.

Crop production constitutes the major part of agricultural production for the majority of the households, in addition to crops, livestock is another important source of income and food for the farmers, however, the practice is essentially small-scale, subsistence-oriented family farming units, which follows age-old traditional, low-input low-output production systems. The most common farming practice in the project area is mixed agriculture systems, whereby crop production mainly consisting of cereals (maize), pulses (ordinary bean and soybean), root and tuber (Cassava, yam and sweet potato) and banana are integrated with livestock husbandry. This is a strategy adopted by smallholder farmers to minimize the risk of crop failure due to unreliable rainfall patterns.

Existing cropping patterns in the project area

Source: Sectors Agronomists

The use of machinery for land preparations is very limited and there is no use of oxen as draught animals. A majority of the farmers use traditional local hoes for land preparation and weeding. Approximately 60% of households also keep animals for milk, eggs and meat. These animals are mostly local breeds and are raised using traditional low-input grazing methods – although in the case of cattle, the dwindling availability of pastureland is causing a shift to zero grazing with cut fodder supplemented by grain and/or roots and tubers.

The consultant will;

• Carry out an agronomic study for any additional blocks to the existing project study area, to identify the basic constraints through a detailed assessment of the existing agricultural practices and their current profitability, and design suitable agronomic practices giving specific recommendations on improved practices to increase productivity like fertilizer application, high yielding seeds, etc.
• Review and propose alternative cropping patterns under irrigation and assess the economic viability and profitability taking into account climate change and CDAT crop priorities including high value horticulture crops. Consider both supplemental irrigation during the two rainy seasons and full irrigation during the dry season;
• Review and propose access to possible markets and marketing strategies for the proposed crops.
• Provide analyses on crop suitability assessments, yield forecasting, crop budget analysis, etc.
• Determine irrigation water requirements for each of the proposed alternative cropping patterns on a decade basis taking into account a one-in-five dry year (P80) probable rainfall, climate change projections, and variability in rainfall patterns in the coming decades.

• Irrigation System Engineering Alternatives

The consultant will;

• Limit the command area to no more than 50 meters in elevation above Lake Cyohoha North along the South side of the valley between Akanyaru River and the upstream end of the lake. Avoid any development except pump stations within 50m horizontally from the edge of the lake and Murago marsh.
• Consider low-head pumping from the Akanyaru River to a canal that delivers water up to the end of the command area. Also consider sediment removal.
• Consider improvements to the Mareba road dyke so that it can be used to control flows and store more water in Lake Cyohoha to make it available for irrigation and for environmental needs of Murago marsh.
• Consider dividing the site into several irrigation blocks, each being supplied by booster pump stations located both along the canal and at the lake. Consider ending the canal at the last lake pump station which should be configured so that it can pump either from the lake or from the end of the canal. Consider having a regulating reservoir at the last lake pump station.
• Consider the use of pressurized irrigation systems including but not limited to center pivots, portable sprinklers, and pipe-flow hydrants (for hose or drip irrigation in upper low-pressure zones). Propose other irrigation systems as appropriate for the site.
• Consider options to pump directly from the canal or lake to the irrigation systems in each block using variable speed pumps, or to pump to elevated reservoirs with fixed speed pumps and feed the irrigation systems by gravity. Also, consider dividing the blocks into upper and lower pressure zones to conserve pumping energy.
• Efforts should be made to design simple cost-effective structures and equipment that can easily be operated and maintained by the farmers.
• Elaborate a tentative irrigation calendar for the command area taking into account substantial probable rainfall;
• Propose at least two detailed alternative irrigation application system designs for the intervention area to be presented in the Interim Report for approval and selection;
• Prepare the Detailed Design, Technical Specifications, Bills of Quantities and Tender Documents for the selected irrigation alternative, and upon request by the Client, divide the project into no more than 4 bid packages. Reference prevailing national standards for design elements.

• Electricity Supply

Prepare the design and cost estimate of supplying electricity from the REG grid to the pump stations and irrigation systems if required.

