APPLICATION FORM TO BE CONSIDERED FOR PROVISION OF CONSULTANCY SERVICES FOR CONSTRUCTION SUPERVISION OF UGANDA REVENUE AUTHORITY HEAD QUARTER BUILDING Procurement Reference No: URA/SRVCS/CSD/13- 14/00002 (Retender)

1.0 Applicants Details

a) Applicants (Consultants) Name ..........................................

b) Applicants (Consultants) Address.............................................

c) Contact Name..........................................................................

d) Contact Telephone Number.....................................................

e) E-Mail Address........................................................................

1.1 Applicants authorized Representative

Name: .

Address: .

Telephone: .

Email Address: ..

1.2 In case of Joint Venture (JV)

a) Names of each member of the JV:

b)Applicants (Consultants) Address.............................................

c)Contact Name..........................................................................

d)Contact Telephone Number.....................................................

e)E-Mail Address........................................................................

Republic of Uganda

UGANDA REVENUE AUTHORITY

REQUEST FOR EXPRESSION OF INTEREST (EOI)

PROCUREMENT REFERENCE NUMBER: URA/SRVCS/CSD/13-14/00002

(OPEN INTERNATIONAL BIDDING) RETENDERCONSULTANCY SERVICES FOR SUPERVISION OF CONSTRUCTION OF THE PROPOSED UGANDA REVENUE AUTHORITY HEADQUARTER BUILDING AT PLOT NO. M193 / 194, KINAWATAKA ROAD, NAKAWA INDUSTRIAL AREA, UGANDA

1. The Government of the Republic of Uganda (GoU) ,represented by the Uganda Revenue Authority (URA) has allocated funds to be used for acquisition of the above captioned consultancy services

2. URA intends to construct a 22 floor office tower block with gross total floor area of 26,021mand 4 basement parking levels, to be located on plot M193/194Kinawataka Road, Nakawa Industrial Area.3. URA now invites suitably qualified consultants to submit sealed Expressions of Interest for the Provision of Consultancy Services for construction Supervision of the Uganda Revenue Authority Head Quarter Building. Background, problem statement, objectivesa) Since 2005 Uganda Revenue Authority has undergone a transformation process involving significant changes in business processes, systems and people. The overall objective of these changes is to improve the quality of service to the URA clients in order to maximize voluntary tax compliance.

b) Currently, URA offices are found in different locations in Kampala Central Business District and the surrounding Divisions, Entebbe and Mukono. This has greatly affected URA services to taxpayers both in terms of quality and availability. Sometimes taxpayers are required to move from one office to another in order to comply.

c) In order to maximise the benefits of the transformation effort and also realise fully the objectives of the Managing Compliance Programme (MCP), it was imperative for URA Management to embark on the construction of the new headquarter building. The new building is designed to consolidate back office operations for URA offices around Kampala, Entebbe and Mukono in order to build more synergies and maximise economies of operations.

d) The overall objective of the proposed construction project is to improve the quality of service to the taxpayers through improved business processes and reduced cost of doing business to both the taxpayer and URA. Ultimately these efforts will increase the level of voluntary tax compliance.

4. Scope of the assignment

a. The facility/buildings and civil works to be constructed will comprise: 22 floor office tower block, car parking multi storied structure, self-contained waste water treatment plant and utility building, surface parking and landscaping.

b. The Consultants services will include: review of existing design documents / reports from feasibility and inception reports to detailed architectural and engineering drawings and specifications, administering the contract and supervising the construction works.

c. The timeframe for the assignment: overall duration for supervising the construction of the building is estimated to be 4 years, starting from date of commencement of the Consultants assignment.

5. Consultants will be short listed to tender and subsequently selected in accordance with the procedures set out in the Government of Ugandas Public Procurement and Disposal of Public Assets (PPDA) Act and Regulations 2014.

