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TANA AND ATHI RIVERS DEVELOPMENT AUTHORITY

REQUEST FOR PROPOSALS

FOR

ENGINEERING-PROCUREMENT-CONSTRUCTION (EPC)
CONTRACT FOR FUNDING, DESIGN REVIEW AND
CONSTRUCTION

OF

KAREMENU DAM AND IRRIGATION INFRASTUCTURE OF


KIENI IRRIGATION PROJECT

TENDER NO : TARDA/RFP/052/2016-2017

OCTOBER 2016
TABLE OF CONTENTS

SECTION I :- LETTER OF INVITATION ................................................................... 3

SECTION II: - INFORMATION TO BIDDERS (ITB) .................................................. 4

SECTION III: - TECHNICAL PROPOSAL ................................................................16

SECTION IV: - FINANCIAL PROPOSAL .................................................................26

SECTION V: PROJECT FUNDING PROPOSAL...30

TERMS OF REFERENCE..31

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SECTION I: - INVITATION TO BIDDERS (ITB)
INVITATION FOR PROPOSAL
FUNDING, REVIEW OF DESIGN AND CONSTRUCTION OF KAREMENU DAM AND
IRRIGATION INFRASTRUCTURE OF KIENI IRRIGATION PROJECT

Date : 26th October 2016

TENDER NO. TARDA/RFP/052/2016-2017

1. This Request for proposals (RFP) follows the tender advertisement in both the Daily
Nation and Standard Newspapers on 26th October 2016 and subsequent uploading on
our website

2. The Project involves design and construction of 45m high Earth fill Dam with clay core and
selected filter material with a reservoir capacity of 2,797,967 cubic metres and side
channel spillway designed to carry the Maximum Probable Run-off of 40 m3/s; and
irrigation infrastructure to cover an area of 1000 hectares.

3. Tana and Athi Rivers Development Authority (TARDA) now invites sealed Proposals
from shortlisted firms for the Funding, Review of Design and Construction of the proposed
Karemenu Dam and Irrigation Infrastructure of Kieni Irrigation Project. Competitive Bidding
will be conducted in accordance with the Government of Kenya Procurement Law and
Regulations.

4. Shortlisted firms may down load Bid Documents from TARDA website www.tarda.co.ke or
at the E-Procurement on Intergrated Financial management information System (IFMIS)
at supplier.treasury.go.ke and obtain further information at the office of :

Managing Director
Tana and Athi Rivers Development Authority
Queensway House 7th Floor, Kaunda Street
P.O. BOX 47309 - 00100 GPO
NAIROBI
TEL: 020-3341782/4/90
Email:info@tarda.co.ke

5. Proposals must be delivered to the above office on or before 12.00 hrs (local time) on
15th November, 2016

6. Proposals shall remain valid for 180 days after the deadline for bid submission prescribed
above.

7. Proposals will be opened in the presence of bidders representatives who choose to


attend at 12.00hrs on15th November, 2016 at the offices of :

Managing Director
Tana and Athi Rivers Development Authority
Queensway House 7th Floor, Kaunda Street
P.O. BOX 47309 - 00100 GPO
NAIROBI
Tel: 020-3341782/4/90
Email:info@tarda.co.ke

SECTION II: - INSTRUCTIONS TO BIDDERS (ITB)


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2.1 Introduction

2.1.1 The Client named in the Appendix to ITB will select a firm among those invited to
submit a proposal, in accordance with the method of selection detailed in the
appendix. The method of selection shall be as indicated by the procuring entity in the
Appendix.

2.1.2 Instruction to bidders provided in Annex 2 will be read in conjunction with the ITB.
However if any conflict arises between the two, the ITB will rule.

2.1.3 The Bidders are invited to submit a Technical Proposal, Financial Proposal and a
Project Funding Proposal. The proposals will be the basis for Contract negotiations
and ultimately for a signed Contract with the selected firm.

2.1.4 The Bidders must familiarize themselves with local conditions and take them into
account in preparing their proposals. To obtain first hand information on the
assignment and on the local conditions, bidders are encouraged to liase with the
Client regarding any information that they may require before submitting proposals
and to attend a pre-proposal conference. Bidders should contact the officials named
in the Appendix to ITB to arrange for any visit or to obtain additional information on
the pre-proposal conference. Bidders should ensure that these officials are
advised of the visit in adequate time to allow them to make appropriate
arrangements.

2.1.5 The Procuring entity will provide the inputs specified in the Appendix to ITB, assist
the firm in obtaining licenses and permits needed to carry out the services and make
available relevant project data and reports.

2.1.6 Please note that (i) the costs of preparing the proposal and of negotiating the
Contract, including any visit to the Client are not reimbursable as a direct cost of the
assignment; and (ii) the Client is not bound to accept any of the proposals submitted.

2.1.7 The procuring entitys employees, committee members, board members and their
relative (spouse and children) are not eligible to participate.

2.1.8 The price to be charged for the tender document shall not exceed Kshs.1,000/=

2.1.9 The procuring entity shall allow the tenderer to review the tender document free of
charge before purchase.

2.1.10 Within 28 days of receipt of notification of award from the Client, the succesful bidder
shall furnish the Client with a performance guarantee of 10% of contract sum in form
of a bank guarantee.

2.1.11 An advance payment not exceeding 20% of the contract sum may be awarded on
request and approval by the Client against an equivalent advance payment
irrevocable bank guarantee.

2.2 Clarification and Amendment of RFP Documents


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2.2.1 Bidders may request a clarification of any of the RFP documents only up to seven [7]
days before the proposal submission date. Any request for clarification must be
sent in writing by paper mail, facsimile or electronic mail to the Clients address
indicated in the Appendix to ITB. The Client will respond by cable, telex, facsimile or
electronic mail to such requests and will send written copies of the response
(including an explanation of the query but without identifying the source of inquiry) to
all invited Bidders who intend to submit proposals.

2.2.2 At any time before the submission of proposals, the Client may for any reason,
whether at his own initiative or in response to a clarification requested by an invited
firm, amend the RFP. Any amendment shall be issued in writing through addenda.
Addenda shall be sent by mail, cable, telex or facsimile to all invited Bidders and will
be binding on them. The Client may at his discretion extend the deadline for the
submission of proposals.

2.3 Preparation of Technical Proposal

2.3.1 The Bidders proposal MUST be written in ENGLISH LANGUAGE

2.3.2 In preparing the Technical Proposal, Bidders are expected to examine the
documents constituting this RFP in detail. Material deficiencies in providing the
information requested may result in rejection of a proposal.

2.3.3 While preparing the Technical Proposal, Bidders must give particular attention to the
following:

(i) If a firm considers that it does not have all the expertise for the assignment, it
may obtain a full range of expertise by associating with individual bidder(s)
and/or other firms or entities in a joint venture or sub-consultancy as
appropriate. Bidders shall not associate with the other Bidders invited for
this assignment. Any firms associating in contravention of this requirement
shall automatically be disqualified.

(ii) For assignments on a staff-time basis, the estimated number of professional


staff-time is given in the Appendix. The proposal shall however be based on
the number of professional staff-time estimated by the firm.

(iii) It is desirable that the majority of the key professional staff proposed be
permanent employees of the firm or have an extended and stable working
relationship with it.

(iv) Proposed professional staff must as a minimum, have the experience


indicated in Appendix, preferably working under conditions similar to those
prevailing in Kenya.

(v) Alternative professional staff shall not be proposed and only one Curriculum
Vitae (CV) may be submitted for each position.

2.3.4 The Technical Proposal shall provide the following information using the attached
Standard Forms;

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(i) A brief description of the firms organization and an outline of recent
experience on assignments of a similar nature. For each assignment the
outline should indicate inter alia, the profiles of the staff proposed, duration of
the assignment, contract amount and firms involvement.

