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REQUEST FOR PROPOSALS (RFP) TO UNDERTAKE CONSULTANCY SERVICES FOR THE PREPARATION OF DETAILED DESIGN, TE NDER DOCUMENT AND SUPERVISION OF SHORT AND LONG TERM INTERVENTIONS IN WATER SUPPLY AND SANITATION PROJEC TS FOR NYAGATARE, KAYONZA & NYANZA TOWNS

1 INTRODUCTION 1.1 Objectives The objective of the study is to help EWSA attain the strategic goal of sustainable, efficient and economic water and sanitation service provision in Nyagatare, Kayonza and Nyanza towns and their environs. The specific objectives of the assignment are as follows:

Short Term Interventions

� Review of design for the rehabilitation and construction packages for Nyagatare, Nyanza and Kayonza Water Supply and Sanitation Short Term Interventions, and review of related Tender Documents for procurement of contractors for Short Term Interventions

� Carry out Supervision of the contractors for the implementation of the Short Term Interventions

Long Term Interventions

� Carry out detailed design, develop investment plans, rehabilitation and construction packages for Naygatare, Nyanza and Kayonza Water Supply and Sanitation Long Term Interventions.

� Conduct feasibility study including social, economic, financial and environmental impact assessment for the identified package.

� Identification of critical institutional strengthening (economic, financial, tariff and technical).

� Prepare Tender Documents for procurement of contractors for Long Term Interventions � Carry out Supervision of the contractors for the implementation of the Long Term

Interventions

1.2 Project Area

The project areas are located in the Eastern and Southern Provinces of Rwanda.

Appendix 1 1

The existing Water Supply Services in Nyagatare, Kayonza and Nyanza are managed by Energy, Water and Sanitation Authority (EWSA), as the designated Water Service Provider (WSP) under the Ministry of Infrastructure (MININFRA).

In terms of the sanitation component of the project, the ToR require that recommendations be made on the appropriate on-site wastewater management systems that can be put in place to serve Nyagatare, Kayonza and Nyanza Towns effectively and include carrying out detailed EIA on the recommended options.

1.3 Project Life Span

The project design lifespan for planning purposes has been taken as 15 years with implementation period of 4 years followed by a defect liability period of 12 months.

2 DESCRIPTION OF THE PROJECTS – SHORT TERM AND LONG TERM 2.1 Nyagatare

2.1.1 General

Nyagatare, in the Eastern Province of Rwanda, 200km from Kigali, has an estimated population of 25,000, has an area is 25 km2 and is home to many institutions. The estimated population for the design horizons of 2025 and 2035 is 38,949 and 52,344 respectively. The town is a rapidly growing, owing to high rates of immigration into the area. The population nearly doubled in the last four years. While the national growth rate is 2.5% pa, the town grew at 15% pa. This is obviously not sustainable in the long run. A growth rate of 3% pa has been adopted for this study as an average between now and the year 2035. This needs to be further re-assessed in future.

The town has a piped water supply and is at the end of regional water supply scheme which disadvantages users. It is 70km from the combination of spring and river sources. The source receives basic treatment, sedimentation and filtration. The whole system supplies a maximum

Appendix 1 2

of 3,300 m3/day but the majority of this is consumed upstream of Nyagatare. Available resources from this source are deemed inadequate to meet future demands. The urban population of Nyagatare are charged for the supply, rural users prior to the town receive it for free.

The principal method of excreta disposal in the town is the pit latrine, high-income groups use septic tanks. There is no equipment to de-sludge existing facilities and ultimate sludge disposal facilities do not exist. There is no solid waste collection and disposal system. The town generally drains into the river Muvumba. The drains associated with paved roads are lined and operate well.

2.1.2 Proposed short term interventions (i) Water

Ref Proposed Short Term Intervention Anticipated Benefit

Tender Docs

NYAGATARE- WAT-ST-004

Construction of 400m3 storage reservoir. Security of Supply MM

NYAGATARE- WAT-ST-005

Installation of chlorine dosing facilities. Security of Supply MM

NYAGATARE WAT-ST-006

5km of distribution pipe work in the town. Increased water coverage

MM

(ii) Sanitation

Ref Proposed Short Term Intervention Anticipated Benefit Tender Docs

NYAGATARE-SAN-ST-002

Hygiene / sanitation awareness programme Improved sanitation practices

MM

NYAGATARE-SAN-ST-003

2 Communal Toilets Increased access to improved sanitation

MM

(iii) Solid waste management Ref Proposed Short Term Intervention Anticipated Benefit Tender Docs

1 Landfill site

Increased access to improved sanitation

MM

(iii) Storm Water Drainage


NYAGATARE-SWDGE-ST-001

Rehabilitation and construction of storm water drainage and lined drains

Improved drainage performance

MM

2.1.3 Water – Long Term

The estimated daily demand for water in 2025 is 3,116 m3/day, increasing to 4,188 m3/day in 2035. The town is at the end of a 70km supply system with inadequate resources for

Appendix 1 3

Nyagatare’s future requirements, available groundwater resources cannot meet the towns long term needs.

