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Kigali on 06/02/2017

Ref: N° 11.07.023/2829/17/MD-EDCL/EK/uc

REQUEST FOR EXPRESSIONS OF INTEREST “INDIVIDUAL CONSULTANT”

( Re- advertised)

Project Name: ‘‘Improving Access to Reliable On-grid Electricity Service for Households and Priority

Public institutions –Belgian contribution to EARP’’; Project No: RWA1509411

Title of Tender: Supervision consulting services for installation and commissioning of

93MVA 220/110kV transformer at SHANGO Substation

REFERENCE NO003/S/2016/REOI/BEEARP

The Government of Rwanda has received financing from the Belgian Kingdom toward the cost

of the ‘‘Improving Access to Reliable On-grid Electricity Service for Households and

Priority Public Institutions –Belgian contribution to EARP”(BE2 EARP) and intends to

apply part of the proceeds for consulting services.

The Energy Development Corporation Limited (EDCL)/BE2 EARP invite eligible individual

consultant to express their interest in providing the Services. Interested Consultants should

provide information demonstrating that they have the required qualifications and relevant

experience to perform the Services.

The Scope of consultancy service and qualification criteria are specified in the terms of

references (TOR) below.

The consultant will be selected in accordance with the Rwanda Law N° 05/2013 of

13/02/2013 modifying and completing the law N° 12/2007 of 27/03/2007 on Public

Procurement.

The procuring entity will select the consultant as follow:

First stage: At least three consultant will be shortlisted on the basis of their

detailed CVs; qualifications for the assignment and at least two similar project

executed (academic background and relevant specific experience).

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Individuals consultant considered for comparison of qualifications shall meet the minimum

relevant qualifications.

Second stage the first ranked three consultants will be invited for presentation or

interviews.

The Procuring Entity shall negotiate a contract with the first ranked individual consultant,

after reaching agreement on satisfactory terms and conditions of the contract. Only experts

that submitted EOIs shall be shortlisted.

Time: The contract duration will be 12 months.

Further information can be obtained at the address below during office hours from 08:00am to

17:00pm:

Energy Development Corporation Limited (EDCL)

Electricity Access Roll-out Program (EARP)

Attn: Head of Procurement of EDCL,

E-mail: procurement@edcl.reg.rw and copy to cuwajeneza@edcl.reg.rw, Tel. No.:

+250788466130;

3. Application and Submission

Interested and suitably qualified candidates should submit their Expression of Interest

including the following documents:

Letter of expression of interest to the Assignment signed by himself

Detailed Curriculum vitae ( CV) signed

Copy of degrees and certificates

Certificate of good performance of similar assignments (at least two assignment

executed in the last 5 years)

All applications should be submitted by Email to the above email addresses or hard copy in a

written form to the address below on 02/ March /2017

Energy Development Corporation Limited ( EDCL)

KN2 ST, Nyarugenge District, Kigali City, PO Box 3855 Kigali, Rwanda, KCT: 10th floor.

Done at Kigali, on 06/ February/2017

RUHIGULA Jackson GAFULEKA Emmanuel KAMANZI

Head of Procurement Managing Director

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Terms of References of Supervision consulting services for installation and commissioning

of 93MVA 220/110kV transformer at SHANGO Substation

(Individual consultant).

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TABLE OF CONTENTS

Page

1.0 INTRODUCTION .............................................................................................................................. 5

2.0 PROJECT CONCEPT AND AREA .................................................................................................. 5

3.0 PROJECT OBJECTIVE .................................................................................................................... 5

4.0 PROJECT DESCRIPTION ............................................................................................................... 5

5.0 PROJECT FINANCING .................................................................................................................... 5

6.0 PROCUREMENT OF GOODS ......................................................................................................... 5

7.0 STATUS OF THE PROJECT ............................................................................................................ 6

8.0 OBJECTIVE OF THE CONSULTANCY SERVICES ..................................................................... 6

9 SCOPE OF THE CONSULTANCY SERVICES .................................................................................. 6

9.0 GENERAL ............................................................................................................................................... 6

9.1 PAYMENT CERTIFICATION ......................................................................................................... 7

9.2 SITE MEETINGS .............................................................................................................................. 7