6. Short listing shall be based on the eligibility and the eligibility of a consultant shall be evaluated on a pass or fail basis and where a consultant fails the eligibility requirements, theconsultant shall be eliminated from the evaluation. I. Eligibility

In determining the eligibility of the consultant, the evaluationcommittee shall establish whether

(a) The consultant has the legal capacity to enter into a contractwith the procuring and disposing entity;

(b) The consultant is not insolvent, in receivership, bankrupt orbeing wound up;

(c) The business activities of the consultant are not suspended by PPDA or World Bank;

(d) The consultant is not the subject of legal proceedings for any ofthe circumstances mentioned in paragraph (b);

(e) The consultant fulfilled the obligations to pay taxes and SocialSecurity contributions in Uganda or (if not Ugandan firm) their country of origin;

(f) The consultant does not have a conflict of interest in relation tothe subject of the procurement;

(g) The consultant is not a member of the procuring and disposingentity as defined in section 91U of the Act.II. Eligibility documents:

a) copy of the trading licence of the consultant or its equivalent;

b) a copy of the certificate of registration of the consultant or its equivalent;

c) a signed statement indicating that the consultant does not have a conflict of interest in the subject of the procurement; and

d) Any other relevant documents or statements as may be stated in the notice inviting expression of interest.

Where the consultant is not registered in Uganda, the consultant may submit alternative/equivalent documents from their country or a statement affirming non-availability of the documents in the country of the consultant

III. Capacity of applicantIn determining the capacity of consultant to perform an assignment successfully, the evaluation committee shall establish the following;

(a) The experience of the consultant in assignments of a similar nature;

(b) The experience of the consultant in countries with conditions similar to the conditions in Uganda;

(c) The skills of the consultant that are relevant to the assignment; and

(d) Any other criteria that is relevant to the capacity of the consultants to perform the assignment.

Interested applicants must provide information and documents showing evidence as follows to indicate that they are eligible and qualified to perform the services

IV. Qualification (Capacity) documents:a) Brochures,

b) description of similar assignments,

c) experience in similar conditions,

d) Availability of appropriate skills among staff, etc.

Consultants may associate or form joint ventures to enhance their qualifications and a joint Venture Agreement in this case will be required7. The Terms of Reference (ToR) and further information for the assignment may be obtained from the address below and the URA website.

8. The Expression of Interest and other relevant documents must be delivered to the address below by 10:00 am on Friday 22nd August 2014

9. Address for Submission: The Manager, Procurement and Disposal Unit, NIP Building Room No. 2.5, Uganda Revenue Authority, Kinawataka Road, Plot No. M 193 / 194, Nakawa Industrial Area, P. O. Box 7279, NIP Building, Room 2.5, Kampala, Uganda. Development, P.O. Box 7270, Kampala, Uganda. procurementEquiries@ura.go.ug.

SECTION B

TERMS OF REFERENCE (TOR) FOR CONSULTANCY SERVICES FOR THE CONSTRUCTION SUPERVISION OF THE PROPOSED UGANDA REVENUE AUTHORITY HEADQUARTER BUILDING______________________________________________________________________________________

1 Definition and interpretation of terms

In these Terms of Reference (ToR), unless the context otherwise requires, the several terms, abbreviations, acronyms and pseudonyms will have the respective meanings indicated hereunder.

CMT

Contract Management TeamCOW

Clerk of WorksGoU

Government of UgandaMOWT Ministry of Works and TransportMCP

Managing Compliance Programme

RFP

Request for Proposal DocumentBOQs

Bills of QuantitiesURA

Uganda Revenue AuthorityIDeP

Infrastructure Development Project

2 Brief on the Client/Employer

2.1 Uganda Revenue Authority will be the Employer or Client on the proposed contract for Consultancy Services for Construction Supervision of URA Headquarter Building.2.1 The Offices and Contact Address of the client is: Uganda Revenue Authority, Plots M193 / 194, Kinawataka Road, Nakawa Industrial Area, P.O. Box 7279, Kampala, Tel. +256417440000 /442052/442058/www.ugarev.go.ug3 Location and description of the project site