To meet our future requirements it is proposed to take water from the river Muvumba approximately 2km away. Archived data, 1971/1972, recorded a minimum flow of 3.7m3/s, adequate for our needs. Additionally, verbal reports indicate that mercury may be gaining access to the river high up in the catchment. This requires further investigation to define the extent of the problem and mitigation measures if required. In addition to the internal distribution required within the town the scheme will include; abstraction and treatment works, booster pumping and transmission, reservoir storage and distribution booster pumps.

Prioritisation Process

During the project prioritisation process the proposed interventions for Nyagatare have been refined as follows:

1. Population projection – Long term growth rate of 3% deemed more appropriate for the duration of the project design horizon;

2. Water Demand Forecasting – Rwanda PMU confirmed that water demand projections could be based on an average flat rate per capita consumption of 80 l/c/d which is deemed to include allowances for UFW and peak factors;

3. Asset Re-sizing – The resulting water demands for the 2025 horizon has been re-assessed and proposed assets resized accordingly;

4. High Elevation Tank – Confirmed that new high elevation tank will now form part of the proposed short term interventions. Further, in the short term, this tank can continue to be served by the existing 70km gravity main and so allowances for booster pumping can be postponed.

Table 2-1 Proposed Water Interventions (Nyagatare)

2.1.4 Sanitation – Long Term

2.1.4.1 On-Site Sanitation

On site sanitation, consisting of septic tanks and pit latrines, will be used outside the sewered core of the town. Other than public facilities, the construction of these will be the responsibility of the households. It is proposed that the sludge from these facilities will be discharged into the waste water treatment works.

2.1.4.2 Prioritisation Process

During the project prioritisation process it was confirmed that provision of a waterborne

Option Asset Description Unit 2025 (Prioritised)

1 Intake structure (river) Nr 1 1 Raw water pump station m3/hr 130 m3/hr at 22m 1 Raw Water Transmission pipeline (0.2 km) Dia. (mm) 200 OD uPVC 1 Water treatment plant m3/day 3,116 1 Treated water pump station m3/hr 130 m3/hr at 100m 1 Transmission pipeline (1.5 km) Dia. (mm) 200 OD uPVC 1 Main Storage Reservoir m3 1,700 1 Subsidiary reservoir A m3 N/A (included in STIs) 1 Booster pump station m3/hr N/A 1 Booster pipeline (0.5 km) Dia. (mm) N/A 1 Gravity transmission pipeline (5 km) Dia. (mm) 160 OD uPVC 1 Distribution Pipework – DN 63-100 uPVC km 20

1 Capacity Building Initiative Required - Yes

Appendix 1 4

sewage system for Nyagatare was lower priority than the water supply system. The analysis indicates that on-site sanitation would continue to provide a satisfactory solution up to 2025 and, as such, proposed sanitation interventions will focus on strategies to improve sanitation at the household level as well as improved faecal sludge management systems.

An overview of the assets required for the sanitation system is shown in the table below. Table 2-2 – Proposed Sanitation Interventions (Nyagatare)

2.1.5 Solid Waste – Long Term

The long term interventions are to include public awareness campaigns, institution setup and capacity building initiatives, and the provision of SWM infrastructure. The proposed solution for SWM infrastructure, based on the design criteria and assumptions in Section 3, is presented in the table below:

Table 2-3 – Proposed Solid Waste Interventions (Nyagatare)

2.1.6 Storm Water Drainage – Long Term

Additional or improved drainage will be required to mitigate problems to businesses and homes in the town resulting from storm water. This will be provided in the form of drainage channels adjacent to existing roads. The lengths of new lined and unlined channels for murram and tarmaced roads will be prioritised and desined using the budget provision of USD 59,000. The quantities proposed for investment should meet the agreed design criteria.

2.2 Kayonza

2.2.1 General

Kayonza, in the Eastern Province of Rwanda, 70 km from Kigali is close to L. Muhazi. With


On-Site Sanitation 1 Strategy to improve on-site sanitation at household level Nr 1 1 Communal Toilet Nr 7 1 Mobile Latrine Emptying Technology (Ugotug) Nr 1 1 Sludge Exhauster Vehicle (6m3) Nr 1 1 Dedicated Faecal Sludge Treatment Plant m3/day 10



1 4 m3 skip waste container Nr 19 1 Med. power tractor with trailer system Nr 2


Asset Description Unit 2025 (Prioritised)

Primary tarmaced road, lined channels km To be determined Secondary tarmaced road, lined channels km To be determined Secondary murram road, unlined channels km To be determined Tertiary murram road, unlined channels km To be determined

Capacity Building Initiative Required - Yes

Appendix 1 5

an estimated population of 16,000 the town covers an area of 4 km2.

