TERMS OF REFERENCE

LOT NO 1: RECRUITMENT OF AUTHORIZED PRIVATE SURVEYORS (FIRMS) FOR

LAND IDENTIFICATION AND REGISTRATION FOR RWANDA ENERGY GROUP

(WITH SUBLOTS DIVIDED AT PROVINCIAL LEVEL; EASTERN, WESTERN,

NORTHERN, SOUTHERN, CITY OF KIGALI) AND

LOT NO2: RECRUITMENT OF PROPERTY VALUATION FIRM UNDER

FRAMEWORK CONTRACT OF ONE YEAR RENEWABLE BASED ON

PERFORMANCE AND AVAILABILITY OF FUNDS.

REFERENCE NO: 11.07.021/128/REOI/2017/PROC-REG/CEO/JBM/gy

Background

The Rwanda Energy Group (REG) is responsible for expanding, maintaining and operating

the energy infrastructure in the Country through its two subsidiaries the Energy Utility

Corporation Limited (EUCL) and the Energy Development Corporation Limited (EDCL).

The institution infrastructures are located in every part of the country, Headquarters/Main

office, Branches, Power Plants, Substation, Renewable Energy Premises, as well as

residential houses.

The current situation is that most lands don’t have land titles nor updated deed plans. In

addition, available documents don’t actually match with the real situation of national land

tenure; the plots boundaries are not currently retrievable and some pieces of land are in

dispute cases because neighbors are eventually exploiting REG’s land unbeknownst to REG.

Objective of the Consultancy

The main objective of this tender is to recruit a qualified and experience Private Surveyors,

an authorized company by the Rwandan National Resources Authority (Land Center), able

to undertake the land identification, survey and registration of all REG property throughout

the whole country.

Scope of Consultancy

In collaboration with REG staffs in charge of Assets, the Consultant shall be appointed to

carry out the following task but not limited to:

a) Identification of all REG owned Land;

Consult and collect all available land documents in REG and Plan site work

b) Assistance in solving the disputes related to plot boundaries;

To define and retrieve boundary with neighboring plot owners with assistance of

local authorities, especially One Stop Center for each District.

c) Carrying out land survey with appropriate equipments;

Materialize plot limits and bench mark using high quality land surveying materials,

tools and equipments at high level of professionalism.

d) Follow-up of approval of land documents from the concerned District to

RNRA;

Assist REG to get the final lease documents, then elaborate, edit, and print deed plan

for each REG plot and Follow-up of their approval from the concerned District

Land Center to RNRA

e) Liaise with Local Authorities and land officials to get signed deed plans and

land titles;

Follow-up land documents approval from concerned District Land Centers.

f) Elaborate REG Land Map;

Collect all gathered data and incorporate in mapping software that allows updates,

omission and addition

The first approved version of the map shall be printed at the cost of the consultant in

3 copies

g) Create an Internet Database accessible to Client and any authorized

stakeholder;

This will allow access to the map by an authorized REG staffs or Stakeholder.

Software Keys and Maintenance shall be handed to REG ICT unit as well as all GIS

Unit for daily data exploitation purpose.

Duration of the Assignment: 4 Months

Work plan will be part of the technical proposal and shall clearly indicate allotted days for

the task in the various District according to available data.

Consultant is free to propose any acceptance and realistic plan, but it’s preferable not

exceeding 4 months

The successful consulting firm in collaboration with the Client representative shall review

the proposed plan and make modification before start or during assignment.

After completion this assignment, the Client can request change of this contract into a

Framework Contract

Reporting

The client shall appoint a staff in charge of the entire campaign. All the report shall be

submitted to the Chief Executive Officer (CEO) of REG with a copy to the Director of

Corporate Services of EUCL.

Reporting Requirements:

At the time of bidding, the consultant is required to provide a work plan according to

each lot tendered.

At the time of signing the contract, the consultant shall provide the inception report

The consultant shall submit copies of Deed plans submitted to the District Land

Center 7 days after submission.