Prepare detailed analyses for hybrid solar power supply for the following alternatives:

• REG will pay for any surplus solar power put into the grid above the amount used for pumping. Size the solar systems to supply the peak daily power demand.
• REG will give full credit for all solar power put into the grid up to, but not greater than, the amount used for pumping. Size the solar systems to supply the amount of power required to balance the annual credit and the use of REG power so that no payment to REG will be required for the one in five dry year demand.
• REG will not pay or give credit for any solar power. In this case the solar systems should be sized to supply the peak daily power demands and the consultant should propose several alternatives for how the cooperatives can use the surplus power locally to benefit themselves.

Include several alternative uses of surplus power for the third alternative above, and elevated reservoirs for each booster pump station sized to meet peak daily storage needs. Prepare cost-benefit analyses and give pay-back periods for each alternative.

• Economic and Financial Analysis

The economic analysis aims at demonstrating economic and financial feasibility of the project both at the national level and at the farm level. To this end, the Consultant will tally the anticipated return expected from development of the project site. This analysis of return shall be based on accurate estimates of the various costs (investment costs, renewal expenses, operation & maintenance expenses etc...) and returns expected from the proposed development system (crop and animal production). The Consultant will consider a period of 30 years and will determine, in particular, economic and financial internal rate of return, with sensitivity tests indicating change in these rates taking into account various theories about the costs and profits.

The overall macroeconomic analysis to be conducted at the level of the irrigated perimeter (financial analysis) and at national level (economic analysis) will be complemented by microeconomic analysis (financial) at the level of farms. To this end, the Consultants will consider several operating models for farms, based on local contexts of the various sites. For each of these operating models, a detailed analysis will be conducted to verify the actual economic impact of the project and verify whether the proposed development schemes effectively contribute to palpable improvement of the income of farmers, and to poverty reduction at the household level. Based on this analysis, the Consultants will propose optimal operating models to be promoted according to the contexts of the various sites.

• Institutional arrangements.

The objective of this Task is to design/confirm institutional arrangements for the proposed irrigation project. This will cover:

• assessment of the institutional capacity of local agencies delivering irrigation services;
• assessment at the field level of the importance of and access to local groups and institutions;
• assessment of private sector involvement in the agriculture sector (particularly in rural finance, input supply, machine leasing, output storage, agro-processing, and marketing, including the role of cooperatives and farmers’ associations), and
• likely implementation and operation arrangements.

The consultant will explore opportunities for various social groups (women and men), to participate in decision making processes.

• Sustainability

The objective of this task is to explore the sustainability of the proposed irrigation scheme, through review of the structure of the irrigation fees and the financing to ensure investment cost and O&M cost recovery. The consultant will provide a strategic approach and guide to improve irrigation service cost recovery based on irrigation tariff and the provision of evolving operational subsidies.

The following sustainability considerations shall be well addressed; water conservation, energy efficiency, climate resilience, and environmental protection.

• Development of Operation and Maintenance Manual

The operation and Maintenance Manual developed during the previous study shall be reviewed and updated to constitute all project operation and maintenance aspects and more importantly institutionalization of the IWUA and the respective training activities.

• Development of Quality Management System (QMS) Manual

The QMS manual is an important document that should be developed after the detail design has been completed. The QMS manual shall include all standards, specifications and QMS quality control guideline toolkit to be used both by the Supervision Consultant, the Contractor and the Client in controlling the quality of the construction works. The Construction phase should be divided into the following stages:

1) Pre-Construction Stage

2) Routine Construction Stage; and

3) Development of Safe Exit Strategy Stage

The QMS manual shall identify all important and pertinent activities regarding quality management of the construction works for all the three stages and a manual that will guide the Client, the Consultant and the contractor in ensuring Quality Assurance and Quality Control practices for the project construction work shall be developed.

