Commercialization and De-Risking for Agricultural Transformation Project (Руанда - Тендер #52218837)

NOTICE AT-A-GLANCE

• Project ID

P171462

• Project Title

Commercialization and De-Risking for Agricultural Transformation Project

• Country

Rwanda

• Notice No

OP00278186

• Notice Type

Request for Expression of Interest

• Notice Status

Published

• Borrower Bid Reference

RW-RAB-322577-CS-QCBS

• Procurement Method

Quality And Cost-Based Selection

• Language of Notice

English

• Submission Deadline Date/Time

Mar 29, 2024 10:00

• Published Date

Mar 09, 2024

• CONTACT INFORMATION
• Organization/Department

SPIU World Bank & Koica funded Projects

• Name

Sarah NYIRAMUTANGWA

• Address

Not Applicable

• City

• Province/State

Rwanda

• Postal Code

• Country

Rwanda

• Phone

0738461866

• Email

spiuwbkoica@rab.gov.rw

• Website

-

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 detailed design study of Cyabayaga marshland.

Reference No: RW-RAB-322577-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 detailed design study of Cyabayaga 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 and specific experience in irrigation design with similar projects including dam design, which is justified by certificates of good completion in design study 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 DESIGN THE REHABILITATION AND IMPROVEMENT WORKS FORMUVUMBA P4&5 (370 HA) AND CYABAYAGA DAM LOCATED IN NYAGATARE DISTRICT, EASTERN PROVINCE

• BACKGROUND

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 actor 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, the Commercialization and De-Risking for Agricultural Transformation Project 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.

• Site Description

Muvumba Perimeters (P) 4 and 5 are located in Nyagatare Sector, Nyagatare District in Eastern Province about 7km South of Nyagatare Town on the newly constructed Rukomo-Nyagatare paved road. Muvumba P4&5 is a rice scheme of 370 ha irrigated by gravity from a diversion on Karungeri River just upstream of the confluence with Ngoma River. The main canal has 2 reservoirs, Cyabayaga and P5 which store water used during the dry seasons when Karungeri River flows are low.

The following map shows the location of Cyabayaga Dam and Muvumba P4&5 scheme:

The main problem experienced by the P4&5 scheme is the lack of water during the dry seasons when the Karungeri River flows are less than the rice irrigation demand, and flooding of the lowest 50 ha of P5. The following issues have been identified as the main causes of these problems:

• Cyabayaga Dam has had a progressive invasion of silt not only brought by the sediment load from the river through the diverted feeding canal but also by erosion from the surrounding cultivated and inhabited land without a protecting buffer zone. That siltation caused a reduction of the dam storage capacity and hence the expected water requirements of the command area are not met during the dry season. Also, the water level of the reservoir cannot be controlled well due to some defective structures such as inlet and outlet gates and weirs. The pictures below illustrate the situation of the dam.

Sediment deposits in Cyabayaga reservoir brought from the river by the main canal

An island formed from sediment carried into Cyabayaga reservoir from the watershed indicates large quantities of sediment is also spread under the surface of the water

Main canal feeding Cyabayaga reservoir with a ~3m drop from the canal to the reservoir water surface

• Water management in the scheme is very poor resulting in much water spilling back to the river from the drains.

Much drain water spilling back to the river through this flap gate that was improperly installed

A diversion weir constructed on the main drain in an attempt to reuse drain water for irrigation

• The main canal has a low flow capacity limiting the amount of water that can be diverted from the river. Sediment from the river deposits in the canal requiring continual removal so the flow capacity will not be further reduced.

The flow capacity of the main supply canal is too low

• Another significant problem for the scheme is flooding from Karungeri River of the lower 50 ha portion of P5 during the rainy seasons. The upstream P4 section of the scheme has a dike along the river to protect it from flooding but the lower 8 to 10 km long section for P5 has no such dike.
• Objectives

These Terms of References are for hiring a qualified consulting firm to design the rehabilitation and improvement works for the Muvumba P4&5 rice irrigation scheme (370 ha) to increase the storage capacity of Cyabayaga Reservoir, to improve the operations and water use efficiency of the P4&5 commanded arears, to increase the main canal capacity and protect it from sediment accumulation, to protect the P5 area from floods, and to make any other improvements required to optimize crop production of the scheme and possibly expand the scheme upstream to the new river intake.