The towns’ piped water supply, from a recently rehabilitated powered borehole, serves about 30% of the town. Production figures are not available. 70% of the population uses lake water. Excreta is principally disposed in pit latrines. There are public latrines at the market and car park only. There is no solid waste collection and disposal system. The town has some drainage problems which are being addressed.


Ref Proposed Short Term Intervention Anticipated

Benefit Tender Docs

KAYONZA-WAT-ST-001

12 km DN 250 uPVC pipe from Muhazi treatment plant to Mukarange Tank of 63-90 PVC

Increased water coverage

PMU

KAYONZA-WAT-ST-002

Distribution pipeline in Kayonza town of 10 km Increased water coverage

PMU

(ii) Sanitation Ref Proposed Short Term Intervention Anticipated Benefit Tender Docs KAYONZA-SAN-ST-001

Construction of 1 toilet block. Increased access to improved sanitation

MM

KAYONZA-SAN-ST-002


MM

(iii) Solid waste management Ref Proposed Short Term Intervention Anticipated Benefit Tender Docs

1 Landfill site


MM

(iv) Storm Water Drainage


KAYONZA-SWDGE-ST-001

Rehabilitation and construction of storm water drainage.

Improved drainage performance

MM

2.2.3 Water – Long Term

The estimated daily demand for water in 2025 is 1,880 m3/day, increasing to 2,432 m3/day in 2035. The existing system is small, will not form part of any future plans, and new sources of supply need to be developed. There are two alternatives to finding this additional source of supply as follows:

Option 1 - A new, independent supply system, sourced from L. Muhazi 2 km from the town.

Option 2 - Expansion of the existing Rwamagana town treatment works and delivery to Kayonza


During the bridging phase, the Rwanda PMU expressed a preference for Option 2 to be developed further and the proposed interventions under Option 2 have been refined as

Appendix 1 6

follows:



3. Pipeline Materials – Review of proposed pipeline materials has resulted in greater allowance of uPVC pipe work instead of steel wherever possible;

4. Gravity Transmission Main – 8km gravity transmission main has been removed from long term scope as it will now be developed under the package of short term interventions.

The proposed interventions for Kayonza water supply system are illustrated in the table below.

Table 2-4 – Proposed Water Interventions (Kayonza)


The total liquid waste generated in the town is estimated as 980m3/day in the year 2025, growing to 1,270 m3/day in the year 2035. Most of this waste is generated in the heavily populated core of the town. The intensity of waste generation is estimated as 2.3 m3/day/ha in the year 2025, increasing to 2.7m3/day/ha in the year 2035. Based on this, piped central sewerage is not feasible throughout the planning period. All sanitation will therefore be based on onsite sanitation.

On site sanitation, consisting of septic tanks and pit latrines with toilets are proposed for public access in markets, taxi/bus terminals, schools, police barracks, hospitals, etc.

Proposed Interventions

An overview of the assets required for the sanitation system is shown on the table below.

1 Cost estimate includes allowance for 1km of transmission to be laid in DN 150 ST where maximum operating or test pressures may exceed 16 bar.

Option Asset Description Unit 2025

(Prioritised)

2 Raw water pump station m3/hr 78 m3/hr at 22m 2 Raw water pumping line (0.2 km) Dia. (mm) 160 OD uPVC 2 Water treatment plant m3/day 1,880 2 Treated water pumps station m3/hr 78 m3/hr at 180m 2 Pumped Transmission Main (12 km) Dia. (mm) 250 OD uPVC1/DI 2 Gravity Distribution pipelines - Kayonza (12

km) Dia. (mm) 63 - 110 OD uPVC

2 Main Storage reservoir m3 1,010 2 Subsidiary reservoir A m3 350 2 Capacity Building Initiative Required - Yes

Appendix 1 7

Table 2-5 – Proposed Sanitation Interventions (Kayonza)



Table 2-6 – Proposed Solid Waste Interventions (Kayonza)


Additional or improved drainage will be required to mitigate problems to businesses and homes in the town resulting from storm water. This will be provided in the form of drainage channels adjacent to existing roads. The lengths of new lined and unlined channels for murram and tarmaced roads will be prioritised and desined using the budget provision of 59,000 US$. The quantities proposed for investment should meet the agreed design criteria.

2.3 Nyanza

2.3.1 General

Nyanza, with an estimated population of 32,000 is an old town and is a home to many institutions. The estimated population for the design horizons of 2025 and 2035 is 47,028 and 60,790 respectively.

The town shares its inadequate water supply with Ruhango town some 15km away. The supply is from the R. Vogo and supplemented by a spring. It delivers 1,000m3/day. The source is adequate and attempts are being made to dam the river to provide increased security of supply. Water is treated by a rapid gravity plant which is in good condition. The town has an extensive distribution system. The system is operated by EWSA.


