Engineering Survey and Hydraulic Modelling for Water Supply Infrastructure at Peace Winds Japan

Necessary Consultant's Qualifications and Experience

• The consultant (a firm or collection of firms) shall comprise a team with a lead consultant (water supply and hydraulic modelling engineer), a lead engineering surveyor, and an engineering survey team. The consultant shall be required to demonstrate experience of at least 12-15 years undertaking assignments of similar complexity and scope. In addition, the each of the consultants listed personnel shall be personally available to undertake the work as and when required and will be accountable, for ensuring project deliverables.

Consultant's Qualifications

The qualifications, skills and experience required in the water supply engineering consultant team shall be as follows:

Lead Consultant (water supply and hydraulics engineer)

• Lead consultant shall possess at the minimum a bachelor's degree in civil engineering, water engineering or related, with between 15 -20 years' relevant experience; Registered as a professional engineer with the EBK (provide CV and valid practice certificate)
• Experience undertaking feasibility studies, detailed engineering designs for water supply interventions for at least 5 projects of similar nature and complexity
• Experience in conducting hydraulic modelling of water distribution systems using Bentley Water GEMS software
• Technical skills in preparation of engineering reports

Engineering Surveyor

• Lead surveyor shall possess at the minimum a bachelor's degree in civil engineering, geomatics engineering, water engineering or related, with over 12 years' experience
• Registered with the relevant professional body (provide CV and valid practice license)
• Prior experience of working in a similar setting (humanitarian/ refugee camp) will be an added advantage
• Experience undertaking engineering surveys and mapping for water and sanitation infrastructure
• Technical skills in preparation processing and presentation of engineering survey data

NB. In addition, the consultant shall provide CVs of their entire survey team (additional surveyors and survey assistants)

Consultants Technical Capability

• The consultants shall demonstrate capacity to undertake engineering field survey by providing a list of equipment owned by the consultant to be used for the assignment. At the minimum this shall include the following:

Equipment

Qty

• A complete set of High accuracy GPS Receiver [Base & Rover] with the necessary accessories & data collection & processing software
• 3 Base & 6 rovers
• Handheld GPS receiver (e.g., Trimble TDC 600 with 1m accuracy or similar approved) with data collection software
• 6

Technical Proposal

The consultant’s technical proposal shall contain the following:

• Understanding of assignment and planned approach
• Work Plan with clear duties and responsibilities for each team member
• Summary of Consultants experience in undertaking assignments of similar scope and/or complexity (last 5 years)
• Qualifications and Experience of Consultant's team
• Relevant practice certificates
• Sample reports (2 of hydraulic modelling studies of similar nature)
• Detailed CVs indicating a minimum of 3 references from reputable organizations that the consultant has worked with over the past 5 years clearly indicating description of assignment, date/s of execution, name of organization and details of contact person (e-mail and telephone contact)

Note: The consultant's technical proposal shall not exceed 5 pages. This excludes any annexes.

Financial Proposal

• The consultant’s financial costing to undertake the assignment will be provided as part of the proposal and should cover all costs associated with execution of the planned activities, including professional fees and any other related expenses.

The consultant will utilize the following budget template for their financial proposal:

Description

Unit

Qty

Rate (KSh)

Amount (KSh)

• Consultants professional Fees
• man-days
• Airport transfer costs
• trips
• Communication costs
• LS
• Accommodation costs
• LS
• Taxes (indicate relevant tax)
• %

Total

12.0 Support to be provided by the client

PWJ shall facilitate the consultant with the following support while undertaking the assignment:

• Flight Travel (Nairobi – Kakuma)
• Provision of Transport to the consultant's team while working in the field
• Provision of Meeting venue/s and/or desk space while in the field

Evaluation Criteria

Scoring of Technical Proposal

The technical proposal shall be evaluated against a total mark of 80% with pass mark of 60%.

Criteria

Assessment

Total Score (%)

Demonstrates clear understanding of the terms of reference

• excellent understanding ToR = 8 – 10
• some gaps in understanding of ToR = 5 – 7
• poor demonstration of understanding ToR <5
• 10

Clear methodology and approach to assignment

• clear and detailed methodology which includes all critical aspects and comprehensive approach to assignment = 12 – 15
• clear methodology but missing some details which are not critical to assignment = 8 – 12
• methodology missing critical aspects < 8
• 15

Experience in undertaking assignments of similar scope and/or complexity (last 10 years)

• Experience in 5 or more relevant assignment of similar complexity/ more advanced nature (over the last 10 years) = 12 – 20
• Experience in at least 3 relevant assignments of similar complexity/more advanced nature (over the last 10 years) = 8 – 12
• Experience in 2 or less relevant assignment of similar complexity/more advanced nature / not adequate (over the last 10 years) < 8
• 20

Experience and Qualifications of Lead Consultant (CV & practice certificate attached)

• The Lead consultant meets the academic requirements with at least 15 years of relevant experience and 10 years or more conducting similar assignments = 8-12
• The Lead consultant meets the academic requirements with at least 10 years of relevant experience and 5 years conducting similar assignments = 5-7
• The Lead consultant meets the academic requirements with at least 8 years of relevant experience and 3 years conducting similar assignments <5
• 12

Experience and Qualifications of lead Surveyor (CV & practice certificate attached)

• Surveyor meets the academic requirements with at least 12 years of relevant experience and 5 years or more conducting similar assignments = 3-5
• Surveyor meets the academic requirements with at least 8 years of relevant experience and 5 years conducting similar assignments = 2
• Surveyor meets the academic requirements with at least 6 years of relevant experience and 5 years conducting similar assignments <1
• 5

Realistic work plan attached

• Detailed and comprehensive work plan which captures all the key activities = 4-5
• Work plan misses some of the activities = 2-3
• Work plan missing critical aspects or not included <2
• 5

Minimum of 2 Reports Provided

• Minimum of 2 acceptable reports (2 engineering, 2 hydrogeological) provided as required =5
• 2 - 3 reports provided = 3
• Only 1 report provided or none = 0
• 5

CV and Practice Certificates Attached

• CV and practice certificates attached for lead consultants = 3
• CV and practice certificates for lead consultants not provided = 0
• 3

Technical capacity and availability of equipment

• Demonstrates ownership and availability of the required equipment = 5
• Minimum equipment requirements not provided = 0
• 5

Scoring of financial proposal

• The financial proposal for each bidder meeting the required pass mark for the technical evaluation shall be evaluated against a total score of 20% weighted using the following formula:
• financial score = lowest priced passing bid/ price of other bid *20%

Computation of Total Score for evaluated Bids

• Total score shall be computed by summing up the technical scores and the weighted financial scores.
• total score = technical score of bidder + weighted financial score

Determination of Award

• Award shall be made to the bidder with the highest evaluated total score as computed above.

Validity of Bid

• Bidders shall clearly indicate that their bid is valid for a period of not less than 30 days from the date of submission.

Proposal Submission

• The Technical & Financial Proposal shall be submitted comprising (a) Letter of submission duly signed by authorized bidder representative, (b) Main Technical & Financial Proposal document in PDF format, (c) Attachments to Technical Proposal in PDF (4 Sample Reports, CVs, Degree certificate, Practice license/s).

How to apply

• All submissions should be made to tenders@peace-winds.or.ke on or before 3rd November 2023 at 3:00PM EAT.