3.1 The site is located off Jinja Road to the right past Spear Motors (U) Ltd showroom in Nakawa Industrial Area near Inter Freight Forwarders Ltd on the left and Uganda Fish Factory to the right.The site is bordered by Makerere University Business School (MUBS) to the south, Management Training and Advisory Centre and Nakawa Vocational Training Centre on west side.3.2 The site has a slope from boundaries with MUBS towards the main entrance near Inter Freight Ltd and Uganda Fish Factory.3.3 Services lines such as water mains, power lines, and telephone and optical fiber lines exist alongKinawatakaRoad. The site is however not served by a sewerage line 4 Problem overview and rationale of the project4.1 URA offices are currently found in different locations in Kampala Central Business District and the surrounding Divisions, Entebbe and Mukono. This has greatly affected URA services to taxpayers both in terms of quality and availability. Sometimes taxpayers are required to move from one office to another in order to comply. This is therefore expected to improve the quality of service to the URA clients in order to maximize voluntary tax compliance.

4.2 The plot of land available is large enough for development of a modern office block with fourpodiumfloors and eighteen tower floors, making a total of twenty two floors and a parking structure to accommodate 350 vehicles.5 Relevant studies carried out and data available

5.1 Detailed design of the building and all relevant drawings, specifications and technical reports are completed and available to the Consultant for review. Other information such as title deeds for plots M193 / 194 and designs for the existing structures are also available at the disposal of the Consultant. 6 The need for consultants and activities to be undertaken

6.1 On the basis of the decision made in paragraph 5.1 above, the client now requires the services of a Consultant to undertake the following activities and for which these Terms of Reference have been prepared and issued;a) Review the existing design drawings, specifications and technical reports for the proposedURA Headquarter Building. b) Administration of the contract during construction and installation.

SECTION C:

OBJECTIVES OF THE CONSULTANCY SERVICES

7 Objectives of the Consultants assignment

7.1 The objective of the Consultants assignment is to ensure that the proposed building is constructed within the available budget, to the agreed quality standards and on time to accommodate URA offices currently in the areas of Kampala, Entebbe and Mukono. The office block will be serviced by a car parking structure, self-contained waste water treatment plant and utility building.The Consultant will accomplish this objective by reviewing the existing drawings, specifications and technical reports for the proposed buildingand administering the construction contract and supervising the works Contractor.SECTION D:

STATEMENT OF REQUIREMENTS AND BRIEF OF THE CLIENT

8 Scope of the proposed URA Headquarter Building8.1 The proposed URA headquarter building required to be developed in order to accommodate the existing establishment of staff as well as possible future organisationneeds based on international and national standards of practices and in line with specific URA operating requirements:

SCOPE OF THE CONSULTANCY SERVICES

9 Scope of the assignment

9.1 The Consultant selected shall carry out the assignment in two parts as hereunder, with each part being based on the form of contract indicated:Supervision and monitoring of the works Time based contract9.2 The Consultant selected will review all necessary documents including but not limited to technical reports, technical drawings and specifications as well as project and contract management services required for planning and supervision of construction of the proposed building at Plot No M 193 / 194 KinawatakaRoad, Nakawa Industrial Area, Kampala.

9.3 The consultancy services for supervision of construction of the proposed URA Headquarter building will be carried out in the following stages:

a) Construction stageb) Post-construction and project closure stageSECTION E:

THE CONSULTANTS TASKS AND ACTIVITIES

SUPERVISION OF CONSTRUCTION WORKS Time based contract10 Construction monitoring and supervision10.1 Mobilization/Preparation for supervisionThe Consultant shall review available project and contract documents and records and submit a report on:a) The status of implementation of GoU obligations in the contracts as applicable in respect of:i. Obtaining of statutory approvals from relevant authoritiesii. Provision of utilities at site (water supply, drainage)iii. Provision of areas for temporary accommodation of Contractors facilitiesiv. Payment of local taxes and duties for materials, equipment for the worksv. Technical assistance that the Consultant or Contractor will need from GoUvi. Assistance required from GoU in employment of local personnel and labour relations issuesvii. Assistance in selection and procurement of materials, components for the worksviii. Assistance in customs clearance of materials, goods, machinery, equipment;ix. Obtaining of residence/work permits for Contractors personnelx. Provision of site for storage of bulk construction materials b) Plans for training needs assessment and submission of proposals for provision of short term training and technology transfer to Client/End-User staff in the use, operation and maintenance of the completed building, particularly with regard to the electrical, mechanical, communication systems.c) Advise URA on the most economical and effective methods of managing and implementing completion of the contract successfully.10.2 Signing of contracts and handover of siteThe Consultant shall:a) Provide liaison between newly engaged Contractors and URA and other agenciesb) Prepare instruments/instructions and documents to give the Contractor possession of the site and to authorise commencement of works or supplies, all for the approval of the Client before issuance.c) Organize and conduct a ceremony to handover/give possession of site to the Contractors10.3 Contract management role of the Consultants team:The Consultant shall:a) Perform the role of a Project Manager (PM), as defined in the PPDA conditions of contract (ad measurement) for works, and will be responsible for management and administration of the contract, assisted by other specialists.b) Make monthly progress reports to URA, coordinate contract activities and be the liaison between URA and Contractors and other agencies.c) Arrange for regular site inspections involving other members of the consultancy team as appropriate.d) Organize and manage site meetings or other contract management meetings, to be held at least once every four weeks. Prepare minutes of the meetings and circulate promptly to reach all concerned parties, including URA within seven days of each meeting.10.4 GenerallyThe Consultant shall undertake:a) Administration of the contracts, in liaison with URAb) Supervision of the construction works, with a view of ensuring quality, time and cost control. c) Responsibilities and tasks not limited to those listed hereunder in liaison with the Clients CMT will include:i. Briefing the Contractors/Suppliers and arranging for them to take possession of the site and examining their work plans and programs;ii. Supervision of the Contractors performance to ensure that the works and supplies progress according to the contract;iii. Advising on the need for special inspection, testing, and commissioning;iv. Conducting site visits to check on progress of the works, and in any case, at intervals of not more than two weeks;v. Calling and chairing of site meetings and circulating records of the minutes of such meetings not later than 7 days from date of meeting;vi. Preparing any variations to the contract and the related cost estimates, advising the Client on the implications of the variations and seeking all necessary approvals before implementation of the variation;vii. Preparing tender, evaluation reports, and contract documents for subcontracts required in the works where necessary;viii. Inspection of the completed works at practical completion, recording and notifying defects to be rectified;ix. Ensuring that defects are made good before final completion of the buildings and installations;x. Managing take-over procedures