(Prioritised)

On-Site Sanitation 1 Strategy to improve on-site sanitation at household level Nr 1 1 Communal Toilet Nr 10 1 Mobile Latrine Emptying Technology (Ugotug) Nr 1 1 Sludge Exhauster Vehicle (6m3) Nr 1 1 Dedicated Faecal Sludge Treatment Plant m3/day 10



1 4 m3 skip waste container Nr 12

1 Med. power tractor with trailer system Nr 1


Asset Description Unit 2025 (Prioritised) Primary tarmaced road, lined channels km To be determined Secondary tarmaced road, lined channels km To be determined Secondary murram road, unlined channels km To be determined Tertiary murram road, unlined channels km To be determined Capacity Building Initiative Required - Yes

Appendix 1 8

The sanitation facilities are a combination of septic tank systems mainly at institutions and pit latrines for the low income groups. There is no solid waste collection and disposal system. The drains associated with paved roads are lined.



NYANZA-WAT-ST-001

Construct 400m3 elevated storage tank in steel

Security of Supply PMU

NYANZA-WAT- ST-002

Construct network extension by 2km towards Gatagara to Kavumu Military Camp and 3 km of extension within Nyanza Town

Increased water coverage

PMU

NYANZA-WAT-ST-003

Rehabilitation of existing 150m3 elevated steel tank at Kavumu. Raw water main pipe 300 OD of 1,2 km to connect Bishya dyke to Mpanga WTP, plus extension of the existing WTP

Security of Supply PMU

(ii) Sanitation


NYANZA-SAN-ST-001

Construction of 3nr toilet blocks Increased access to improved sanitation

MM

NYANZA-SAN-ST-002


MM

(iii) Solid waste management


1 Landfill site


MM

(iv) Storm Water Drainage

Ref Proposed Short Term Intervention Anticipated Benefit

Tender Docs

NYANZA-SWDGE-ST-001

Rehabilitation and construction of storm water drainage

Improved drainage performance MM

2.3.3 Water – Long Term The estimated daily demand for water in 2025 is 3,762 m3/day, increasing to 4,863 m3/day in 2035. The existing system has a capacity of 1,000 m3/day which, for the purposes of the investment plan preparation, is assumed to supply Ruhango town for the duration of the project design horizon. Low flows in the R.Vogo, the current source, are inadequate for existing and future demands, there are no other surface or ground water sources in the vicinity which would be sufficient to meet the forecasted growth in demand. It is proposed to construct a dam across the river. Previous studies carried out by the government indicate that this solution is feasible. The

Appendix 1 9

consultant has not seen this report and it will need to be reviewed. Nyanza’s neighbouring town, Ruhango, takes its supply from the existing system, but is outside of the project area and so has not been included within the current scope. This proposal assumes that the existing treatment works, less than 1 year old, will be retained and the new facilities will only provide the balance of this supply to Nyanza. If, at a later stage, the project scope is increased to incorporate Ruhango’s requirements then an additional treatment line would need to be developed. In addition to the internal work within the town these works would include the construction of a new dam, treatment works, pumping and transmission to the town and reservoir storage. Prioritisation Process During the bridging phase, the proposed interventions for Nyanza water supply system have been further refined as follows:



3. Provisional Sum for Dam Construction – Based upon discussions with Rwanda PMU and experience of other schemes in the region, the provisional sum for construction of the new dam across the River Vogo has been reduced from $5 million to $3.5 million.

4. Continued Use of Existing Assets – Rwanda PMU confirmed that it would be acceptable to allow for continued use of DN 250 DI pumping main which was laid recently and the existing DN 150 DI gravity transmission main. Current proposals assume that the gravity main is now twinned rather than replaced.

Table 2-7 – Proposed Water Interventions (Nyanza)


2.3.4.1 Prioritisation Process

The total liquid waste generated in the town is estimated as 2,134m3/day in the year 2025,

2 Assumed that main gravity transmission pipeline (proposed OD 160mm uPVC) will now twin existing DN

150 DI pipe. Allowance included in cost estimate for 1km of gravity transmission main to be laid in either

DI or steel where maximum operating or text pressures exceed 16 Bar.


(Prioritised)

1 Impounding dam and intake structure Nr 1 1 Raw water gravity pipeline (1,2 km) Dia. (mm) 300 OD uPVC 1 Water treatment plant m3/day 3,762

1 Treated water pump station m3/hr 160 m3/hr at 300m 1 Treated water rising main (1 km) Dia. (mm) N/A 1 Gravity transmission pipeline to town (10 km) Dia. (mm) 160 OD uPVC2 1 Subsidiary feeds (8km) Dia. (mm) 110 OD uPVC 1 Main storage reservoir m3 885 1 Subsidiary reservoir A m3 440 1 Subsidiary reservoir B m3 440 1 Distribution Pipework – DN 63-100 Upvc km 26


Appendix 1 10

growing to 2,759 m3/day in the year 2035. Owing to the typically low population densities found in Nyanza, the forecasted wastewater flow densities for the main town do not exceed 3 m3/day/ha throughout the design horizon. The analysis indicates that a waterborne sewerage system, serving the whole town, is unlikely to be feasible during the project deign horizon and the majority of Nyanza’a residents will continue to reply upon on-site sanitation.