(ii) Any comments or suggestions on the Terms of Reference, a list of services


and facilities to be provided by the Client.

(iii) A description of the methodology and work plan for performing the
assignment.

(iv) The list of the proposed staff team by specialty, the tasks that would be
assigned to each staff team member and their timing.

(v) CVs recently signed by the proposed professional staff and the authorized
representative submitting the proposal. Also attach key academic and
professional certificates. Key information should include number of years
working for the firm/entity and degree of responsibility held in various
assignments during the last ten (10) years.

(vi) Estimates of the total staff input (professional and support staff staff-time)
needed to carry out the assignment supported by bar chart diagrams showing
the time proposed for each professional staff team member.

(vii) A detailed description of the proposed methodology, staffing and monitoring


of training, if Appendix to ITB specifies training as a major component of the
assignment.

(viii) Details of major construction equipments, plant and machinery available with
the contractor shall be submitted. Attach proof of ownership and /or capacity
to hire.

(ix) Details of subcontractors to whom it is proposed to sub let any proportion of


the contract and for whom authority will be requested for such sub letting in
accordance with clause of the conditions of contract.

(x) A draft programme of works in the form of a bar chart (Gantt chart) and
schedule of payments which shall form part of the contract if the bid is
accepted. Any change in the programme or schedule shall be subjected to
the approval of the client.

(xi) Details of any current litigation or arbitration proceedings in which the bidder
is involved as one of the parties.

(xii) Details of committment by the bidder to transfer skills to the client staff.

(xiii) Any additional information requested in Appendix to ITB.

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2.3.5 Technical Bid Prerequisites
Following documents / certificates shall be submitted along with the Technical Bid,
without which the Technical Eligibility as wells as Financial Eligibility will not be
evaluated.

(i) Bid Security of 2% of the bid amount payable by way of Bank Guarantee in
favour of Tana and Athi Rivers Development Authority. The bid security
must be valid for an extra 30 days beyond the bid validity period of 180 days.

(ii) Copy of Certificate of Incorporation. In case of a Joint Venture the aforesaid


documents for each member of the Joint Venture shall be submitted.

(iii) Copy of PIN Certificate

(iv) Copy of Tax compliance Certificate

(v) In case of a Joint Venture, the bidder shall provide a JV Agreement and a
Power of Attorney from the members of the Joint Venture in favour of the
Lead Member authorizing the Lead Member to submit the Bid on their
behalf.

(vi) Audited Annual Accounts of the Bidder (of each Member in case of a Joint
Venture) for the last 5 (five) financial years preceeding the year in which the
Bid is submitted.

2.3.6 Cost of Bidding


2.3.6.1 The overall master plan, scheme and engineering designs are arrived by the
client based on the feasibility studies conducted by the consultants and the client
does not own any liability in this aspect. It is the entire responsibility of the Bidder
to verify the scheme and design for the requirement based on the input and
output quality parameters given in the RFP document. It is therefore,
responsibility of the Bidder to visit the site and assess the resources, in order to
be more practical and competitive.

2.3.6.2 Not limiting to the Scope of Work and the Technical Specifications defined in this
document, the Bidder has to ensure that he considers all the items that are
required for the execution of the Project to ensure the desired results within the
quoted price.

2.3.6.3 The Bidders shall be responsible for all of the costs associated with the
preparation of their Bids and their participation in the Bidding Process. The client
will not be responsible or in any way liable for such costs, regardless of the
conduct or outcome of the Bidding Process.

2.3.7 The Technical Proposal shall not include any financial information.

2.4 Preparation of Financial Proposal

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2.4.1 In preparing the Financial Proposal, Bidders are expected to take into account the
requirements and conditions outlined in the RFP documents. The Financial
Proposal should follow Standard Forms (Section D). It lists all costs associated
with the assignment including; (a) remuneration for staff (in the field and at
headquarters), and; (b) reimbursable expenses such as subsistence (per diem,
housing), transportation (international and local, for mobilization and
demobilization), services and equipment (vehicles, office equipment, furniture, and
supplies), office rent, insurance, printing of documents, surveys, and training, if it is a
major component of the assignment. Cost of construction as per the bills of
quantities.If appropriate these costs should be broken down by activity.

2.4.2 The Financial Proposal should clearly identify as a separate amount, the local taxes,
duties, fees, levies and other charges imposed under the law on the Bidders, the
sub-Bidders and their personnel, unless Appendix to ITB specifies otherwise.

2.4.3 Bidders shall express the price of their services in Kenya Shillings or US Dollars and
indicate the conversion rate.

2.4.4 Commissions and gratuities, if any, paid or to be paid by Bidders and related to the
assignment will be listed in the Financial Proposal submission Form.

2.4.5 The Proposal must remain valid for 180 days after the submission date. During this
period, the bidder is expected to keep available, at his own cost, the professional
staff proposed for the assignment. The Client will make his best effort to complete
negotiations within this period. If the Client wishes to extend the validity period of
the proposals, the Bidders shall agree to the extension.

2.5 Submission, Receipt, and Opening of Proposals

2.5.1 The original proposal (Technical Proposal and, if required, Financial Proposal; see
para. 1.2) shall be prepared in indelible ink. It shall contain no interlineation or
overwriting, except as necessary to correct errors made by the firm itself. Any such
corrections must be initialed by the persons or person authorised to sign the
proposals.

2.5.2 For each proposal, the Bidders shall prepare the number of copies indicated in
Appendix to ITB. Each Technical Proposal and Financial Proposal shall be marked
ORIGINAL or COPY as appropriate. If there are any discrepancies between
the original and the copies of the proposal, the original shall govern.

2.5.3 The original and all copies of the Technical Proposal shall be placed in a sealed
envelope clearly marked TECHNICAL PROPOSAL, and the original and all copies
of the Financial Proposal in a sealed envelope clearly marked FINANCIAL
PROPOSAL and warning: DO NOT OPEN WITH THE TECHNICAL
PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed.
This outer envelope shall bear the submission address and other information
indicated in the Appendix to ITB and be clearly marked, DO NOT OPEN,
EXCEPT IN PRESENCE OF THE OPENING COMMITTEE.

2.5.4 The completed Technical and Financial Proposals must be delivered at the
submission address on or before the time and date stated in the Appendix to ITB.
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Any proposal received after the closing time for submission of proposals shall be
returned to the respective bidder unopened.

2.5.5 After the deadline for submission of proposals, the Technical Proposal shall be
opened immediately by the opening committee. The Financial Proposal shall
remain sealed and deposited with a responsible officer of the client department up to
the time for public opening of financial proposals.

2.6 Proposal Evaluation General

2.6.1 From the time the bids are opened to the time the Contract is awarded, if any bidder
wishes to contact the Client on any matter related to his proposal, he should do so in
writing at the address indicated in the Appendix to ITB. Any effort by the firm to
influence the Client in the proposal evaluation, proposal comparison or Contract
award decisions may result in the rejection of the bidders proposal.

2.6.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals
until the technical evaluation is concluded.

2.7 Evaluation of Technical Proposal

2.7.1 The evaluation committee appointed by the Client shall evaluate the proposals on the
basis of their responsiveness to the Terms of Reference, applying the evaluation
criteria as follows
Points
(i) Specific experience of the bidder related to the assignment (20)

(ii) Adequacy of the proposed work plan and methodology in


responding to the terms of reference; (25)
-Methodology 15 points
- Work plan 10 points

(iii) Qualifications and competence of the key staff for the assignment (20)

(iv) List of equipments, plant and machinery (show proof of ownership


and /or capacity to hire) (15)

(v) Client staff skill transfer plan (5)

(vi) Suitability of Funding Proposal (15)

Total Points 100

Each responsive proposal will be given a technical score (St). A proposal shall be
rejected at this stage if it does not respond to important aspects of the Terms of
Reference or if it fails to achieve the minimum technical score indicated in the
Appendix to ITB.