xi. Ensuring that As Built drawings, maintenance and operational manuals/notes are prepared and handed over by the Contractor;xii. Securing fitness certificates from Ministry of Gender Labour and Social Developmentfor electromechanical installations/equipment; Uganda Police Force Fire Brigade for Fire Fighting, Prevention and Protection equipment; UMEME or ERA for Electrical installations before connecting power; KCCA for an occupation permit and other legal permits during construction stage;xiii. Preparing valuations of executed work to ascertain the actual works done on a monthly basis; andxiv. Preparing final accounts for the works contracts and advising the Client on any other matter of relevance to the successful completion of the project.xv. Sourcing for and providing training and technology transfer to the Client / End usersstaff in the use, operation and maintenance of the building and its services after project handover.10.5 Other monitoring/supervisory tasks generallyThe main monitoring and supervisory activities to be carried out will include but not be limited to the following:a) Monitoring the progress of the construction according to the work plan included in the construction plan; in cases of delays in the construction, the Consultant will promptly inform the Client and will propose corrective measures to be undertaken by the Contactor;b) Preparation of regular progress reports to the Client, containing variations, schedules of equipment, materials, labor on site, any impediments to the progress of the works and the value of the work executed on site;c) Checking all the Bills of Quantities/Schedules prepared by the Contractor and claims received for additional payments to which the Contractor may be entitled in conformity with the provisions of the contract;d) Seeking approvals for any changes to the existing plans that may arise before implementation;e) Considering all variations to the works, and coordinating proposals in conjunction with the CMT;f) Calling of site meetings, taking minutes of the meetings, and distributing the minutes not later than 7 days from date of meeting;g) Coordinating the production of project information manuals and a set of record of drawings showing the building and the main lines of drainage including the provision of services installation drawings;h) Assisting the Client in settling any dispute or differences relating to the works which may arise between the Client and the Contractor, provided that such assistance shall not relate to the detailed examination of a financial claim or advising the Client following the taking of any step in or towards litigation or arbitration.10.6 Resident Engineer/Clerk/Inspectors of Works:The Consultant shall employ a suitably qualified and experienced Resident Engineer and Inspectors or Clerks of Works in sufficient numbers and specialisations to:a) Carry out full-time day-to-day inspection and supervision of the construction works;b) Submit monthly reports on the progress of the works;c) Perform the responsibilities specified in the construction contract. 10.7 Occupational health and safety on site:The Consultant shall:a) Ensure that the main contractor, other contractors and any domestic or nominated sub-contractors engaged upon the works; or visitors to the site adhere to local safety laws and regulations. b) Depending on the activity on site, ensure that the site and persons thereon are provided with safety measures including: safety helmets, boots, gloves, goggles, guard rails, safety equipment, site signs and first aid equipment.10.8 Time controlThe Consultant shall:a) Ensure that the contracts comprising the project are all carried out within the agreed time frame.b) Ensure that contract provisions are strictly adhered to and that time extension is avoided. Where extension is inevitable, the Clients prior written approval will be sought10.9 Quality Control:The Consultant shall:a) Ensure the works are constructed in compliance with the drawings b) Ensure materials and workmanship in the works conform to the specificationsc) Obtain and issue Clients approval for samples of materials, goods, components and workmanship that require prior approval before purchase or installationd) Ensure approved samples of materials, goods, components and workmanship are kept at site at all times to be available for comparison with completed workse) Approve work stages that require specific approvals before the works can proceed e.g. setting out, excavations, formwork, reinforcement, roof structures, etcf) Monitor and issue instructions for sampling and testing of materials, goods and components. The Consultant shall review test results and advise10.10 Cost Control:The Consultant shall:a) Establish a cost plan for the works, based on the unit costs for individual work elements and the project budget.b) Periodically check and ensure that running elemental and grand total costs are within the limits of the cost plan and the project budget.c) Prepare and submit to the Client a quarterly cost appraisal report containing (a) and (b) above10.11 Cash flow and financial appraisal reports:The Consultant shall:a) Prepare charts to show the anticipated cash flow to the end of the contract period. The cash flow diagrams and tables shall be based on the Contractors programmed, actual and projected progress to assist the Client plan timely draw down of funds for payments to be made to the Contractor during the construction period.b) Up-date the cash flow chart monthly and quarterly, to show the comparison between projected and actual expenditure. c) Prepare a financial projection to show the anticipated expenditure in advance of each quarter. These will be prepared before each quarter and will show the quarterly anticipated expenditure to the end of the defects liability period.d) Prepare and submit to the Client every three months, a financial appraisal report on the contracts and which shall include: up-to-date pricing of all variations instructions and re-measurements; payments to-date; cash flow projections.10.12 Payments to the Contractors:

The Consultant shall:a) Prepare formats for statements by the Contractors/Suppliers, valuations and certificates and other related documents, all to be approved by the Client prior to their adoption and use by the Consultant. The formats shall be based on existing MoWT formats.b) Certify for payment work/installation executed by the Contractors. Payments for construction, supply or installation work so certified will be approved and made on behalf of the GoU by URA.10.13 Instructions:The Consultant shall:a) From time to time, and within the provisions of the construction or supply contracts, issue instructions to the main contractor related to guidance or adherence to the drawings, specifications, progress of the work or administrative requirements in the contract.b) Issue instructions related to possible claims for extensions of time, which may be due to the Contractor in accordance with the contract.10.14 Variations:The Consultant shall:a) Seek and obtain prior approval of URA when issuing instructions related to variations which increase the value of the contracts;b) Where the issue of an instruction is related to the safety of the work, installations, Contractors staff or any other emergency, the Consultant shall issue the required instruction, and notify URA at the earliest opportunity providing full details to substantiate the issue of the instruction.10.15 Provisional and Prime Cost SumsThe Consultant shall:a) Obtain prior approval of URA before issuing instructions for expenditure against Provisional and Prime Cost Sums included in the Bills of Quantities, including the expenditure of Contingency Sums.10.16 Progress photographs and reports:The Consultant shall:a) Prepare three sets of progress photographs on the first day of each month during the construction period. b) Mount the progress photographs at site, and submit a copy of the photographs to the Client;c) Prepare a short report incorporating the photographs and describing the progress achieved in the month and supported by an up-date of the construction programmed.10.17 Completion of construction and Take-Over by Client:The construction work ends and the Works are taken over by the Client when the Works have been completed in accordance with the contracts and the Taking-Over Certificate for the Works has been issued by the Consultant. The Consultant shall:a) Coordinate the final inspection of the works at practical completion, and record and notify defects to be rectified;b) At the practical (substantial) completion date, test the works and installations, prepare operating and maintenance manuals, provide in-use training, all before takeover of building;c) Start preparation of as-built drawingsd) Ensure certificates of fitness for electro-mechanical services namely electrical installations, lifts, air-conditioning, plumbing system, firefighting equipment and drainage are obtained from relevant agencies.e) Prepare Take-Over Certificate for the completed buildings and site to be handed over to the URA within 7(seven) days (or other appropriate number of days) of the completion date.f) Coordinate and oversee the take-over.11 Post Construction Stage11.1 Rectification of defects:The Consultant shall:a) Carry out a detailed inspection of possible defects during and at the end of a twelve-month defects liability periodb) Conduct interim visits and inspections or testing during the defects liability period where remedial measures are necessary to ensure the safety or continued normal use of the buildingsc) Arrange follow-up meetings to confirm that remedial work has been fully completed.d) Prepare and issue Certificate of Making Good Defects where required.11.2 Completion Certificates:The Consultant shall prepare and issue practical completion certificates, defects correction certificate and final payment certificate in accordance with the works contract and to signify full completion of the works.11.3 Final accounts:The Consultant shall prepare two separate final accounts for the Clients approval as follows:-(i) The final account for the construction and supplies contracts prepared soon after issue of defects correction certificate and issued to all parties for agreement.(ii)The project final report, acceptance whereof will signify the end of the Consultants assignment on the consultancy contract.11.4 Managing project closure activities In addition to the specific responsibilities set out in Section Para 17.1 to 17.3 above, the Consultant shall manage contracts closing activities as follows:a) Establish and agree with the Client and document the criteria to be used for confirming completion of the contracts (tasks finished, deliverables finished, testing completed, training requirements finished, equipment installed, tested and operating, document manuals submitted, etc.)b) Document and agree with the Client the acceptance process and procedures, the checklist of activities that must be completed before acceptance is confirmed.c) Identify the Client representatives to sign the project completion report, confirm the persons responsible for each step of the acceptance process, the post-contract support required and the persons responsible.d) Assist the Client in convening and holding a contracts close-out meeting attended by, stakeholders, end users and Contractors at which the completion report is among other items approved and signed off.e) Carry out a post-contract evaluation of the works, achievements, the processes undertaken and the management of the contract and prepare and submit a final report.f) Assist the Client to organize and host a contract closure event to mark the successful completion of the contractSECTION F:

IMPLEMENTATION TIME FRAME AND SCHEDULE

12 Time Frame

12.1 The overall duration for implementation of construction of the proposed offices at Plot No M193 / 194 Kinawataka Road, Nakawa Industrial Area, Kampala is programmed at a total ofapproximately 4 years), starting from the date of commencement of the Consultants assignment.12.2 The construction by the Contractor is estimated to take 4years and then followed by a 12 months maintenance period (Defects Liability Period). The Consultants proposal for the assignment should therefore comply with this time frame, requiring engagement of the Consultant over a total period of 4 years12.3 Where the URA is required to approve submissions, documents and reports, the Consultant or other parties expecting responses will generally receive the response within the periods stipulated in the implementation schedule below. In the event that any of the stipulated periods is not likely to be achieved for whatever reason, the Consultant and other parties would be advised promptly.

13 Implementation schedule

13.1 The breakdown of the estimated time frame and implementation schedule for the proposed building is set out in Table 1 below.