• Scope of Work

The study will analyze alternatives for rehabilitating and improving the Muvumba P4&5 rice scheme and present the finding to the Client in the Interim Report for selection and subsequent preparation of Detail Design. The Consultant will perform the following tasks but should not be limited to the aspects outlined in this Terms of Reference.

• Make improvements to and increase the storage capacity of Cyabayaga Reservoir by considering the following:
• Determine storage capacity required to meet irrigation requirements of P4&5 considering the one in five dry year stream flows of Karungeri River, and the impact with or without the proposed upstream Warufu dam and 3,000 ha irrigation scheme;
• The canal feeding the reservoir is about 3m higher than the existing full supply level of the reservoir. If the dam is raised a maximum of 3m, the storage capacity of the reservoir can be increased about one million m3. Determine the existing live storage of the reservoir by carrying out a bathymetric survey (30m x 30m grid) and determine the storage capacity curve for the proposed raised dam by carrying out a topographic survey (20m x 20m grid) including 50m (horizontal) from the maximum water level of the reservoir. And propose the height the dam must be raised to give the needed additional live storage, and determine the area of existing farm land and other infrastructure that will be inundated;
• Propose various methods for raising the dam and improvements to the inlet and outlet flow control structures;
• Consider the cost of removing sediment from the reservoir, the beneficial use of the sediment (filling of marshland depressions for expansion of irrigated areas), and compare it to the cost of raising the dam.
• Study the erosion/silting process within the Cyabayaga Dam catchment and propose control and mitigation measures that integrate sustainable practices, such as creating a buffer zone around the reservoir, protected waterways, silt traps, afforestation, terracing, soil bunds, grass strips, etc., to minimize future siltation;
• Increase the capacity of the main canal by reshaping and enlarging the existing earthen canal or lining with concrete. Also, consider rehabilitation or improvements to all water control structures including the new upstream river diversion. Propose maintenance strategies to ensure sustained high flow capacity of the canal;
• Coordinate with ongoing improvements by RAB of the new canal from the new intake and sediment settling basins, and include completion or improvements to these as part of this study. Ensure a seamless integration of improvements, avoiding any potential conflicts in the overall project implementation;
• Consider the water resources that will become available from the upcoming new Warufu dam upstream (see Warufu Detail Design), consider expanding the P4 command area about 175 ha upstream to the new river diversion which overlaps with the lower portion of the new Warufu command area, and propose alternatives for irrigating this area as an extension of P4, or the new Warufu scheme, or dividing it between the two. Provide comparative analyses for irrigating rice or alternative crops in the expansion area, considering water availability and demand. Also, consider if or how this area can be included if Warufu dam is not constructed;
• Improve the water use efficiency of the existing scheme to minimize as much as possible the losses of water in conveyance, distribution and application. Consider lining of the canals, capture and reuse of drainage flows, replacing secondary and/or tertiary canals with pipe, adding flow control and measurement structures, including the use of technologies such as sensor-based irrigation, and any other ideas the Consultant can propose;
• Present a comprehensive plan for flood protection, including the option to install a dike along the river to protect P4 against flooding from Karungeri River as has already been done for P5. Consider improvements to the P5 dike including correction of the drainage flap gates that have been incorrectly installed (see photo above, the hinge should be at the top of the gate);
• The Consultant will conduct detailed topographical surveys as required to support all designs for improvements at appropriate scale and contour intervals. Topographic surveys will include all existing and proposed command areas, canals, and Cyabayaga reservoir with points taken with advanced surveying technologies at a minimum grid of 20m x 20m.
• The Consultant will carry out and economic analysis that 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 entire project site command area. 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 rehabilitation and improvements. The Consultant firm 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 Consultant will explore the sustainability of the proposed irrigation scheme, through review of the structure of the irrigation fees to ensure O&M cost recovery. The consultant will provide a strategic approach and guide to improve irrigation service cost recovery based on irrigation tariffs and the provision of gradually reducing operational subsidies, if any.
• For the Detail Design Report the consultant will proceed with the approved alternatives as directed by the Client and prepare the detail design, technical specifications, bills of quantities, tender documents and a scheme Management and O&M Manual. The report should provide guidance on mitigation measures and alternative options with lower or no E&S impacts.
• Reporting requirements

The Consultant will produce a series of reports and submit them written in the English language. The reports which are described below shall be submitted to the Client and presented by all key Consultant team members at validation workshops. If changes to the Draft Detail Design are not significant, the Client may decide to waive the validation workshop for the Final Detail Design.