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2.8 Public Opening and Evaluation of Financial Proposal

2.8.1 After Technical Proposal evaluation, the Client shall notify those Bidders whose
proposals did not meet the minimum qualifying mark or were considered
non-responsive to the RFP and Terms of Reference, indicating that their Financial
Proposals will be returned after completing the selection process. The Client shall
simultaneously notify the Bidders who have secured the minimum qualifying mark,
indicating the date and time set for opening the Financial Proposals and stating that
the opening ceremony is open to those Bidders who choose to attend. The opening
date shall not be sooner than seven (7) days after the notification date. The
notification may be sent by registered letter, cable, telex, facsimile or electronic mail.

2.8.2 The Financial Proposals shall be opened publicly in the presence of the Bidders
representatives who choose to attend. The name of the bidder, the technical,
scores and the proposed prices shall be read aloud and recorded when the Financial
Proposals are opened. The Client shall prepare minutes of the public opening.

2.8.3 The evaluation committee will determine whether the financial proposals are
complete (i.e. Whether the bidder has costed all the items of the corresponding
Technical Proposal and correct any computational errors. The cost of any unpriced
items shall be assumed to be included in other costs in the proposal. In all cases,
the total price of the Financial Proposal as submitted shall prevail.

2.8.4 While comparing proposal prices between local and foreign firms participating in a
selection process in financial evaluation of Proposals, firms incorporated in Kenya
where indigenous Kenyans own 51% or more of the share capital shall be allowed a
10% preferential bias in proposal prices. However, there shall be no such
preference in the technical evaluation of the tenders. Proof of local incorporation
and citizenship shall be required before the provisions of this sub-clause are applied.
Details of such proof shall be attached by the Bidder in the financial proposal.

2.8.5 The formulae for determining the Financial Score (Sf) shall, unless an alternative
formulae is indicated in the Appendix to ITB, be as follows:-
Sf = 100 X FM/F where Sf is the financial score; Fm is the lowest priced financial
proposal and F is the price of the proposal under consideration. Proposals will be
ranked according to their combined technical (St) and financial (Sf) scores using
the weights (T=the weight given to the Technical Proposal: P= the weight given to the
Financial Proposal; T + p = I) indicated in the Appendix. The combined technical
and financial score, S, is calculated as follows:-S = St x T % + Sf x P %. The firm
achieving the highest combined technical and financial score will be invited for
negotiations.
2.8.6 The tender evaluation committee shall evaluate the tender within 30 days from the
date of opening the tender.

2.8.7 Contract price variations shall not be allowed for contracts not exceeding one year
(12 months).

2.8.8 Where contract price variation is allowed, the variation shall not exceed 15% of the
original contract price.

2.8.9 Price variation requests shall be processed by the procuring entity within 30 days of
receiving the request.
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2.9 Negotiations

2.9.1 Negotiations will be held at the same address as address to send information to the
Client indicated in the Appendix to ITB. The aim is to reach agreement on all points
and sign a contract.

2.9.2 Negotiations will include a discussion of the Technical Proposal, the proposed
methodology (work plan), staffing and any suggestions made by the firm to improve
the Terms of Reference. The Client and firm will then work out final Terms of
Reference, staffing and bar charts indicating activities, staff periods in the field and in
the head office, staff-months, logistics and reporting. The agreed work plan and
final Terms of Reference will then be incorporated in the Description of Services
and form part of the Contract. Special attention will be paid to getting the most the
firm can offer within the available budget and to clearly defining the inputs required
from the Client to ensure satisfactory implementation of the assignment.

2.9.3 Unless there are exceptional reasons, the financial negotiations will not involve the
remuneration rates for staff (no breakdown of fees).

2.9.4 Having selected the firm on the basis of, among other things, an evaluation of
proposed key professional staff, the Client expects to negotiate a contract on the
basis of the experts named in the proposal. Before contract negotiations, the Client
will require assurances that the experts will be actually available. The Client will not
consider substitutions during contract negotiations unless both parties agree that
undue delay in the selection process makes such substitution unavoidable or that
such changes are critical to meet the objectives of the assignment. If this is not the
case and if it is established that key staff were offered in the proposal without
confirming their availability, the firm may be disqualified.

2.9.5 The negotiations will conclude with a review of the draft form of the Contract. To
complete negotiations the Client and the selected firm will initial the agreed Contract.
If negotiations fail, the Client will invite the firm whose proposal received the second
highest score to negotiate a contract.

2.9.6 The procuring entity shall appoint a team for the purpose of the negotiations.

2.10 Award of Contract

2.10.1 The Contract will be awarded following negotiations. After negotiations are
completed, the Client will promptly notify other Bidders on the shortlist that they were
unsuccessful and return the Financial Proposals of those Bidders who did not pass
the technical evaluation.

2.10.2 The selected firm is expected to commence the assignment on the date and at the
location specified in Appendix to ITB.

2.10.3 The parties to the contract shall have it signed within 30 days from the date of
notification of contract award unless there is an administrative review request.

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2.10.4 The procuring entity may at any time terminate procurement proceedings before
contract award and shall not be liable to any person for the termination.

2.10.5 The procuring entity shall give prompt notice of the termination to the bidders and on
request give its reasons for termination within 14 days of receiving the request from
any bidder.

2.10.6 To qualify for contract awards, the bidder shall have the following:
(a) Necessary qualifications, capability experience, services, equipment and
facilities to provide what is being procured.
(b) Legal capacity to enter into a contract for procurement
(c) Shall not be insolvent, in receivership, bankrupt or in the process of being wound
up and is not the subject of legal proceedings relating to the foregoing.
(d) Shall not be debarred from participating in public procurement.

2.11 Confidentiality

2.11.1 Information relating to evaluation of proposals and recommendations concerning


awards shall not be disclosed to the Bidders who submitted the proposals or to other
persons not officially concerned with the process, until the winning firm has been
notified that it has been awarded the Contract.

2.12 Corrupt or fraudulent practices

2.12.1 The procuring entity requires that the Bidders observe the highest standards of
ethics during the selection and award of the consultancy contract and also during
the performance of the assignment. The bidder shall sign a declaration that he has
not and will not be involved in corrupt or fraudulent practices.

2.12.2 The procuring entity will reject a proposal for award if it determines that the bidder
recommended for award has engaged in corrupt or fraudulent practices in
competing for the contract in question.

2.12.3 Further a bidder who is found to have indulged in corrupt or fraudulent practices
risks being debarred from participating in public procurement in Kenya.

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Appendix to instructions to Bidders (ITB)

The following information for procurement of EPC contract services and selection of Bidders
shall complement or amend the provisions of the information to Bidders, wherever there is a
conflict between the provisions of the information and to Bidders and the provisions of the
appendix, the provisions of the appendix herein shall prevail over those of the information to
Bidders.

2.1 The name of the Client is: Tana and Athi Rivers Development Authority

2.1.1 The method of selection is Quality-and Cost-Based Selection (QCBS).

2.1.2 Technical and Financial Proposals are requested: Yes

2.1.3 The name, objectives, and description of the assignment are Funding, Design
Review and construction of Karemenu Dam and Irrigation Infrastructure of Kieni
Irrigation Project.
Tender No. TARDA/RFP/052/2016-2017

2.1.4 A mandatory site visit will be held on 3rd November 2016. Bidders will converge at
Mweiga Shopping Centre, Petrol Station at 10.00am.

A pre-proposal conference will be held on 8th November 2016 at 10.00 a.m at the
TARDA headquarters.