2.3.4.2 On-site Sanitation

On site sanitation, will consist of septic tanks and pit latrines for private users and will also include latrines in public places and for institutions including markets, taxi/bus terminals, schools, police barracks, hospitals, etc. Table 2-8 – Proposed Sanitation Interventions (Nyanza)




During the bridging phase, it was agreed that provision should also be made for a pilot solid waste recycling centre to be included in Nyanza. The proposed solid waste interventions are illustrated in the table below.

Table 2-9 – Proposed Solid Waste Interventions (Nyanza)


Utilising the assumptions and criteria in Section 3, additional or improved drainage will be required to mitigate problems to homes and businesses in the town resulting from storm water. This will be provided in the form of drainage channels adjacent to existing roads. The lengths of new lined and unlined channels for murram and tarmaced roads are presented in Table 2-10 below. It is noted that the quantities proposed below are based on a high level assessment of the existing storm water drainage, and thus represents an indicative level of investment required to meet the design criteria.


On-Site Sanitation 1 Strategy to improve on-site sanitation at household level Nr 1 1 Communal Toilet Nr 8 1 Mobile Latrine Emptying Technology (Ugotug) Nr 1 1 Dedicated Faecal Sludge Treatment Plant Nr 1 1 Sludge Exhauster Vehicle (6m3) Nr 1



1 4 m3 skip waste container Nr 23 1 Med. power tractor with trailer system Nr 2 1 Solid Waste Recycling Centre (Pilot) Nr 1


Appendix 1 11

Prioritisation Process During the project prioritisation process it was argued that, owing to acidic nature of the soil in the region and the direct pollution pathway from the town to Lake Victoria, poor storm water drainage systems in Nyanza were contributing directly to pollution problems in Lake Victoria. It was agreed that an allowance should be retained in the investment package for a reduced package of storm water drainage interventions for Nyanza. The revised scope is illustrated in the table below. Table 2-10 – Proposed Storm Water Interventions (Nyanza)

2.4 Implementation plan

A 4 year implementation plan has been proposed with the detailed design and tendering and one year for defect liability period. Details are provided in proposed timeframe (see 3.4).

The implementation of physical works for long term interventions to be effected after the tendering process.

2.5 Other activities

The consultant will also include comments on any likely variations to the identified:

� Collaborate with stakeholders and partners engaged in other components of the project;

� Environmental Impact Assesment; and � Social Management and Monitoring Plan provided for the project.

2.6 Funding of the Project

To this end the Government of Rwanda has received a grant, through the Lake Victoria Basin Commission (LVBC), from the African Development Fund (ADF) for implementation of the Project. The objective of the project is to improve water supply, sanitation services in urban and peri-urban communities within the service area of the towns.

Part of the proceeds of the grant will be used to meet the costs of providing consultancy services and supervision of Nyagatare, Kayonza and Nyanza Water Supply and Sanitation Infrastructure development including solid waste management and storm water drainage.


1 Primary tarmaced road, lined channels km 1.5 1 Secondary tarmaced road, lined channels km 6 1 Secondary murram road, unlined channels km 5 1 Tertiary murram road, unlined channels km 21


Appendix 1 12

3 THE CONSULTANCY

3.1 Objectives

The following are the objectives of undertaking detailed design of the Water Supply and

Sanitation Projects and supervision of the works.

Short Term Interventions:

i) To review designs and supervise construction of an efficient, cost-effective and

sustainable water, sewerage/sanitation and solid waste management infrastructure

that will increase the town population with access to potable water and sanitation for

the year 2025.

Long Term Interventions:

i) To update the feasibility study parameters, e.g. population, water and wastewater

demands, solid waste and storm water drainage characteristics and undertake detailed

design of an efficient, cost-effective and sustainable water, sanitation and solid waste

management infrastructure that will increase the town population with access to

potable water and sanitation for the year 2025.

ii) To supervise the construction works for water supply, sanitation and solid waste

management infrastructure

iii) To design and supervise implementation of sustainable water resources preservation

and management for the towns water catchments.

iv) To integrate and promote gender sensitivity and community participation during the

entire design, implementation and operation cycle as much as possible.