• Inception Report: The report shall comprise of the Consultant’s mobilization, the revised work plan, methodology and time schedule for the services and the proposed content and structure of the various reports. Preliminary findings and any constraints and problems that could affect the study or future project implementation will be given.
• Interim Report: The report shall provide all relevant information requested in the scope above, with detailed analyses of all alternatives as agreed on with the Client, such that the Client has all information required to make an informed decision as to which alternatives to select for detail design.
• Draft Detail Design Report: The draft report will provide a summary of all alternatives analysed for the Interim Report, and a 100% complete detail design of the selected alternatives including all calculations notes, layout maps, drawings, updated financial analyses, bill of quantities, technical specifications, and tender documents. The report together with its annexes and appendixes will be the basis of the engineering works that will be conducted by the contractors.
• Final Detail Design Report: Following comments from the Client, the Consultant will make all corrections and submit the final report.
• 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. 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; hiring of vehicles; procurement of equipment and direct costs for travel, freight, accommodation, report production and other expenses. 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 payments 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, MSc minimum in relevant engineering field with proven general experience of at least 15 years, having at least tree (3) similar assignments as Team Leader for studies on the planning, design and implementation of marshland irrigation projects in developing countries;
• Irrigation Engineer, MSc minimum in relevant engineering field with proven general experience of at least 15 years, having at least three (3) similar assignments as irrigation engineer for studies on the planning, design and implementation of marshland irrigation projects in developing countries;
• Geotechnical Expert, He/she shall have at least a Master’s degree in Civil Engineering or geotechnical Engineering with at least 15 years of general experiences in construction projects involving foundation geotechnical analysis and two (2) similar references as Geotechnical Expert proven by a certificate of rendered services from a successful completed contract in design of hydro-agricultural development related structures.
• Agro-Economist, the expert employed for the study shall hold a Master degree in Economics studies with at least 15 years of relevant experience in Agro-socio-economic development projects and two (2) similar references as Agro-Economist proven by certificate of rendered services from a successful completed contract in design of agricultural development projects

Notes:

• All staff shall have an excellent working knowledge of English.
• One of the 3 engineers listed above should have proven experience in the design of embankment dams. Experience in designing the raising of existing embankment dams would be an advantage.
• The consultant will bear all mobilization, logistics, equipment costs, consumables and related costs necessary for the proper and timely execution of the services requested for this study.
• Time schedule per expected deliverable

The assignment is expected to take a maximum of four (4) 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. The digital versions shall be made in PDF format. Aside from the PDF format, the Consultant shall also 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.

The Client will give his comments / approval on each of the Consultant’s deliverable within 15 days.

• 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 potential presentations, as well as to ensure the necessary reviews. The Project Team shall also ensure other necessary support to the Consultant in contract implementation.

The Client shall make available to the Consultant information, previous reports, documents, etc., related to the execution of the Service. All documents related to the Services are, and will remain 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, prepare documents and presentations required, and present his work. The key staff defined in ToR shall take part in all the key meetings, as well as in the presentation of activities. The Consultant shall cooperate with the authors of previously prepared technical documents, relevant for the preparation of the documents covered by these Terms of Reference, and participate in working meetings upon the Project Team’s invitation.

The Consultants shall be responsible for providing his staff all payments including salaries, freight, and travel including visas. 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 or higher competence at the same cost and subject to the approval of the Client.

The Consultant shall be responsible for its office costs, the cost of housing and other services for his staff whilst in Rwanda, procurement, and transport of all office, technical equipment, machinery and hire of vehicles needed for the study.

• General conditions

The Consultants shall commence work not later than (2) weeks 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.

• Consulting firm profile

The consulting firm should have at least fifteen (15) years of General experience in design and supervision and specific experience in irrigation design with two (2) similar projects including dam design, which is justified by certificates of good completion in design study and contracts.

• Improvement of ToRs

The Consultant may offer suggestions and improvements in the Terms of Reference, which would from Consultant’s perspective result in better implementation of the Project. If accepted, such proposals will form part of the Terms of Reference as the proposals submitted by the consultant. The effect on the time and cost estimates given under the above clause shall be clearly identified.

• Payment Schedule and Modalities

The consultant shall be paid based on deliverables for each phase (Milestone) after approval by the Client of submitted each deliverable reports.

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