2.1.5 The name(s), address(es) and telephone numbers of the Clients official(s) are
The Managing Director
Tana and Athi Rivers Development Authority
Queensway House 7th Floor, Kaunda Street
P.O. BOX 47309 - 00100 GPO
NAIROBI
Tel: 020-3341782/4/90

2.1.6 The Client will provide the following inputs: Facilitation of access to project area,
available Maps, Data, Reports and contacts with other stake holders

2.1.7 Training is a specific component of this assignment: Yes

2.2 Additional information in the Technical Proposal includes:

2.2.1 Clarifications may be requested up to 7 days before the submission date.


The address for requesting clarifications is:
The Managing Director,
Tana and Athi Rivers Development Authority
Queensway House 7th Floor, Kaunda Street
P.O. BOX 47309 - 00100 GPO
NAIROBI

2.2.2 (i) Short-listed firm/entity may associate with a local firm: Yes

(ii) The minimum required experience of proposed professional staff is:


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Project Director: At least 15 years
Other Senior Staff: 10 years
(iii) Reports that are part of the assignment must be written in the following
language: English

2.2.3 Description of Work plan and Methodology Required: Yes

2.3 Contract price: lump sum


Escalation: yes
Advance: yes
2.4 Bidders must submit one original and two additional copies of each proposal.
(technical and financial)

2.5 The proposal submission address is:


The Managing Director
Tana and Athi Rivers Development Authority
Queensway House 7th Floor
Kaunda Street
P.O. BOX 47309 - 00100 GPO
NAIROBI
TEL: 020-3341782/4/90

Information on the outer envelope should also include:Funding, Design Review and
construction of Karemenu Dam and Irrigation Infrastructure of Kieni Irrigation
Project.
Tender No. TARDA/RFP/052/2016-2017

2.5.1 Proposals must be submitted not later than the following date and time: 15th
November, 2016 at 12.00 noon.

2.5.2 Proposals should be submitted in the following language: English

2.6 Taxes and duties: Yes

2.7 Bidders costs to be stated in Kenya Shillings or United States of America (USA)
dollars with the indication of the rate of conversion.

2.8 Proposals must remain valid for 180 days after the submission date, i.e., until the
evaluation and awarding of contract is complete.

2.9 Bid Security of 2% of the bid amount payable by way of Bank Guarantee in favour
of Tana and Athi Rivers Development Authority. The bid security must be valid for
an extra 30 days beyond the bid validity period of 180 days.

2.10 Performance guarantee of 10% of the contract sum in form of a bank guarantee

2.11 Bidders must submit one original and two copies of each proposal (technical and
financial).

2.12 Proposals must be deposited in the tender box located at Queensway House,
Kaunda Street, 7th Floor Reception Area, on or before 15th November, 2016 at
12.00 noon.
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2.13 The address to send queries/additional information to the Client is:
The Managing Director, TARDA, P.O. Box 47309, Nairobi.
Email; info@tarda.co.ke or procurement@tarda.co.ke

2.14 The points given to evaluation criteria are as indicated in the Instructions to Bidders
Information given must be supported by documentary proof. References must be
accompanied by current addresses, telephone and email contacts.

The minimum technical score to pass is 70%.

2.15 The common currency for price conversions is: Kenya Shilling

2.16 The formula for determining the financial scores is the following:
Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F the
price of the proposal under consideration.

2.17 The weights given to the technical and financial proposals are:
Technical = 0.7 and Financial = 0.3

2.18 The address for negotiations is:


The Managing Director, TARDA, P.O. Box 47309 -00100, Nairobi.

2.19 Information on evaluation and award is confidential: Yes.

2.20 The Client shall issue any addendum/ clarification in writing through emails provided
by the Bidders in their submitted tender documents.

2.21 Availability of appropriate skilled staff including GIS expert, Water


Engineer/Hydraulic Engineer, Irrigation Engineer, Structural Engineer, Geotechnical
Engineer, Agricultural Engineer, Civil Engineer, Mechanical Engineer, Electrical
Engineer, Materials Engineer, Dam Expert, Water Resources Expert, Hydrologist,
Agriculturalist/Agronomist, Agricultural Economist, an Environmentalist, a Surveyor,
Social-economist, CAD Specialists, Land Economist, Health and Safety Expert,
Construction Manager, Construction Supervisors and Foremen e.t.c

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SECTION III: - TECHNICAL PROPOSAL
Notes on the preparation of the Technical Proposals

3.1 In preparing the technical proposals the bidder is expected to examine all terms and
information included in the RFP. Failure to provide all requested information shall be
at the Bidders own risk and may result in rejection of the bidders proposal.

3.2 The technical proposal shall provide all required information and any necessary
additional information and shall be prepared using the standard forms provided in
this Section.

3.3 The Technical proposal shall not include any financial information unless it is
allowed in the Appendix to information to the Bidders or the Special Conditions of
contract.

3.4 Availability of appropriate skilled staff including GIS expert, Water


Engineer/Hydraulic Engineer, Irrigation Engineer, Structural Engineer, Geotechnical
Engineer, Agricultural Engineer, Civil Engineer, Mechanical Engineer, Electrical
Engineer, Materials Engineer, Dam Expert, Water Resources Expert, Hydrologist,
Agriculturalist/Agronomist, Agricultural Economist, an Environmentalist, a Surveyor,
Social-economist, CAD Specialists, Land Economist, Health and Safety Expert,
Construction Manager, Construction Supervisors and Foremen e.t.c

1. TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To:______________________[Name and address of Client)

Ladies/Gentlemen:
We, the undersigned, offer to provide the EPC contract services for __________________
_______________________________[Title of services] in accordance with your Request
for Proposal dated ______________________[Date] and our Proposal. We are hereby
submitting our Proposal, which includes this Technical Proposal, funding Plan, [and a
Financial Proposal sealed under a separate envelope-where applicable].

We understand you are not bound to accept any Proposal that you receive.

We remain,

Yours sincerely,

_______________________________[Authorized Signature]:

________________________________[Name and Title of Signatory]


:
_________________________________[Name of Firm]
:
_________________________________[Address:]
16
2. FIRMS REFERENCES

Relevant Services Carried Out in the Last Five Years


That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm either
individually, as a corporate entity or in association, was legally contracted.

Assignment Name: Country

Location within Country: Professional Staff provided by Your


Firm/Entity(profiles):

Name of Client: Clients contact person for the


assignment.

Address: No of Staff-Months; Duration of


Assignment:
Start Date (Month/Year) Completion Approx. Value of Services (Kshs)
Date(Month/Year)

Name of Associated Bidders. If any: No of Months of Professional Staff


provided by Associated Bidders

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

Firms Name: ___________________________________

Name and title of signatory; ________________________

17
3. COMMENTS AND SUGGESTIONS OF BIDDERS ON THE TERMS OF REFERENCE
AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT.

On the Terms of Reference:

1.

2.

3.

4.

5.

On the data, services and facilities to be provided by the Client:


1.

2.

3.

4.

5.

4. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING


THE ASSIGNMENT

18
5. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

19
6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF
Proposed Position:
_____________________________________________________________
Name of Firm:
_________________________________________________________________
Name of Staff:
__________________________________________________________________
Profession:
_____________________________________________________________________
Date of Birth:
__________________________________________________________________
Years with Firm: ___________________________ Nationality:
______________________
Membership in Professional Societies:
__________________________________________
Detailed Tasks Assigned:
_______________________________________________________
Key Qualifications:
[Give an outline of staff members experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations].
Education:
[Summarize college/university and other specialized education of staff member, giving
names of schools, dates attended and degree[s] obtained.]

Employment Record:
[Starting with present position, list in reverse order every employment held. List all positions
held by staff member since graduation, giving dates, names of employing organizations,
titles of positions held, and locations of assignments.]