• REPORTING

The consultant will prepare the inception and interim reports and update the detailed study reports and produce the final reports with all amendments and changes done within the task period. The reports will be provided in four (4) printed and bound copies and four (4) flash disk copies of the reports as detailed below. The consultant will organize three validation workshops, one at the Inception report phase, one at Interim phase and one at Draft Final Report phase. The consultant is expected to update the existing study and submit the following in each report;;

• Inception Report and presentation to the Client
• Interim Report and presentation to the Client
• Socio Economy study;
• Topographic and Bathymetric Surveying report;
• Hydrology report;
• Soils report;
• Geotechnical Investigations report;
• Agriculture report;
• Irrigation Network Engineering with at least two alternatives including preliminary designs and cost estimates;
• Economic and Financial and business proposal.
• The report will contain clear and specific conclusions and recommendations for consideration by the Client to select the alternative to be carried forward for Detail Design.
• Draft Detail Design Report and presentation to the Client
• Design report must include the detailed design for the selected irrigation alternative and updated sections of the previous study. This will consist of a main report, including an executive summary, relevant sections from the Interim Report, plus technical annexes.
• Design drawings including: (a) main pump stations, (b) reservoirs; (c) main canal; (d) booster pumps; (e) pipe networks and control structures, (f) drainage network and structures, (g) improvements to Mareba road dyke, (h) ancillary infrastructure such as electricity and access roads, etc. Drawings must include plan and profiles of all canals and pipelines and fully detailed drawings of all structures.
• Bill of quantities
• Updated Economic and Financial analysis
• Technical specifications
• Tender documents
• Scheme Management O&M manual
• Final Detail Design Report (no presentation required unless there are significant changes to the draft report)

All the reports will be prepared in word format with tables and graphs prepared in Excel format. All the reports are to be of internationally accepted standards. All the raw data collected during the exercise will be the property of RAB/CDAT and will be deposited with the RAB/CDAT.

Note: All digital copies should be editable versions: Word files, Excel sheets including formulas, drawings DWG files. The financial model shall be prepared by using MS excel and organized through several sheets including at least the following ones: (Summary; Assumptions and Results; Demand; CAPEX including all CAPEX inputs; Residual Values; BAU; OPEX; Revenues; Financial Analysis; Financial Sustainability; Economic Costs; Economic Benefits; Economic Analysis; Sensitivity testing and Monte Carlo simulations).

The MS excel copy of the financial model shall be provided with traceable formula format, which clearly sets out all assumptions made, sensitivity analyses carried out, and key outputs in support of the various analyses and conclusions.

• Organization and Management

The study will be under the supervision and control of Rwanda Agriculture and Animal Resources (RAB/SPIU). The actual study implementing agency will be the (CDAT) Project. A technical review committee with experts from RAB and CDAT will provide oversight and feedback at key stages. The Consultant shall appoint a team leader who will be responsible for liaison with the Client and for the organization and management of the study.

• Consultant’s Fee

The Consultant"s fees shall cover the salaries of the entire staff of the Consultant employed on the study. The fees will include provision for all supporting staff and services necessary to carry out the work; hire of vehicles; procurement of equipment and direct costs for travel, freight, accommodation, report production and other expenses. The consultant will bear all mobilization, logistics, equipment, consumables and related costs necessary for the proper and timely execution of the services requested for this study. The contract will be for a fixed lump sum and the Consultant will not claim any additional payments to compensate for exchange rate fluctuations or price escalation and delays in payments of not more than 90 days on the part of the Client.

The amount and schedule of payment of fees will be in accordance with the terms and conditions of the contract agreement finally made between the Consultant and RAB/SPIU/CDAT Project. Notwithstanding this, the following schedule will be used as a basis for negotiation:

Schedule of Payments /Modalities

• PROFILES OF CONSULTANT’S STAFF

The Consultant will provide at least the following personnel:

• Team Leader (with Master’s degree in Civil, Irrigation or Hydraulic Engineering or similar field) with at least fifteen (15) years’ general experience, having at least five (5) similar references proven by certificates of service rendered and their related contracts as team leader on studies for the planning, design or implementation of both marshland and hillside irrigation projects in developing countries. Good organizational and coordination skills and working knowledge of English. Having a Master degree of Business administration and being certified by the Chamber of Architects/Engineers would be an Advantage;

• Irrigation Engineer (level MSc, minimum) with proven general experience of at least ten (10) years with working knowledge of English, having at least five (5) similar references proven by certificates of service rendered and their related contracts as irrigation engineer on studies for the planning, design and implementation of both marshland and hillside irrigation projects in developing countries;

• Hydrologist (level MSc, minimum) with proven general experience of at least ten (10) years with working knowledge of English, having at least five (5) similar references proven by certificates of service rendered and their related contracts as hydrologist on studies for the planning, design and implementation of irrigation projects in developing countries;

