Recruitment Of Consulting Firm /Consortium of Consultants for Detailed Design and Supervision of Nyamagana Marshland Development Project tender at Action for Environment Protection and Agriculture Sectors Promotion 

1. BACKGROUND AND CONTEXT

1.1. Project Background

The Action pour la Protection de l’Environnement et la Promotion des Filières Agricoles (APEFA), in partnership with Nyanza District, is implementing the project “Building climate resilience of vulnerable communities of the AKAZIGA watershed” funded by Rwanda Green Fund (RGF) through the Adaptation Fund. The project aims to restore degraded landscapes, build climate change adaptation capacity, improve food security and incomes, and foster community-driven solutions through integrated programs. One of the core components of the project is the rehabilitation and development of Nyamagana Marshland to improve water security and climate resilience of smallholder farmers for year-round agricultural production.

1.2. Project Location

The Nyamagana marshland is located in Nyanza District, Southern Province, Rwanda, with coordinates in the Western part of the country. The elevation ranges between 1,722 and 1,763 meters above sea level, covering a total catchment area of 347 hectares with 47.46 hectares of irrigable area.

1.3 Project Components

The project will finance:

1. Development of an irrigation system covering 47.46 ha
2. Land husbandry development on 347 ha in the surrounding water catchment areas
3. Construction of hydraulic structures, including diversion weirs, irrigation canals, and drainage systems
4. Access road rehabilitation and construction
5. Climate-smart agriculture promotion

1.4.Current Status of the Project 

A feasibility study has been completed, providing preliminary designs and cost estimates. The project only now requires a detailed engineering design and construction supervision services.

2. OBJECTIVES

2.1 Overall Objective of hiring a consulting firm/Consortium of Consultants

To engage a qualified consulting firm/ consortium of consultants to develop detailed engineering designs and provide construction supervision services for the development of the Nyamagana Marshland irrigation scheme covering 47.6ha.

2.2 Specific Objectives

1. Develop comprehensive, detailed engineering designs based on the feasibility study
2. Prepare detailed construction drawings and specifications
3. Provide construction supervision and quality assurance services
4. Ensure compliance with national and international standards
5. Support capacity building and technology transfer to local communities

3. SCOPE OF WORK

3.1. Detailed Design Phase

3.1.1. Review and Validation of Feasibility Study

1. Review and validate the existing feasibility study findings
2. Conduct additional surveys and investigations where necessary
3. Update hydrological if required and hydraulic calculations
4. Review soil analysis results and recommendations

3.1.2. Topographical and Geotechnical Surveys

1. Develop a detailed topographical survey of the entire project area (47.46 ha)
2. Leveling of the marshland.
3. Update Digital Terrain Models (DTM) and contour maps
4. Establish permanent benchmarks and survey control points

3.1.3 Hydraulic Design

1. Design diversion weirs (4 units) with detailed hydraulic calculations
2. Design main irrigation canals (8.57 km) and secondary canals
3. Design drainage/emissary systems with proper sizing
4. Design water control structures, including: 

1. Sluice gates/ offtakes (97 units)
2. Water drop structures
3. Intake structures (4 units)
4. Canal bridges and culverts

3.1.4 Structural Design

1. Detailed structural design of all concrete and masonry works
2. Foundation design based on soil bearing capacity analysis
3. Reinforcement detailing and specifications
4. Design of protective works, including riprap and stilling basins

3.1.5 Access Roads Design

1. Detailed design of 5 km access roads
2. Drainage system design for roads
3. Pavement design and specifications
4. Bridge and culvert design for road crossings

3.1.6 Environmental and Social Considerations

1. Update Environmental and Social Impact Assessment (ESIA)
2. Develop Environmental and Social Management Plan (ESMP)
3. Design buffer zones and erosion control measures
4. Plan for community consultation and engagement

3.2. Construction Documents Preparation

3.2.1. Technical Drawings

1. Prepare comprehensive construction drawings at appropriate scales
2. General layout plans (1:1000, 1:2000)
3. Detailed structural drawings (1:50, 1:100)
4. Cross sections and profiles
5. Reinforcement details and schedules
6. As-built drawing templates

3.2.2. Technical Specifications

1. Prepare detailed technical specifications for all work items
2. Material specifications and quality requirements
3. Construction methodology and procedures
4. Quality control and testing requirements
5. Health and safety specifications

3.2.3. Bill of Quantities and Cost Estimates

1. Prepare a detailed Bill of Quantities (BoQ)
2. Update cost estimates based on current market rates
3. Provide a cost breakdown by work packages
4. Include contingency and escalation allowances

3.2.4. Tender Documents

• Prepare complete tender documents including: 

1. Instructions to Bidders
2. Conditions of Contract
3. Technical specifications
4. Drawings and BoQ
5. Forms and schedules

3.3 Construction Supervision Phase

3.3.1 Construction Management

1. Provide full-time resident supervision throughout construction
2. Review and approve the contractor's work plans and methodologies
3. Monitor construction progress and quality
4. Conduct regular inspections and testing
5. Maintain construction diaries and progress records

3.3.2 Quality Assurance and Control

1. Implement a comprehensive quality assurance program
2. Supervise material testing and approval
3. Monitor compliance with specifications and standards
4. Issue non-conformance reports and corrective actions
5. Certify completed works