Certification:
I, the undersigned, certify that these data correctly describe me, my qualifications, and my
experience.________________________________________________________
Date: ________________
[Signature of staff member]
___________________________________________________________________
Date; ______________
[Signature of authorised representative of the firm]
Full name of staff member:
_____________________________________________________
Full name of authorized representative:
_________________________________________

20
TIME SCHEDULE FOR PROFESSIONAL PERSONNEL
Months (in the Form of a Bar Chart)

Name Position Reports Number of


Due/ 1 2 3 4 5 6 7 8 9 10 11 12 months
Activities

Reports Due: _________

Activities Duration: _________


Signature: ________________________
(Authorized representative)
Full Name: ________________________
Title: ______________________________

Address: ___________________________

21
8. ACTIVITY (WORK) SCHEDULE
(a). Field Investigation and Study Items
[1st,2nd,etc, are months from the start of assignment)

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)

9. Financial Capacity

A. Name of the Applicant

B. Financial Information 2010-11 2011-12 2012-13 2013-14 2014-15


of previous 5 years
(in Kshs or US Dollar)

C. Turnover

Note:

Copies of Financial Statement, Audited Balance Sheets should be provided


In case the applicant is a JV, then the above information has to be submitted for each
of the partner.

22
10. Details of Similar Projects Carried out in Last ten years

S Project Name of Description Value of Completi Actual Total Actual date


No Name the of the Contract on time completion Payment of
Employer services as stated time Received completion
provided. US Dollar in the
(weeks)
Tender
(Months)

(Signature)
Note:
1. The Applicant should enclose completion certificates in support of the project
experience.
2. Project Experience without Completion Certificates shall not be considered for
evaluation
3. In case of projects Executed for Private Sector, Certificates signed by the
Officials representing Senior Management Shall be considered
4. Similar project shall be as per the eligibility criteria mentioned in the RFP

23
11. Details of Current Work and Immediate Work

Completion
Sr. Client with Description Value of time as stated Percentage
No. Address of the work contract in in the Contract completion Remarks.
US Dollar

A Current works
in hand

B Immediate
commitments.

(Signature)
Note:

1. The Contractor should enclose relevant proofs in support of the project


experience.

12. List of Machinery/ Equipments owned by the Bidder


S Type of Make/ Nos. Year of Present Prese Availa Remarks
nt bility
No Equipments Model Owned Procure condition Locati for the
on
ment Proje
ct

(Signature

NOTE :
i) Proof of ownership of the listed units above must be presented
ii) Presentation of binding agreement for hiring plant, machinery and equipment is acceptable
as proof of capacity to source the same
24
13. Qualification and Experience of Manpower to be deployed for the project
Qualificatio Years of Years of experience
S Position Name n Experience in
the proposed
No (General) position

(Signature)

Notes: Short CVs of the Personnel nominated for the project shall be provided .

25
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

SECTION IV: - FINANCIAL PROPOSAL


Notes on preparation of Financial Proposal
4.1 The Financial proposal prepared by the bidder should list the costs associated
with the assignment. These costs normally cover
1. Part 1 : Design, design review cost such as remuneration for staff,
subsistence, transportation, services and equipment, printing of documents,
surveys etc as may be applicable. The costs should be broken down to be
clearly understood by the procuring entity.
2. Part 2: Construction cost as per the specifications and bills of quantities
including defect liability period.

4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed
in the request for proposal and shall take into account the tax liability and cost
of insurances specified in the request for proposal.
4.3 The financial proposal Part 1 should be prepared using the Standard forms
provided in this part while Part 2 will be as per Bills of Quantities.

1. FINANCIAL PROPOSAL SUBMISSION FORM

________________[ Date]

To: ______________________________________
______________________________________
______________________________________
[Name and address of Client]
Ladies/Gentlemen:
We, the undersigned, offer to provide the EPC services for (____________) [Title of
EPC services] in accordance with your Request for Proposal dated
(__________________) [Date] and our Proposal. Our attached Financial Proposal is
for the sum of
(_________________________________________________________________)
[Amount in words and figures] inclusive of the taxes.
We remain,
Yours sincerely,
_____________________________[Authorized Signature]
:_____________________ [Name and Title of Signatory]:
_______________________ [Name of Firm]
______________________ [Address]

26
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

2. SUMMARY OF COSTS

Costs Currency(ies) Amount(s)

1. Review of Design
2. Construction as per BoQ
3. Feasibility study and
detailed design of
Hydropower component
4. Review of Environmental
and Social Impact
Assessment(ESIA)
5. Implementation for __________________
ESIA/RAP/Local
Participation
Subtotal
Taxes
6. Add 20% withholding tax
for foreign expert
Remuneration
7. Add 5% withholding tax
for local expert
remuneration

Total Amount of Financial


Proposal

27
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

3. BREAKDOWN OF PRICE PER ACTIVITY FOR


a. Review of design
b. Environmental and social impact assessment
c. Feasibility Study and Design of Hydropower Component
d. Implementation for ESIA/RAP/Local Participation

Activity NO.:
_______________________ Description:_________________________

Price Component Amount(s)

Remuneration
Reimbursables
Miscellaneous Expenses

_______________________________
Subtotal

4. BREAKDOWN OF REMUNERATION PER ACTIVITY

Activity No. _________________________________


Name:_______________________

Names Position Input(Staff months, Remuneration Amount


days or hours Rate
as appropriate.)

Regular staff

(i)
(ii)

Bidders
Grand Total
______________

28
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

5. REIMBURSABLES PER ACTIVITY


Activity No: ________________________________
Name:______________________

No. Description Unit Quantity Unit Total Amount


Price

1. Air travel Trip

2 Road travel Kms

3. Rail travel Kms


____________
4. Subsistence Day
Allowance

Grand Total

29
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

6. MISCELLANEOUS EXPENSES
Activity No. ______________________________ Activity Name:
_______________________

No. Description Unit Quantity Unit Total Amount


Price

1. Communication costs____
_________________________
(telephone, telegram, telex)

2. Drafting, reproduction of
reports

Equipment: computers etc.


3.

Software
4.

Grand Total ______________

SECTION V: PROJECT FUNDING PROPOSAL


The bidder is expected to come up with the project funding proposal in terms
acceptable by Kenya National Treasury.
The financing plan must specify or provide the following:
Method of project financing including likely lenders and investors, the terms
under which funds would be provided including interest rate and possibility of
grant element.
The timing for securing financing.
The debt repayment schedule.
Documentation demonstrating the relevant experience of the Bidder (or partner
responsible for securing financing) in obtaining financing for similar projects.
The financing proposal should be in terms acceptable to the Kenya National
Treasury. The bidder will be expected to familiarize himself with the National
Treasurys policy on concessionary loans.
Ability to mobilize 200 million US Dollars credit on acceptable terms.

30
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

TERMS OF REFERENCE

31
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

1. PROJECT BACKGROUND

1.1. INTRODUCTION

The Project involves funding; design review and construction of Karemenu earth fill
dam and the associated irrigation infrastructure as a carryover from the Feasibility
Study and Detailed Design Report. Investigations to incorporate a hydropower
component by undertaking feasiblity study, detailed Designs followed by
Construction of a proposed 5MW hydropower plant including necessary civil
engineering works, hydromechanical works, penstocks, turbines, generators,
switchyards, power transmission lines.

1.2. PROJECT LOCATION AND TOPOGRAPHY

Karemenu Dam and Irrigation Development Project is located in Mugunda Location,


Kieni West Sub-county of Nyeri County. The project is situated about 154km from
the capital city of Nairobi, 60km to the North West of Nyeri Town. The area is found
in the Survey of Kenya topographical map sheet number SK 120-1 (Ndaragwa). The
area is generally hilly. The main features of the area are the Aberdare Ranges
(3,999 m.a.s.l) and Mount Kenya (5,199 m.a.s.l). The topography of the area is
characterized by steep ridges and valleys in some areas especially in Kamiruri and
Nairutia. In terms of altitude, the area lies between 2234 m.a.s.l and the lowest
altitude of 2050 m.a.s.l. The major rivers found within the area are Karemenu,
Karithingiti and Kariguini. These rivers and many other smaller streams are the
sources of irrigation water in the area.