9.3 KNOWLEDGE TRANSFER AND TRAINING OF THE EMPLOYER’S STAFF ......................... 8

9.4 ASSISTANCE DURING THE DEFECT LIABILITY PERIOD ...................................................... 8

10 REPORTS .............................................................................................................................................. 8

10.1 GENERAL ............................................................................................................................................. 8

10.2 PROGRESS REPORTS ........................................................................................................................ 8

10.3 PROJECT COMPLETION REPORT (PCR) ....................................................................................... 9

11 CONSULTANT, QUALIFICATION REQUIREMENTS AND MAN-MONTHS ALLOCATION ..... 9

11.1 Qualification and Experience ....................................................................................................... 9

11.2 Shortlisting criteria .................................................................................................................... 10

12 DATA, LOCAL SERVICES AND FACILITIES TO BE PROVIDED ............................................... 10

13. TERMS OF PAYMENT OF FEES( LUMPSUM CONTRACT) ........................................................... 11

14. IMPLEMENTATION SCHEDULE FOR SERVICES AND INDICATIVE CALENDAR ............ 11

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Terms of References of Supervision consulting services for installation and commissioning

of 93MVA 220/110kV transformer at SHANGO SUBSTATION( Individual consultant).

1.0 INTRODUCTION

SHANGO substation is a substation under construction and it is located at around 25 km from

the main round about in the Northern part of Kigali City, in the Republic of Rwanda.

2.0 PROJECT CONCEPT AND AREA

Shango substation is a transmission substation where 2x220kV lines from Uganda, 2x220kV

lines from the Eastern part of Democratic Republic of Congo (DRC) and 2x220kV from

Regional Rusumo Hydropower plant meet. A 2x110kV line from the substation will supply

Kigali City Distribution. A 220/110kV 93MVA transformer for Kigali City Distribution and a

220/30kV 30MVA for local use are already installed. However, there is a need of the second

220/110kV 93MVA transformer.

3.0 PROJECT OBJECTIVE

Project objectives are to:

(i) Increase the distribution capacity of the substation and

(ii) The reliability of the network.

4.0 PROJECT DESCRIPTION

The Project is managed by Energy Development Corporation Ltd (EDCL), a subsidiary of

Rwanda Energy Group Limited (REG).

The Project has only one component: Construction of 220/110kV 93MVA transformer. This

component includes supply, installation and commissioning of the transformer including its

accessories (transformers bays, etc).

A consultant will be hired for engineering and Installation supervision for 220/110kV

93MVA transformer.

5.0 PROJECT FINANCING

The republic of Rwanda has received a Grant from the Kingdom of Belgium. The

Government of Rwanda intends to use part of these funds to recruit a Contractor for supply,

installation and commissioning of a 93MVA transformer at SHANGO substation.

6.0 PROCUREMENT OF GOODS

The procurement of goods will be done using the Procurement Law of the Republic of

Rwanda. The tender will be one Lot.

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7.0 STATUS OF THE PROJECT

Currently, SHANGO substation is under construction and the works are advanced at 75%.

8.0 OBJECTIVE OF THE CONSULTANCY SERVICES

The general objective of the consultancy services is to ensure that EDCL obtains an economic

solution of high technical standards and that the project is implemented in a timely and

efficient manner.

9 SCOPE OF THE CONSULTANCY SERVICES

9.0 GENERAL

In general, the scope of consultancy services shall include, but not limited to:

(a) Assist EDCL with technical expertise during the procurement process for the

transformer, analyze and prepare the responses to the inquires from the bidders in

consultation with EDCL;

(b) Supervision of the implementation of the contract for the Project and establishment of

a Project Site Organization for the contract as specified below:

i) Examination and approval of the Contractor detailed design documents

and drawings for compliance with the specifications in accordance with sound

engineering practice;

ii) Supervision of all transformer installation activities and ensure that the

works are done in compliance with the contract plans and specifications with

regards to both quality and timing,

iii) Inspecting and witnessing with EDCL representatives the factory

acceptance tests (FAT) during the manufacture of major items of equipment

and at the manufacturers’ premises;

iv) Verify in collaboration with EDCL, if the material and equipment

delivered at field sites correspond to the technical specifications.

v) Supervise and approve the testing and commissioning of transformer

installation works.

vi) Check and approval of complete set of “As-Built” drawings, and

documentation; and hand over formalities to EDCL

vii) Approval of the Contractor’s human resources and occupational health and

safety policy.