The consultant shall submit Original copies of Land Titles to REG 2 days after

retrieval from the District

Report on land related issues: those sorted out, pending and recommendations

thereof.

Financial Proposal

The consultant will quote the cost AS UNIT PRICE for EACH SQUARE METER per

PROVINCE (Administration & Logistics Unit prefer that this tender be subdivided into 5

Lots in relation to Provinces and Kigali City) in order to carry out this assignment to be

done in every locality where REG Assets/Lands are located.

The consultant is allowed to submit proposal for all the 5 lots but can only be awarded 2

lots

Payments Modality

20% of Contract Amount can be made as Advance Payment on request and upon

submission of Advance Guarantee from a Recognized Bank. The advance payment

shall be deducted on the following invoices.

Invoicing shall be made upon Submission of Original copies of Land Titles

equivalent to 25% of the work load (Number of plots per lot).

Partial submission of land titles is allowed but the payment shall respect 25% of the

work load.

Full details of the payment modalities shall be discussed and agreed upon during the

contract negotiations

REG (FORMER EWSA) LAND COUNTRYWIDE

(GIVEN AS AN INDICATION)

PROVINCE DISTRICT N° of SITES

UNIT COST (Tax Inclusive)

Northern Gicumbi 109

Musanze 205

Rulindo 53

Burera 0

Gakenke 0

Sub-Total 1 367

Eastern Nyagatare 116

Gatsibo 0

Kayonza 0

Rwamagana 371

Bugesera 92

Ngoma 146

Kirehe 0

Sub-Total 2 725

Western Rubavu 86

Nyabihu 0

Rutsiro 0

Ngororero 0

Karongi 96

Nyamasheke 0

Rusizi 108

Sub-Total 3 290

Southern Kamonyi 0

Muhanga 113

Ruhango 0

Nyanza 105

Nyamagabe 109

Huye 14

Gisagara 0

Nyaruguru 0

Sub-Total 4 341

Kigali Gasabo 463

Kicukiro

Nyarugenge

Sub-Total 5 463

Total 2186

NB:

Any additional site shall be charged as per the above quotation.