Table 1: Implementation time frame

ITEMACTIVITY DESCRIPTIONDURATION(WEEKS)

PART II MONITORING, SUPERVISION OF CONSTRUCTION

6Construction of 22-Storey building

AConstruction stage

BMobilization by Contractor

CConstruction of the office building

7Post-construction stage

AMaintenance period

BPost contract evaluation and closure activities

Sub-total

TOTAL PROJECT DURATION

SECTION G:

REPORTING REQUIREMENTS AND SCHEDULE OF DELIVERABLES

14 OUTPUTS, REPORTING REQUIREMENTS AND SCHEDULE OF DELIVERABLES

14.1 Meetings of the Consultant and the Client

The Consultant and URA will agree dates for regular meetings between the URA-CMT and the Consultant to be held on site in Kampala during the consultancy assignment. It is estimated that at least one (01) such meeting per month will occur throughout the assignment.

14.2 Meetings of the Consultant and stakeholders or end users

The Consultant shall arrange for, convene and meet the cost of all consultative meetings with stakeholders and end users including where workshops are required.

14.3 Particular requirements for reporting and approvals

a) Form and language of reportsi) The Consultant shall submit written reports in the English language, in addition to drawings and other pertinent technical illustrations where necessary, to the URA during and at the end of each stage.ii) The Consultant shall take into account all comments received from concerned parties and modify or cause to be modified, the reports, drawings and documents accordingly.iii) All data shall be in units of the metric system and all prices shall be quoted in UGX.iv) The general paper format for the presentation of reports shall be size A4 (210 x 297mm) with A4 multiples folded down to that size.v) The Consultant shall bear the cost of printing and reproduction of all reports and documents under this assignment, unless specified otherwise.b) Soft copies of reports to be submittedA soft copy of each report, document and drawings shall be submitted on a RW CD together with the hard copy of the report.c) Failure to comply with reporting scheduleReports and documents to be submitted by the Consultant shall comply with the implementation schedule in Section 24 above. Failure on the part of the Consultant to meet submission deadlines will attract liquidated damages, which will be agreed upon and inserted in the consultancy contract.d) Procedure for approvals by the Clienti) Client in these ToR means URA or designated end user Department of the results of the project.ii) Submission of reports and documents by the Consultant shall be addressed to the Commissioner Corporate Services, Uganda Revenue Authority, Attention: Team Leader, URA Contract Management Team (CMT) shall be delivered at URA Head Office, Main Building, Nakawa Industrial Area, Kampala. iii) Where it is indicated that the Client will give approval, it means The CMT Leader will obtain and issue notice of the approval of URA as the case may be.iv) URA will reserve the right to subject the submissions of the Consultants and Contractors to the required internal approvals of URA and the approval of any other local or central government or statutory agencies.e) Cost of making changes to reports and documents

In the event that the Consultants reports or designs and documents are found unacceptable at any stage of the project, the Consultant will resubmit revised reports or documents or designs at no additional cost to the Client. Any revisions required by URA following submissions for approval will be completed by the Consultant within the (lump sum cost)for consultancy fees and expenses.

f) Return of documents, soft copies and software to the Client

i) At the end of the assignment, the Consultant shall return to the client, documents, reports and all written communications originating from both parties and put at the disposal of the Consultant for the purpose of the project, together with an inventory.

ii) Soft copies and the software used for generating the documents shall also be handed over to the client.

iii) Neither the Consultant nor any of their staff shall claim a right of authorship or design patent on the contents of any of the reports and documents submitted during the project.

14.4 Content, number of copies and distribution of reports

The Consultant will submit reports and documents to the URA in the numbers indicated in Table 2 below and at the relevant stage for the necessary review, comments and approval of the client.

Table 2: Reports and schedule of deliveries

ITEM REPORT/DOCUMENT TITLECONTENTNO. OF COPIES

CONSTRUCTION MONITORING AND SUPERVISION REPORTS

12Monthly progress report on the construction contracts: to be submitted in the first week of each calendar month (starting after the works contract is signed).Summary of physical and financial progress against approved schedule, relevant photographs, impediments and proposed solutions, contractors establishment, other relevant details.5

13Quarterly progress report on the construction contract: dittoDitto item 2 ditto5

14Reports, documents incidental to all contract administrative responsibilities5

15Post-project evaluation report5

16Consultants project completion report, including final accounts5

SECTION H:

DATA, SERVICES TO BE PROVIDED BY URA15 DATA, LOCAL SERVICES, PERSONNEL, AND FACILITIES TO BE PROVIDED BY URA15.1 URAhas specific data, documents or the like information to make available to the Consultant which may be required by the consultant. These may include staff numbers, title deed for the plots, project inception reports, URA organogram, the Corporate Plan etc. to help the Consultant obtain a better understanding of the project. However, the Consultant will be expected to obtain from the relevant agencies, the following additional documents which will be applicable to the services and works:

a) Ministry of Works and Transport Engineering standards for design and construction of roads, bridges and buildings;

b) PPDA procurement law, guidelines and standard documents for works;c) Any other relevant document or report that is necessary for the execution of the Consultants assignment. 15.2 URA will provide the following services to the Consultant:

a) Liaison and assistance to obtain any other information and documents required from other agencies which URA considers essential for the proper conduct of the PMs assignment;

b) Customs and tax exemptions as detailed in the GCC and SCC for the consultancy;

c) Assistance to obtain work permits for staff of the Consultant.

15.3 URA will not have support or counterpart personnel assigned to work with or under the supervision of the Consultant and the Consultant should therefore provide for all staffing required to undertake the assignment.

15.4 URA will not provide the following facilities and the Consultant must therefore make their own arrangements to provide them for the assignment:

a) Vehicles for use by the Consultant in the course of the assignment;

b) Office space and accommodation for the Consultants staff;

c) Survey equipment;

d) Information Technology equipment and systems.

SECTION I:STAFFING

16 THE CONSULTANTS STAFFING

16.1 The Consultant shall organise their resources as they deem appropriate. The estimated staff input and the minimum qualifications and experience which will be required of the Consultants key personnel are detailed in the Data Sheet to the Information to Consultants in the RFP document. However, the Consultant shall as a minimum be expected to consist of a team of the following ten (9) suitably qualified and experienced specialists who will be evaluated as key personnel:

Project Manager/ Team Leader

Architect (Building design)

Architect (Landscape)

Civil/Structural Engineer Quantity Surveyor

Building Services Engineer (Electrical)

Building Services Engineer (Mechanical/Sanitation)

Resident Engineer

Environmental Specialist

16.2 Minimum required experience of proposed key staff

The minimum required qualifications and experience for the key staff is in Table 3 below.

Table 3: Minimum required qualifications

ItemPositionNumber of years of professional experienceSpecific experience

1Project Manager/Team Leader10The Project Manager/Team Leader (PM) should be a registered Architect or Quantity Surveyor or Engineer with a valid practicing certificate and the relevant bachelors degree qualification or equivalent. Should have at least 10 years experience in similar building construction projects, with no less than 5 years as a PM. Should have knowledge of the design process for building works and the ability to manage the design and supervision of similar projects.

2Architects (building, interior design)7Should be a registered Architect with a valid practicing certificate and bachelors degree or equivalent qualification in architecture. Not less than 7 years experience in design of similar works with at least 3 years in project implementation and supervision.

3Structural Engineer10A registered or chartered Structural Engineer, with a bachelors degree qualification or equivalent. At least 10 years in structural design and investigation of buildings, with 5 being in supervision.

4Building Services Engineer (Electrical)10A registered or chartered Building Services or Electrical Engineer, with a bachelors degree or equivalent qualification. Not less than 10 years experience in design of electrical installations in buildings, with 5 being in supervision.

5Building Services Engineer (Mechanical/Sanitation)10A registered or chartered Building Services or Mechanical or Sanitary Engineer, with a bachelors degree or equivalent qualification. Not less than 10 years experience in design of water and drainage installations in buildings, with 5 being in supervision.

6Quantity Surveyor5A registered surveyor, with valid practicing certificate and a bachelors degree qualification or equivalent in Quantity Surveying or Building Economics. Not less than 5 years experience in similar works, documentation, bid evaluations, contract administration.

7Environmental Specialist7A registered practitioner, with valid practicing certificate and a bachelors degree qualification or equivalent in Environmental Science or Engineering. Not less than 7years experience in similar works.

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