(c) General assistance for administration of the Project including: -

i) Acting for EDCL for all contract notices, instructions, orders, certificates,

approvals and all communications under the contract (generally referred to as

contract administration) for the contract and liaison with the contractor

ii) advise on any dispute or differences that may arise between EDCL and the

Contractor

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iii) Any change (variation) orders, completion time extension and/or financial

claims arising from the contractor, requires the approval of EDCL after a deep

assessment and recommendations to EDCL based on the day-to-day records and

applicable conditions of contract.

iv) Establishment of contract billing procedures, verification and certification

of all contractor billing before submission to EDCL for issue of authorization of

payment,

v) In consultation with EDCL, issue completion certificates and final

acceptance certificates to contractor as per the terms and conditions of the

contract,

vi) Preparation of monthly and quarterly project progress reports as required

by EDCL

(d) Provide on-the-job training and technology transfer to the staffs of EDCL in

contractor’s design approval, project management and supervision of installation

works;

(e) Monitor compliance by the Contractor during installation and commissioning for

applicable legal requirements of Rwanda.

(f) Prepare and submit the Project Completion Report that outlines, inter-alia,

achievements in meeting the objectives and target set out for EDCL under BTC

requirements.

9.1 PAYMENT CERTIFICATION

Check the quantities of work carried out and equipment/materials supplied and certify

contractor’s invoices. The contractor shall submit to the consultant, statement showing costs

of the work executed upto the end of the month. The form of the statement shall be in

accordance with standard format agreed by each EDCL and the contractor. All relevant

measurement sheets and quality schedules shall be submitted together with the statement. The

consultant shall compare the statement with his own records and solve issues of differences

with the contractor's representative. The updated master copies of progress charts shall be

submitted to EDCL along with the monthly statement, the time table progress charts (with

planned and actual progress), the works diary, the monthly site financial statement, etc.

9.2 SITE MEETINGS

Consultant shall hold site meetings regularly as required with the contractors' site

representatives and EDCL.

Chair site meetings and draw up minutes of meetings,

The meeting shall deal with (i) approval or rejection of executed work elements;

contractor's work schedule, contractor's work method, temporary works and additional

works (if any), etc.

Minutes of the meeting shall be prepared and signed by the participating parties. Copies of the

minutes shall be given to the participants.

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9.3 KNOWLEDGE TRANSFER AND TRAINING OF THE EMPLOYER’S STAFF

EDCL consider this consultant services contract as an opportunity for knowledge transfer to a

number of its staff through on the job training working with the consultant and contractors.

Such training and knowledge transfer shall be conducted during both the stages of approval of

the contractor’s detailed design, as well as during the construction stages of the Project.

9.4 ASSISTANCE DURING THE DEFECT LIABILITY PERIOD

The consultant shall:

Ensure that all defects and remarks are properly cleared/removed by the

contractors,

Ensure that all operation and maintenance manuals and all type of as-built

drawings are submitted and handed over to EDCL as per the requirement and

quantity specified in the contracts.

At the end of the liability period, the consultant shall perform a one-week

assignment to EDCL to prepare final acceptance certificate and prepare a final

report on this basis.

10 REPORTS

10.1 GENERAL

All documents and reports must be done in English.

All reports shall be submitted in 3 copies to EDCL. Content of technical reports must be

discussed and agreed upon with EDCL.

10.2 PROGRESS REPORTS

The consultant shall prepare and submit a coordinated monthly and quarterly progress report

to EDCL. The quarterly progress reports shall be prepared in accordance with the BTC's

guidelines. The reports by contracts shall at least include.

i. Written description of:

Progress of the works and expenditure to-date;

Progress of the works during the month;

Future planned works and expenditure;

Summary of the prevailing weather conditions at site during the reporting

period.

Technical problems, if any;

Delays of any kind, if any

List of consultant's and contractor’s personnel

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List of machinery and equipment scheduled and made available of the works

by the contractors; and

Any other issues, which could facilitate or affect the progress of the work.

ii. Tabulated summary of work progress

iii. Graphical presentation of:

Physical progress planned/actual;

Cash flow planned/actual

Expected future progress and expenditure; and

Labor force size.