1.3. PURPOSE OF THE PROJECT

The purpose of the project is to develop 1,000 hectares in Kieni to enhance food
production through the application of modern irrigation techniques and water
storage. In addition Feasibility Study, Detailed Design followed by construction of a
proposed 5 Mw hydropower plant component will be undertaken.

1.4. PROJECT JUSTIFICATION

The project area normally experiences serious droughts that affect food production
which should be reversed in an effort to improve the living conditions of the local
people through enhanced food production through the application of modern
irrigation techniques and water storage. Kieni communities continue to suffer due to
low levels of production due to overdependence on rainfed agriculture.
The only way of reversing the situation is to introduce irrigated agriculture and thus
achieve two objectives of ensuring food security and alleviate poverty within the
project area. These objectives calls for water conservation interventions through
construction of regulating reservoirs that would harness runoff waters during the

32
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

rainy seasons and then make use of the waters during periods of deficient supply.

The project implementation will guarantee the farmers of a reliable source of


sustainable, balanced and nutritious food, improve health, alleviate dependency on
food aid and create wealth through income from irrigated agriculture. The dams will
also be used for bulk domestic water supply and hydropower generation.

The project will open up the project area as a result of improved infrastrusture such
as access roads, education and health facilities and hydropower.

1.5. PROJECT OBJECTIVES

The objectives of the proposed project are ;

(i) To construct 2,797,967 cubic metres flood water storage dam on Karemenu
river
(ii) To construct interbasin water transfer infrastructure from Kariguini and
Karithingithu rivers catchments to Karemenu catchment
(iii) To construct irrigation water supply infrastructure including drawoff structure,
transmission, branch, main lines, and feeders to cover an irrigation area of
1,000 hectares
(iv) To survey and demacate 1,000 hectares for irrigated agriculture

(v) To incorporate a hydropower component by undertaking feasiblity study,


detailed Designs followed by Construction of a proposed 5MW hydropower
plant including necessary civil engineering works, hydromechanical works,
penstocks, turbines, generators, switchyards, power transmission lines.

(vi) To undertake Environmental and Social Impact Assesssment(ESIA)

1.6. PROJECT DESCRIPTION

1.6.1. THE DAM

The recommended dam is a 45 m high earth dam on Karemenu River to


impound an ultimate capacity of 2,797,967m3 and design life of 50 years. The
proposed zoned earth dam is located within a forest reserve (under the
jurisdiction of Kenya Forestry Services) with a catchment of 43.8 square
Kilometers. Three irrigation outlets from the reservoir have been proposed, one
for the high volume regime, the other two for the low volume regime. A fourth
outlet has been provided for environmental flow and sediment flushing.

The earth fill dam embankment will comprise of inner clay core, which will be
relatively impervious material to act as cut-off for any water that might be
seeping through the body of the dam. The natural materials, red clay soils and
gravely soils to be used for the construction of impervious core and the dam
embankment respectively are available within the site.
The dam is proposed to provide irrigation for a command area of about
33
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

1,000 hectares within Kieni East Sub County.

1.6.2. SPILLWAY

The dam spillway chute is a rectangular concrete channel measuring 645m long
by 20m-wide by an average of 1.7m high water level designed to convey floods
of 13,000 year return period of 40 m3/s.

1.6.3. DIVERSION CANAL

A diversion tunnel measuring 2.4m x 2.4m internal dimension has been provided
for together with a 10m high coffer dam to protect the embankment from flood
waters during the construction phase. The tunnel is designed to convey a 1 in 25
flood event of 21.4m3/s and measures 2.4m x 2.4m 303 m long passing through
the dam base. After construction, the tunnel shall be used as a draw off system
with two pipes passing inside it.

1.6.4. RESERVOIR CHARACTERISTICS

The following are the key parameters of the reservoir;

a) The maximum area to be submerged - 20.7ha


b) Dead storage 230,874 m3
c) Live storage - 2,343,179 m3
d) Surcharge Storage 223,914 m3
e) Total volume 2,809,076 m3
f) Design Yield 28,512 m3/day

1.6.5. IRRIGATION WATER SUPPLY WORKS

The dam is to supply a net irrigation area of 1,000ha under drip irrigation. The
peak irrigation discharge is 0.33m3/s in March. The proposed irrigation water
supply infrastructure comprises mainly of the following:
4.52 km DN 800/350mm steel gravity transmission main;
5.16 km DN 400/350mm steel branch transmission main 1;
2.32 km DN 280 mm UPVC branch transmission main 2;
2.47 km DN 225mm UPVC branch transmission main 3;
6 No. night storage reservoirs total capacity17,256m3
6 No. Supply/Main lines (total length 8.9 km);
23 km of branch mainlines;
56 km length of feeders (75 mm dia. UPVC);
99 km length of manifold (16 mm dia. UPVC);
13,200 km length laterals (12 mm dia. UPVC); and 18,500,000 emitters.

34
KAREMENU DAM AND IRRIGATION INFRASTRUCTURE REQUEST FOR PROPOSAL (RFP)

1.6.6. IRRIGATION WATER DEMAND

The total demand for the Crop Water Requirement is 0.33m3/s (for 1,000ha net
irrigable area). The block flow needs has been determine by multiplying the total
demand (m3/s) for 1,000ha with the respective block area, divided by 1,000
(which is the total irrigable area).Given Qtotal=0.33m3/s .The table below show the
water demand per block.

Table 12-7: Summary of flows per block


Block Block Block Net Block Demand
No. Name Sub- Area (m3/s)
location (ha)

Bloc
1 kA Kamiruri 39.636 0.01319
Bloc
2 kB Nairutia 151.495 0.0504
Bloc
3 kC Karemenu 178.765 0.0595
Bloc
4 kD Karemenu 298.680 0.0994
Bloc
5 kE Ruirii 158.316 0.05268
Bloc
6 kF Ruirii 173.076 0.0576
TOTAL 1000 0.33

35
Karimenu Dam Water Supply Project Contract Agreement

1.7. HYDROPOWER GENERATION

The bidder is expected to carry out feasibility studies and detailed design followed by
Construction of a proposed 5Mw hydropower plant including necessary civil
engineering works, hydromechanical works, penstocks, turbines, generators,
switchyards, power transmission lines.

1.8. ENVIRONMENTAL AND SOCIAL IMPACT ASSESSMENT REPORT

The Environmental and Social Impact Assessment report will be prepared in


accordance with the Environmental Management and Coordination Act 2003. This
document will be prepared as a separate report to be forwarded to National
Environmental Management Authority

1.9. GEOLOGICAL INVESTIGATION


The geotechnical and geological investigations services for a detailed final design will
be undertaken.
2. Overall scope of the project
The main project components are;
2.1. REVIEW OF PROJECT DESIGN DOCUMENTS TO COME UP WITH THE
DEFINITE DEVELOPMENT PLAN
The bidder will be expected to review all existing studies, in particular starting with
feasibility study of Kieni Irrigation Project and detailed design of the Karamenu
dam and irrigation infrastructure with a view to owning the design documents as
the bidder will be expected to take responsibility of the design. Incase the bidder
comes up with any significant variance from the current design he will submit a
proposal to the client for approval prior to incorporating the said variations into the
works.

2.2. UNDERTAKE FEASILITY STUDY AND DETAILED DESIGN OF A


HYDROPOWER COMPONENT
The bidder will undertake a review and analysis of all the available data such as
topographical survey, hydrological, geological and geotechnical survey to
determine the viability, technical feasibility. Once the feasibility is proven undertake
a detailed design and costing of a proposed 5mw hydropower plant and
construction.
2.3. COME UP WITH THE PROJECT FUNDING PROPOSAL IN TERMS
ACCEPTABLE BY KENYA NATIONAL TREASURY
The financing plan must specify or provide the following:
Method of project financing including likely lenders and investors, the terms under
which funds would be provided including interest rate and possibility of grant
element.
The timing for securing financing.
The debt repayment schedule.