3.2 Services to be provided by the Consultant

The consultant will undertake the following tasks:

Activity Nyagatare Kayonza Nyanza

Short Term Activities

Review of designs and Tender Documents as well as supervision of construction to completion including defect liability period

√ √ √

Long Term Activities

Detailed design of LTI works √ √ √

Preparation of Tender Documents for hiring a contractor and a supervising consulting company for LTI

√ √ √

Supervision of construction to completion including defect liability period

√ √ √

Appendix 1 13

Activity Nyagatare Kayonza Nyanza

Facilitation of acquisition of way leaves and relevant abstraction permits

√ √ √

3.3 Services to be provided by the Client

The client shall provide the consultant with records, feasibility study reports and other

information that is available. The selected consultant shall be provided with following:

i) Guidance to Consultants, Rules of Procedure for the use of consultants by ADB, 1996Ed.

ii) Feasibility Study Reports prepared by Mott McDonald, 2010.

iii) Letters of Introduction to Relevant Authorities as shall be necessary.

3.4 Time Schedule

It is expected that the detailed design and implementation services will take at most 35 months

and 12 months defects liability. The period will be divided as follows:

� Two (2) months for review of designs, specifications, drawings and tender documents for

Short Term Interventions;

� Three (3) months for selection of suitable contractors for Short Term Interventions;

� Nine (9) months for supervision of Short Term Interventions;

� Six (6) months for detailed designs, specifications, drawings and tender documents for

Long Term Interventions;

� Four (4) months for selection of suitable contractor for Long Term Interventions;

� Eighteen (18) months for implementation of the long term physical works;

� Twelve (12) months defect liability period.

Appendix 1 14

Appendix A

SCOPE OF SERVICES

The services to be provided by the consultant will include but not limited to the following:

a) Detailed Design of Water Supply System

i) Update and revise water supply and sanitation parameters for Nyagatare, Kayonza and

Nyanza in terms of technical, social, financial and institutional arrangements against the

basic design criteria.

ii) Verify the design parameters reported in the Feasibility Study reports for Nyagatare,

Kayonza and Nyanza as a basis of the detailed design.

iii) Prepare detailed engineering designs (detailed scheme layout, topographic and profile

surveys, hydraulic design of transmission mains and distribution networks, design of

hydraulic structures, raw water mains, pumping systems, power generation plant, water

treatment plants, storage tanks, zoning and block mapping, development of customer

database appropriate with billing system proposed, public water distribution outlets, e.g.

water kiosks and stand posts, mapping and metering of all consumers), an engineers estimate

and tender documents for construction of the works (Bills of Quantities, Drawings,

Technical Specifications and Instructions to Bidders) for water supply and sanitation

improvements.

b) Detailed Design of Improved Wastewater Management and Sanitation Systems

i) Determine the influent characteristics and propose appropriate on site intervention measures

on best practices on sewage collection and handling.

ii) Asses the quantity of effluent discharge (service loads) expected as a result of proposed

water supply from the town and project discharge in 15 years time through population

projection data, hydraulic and organic loads.

iii) Estimate the volumes of waste water flows indicating the efficacy of where possible,

contributions of storm water flows, industrial effluent if relevant and taking into account

ground water infiltration.

iv) Design strategic intermediate on-site sanitation facilities especially, septic tanks, ablution

blocks and V.I.P latrines.

v) Design an appropriate and cost effective wastewater handling facilities between onsite

facilities and treatment units other than sewers.

vi) Design appropriate terminal wastewater treatment and disposal (including faecal sludge)

facilities.

c) Detailed Design of Storm Water Drainage

Storm water drainages will be designed only in drains adjacent to existing “official” roads and

routes.

Appendix 1 15

i) Determination of rainfall run-off characteristics of the affected areas and in consultation with

the local authorities, proposed appropriate storm water drainage measures and best practices

for management in the towns.

vii) Assess the quantity of storm water flow in the tertiary, secondary and primary channels, and

take technical inventory of existing drainage as a basis of identifying the critical areas for

intervention.

viii) Evaluate the critical flow areas and determine the areas most in need, taking into account the

status of existing drainage and planned funding from other sources.

ix) Design appropriate and cost effective strategic short and long-term storm water drainage

facilities, especially options that the local authorities are likely to replicate in future.

x) Prepare detailed layouts and details matching the ‘official’ / anticipated town plans.

xi) Outline institutional capacity set-ups needed for effective management of the storm water

drains.

d) Solid Waste Management

i) Design of suitable public awareness strategy, detailed design and construction supervision of an adequate landfill site while taking into consideration the ESMP.

ii) Provision of specifications and designs of skip waste containers, tractors and trailer systems to be used for the provision of solid waste management services in the town.

e) Carry out ESIA on sub-projects and prepare ESMPs

The ESIA report for the various sub-projects delivered to the PMU will be required to

determine design aspects and will set out the following:

i) Summary information on the sub-projects; — carried out; — assessed for environmental and social impacts; — assessed and full ESMPs in place.

ii) Assessment of environmental and social risks not being fully addressed or mitigated;

iii) Conclusions on whether the project is maximizing its positive contribution to social

and environmental management;

iv) Areas for improvement and make practical recommendations;

v) The ESMP shall describe project activities, major environmental and social

components that will likely be affected positively or negatively by the project, and the

related mitigation measures and institutional responsibilities for implementation.

f) Provide competent and adequate supervision of the works

i) Timely issue to the contractor all the necessary correspondences related to information,

instructions, clarifications and suggestions so as to ensure consistency in quality, positive

progress and planned costs.

ii) Inspect, determine and approve the part of works before, during and after construction of

part and, or whole of the works to ensure all time compliance with the specifications and

standards.