10.3 PROJECT COMPLETION REPORT (PCR)

Upon completion of the project construction activities, the consultant shall prepare a Project

Completion Report (PCR) for EDCL in accordance with BTC's PCR requirements. The PCR

will form a comprehensive record of the design, construction and erection works

accomplished including: -

i) A description of changes or modifications to the design;

ii) Problems encountered and solutions adopted; and

iii) Overall construction volume, quantities and costs

iv) Lesson learnt on Project design and implementation,

11 CONSULTANT, QUALIFICATION REQUIREMENTS AND MAN-MONTHS

ALLOCATION

11.1 Qualification and Experience

The consultant must be highly qualified for the design and supervision of installation of high

voltage power transformers. The consultant must demonstrate previous experience in the

supervision of installation of high voltage power transformer. More particularly, the

consultant must have, in the last 5 years:

2 similar experiences in the design and supervision of installation of high voltage

power transformer process.

Must be an engineer holder at least a bachelors degree in electrical or

electromechanical from a recognized university;

Having a minimum experience of:

Ten (8) years in the field of substations projects and should have an extensive

experience in management of power transmission project

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11.2 Shortlisting criteria

In accordance with Rwandan Public Procurement rules and regulations on selection of

Individual Consultants;

For the first stage at least three consultant will be shortlisted on the basis of

their detailed CVs; qualifications for the assignment and similar project executed (at

least two).

Individuals consultant considered for comparison of qualifications shall meet the minimum

relevant qualifications. The selection shall be carried out through the comparison of the

relevant overall capacity. Shortlisted candidates are ranked by their experiences and

qualifications. All shortlisted candidates must meet the eligibility criteria.

Only experts that submitted EOIs shall be shortlisted.

For the second stage the first three consultants ranked on the first stage will be

invited for presentation and interviews.

The EDCL will request the first ranked candidate for the second stage to confirm availability

and to provide financial proposal and other information that may be required for clarification.

The Procuring Entity shall negotiate a contract with the first ranked consultant after

presentation and interview, after reaching agreement on satisfactory terms and conditions of

the contract.

The interested consultant should present the following documents:

Letter of expression of interest to the Assignment signed by himself

Detailed Current Curriculum vitae signed

Copy of degrees and certificates

At least two Certificate of good performance of similar assignments

12 DATA, LOCAL SERVICES AND FACILITIES TO BE PROVIDED

The consultant shall supply all necessary equipment for a high quality performance of its

mandate.

All communication related costs made by the consultant (telephone, fax, courier, internet,

etc.) shall be covered by the consultant.

The consultant shall open an office in Kigali and all related costs shall be covered by the

consultancy fees.

EDCL will provide the following facilities to the consultant:

a) Access to the project area covered by this consultancy,

b) Access to relevant design documentation of existing transformer to the extent of

their availability;

c) Liaise with the government and facilitate all requirements/supports needed for the

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consultant duties.

13. Terms of payment of fees( Lumpsum contract)

The Consultant’s fees and the schedule of payment will follow the conditions and terms

contained in the contract signed between EDCL and the Consultant. Payment will be done in

euros and should be the same currency used by the consultant in his proposal.

Payment conditions Percentage of total

amount.

Review of the existing information/data and preparation of

the tender document, preparation of clarifications ,

evaluation, up to the signature of contract

10%

Approval of detailed design documents of the Contractor. 10%

Factory acceptance test, verify and approve if the material

and equipment delivered at field sites correspond to the

technical specifications.

10%

Completion of civil works by the Contractor 10%

Complete the installation works by the Contractor and

approve the testing and commissioning of transformer

installation works.

30%

Check and approval of complete set of “As-Built”

drawings, and documentation; and hand over formalities

to EDCL.

20%

EDCL Approval of the final report prepared by the

consultant.

10%

14. Implementation schedule for services and indicative calendar

The estimated duration of the project is 12 months.

Activities Period

Signing contract by consultant March

2017

Review of the tender document and preparation of clarifications requested by

bidder

March-

May 2017

Approval of detailed design documents of the contractor. August

2017

Verify and approve if the material and equipment delivered at field sites

correspond to the technical specifications.

January

2018

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Supervise and approve the testing and commissioning of transformer installation

works.

January –

March 2018

Check and approval of complete set of “As-Built” drawings, and documentation;

and hand over formalities to EDCL. April 2018