36
Karimenu Dam Water Supply Project Contract Agreement

Documentation demonstrating the relevant experience of the Bidder (or partner


responsible for securing financing) in obtaining financing for similar projects.
The financing proposal should be in terms acceptable to the Kenya National
Treasury. The bidder will be expected to familiarize himself with the National
Treasurys policy on concessionary loans.
Ability to mobilize 200 million US Dollars credit on acceptable terms.

2.4. UNDERTAKE PROJECT CONSTRUCTION, COMMISIONING AND HANDING


OVER
This will be done as per technical specifications, drawings and bills of quantities as per
the final definite development plan approved by the client.

3. PREAMBLE TO THE BILLS OF QUANTITIES

In total the Bills of Quantities will consist of nineteen (19) bills as highlighted below.

i) Bill No. 1 - Preliminaries and General items


This bill comprising provisions for compliance with the contract, facilities for
the Engineer, site camps, material testing, land acquisition, provisional
sums, etc.

ii) Bill No. 2 Dam Earth Works


This bill covers the works for the construction of dam embankment
consisting of clay core, embankment fill material, filter material and
foundation treatment.

iii) Bill No. 3 Spillway


This bill covers excavation works for a side spillway, concrete and
reinforcement works. Clearance and excavations should as in Bill No. 2
above.

iv) Bill No. 4 Drawoff Pipe


This bill involves excavations, supply and laying of pipes and reinforced
concrete works.

v) Bill No. 5 Foundation, Grouting and Relief wells


This bill involves sub surface works in sealing of foundations to cut off
underground seepage and provision of relief wells. The items in this bill are
provisional and actual quantities will be established on site during project
implementation.

vi) Bill No. 6 Instrumentation


This bill involves drilling for, provision and installation of dam monitoring
equipments. All equipments purchased should be inspected and certified by
the Engineer before installation. Operation and maintenance manuals
should be supplied and availed to the Client.

37
Karimenu Dam Water Supply Project Contract Agreement

vii) Bill No. 7 Branch Transmission Lines


This involves pipe work, fittings, valves, penstocks, manholes and other
pipework ancialliaries

viii) Bill No. 8 Mainline


This involves pipe work, fittings, valves, penstocks, manholes and other
pipework ancialliaries

ix) Bill No. 9 Branch Lines


This involves pipe work, fittings, valves, penstocks, manholes and other
pipework ancialliaries.

x) Bill No. 10 Feeders


This involves pipe work, fittings, valves, penstocks, manholes, offtakes UPVC
tees and other pipework ancialliaries

xi) Bill No. 11 Onfarm


This bill is made up of hydrants, submains, driplines, drip fittings, portable
fertigation tanks and fittings.

xii) Bill No. 12 Night Storage Reservoirs


This entails construction of 6No. storage reservoirs with total storage of
17256m3. Fencing inclusive of precaste posts and chainlinks will be erected.

xiii) Bill No. 13 Interbasin Transfer Pipes


This involves laying of water conveyance pipes and ancilliaries from the
diversion weirs on Kariguini River and Karithingitu River to the Karimenu
catchment.

xiv) Bill No. 14 Fish Farming

This involves construction of fishponds and installation of fish cages in the


reservoirs.

xv) Bill No. 15 Access Roads

This entails improvement of access roads network and maintenance

xvi) Bill No. 16 Diversion Weirs

This consists of construction diversion weirs on Kariguini River and


Karithingitu River

xvii) . Bill No. 17 Dayworks

The Dayworks Bill is provided to supplement all the other bills.


38
Karimenu Dam Water Supply Project Contract Agreement

xviii) Bill No. 18 Miscellaneous


The bidder is required to list items that may be required during the
implementation of works but are not included in the bills of quantities. All items
under this bill will be agreed upon during contract signing and will be executed
upon the approval of the Engineer.

xix) Bill No. 19 Construction 5Mw of hydropower plant

This involves construction of a 5Mw power plant including relevant civil


engineering works and power transmission lines.

NB: Annexes

Annexes to the bid document are presented as follows;


Annex 1-Bills of Quantities
Annex 2-Instruction to bidders, conditions of contract and specifications
Annex 3 drawings (to be provided later)
Annex 4 -Irrigaton Design Criteria (to be provided later)

4. UNITS OF MEASUREMENTS

The units of measurement described in the Bill of Quantities are metric units. Abbreviations
used in the Bill of Quantities are as follows:-

Km Kilometre
m Metre
mm Millimetres
m2 Square Metre
m3 Cubic metre
mm2 Square millimetre
no/nr Number
Kg Kilogramme
Mg Mega-gramme (metric tonne)
L litre
Ml Millilitre (cubic centimetre)
MW Megawatts

39
Karimenu Dam Water Supply Project Contract Agreement

5. PROJECT MAPS AND DRAWINGS

Proposed Karimenu Dam and Irrigation Project Layout

40
Karimenu Dam Water Supply Project Contract Agreement

Proposed irrigation system

Pipeline Design
The pipeline network is a key component of this project in ensuring effective distribution of
Irrigation water. The pipe network consists of the following:
Transmission pipeline;
Branch Transmission pipelines;
Mainline pipelines;
Branch Mainline pipelines;
Feeder pipelines; and
Pipeline appurtenance which include section valves pressure reducing valves, air
valves,wash outs, thrust blocks and etc

Pipe Materials and Installation


The choice of the pipe material to be used depends on general characteristics of the
pipeline while the class of the pipes depends on the pressure head along the pipe line.

The following pipe materials have been used:


Steel/GI pipes in exposed areas (rocky or at river and gully crossings), inside valve
chambers and the entire Transmission main pipeline;
uPVC pipes for all buried pipes; and
HDPE pipes for in field system.
The appropriate class of pipe has been selected to be able to withstand the static
pressures.

41
Karimenu Dam Water Supply Project Contract Agreement

Pressure reduction facilities have been installed in places where there is high pressure in
order to maintain a lower class of pipes which are less expensive.
The depth of burying pipes is at an average of 1.0 m below ground level (for conveyance,
mains and distribution) and 0.6 m in the irrigated plots, with some variations due to
changes in the ground levels at short distances, in order to avoid too many pipe bends or
inclination.

Pipe work components

The pipeline consists of the following components.

(a) Conveyance system


The conveyance system is designed to carry a peak flow from the head works. It
constitutes Transmission pipeline.

Transmission pipeline
For Transmission pipeline, explicit allowance has been made for head losses at flow
meters and at terminal control valves at the downstream reservoir inlet.
The transmission main has been adequately sized to convey the seasonal peak demand
at the planning horizon.
The design pressure and maximum design pressure as defined in BS EN 805:2000 has
been calculated.

(b) Distribution systems/Sub mainlines


The hydraulic design of water distribution systems have been in accordance with
BS EN 805:2000.In particular:
Pipe friction is to be calculated using the Hazen Williams equations;
Heads under peak flow conditions are to exceed 3 m; and
Heads are not to exceed 90 m and shall preferably be below 60 m under zero flow
Conditions.
The overall total pipe length, total discharge and the largest & smallest pipe diameters for
each scheme are provided in the tables below

1.2.4 Appurtenances

(a) Section Valves

Section valves have been designed to be located at branch lines to regulate the flows to
various sub mains and feeders and also for ease of operation and maintenance of the
System.
All section valves are placed in lockable chambers. The chamber sizes vary according to
the inlet/outlet pipe size and junction fittings. The minimum chamber size recommended is
750mm x 750 mm Length x Width (internal dimensions).
All the pipes and fitting in the chambers are recommended to be made of steel or GI
(Galvanized Iron).