The Consultant is encouraged to work with Local REG representative to

localize more REG Land Properties in the area of activity

INDICATIVE AREA OF LAND PLOTS IN DIFFERENT DISTRICTS AND

SECTORS

PROVINCE DISTRICT SECTOR CELL N° of SITES

EASTERN

BUGESERA

GASHORA BIRYOGO 3

MAREBA RUGARAMA 1

MAYANGE GAKAMBA 1

MAYANGE KAGENGE 1

MAYANGE KIBENGA 1

MAYANGE KIBIRIZI 1

MAYANGE MBYO 4

MUSENYI NYAGIHUNIKA 2

NTARAMA CYUGARO 3

NTARAMA KANAZI 1

NYAMATA KANZENZE 3

NYAMATA KAYUMBA 3

NYAMATA NYAMATA Y' UMUJYI 6

RILIMA KIMARANZARA 3

RILIMA NYABAGENDWA 3

RUHUHA GATANGA 1

RUHUHA KINDAMA 1

RUHUHA RUHUHA 1

RWERU BATIMA 3

RWERU KINTAMBWE 1

Sub-Total 43

RWAMAGANA

FUMBWE MUNUNU 1

FUMBWE NYAGASAMBU 1

FUMBWE NYAKAGUNGA 1

FUMBWE NYARUBUYE 1

GAHENGERI GIHUMUZA 2

GAHENGERI KIBARE 1

GAHENGERI RWERI 2

GISHALI KAVUMU 1

GISHALI RUHIMBI 1

GISHALI RUHUNDA 1

KIGABIRO NYAGASENYI 1

KIGABIRO SIBAGIRE 1

MUHAZI BYEZA 2

MUHAZI KARITUTU 1

MUHAZI NTEBE 1

MUSHA MUSHA 1

MUYUMBU AKINYAMBO 2

MUYUMBU BUJYUJYU 1

MUYUMBU NTEBE 2

MUYUMBU NYARUKOMBE 3

NZIGE AKANZU 1

RUBONA KABATASI 1

RUBONA KABUYE 1

RUBONA KARAMBI 1

Sub-Total 31

NGOMA

REMERA BUGERA 13

REMERA KABUYE 1

REMERA NDEKWE 3

REMERA NYAMAGANA 5

RURENGE RUGESE 4

Sub-Total 26

KAYONZA

GAHINI KIYENZI 4

GAHINI URUGARAMA 18

KABARONDO CYABAJWA 2

KABARONDO CYINZOVU 2

MUKARANGE BWIZA 3

MUKARANGE NYAGATOVU 2

MURUNDI KARAMBI 1

MURUNDI MURUNDI 2

MURUNDI RYAMANYONI 3

MWIRI MIGERA 1

MWIRI NYAWERA 2

NYAMIRAMA GIKAYA 2

NYAMIRAMA RURAMBI 2

NYAMIRAMA SHYOGO 2

RUKARA KAWANGIRE 1

RUKARA RUKARA 5

RUKARA RWIMISHINYA 1

RURAMIRA BUGAMBIRA 3

RURAMIRA NKAMBA 3

RURAMIRA RUYONZA 6

RURAMIRA UMUBUGA 4

RWINKWAVU MUKOYOYO 1

RWINKWAVU NKONDO 3

Sub-Total 73

SOUTHERN

NYARUGURU

NGERA BITARE 1

NGERA MURAMA 1

NGERA NYAMIRAMA 1

RUSENGE BUNGE 1

Sub-Total 4

GISAGARA

GIKONKO CYIRI 2

GIKONKO GASAGARA 3

GIKONKO GIKONKO 3

GIKONKO MBOGO 4

GISHUBI GABIRO 1

GISHUBI NYABITARE 1

KANSI AKABOTI 1

KIGEMBE AGAHABWA 1

KIGEMBE NYABIKENKE 1

MUGANZA REMERA 2

MUGANZA SAGA 1

MUGOMBWA KIBU 1

MUGOMBWA MUGOMBWA 2

MUKINDO RUNYINYA 1

MUSHA BUKINANYANA 2

MUSHA KIGARAMA 1

NDORA GISAGARA 1

NDORA MUKANDE 2

NYANZA HIGIRO

SAVE SHYANDA 1

Sub-Total 31

HUYE

KINAZI BYINZA 1

KINAZI GAHANA 1

KINAZI GITOVU 1

KINAZI SAZANGE 4

MBAZI MUTUNDA 2

MBAZI RUSAGARA 1

MUKURA BUVUMU 5

RUHASHYA RUGOGWE 2

RUSATIRA BUHIMBA 2

RUSATIRA KIMUNA 2

RWANIRO KIBIRARO 1

RWANIRO SHYUNGA 1

Sub-Total 23

NYAMAGABE

GASAKA NYAMUGARI 1

GASAKA REMERA 1

Sub-Total 2

NYANZA

BUSASAMANA KAVUMU 2

BUSASAMANA NYANZA 1

MUYIRA GATI 4

NTYAZO BUGALI 2

NTYAZO KAGUNGA 1

Sub-Total 10

WESTERN

NYAMASHEKE

BUSHEKERI NYARUSANGE I 3

BUSHEKERI BUVUNGIRA 4

BUSHENGE KAGATAMU 1

GIHOMBO BUTARE 1

GIHOMBO GITWA 1

GIHOMBO KIBINGO 1

KAGANO MUBUMBANO 1

KAGANO NINZI 5

KAGANO RWESERO 1

KANJONGO KIBOGORA 4

KANJONGO KABUGA 1

RUHARAMBUGA NTENDEZI 1

RUHARAMBUGA WIMANA 1