• Socio-economist with a minimum of MSc level and proven general experience of at least ten (10) years with working knowledge of English and Kinyarwanda, having at least five (5) similar references proven by certificates of service rendered and their related contracts in studies for irrigation projects preferably in Rwanda;

• Agronomist with a minimum of MSc level and a proven general experience of at least ten (10) years with working knowledge of English, having at least five (5) similar references proven by certificates of service rendered and their related contracts for irrigation projects, preferably in Rwanda;

• Structural Engineer with a minimum level of BSc in Civil Engineering with proven general experience of at least ten (10) years, having at least five (5) similar references proven by certificates of service rendered and their related contracts for irrigation civil structures;

• Electromechanical Engineer with a minimum of relevant MSc level and at least seven (7) years working general experience, having at least five (5) similar references proven by certificates of service rendered and their related contracts of irrigation projects or level of BSc and at least ten (10) years working experience proven by completion certificates on irrigation projects studies.

• Geotechnical Engineer with a minimum of a Master’s degree in Civil or Geotechnical Engineering with proven general experience of at least ten (10) years, having at least five (5) similar references proven by certificates of service rendered and their related contracts on studies for irrigation projects;

• Land Husbandry Expert/ Watershed Engineer with at least BSc degree in natural resources sciences, Soil and water conservation engineering, or relevant field and extensive experience in designing watershed soil and water conservation structures, tropical agro-forestry and land husbandry with proven general experience of at least ten (10) years, having at least seven (7) similar references proven by certificates of service rendered and their related contracts. The specialist shall be responsible for the land husbandry aspects of the study and have proven skills in estimating sediment loads.

• Time Schedule per Expected deliverable

The assignment is expected to take a maximum of ten (10) months. The set period was proposed considering the timeline for each deliverable including the validation sessions being subject to comments and time to address them. Therefore, the documents and reports should be reported as follows:

Note:

All documents shall be prepared in English. The printed and bound documents and their digital versions must be identical and should allow printing of additional copies from the digital versions, if necessary, completely identical to the printed copies. The digital versions shall be made in PDF format. Aside from the PDF format, the Consultant shall also ensure and provide to the Client the complete documents in the original formats in which they were prepared, which can be altered and supplemented by the Client.

At the end of the assignment the Consultant will prepare a Final Report and deliver it to the Client.

The Client has to give his comments / approval on each of the Consultant’s deliverable within 15 days at the latest.

The Client shall provide detailed instructions regarding the format and editing/updating of the previous Studies (Feasibility and detailed studies) reports and all its attachments.

• Responsibility of the Client

For project monitoring purposes, the Client has established a Project Team. The Consultant is obliged to closely cooperate with the Project Team, ensure constant contact and be prepared to promptly make potential corrections in the prepared documents.

The Project Team shall assist the Consultant to collect the necessary background documents, organize working meetings and presentations, to ensure the necessary reviews. The Project Team shall also ensure other necessary support to the Consultant in contract implementation.

The Client undertakes to submit to the Consultant the necessary input data and background documents (available to the Client) for project implementation, as well as to ensure the necessary points of contact in the utility company and the unit of local self-government when collecting the necessary information for the purposes of performing the activities required for the project.

The Client shall make available to the Consultant previous reports, documents, etc., related to the execution of the Service. All documents related to the Services are and will remain the Client’s property until completion of the Services. The Consultant cannot use or dispose of his documentation without previous Client’s written consent.

The Client will facilitate the issuance of work permits and entry visas for the Consultant’s expatriate staff.

• Responsibility of the Consultant

The Consultant shall carry out the Study in a professional manner in keeping with internationally accepted standards; using qualified and appropriate staff. They shall endeavor to implement the assignment with diligence and within the time agreed upon in the contract. In this regard the Consultant shall furnish to the CDAT project the full curriculum vitae of each of the members of the team it proposes for the Study.

The Consultant shall attend working meetings which will be held during contract implementation, upon the Client’s invitation. The Consultant shall also attend and actively partake in the presentation of individual project phases. The Consultant shall, for the needs of the meeting, take part in the preparation of docum

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