Appendix 1 16

iii) Forecast variations and unforeseen incidences (during design of works) and inform in-time

the client including intervention measures to prevent adverse effects to the contract.

iv) Originate payment certificates for payments of completed works or parts thereof.

v) Monitor the value of works executed against payments made to the contractor and report to

the client monthly consistency against programme of expenditure and works giving reasons

and recommendations.

vi) Inspect, test and approve the materials procured by the contractor for the works to ensure

that they comply with standards and specifications.

vii) Commission and approve completed systems and facilitate hand over to client

viii) Prepare the contractor’s payment statement including final certificate in accordance with

General Conditions of Contract and Conditions of Particular application.

g) Support Services

i) Assist in formulating and developing a sustainable operation, maintenance and management

strategy for the proposed water supply system, with particular emphasis to the private-public

sector partnership.

ii) Support the client on acquisition of way leaves and private land where necessary.

iii) Develop feasible options with corresponding institutional arrangement, capital and recurrent

costs on best ways to manage and operate the facility to benefit EWSA.

iv) Participation in project related meetings, including PMU - national level, and TPTs – town

level, meetings, as may be required.

h) Tender preparation and Tendering

The consultant will review designs and related tender documents for STI, prepare tender

documents for LTI, including technical specifications and drawings for Invitation of Tenders for

Construction of the works as follows;

i) Calling for bids from the contractors.

ii) Participate in evaluation of the bids presented by prospective contractors.

iii) Selection of suitable contractor from the bidders.

iv) Documentation of entire bidding process.

Appendix 1 17

Appendix B

REPORTING REQUIREMENTS

(a) Authority

The Consultant will report to:

Director General,

Energy, Water and Sanitation Authority

P.O. Box: 537, Kigali – Rwanda

All reports and communication materials developed by the consultant during this assignment shall

revert to the Director General – EWSA with a copy for information to the Coordinator of

LVWATSAN II.

(b) Reports

Design:

The consultant will provide the following reports in 8 hard copies and a soft copy in USB and

Compact disk (CD):

i) Inception Report covering the Consultant’s methodological approach to undertaking this

assignment. To be delivered within two weeks after the contract effectiveness date.

ii) Final Design Report, Bills of Quantities (costed and un-costed) and Drawings (4Copies),

incorporating all revisions mutually agreed between the Client and the Consultant. This

report should in any case not be submitted later than 20 days after receipt of all comments on

the draft Design Report.

iii) Tender Documents with scope of work, bill of quantities, specifications and drawings for

Invitation of Bidders for Construction of the proposed works.

iv) Engineers confidential cost estimate for the construction of the works.

v) Production of monthly and quarterly progress reports. To be delivered within two weeks

after the quarter.

vi) Minutes of all site meetings (monthly) and quarterly meetings between the client-EWSA

(PMU) and partners (Nyagatare, Kayonza and Nyanza Districts, town level institutions –

MSF & PCTs) and the consultant. Recording of all minutes related to the works will be the

responsibility of the Consultant.

(c) Reporting Requirements for selection of contractor

The design consultant will provide the following reports in 8 hard copies and a soft copy.

i) Draft tender evaluation report for the construction of the proposed works.

ii) Final tender evaluation report for the construction of the works.

(d) Reporting Requirements during construction supervision

i) Monthly Progress Reports that will include details of services carried out as indicated on a

bar chart and compared with the original programme, forecast and any other points requiring

mention.

Appendix 1 18

ii) Quarterly Progress Reports covering in addition to aspects mentioned in the Monthly

Progress Reports, scope of services, progress of services carried out to date, financial

position, time elapsed versus services done, problems encountered during course of

execution of the services, and solutions applied or proposed, any alterations made and

reasons necessitating the alterations.

iii) Minutes of Meetings between the Client and the Consultant and site meetings. Recording of

all minutes will be the responsibility of the Consultant.

iv) Special Reports on request by the Client during the course of execution of the services to be

prepared within 2 days of the request. Circumstances may arise during execution of the

services requiring the reports for discussion with the Client and the ADF.

v) A Completion Report covering all aspects of the services provided in accordance with the

Terms of reference, highlighting major achievements and bottlenecks experienced in

conducting the assignment. The Report should also indicate significant lessons learnt and

major recommendations to assure operational sustainability.