Sub-Total 25

KARONGI BWISHYURA KIBUYE 4

BWISHYURA KINIHA 10

BWISHYURA NYARUSAZI 1

BWISHYURA GASURA 9

GISHYITA MUSASA 1

GISHYITA NGOMA 2

MUBUGA RYARUHANGA 4

RUBENGERA GACACA 1

RUGABANO RUFUNGO 1

Sub-Total 33

NGORORERO NYANGE NSIBO 2

Sub-Total 2

RUTSIRO

BONEZA BUSHAKA 1

BONEZA NKIRA 1

BONEZA REMERA 1

Sub-Total 3

RUBAVU

BUSASAMANA GIHONGA 1

GISENYI NENGO 1

KANAMA MAHOKO 1

KANZENZE KANYIRABIGOGO 1

KANZENZE KIREREMA 1

KANZENZE NYAMIKONGI 2

NYAKIRIBA BISIZI 2

NYAKIRIBA GIKOMBE 2

NYAKIRIBA KANYEFURWE 2

NYAKIRIBA NYARUSHYAMBA 1

NYAMYUMBA KIRAGA 3

NYAMYUMBA RUBONA 3

NYUNDO TERIMBERE 2

NYUNDO NYUNDO 1

RUGERERO GISA 2

RUGERERO RUGERERO 1

RUGERERO RWAZA 5

Sub-Total 31

NYABIHU BIGOGWE KIJOTE 1

Sub-Total 1

NORTHERN

MUSANZE

CYUVE BUKINANYANA 1

GASHAKI KIGABIRO 1

GASHAKI KIVUMU 1

GATARAGA RUBINDI 1

KINIGI KAMPANGA 1

KINIGI NYABIGOMA 2

MUHOZA KIGOMBE 5

MUHOZA MPENGE 2

MUHOZA RUHENGERI 1

Sub-Total 15

GAKENKE

GAKENKE RUSAGARA 1

KAMUBUGA KAMUBUGA 1

KAMUBUGA KIDOMO 1

KAMUBUGA RUKORE II 1

KIVURUGA CYINTARE 1

KIVURUGA GASIZA I 1

KIVURUGA SERERI 1

MUHONDO RUGANDA 1

NEMBA GAHINGA II 1

NEMBA MUCACA 3

RULI RULI 1

RUSHASHI JOMA 1

RUSHASHI RWANKUBA 1

Sub-Total 15

BURERA NEMBA KIVUMU 1

Sub-Total 1

RULINDO

BASE RWAMAHWA 2

BUSHOKI GASIZA 3

BUSHOKI KAYENZI 1

BUSHOKI MUKOTO 1

BUSHOKI NYIRANGARAMA 2

CYINZUZI MIGENDEZO 2

KINIHIRA BUTUNZI 2

KINIHIRA KAREGAMAZI 2

MBOGO NGIRAMAZI 1

MURAMBI MVUZO 1

NGOMA MUGOTE 1

RUSIGA KIRENGE 1

SHYORONGI BUGARAGARA 4

TUMBA BARARI 1

TUMBA GAHABWA 1

TUMBA NYIRABIRORI 2

Sub-Total 27

GICUMBI

BYUMBA GACURABWENGE 1

BYUMBA GISUNA 5

BYUMBA NYAMABUYE 2

BYUMBA NYARUTARAMA 3

KAGEYO GIHEMBE 1

KAGEYO NYAMIYAGA I 2

Sub-Total 14

KIGALI

NYARUGENGE

GITEGA AKABAHIZI 3

GITEGA KIGARAMA 2

GITEGA KINYANGE 1

GITEGA KORA 1

KANYINYA NYAMWERU 2

KANYINYA NZOVE 2

KANYINYA TABA 1

KIMISAGARA KAMUHOZA 1

KIMISAGARA KATABARO 1

KIMISAGARA KIMISAGARA 1

MAGEREGERE MATABA 1

MAGEREGERE NYARUFUNZO 2

MAGEREGERE NYARURENZI 1

MUHIMA KABASENGEREZI 1

MUHIMA AMAHORO 2

MUHIMA RUGENGE 6

MUHIMA TETERO 2

MUHIMA UBUMWE 1

NYAKABANDA MUNANIRA I 1

NYAKABANDA MUNANIRA II 1

NYAKABANDA NYAKABANDA I 3

NYAMIRAMBO CYIVUGIZA 4

NYAMIRAMBO GASHARU 2

NYAMIRAMBO MUMENA 3

NYAMIRAMBO RUGARAMA 3

NYARUGENGE BIRYOGO 2

NYARUGENGE KIYOVU 2

NYARUGENGE RWAMPARA 2

RWEZAMENYO KABUGURU I 1

RWEZAMENYO KABUGURU II 2

RWEZAMENYO RWEZAMENYO I 2

RWEZAMENYO RWEZAMENYO II 2

Sub-Total 61

GASABO

BUMBOGO KINYAGA 1

BUMBOGO MVUZO 2

BUMBOGO NKUZUZU 2

BUMBOGO NYABIKENKE 1

BUMBOGO NYAGASOZI 5

GATSATA KARURUMA 2

GATSATA NYAMUGARI 1

JABANA AKAMATAMU 2

JABANA BWERAMVURA 1

JABANA KABUYE 1

KACYIRU KAMATAMU 9

KACYIRU KAMUTWA 3

KACYIRU KIBAZA 4

KIMIRONKO KIBAGABAGA 6

KIMIRONKO NYAGATOVU 8

KINYINYA GACURIRO 2

KINYINYA GASHARU 4

KINYINYA KAGUGU 4

KINYINYA MURAMA 12

NDERA CYARUZINGE 1

NDERA KIBENGA 1

NDERA MASORO 1