3.3.3 Contract Administration

1. Assist in contractor selection and contract award
2. Process progress payments and variations
3. Manage contract variations and claims
4. Conduct interim and final inspections
5. Issue completion certificates

3.3.4 Capacity Building and Training

1. Train local technicians and community members
2. Provide operation and maintenance manuals in Kinyarwanda
3. Conduct handover training to farmer cooperatives
4. Support the establishment of Irrigation Water Users Organizations (IWUO)

4. DELIVERABLES 

4.1. Design Phase:

1. Survey and Investigation Report.
2. Detailed Design Drawings ( A1 format)
3. Technical Specifications Document
4. Environmental and Social Management Plan
5. Bill of Quantities and Cost Estimates
6. Complete Tender Documents
7. Final Design Report

4.2. Supervision Phase:

1. Monthly Progress Report
2. Quarterly Supervision Reports
3. Quality Control Test Reports
4. As-built Drawings
5. Operation and Maintenance Manuals
6. Training Reports and Materials
7. Project Completion Report
8. Handover Documentation

5. DURATION OF THE ASSIGNMENT

The consultancy/consortium of consultants is expected to commence immediately upon contract signing. A detailed study is expected to take no more than 30 days upon signing the contract. The supervision work will take no more than 8 months.

6.CONSULTANT/ CONSORTIUM OF CONSULTANTS QUALIFICATIONS

6.1. Firm Qualifications

1. Proven track record in similar marshland development projects in Rwanda
2. Experience with Rwanda Green Fund projects, or similar development finance institution projects.

6.2 Key Personnel Requirements

6.2.1 Team Leader/Project Manager

1. Minimum Master's degree in Agricultural Engineering/Soil and Water Conservation Engineering, Water Engineering, Rural Engineering (Irrigation).
2. Minimum 12 years of experience with 3 specific references as a Team leader in marshland/valley tanks development supervision and irrigation scheme design studies by proven certificates of service completion and signed contracts on similar assignments in Rwanda.
3. Participating in a previous Nyamagana marshland development study with a proven certificate will be an advantage.
4. Fluency in English, French is desirable

6.2.2 Hydraulic Design Engineer

1. Bachelor’s degree in civil engineering, Water Engineering/Hydraulic Engineering, Rural Engineering or other related fields.
2. Minimum 10 years of experience in irrigation system design
3. Experience with FAO or international design standards and guidelines 
4. Proficiency in hydraulic modeling software

6.2.3 Structural Design Engineer

1. Master’s or bachelor’s degree in civil/Structural Engineering or other related fields.
2. Minimum 5 years of experience for a master’s degree and 8 years for a bachelor’s degree with a focus on projects related to water infrastructure, hydraulics, or mechanical systems.
3. Experience with concrete and masonry design

6.2.4 Geotechnical Engineer

1. Master's or bachelor’s degree in Geotechnical Engineering
2. Minimum 5 years of experience for a master’s degree and 8 years of bachelor's degree in geotechnical investigations and foundation design.
3. Experience with laboratory testing and analysis

6.2.5 Environmental Specialist

1. Master’s degree or bachelor’s degree in environmental science/engineering
2. Minimum 5 years of experience in ESIA and ESMP development
3. Knowledge of Rwanda's environmental regulations

6.2.6 Resident Engineer/Construction Supervisor

1. Bachelor’s degree in civil engineering
2. Minimum 8 years of construction supervision experience
3. Fluency in Kinyarwanda and English
4.  Full-time on-site during construction works

7. INSTITUTIONAL ARRANGEMENTS

7.1 Reporting Structure

1. The Consultant/ consortium of consultants will report directly to the APEFA Project Management Unit
2. Technical oversight by Rwanda Agriculture Board (RAB)
3. Coordination with Nyanza District Administration
4. Regular reporting to the Rwanda Green Fund

7.2 Counterpart Support

1. APEFA will provide project coordination and liaison services
2. District administration will facilitate community engagement and water users’ association creation, and training
3. RAB will provide technical backstopping and quality assurance as well as support to community training on cooperative management

8. EVALUATION CRITERIA

8.1 Technical Evaluation (70%)

1. Consultant's experience and qualifications (25%)
2. Key personnel qualifications and experience (25%)
3. Methodology and work plan (20%)

8.2 Financial Evaluation (30%)

1. Total cost competitiveness
2. Value for money assessment

8.3 Minimum Technical Score

• Proposals must achieve a minimum 70% technical score to qualify for financial evaluation

9. SUBMISSION REQUIREMENTS

9.1 Technical Proposal

1. Company profile and registration documents/ consortium of consultants CVs and other related documents.
2. CVs of key personnel with commitments
3. Methodology and work plan
4. Similar project experience (minimum 1 project).

9.2 Financial Proposal

1. Detailed cost breakdown by phases and activities
2. Personnel costs and man-month estimates
3. Direct costs and reimbursable
4. All applicable taxes clearly stated

9.3 Submission Deadline

Proposals must be submitted by 03rd September 2025, at 5:00Pm to APEFA’s procurement email: procurement@apefarwanda.org
For more information, reach out to the Director of Programs development at APEFA, Mr. Protais HABANABAKIZE
Tel: 0788281025 

Email: phabanabakize@apefarwanda.orgv

Submitted by: Executive Director

Date: 20/08/2025

Oscar NZABONIMPA