(b) Washouts
Washouts have been provided at selected accentuate low points in the pipeline for
cleaning the system. Provision has also been made for an open drain or drain pipe to lead
the water from the washout to a suitable discharge point nearby.

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Karimenu Dam Water Supply Project Contract Agreement

(c) Anchor/Thrust Blocks


These have been provided at the points where there is change in direction by the pipeline,
at the blank ends of the pipelines, off takes, on steep slopes, at the valves sections and
any other points where surges or water hammer effects are expected to occur.

(d) Air Valves


Air valves have been provided at all accentuate high points along the pipeline to protect
the system from trapped air or from collapse due to vacuum. Where the pipeline is long,air
valves are installed at approximately 500 to 1000 m intervals even on flat surface. The air
valves are provided for pipes with diameters of 80mm or larger. Smaller pipes are
expected to dispel air from the rising off takes to farmers or other smaller feeders.

The air release valves have been designed to serve three major purposes, namely:
Release of air from the pipeline during the filling process (large orifice valves);
Release of air from the pipeline during the normal operation of the water supply;
and allowing air to enter into the pipeline in order to prevent vacuum occurrence

The location of the air release valves are shown in pipeline profile drawings.

(e) Pressure Regulating Valves (PRVs)


These have been included on various pipeline sections to maintain pressures at
predetermined levels on the pipe line and have relatively uniform operating pressures
preferably between 30 90 m.

Road Lengths
All the main pipelines and the Sub mains have been provided with a 6 m wide access road
running parallel to the pipeline. The access roads have gravel with murram surface
finishing. All the tertiary pipelines have been provided with 4 m wide Farm Roads running
parallel to them. Farm Roads have graded finish.

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Karimenu Dam Water Supply Project Contract Agreement

Fig: Irrigation blocks Layout

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Karimenu Dam Water Supply Project Contract Agreement

Schedule of Adjustment Data


In tables A, B, and C, below, Contractorshall (a) indicate its amount of local currency
payment, (b) indicate its proposed source and base values of indices for the
different foreign currency elements of cost, (c) derive its proposed weightings
(coefficients) for local and foreign payment, and (d) list the exchange rates used in
the currency conversion.

Table A. Summary of Payment Currencies

A B C D
Local Percentage
Rate of
currency of Net bid
Name of exchange
equivalent Price (NBP)
payment Amount of
currency currency (local 100xC
currency C=AxB NBP
per unit of
foreign)
Local
currency 1
Kshs
Foreign
currency #1
USD
Foreign
currency #2
CNY
Foreign
/ / / /
currency #
Net Bid Price / / 100.00
Total of the Contract Price( in Kshs)
Total of the Contract Price (in USD)

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Karimenu Dam Water Supply Project Contract Agreement

Schedules

Schedule No. 1. Bills of Quantities for the Construction of Karimenu


Dam and Irrigation Infrastructure

The Bills of Quantities are presented as Annex 1

Schedule No. 2. Design Services

Refer to Financial propoposal under Information to Bidders

Schedule No. 3. Grand Summary

Item Description Total Price1


Foreign Local

Total Schedule No. 1. Construction of Karimenu


Dam and Irrigation Infrastructure

Total Schedule No. 2. Design Services

Total estimated duties and taxes


TOTAL (to Bid Form)

Name of Bidder

Signature of
Bidder

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Karimenu Dam Water Supply Project Contract Agreement

Price Adjustment

Sample Price Adjustment Formula

Prices payable to the Contractor, in accordance with the Contract, shall be subject to
adjustment during performance of the Contract to reflect changes in the cost of labor and
material components, in accordance with the following formula:
L1 M1
P1 P0 ( a b c ) P0
L0 M0
in which:
P1 = adjustment amount payable to the Contractor
P0 = Contract price (base price)
a = percentage of fixed element in Contract price (a = %)
b = percentage of labor component in Contract price (b = %)
c = percentage of material and equipment component in Contract price (c = %)
L0, L1 = labor indices applicable to the appropriate industry in the country of origin
on the base date and the date for adjustment, respectively
M0, M1= material and equipment indices in the country of origin on the base date
and the date for adjustment, respectively

N.B.: a+b+c= 100%.

Conditions Applicable To Price Adjustment

The Bidder shall indicate the source of labor and materials indices and the base date
indices in its bid.

Item Source of Indices Used Base Date Indices

The base date shall be the date thirty (30) days prior to the Bid closing date.

The date of adjustment shall be the mid-point of the period of manufacture or installation of
component or Plant.

The following conditions shall apply:

(a) No price increase will be allowed beyond the original delivery date unless covered by
an extension of time awarded by the Employer under the terms of the Contract. No
price increase will be allowed for periods of delay for which the Contractor is
responsible. The Employer will, however, be entitled to any price decrease occurring
during such periods of delay.

(b) If the currency in which the Contract price, P0, is expressed is different from the
currency of the country of origin of the labor and/or materials indices, a correction
factor will be applied to avoid incorrect adjustments of the Contract price. The
correction factor shall correspond to the ratio of exchange rates between the two
currencies on the base date and the date for adjustment as defined above.
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Karimenu Dam Water Supply Project Contract Agreement

(c) No price adjustment shall be payable on the portion of the Contract price paid to the
Contractor as an advance payment.

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Karimenu Dam Water Supply Project Contract Agreement

Table B. Local Currency (LC)


Bidders
Index Source of Base Value and Bidders Related
Proposed
Description Index Date Currency Amount
Weighting
Non
a = 0.1
adjustable
Local J.B.C.Price
b = 0.20
Labour List
PPI-
WPU05 /
Fuel and
U.S. c =0.14
Lubricants
Department
of Labor

J.B.C.Price
Aggregate d =0.15
List

J.B.C.Price
Cement d =0.41
List

Total 1

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Karimenu Dam Water Supply Project Contract Agreement

Table C-1 . Foreign Currency (FC) - # 1 USD

Bidders
Related Bidders
Index Source of Base Value and
Currency Proposed
Description Index Date
Amount(in Weighting
USD)
Non
a = 0.1
adjustable
U.S.
Department of
Expatriate Labor Bureau
e = 0.07
Labor of Labor
Statistics
/NAICS
PPI-WPU112
/U.S.
Contractors
Department of
Equipment f =0.18
Labor Bureau
and Spares
of Labor
Statistics
PPI-WPU101
/U.S.
Reinforcement Department of
g =0.24
Steel Labor Bureau
of Labor
Statistics
PPI-
WPU067902 /
U.S.
Explosives Department of h =0.14
Labor Bureau
of Labor
Statistics
PPI- WPU0512
/U.S.
Fuel and Department of
i =0.27
Bitumen Labor Bureau
of Labor
Statistics
Total 1

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Karimenu Dam Water Supply Project Contract Agreement

Table C - 2 Foreign Currency (FC) - # 2 CNY

Bidders
Related Bidders
Index Source of Base Value and
Currency Proposed
Description Index Date
Amount(in Weighting
CNY)
Non
a = 0.1
adjustable
U.S.
Department of
Expatriate Labor Bureau
e = 0.27
Labor of Labor
Statistics
/NAICS
PPI-WPU112
/U.S.
Contractors
Department of
Equipment f =0.36
Labor Bureau
and Spares
of Labor
Statistics
PPI-WPU101
/U.S.
Reinforcement Department of
g =0.19
Steel Labor Bureau
of Labor
Statistics
PPI-
WPU067902 /
U.S.
Explosives Department of h =0.05
Labor Bureau
of Labor
Statistics
PPI-
WPU0512
/U.S.
Fuel and
Department of i =0.03
Bitumen
Labor Bureau
of Labor
Statistics
Total 1

51