REMERA NYARUTARAMA 8

REMERA RUKIRI I 1

REMERA RUKIRI II 1

RUSORORO KABUGA I 2

RUSORORO NYAGAHINGA 1

Sub-Total 86

KICUKIRO 46

Total Kigali 193

SELECTION CRITERIA EUCL by this notice, invites established and certified firms with good track record, to submit their Expressions of Interest (EOI), based on the following shortlist requirements: 4.1. Qualification of Consultant

The consultant’s team shall be composed of 5 members, including the team leader and shall

possess at least a Bachelor’s Degree in Land Surveying, Civil-Engineering/ Quantity

Surveyor, Geometrics, GIS Expert, Land Management, Urban Planning, or other related to

GIS Field.

All proposed staff should have a minimum of at least five (5) years of experience in fields

related to this assignment. Each staff shall provide a signed and updated CV, University

degree(s), Professional Certificates, and any other documents proving his/her qualification

and experience

Additional post-graduate and or technical training in engineering or Management field will

be an added advantage

Having all proposed team members as certified members of the Institute of Real Property Valuers in Rwanda (IRPV) will be an added advantage.

Proposed team of five (5) members should be composed of Project manager (1); Quantity Surveyor/Civil engineer with experience in quantity surveying (1); Land surveyor (2); GIS specialist (1)

4.2. Experience of Local consulting firms

Valid copy of Certificate of Registration under the valuator’s association issued by the Regulatory Council For Real Property Valuation/ Institute of Real Property Valuers in Rwanda (IRPV);

General working experience of the firm for the last three (3) years in the field related to land identification, survey, assets property valuation and registration;

Providing at least three (3) similar and specific references of executed assignments in the last five (5) years related to land identification, survey and registration with valid certificates of completion ;

Description of equipment and associated tools and software’s used in his services; The short list/register shall be updated after 12 months.

SUBMISSION CRITERIA

Two (02) hard copies of the Expression of Interest (EOI) documentation should be submitted in sealed envelopes to the Chief Executive Officer of Rwanda Energy Group Ltd, P.O. Box 537, Kigali, Attn: Procurement Unit. Expressions of interest must be delivered the Secretariat of the Procurement Unit on first Floor, room G114 on or before 21st March 2017 at 9:00 a.m. local time. The outer cover for envelope shall be clearly marked: REQUEST FOR EXPRESSION OF INTEREST (EOI) N0 11.07.021/128/REOI/2017/PROC-REG/CEO/JBM/gy. Electronic applications shall not be accepted. For any inquiry, please contact the following: gyemukama@eucl.reg.rw and copied to ebugingo@eucl.reg.rw.

Done at Kigali, on 08th March 2017

Jean Bosco MUGIRANEZA Chief Executive Officer