Appendix 1 19

Appendix C

KEY PERSONEL AND SUB-CONSULTANTS

(i) Personnel requirements

Bidders should propose teams that are complete in all respects to deliver the required services.

While Bidders should propose the best team that they can to meet the anticipated needs, we

provide below a basic indicative team composition.

The consultant team will be composed of key professional staff with relevant experiences in urban

water supply and sanitation project design within Eastern Africa including Rwanda and on works

of comparable magnitude, diversity and complexity.

The ability of the key professional personnel to transfer proven innovative, cost-effective and

sustainable ideas from situations elsewhere to the proposed works will be will be an added

advantage to the proposal. In this regard a joint venture between an international company and a

Rwandan company is recommended.

a) Team leader-Water Supply and Sanitation Civil Engineer

He /she shall have at least BSc. Civil Engineering and 15 years of experience in design of water

supply and sanitation infrastructure. He/She must have demonstrated work experience in water

and sewerage, sanitation utility management in East Africa or other comparable countries. He/She

must have in-depth understanding, application and interpretation of ADB and FIDIC contract

management regulations. The Civil Engineer shall be a registered or merit registration (in case of

foreign expert) with a other recognised engineering society. The position will be a full time thirty

seven (37) man-months during the assignment.

b) Design Engineer Water Supply Systems

He /she shall have at least BSc. Civil Engineering and 10 years of experience in water supply and

infrastructure design, 5 of which must be in a similar position. He/She must have demonstrated

design experience in hydraulics, forced and gravity fluid flow systems, implementation of similar

projects in medium towns with capacity to train staff will be an added advantage. He/She must be

computer literate and proficient at least in Excel and AutoCAD applications.

The Civil Engineer shall be a registered or merit registration (in case of foreign expert) with a

recognised engineering society. The position will be a full time sixteen (16) man-month’s

assignment.

c) Design Engineer Sewerage /Sanitation infrastructure

He /she shall have at least BSc. Civil Engineering and 10 years of experience in

sewerage/sanitation infrastructure design, 5 of which must be in a similar position.

He/She must have demonstrated design experience in hydraulics, forced and gravity sewage flow

systems, on-site sanitation facilities, storm water drainage, conventional and non-conventional

Appendix 1 20

wastewater treatment systems implementation of similar projects in medium towns with capacity

to train staff will be an added advantage. He/She must be computer literate and proficient at least

in Excel and AutoCAD applications. The Civil Engineer shall be a registered or merit registration

(in case of foreign expert) with a recognised engineering body. The position will be a full time ten

(10) man-month’s assignment.

d) Resident Engineer Water Supply and sanitation Systems

He /she shall have at least BSc. Civil Engineering and 15 years of experience in water supply and

infrastructure design, 10 of which must be construction supervision in a water supply and

sanitation project. He/She must have demonstrated experience in construction to completion of

Intake works, at least 4No.water treatment works of at least 5,000m3 and above, Pipeline of DN

250 and above , reservoirs and end other end facilities, implementation of similar projects in

medium towns with capacity to train staff will be an added advantage. He/She must be computer

literate and proficient at least in Excel and AutoCAD applications. The Civil Engineer shall be a

registered or merit registration (in case of foreign expert) with a recognised engineering body.

The position will be a full time twenty seven (27) man-month’s assignment.

e) Electrical Engineer/Mechanical Engineer

He /she shall have at least BSc. Electrical Engineering/ Mechanical Engineer and 10 years

demonstrated experience electrical power systems, design for water and sanitation supply

machines e.g. pumps, treatment plants, and electromechanical components of wastewater

treatment plants. He/She must be computer literate and proficient in at least Excel and

AutoCAD/or other suitable technical software applications. The Electrical/Mechanical Engineer

shall be a registered or merit registration (in case of foreign expert) with a recognised engineering

body. The position will be a full time eight (8) man-month’s assignment split between the two

inter-related experts.

f) Assistant Resident Engineer Water Supply and sanitation Systems

He / She must have a BSc. Civil Engineering and 15 years of experience in water supply and

infrastructure design, 8 of which must be construction supervision in a water supply and

sanitation project. He/She must have demonstrated experience in construction to completion of

Intake works, at least 4No.water treatment works of at least 4,000m3 and above, Pipeline of DN

250 and above , reservoirs and other end facilities, implementation of similar projects in medium

towns with capacity to train staff will be an added advantage. He/She must be computer literate

and proficient at least in Excel and AutoCAD applications. The Civil Engineer shall be a

registered or merit registration (in case of foreign expert) with a recognised engineering body.

One Engineer who meets the above qualification individually will be engaged in each town as the

Assistant resident Engineer for accumulative period of twenty four (24) man-months during

implementation.

Appendix 1 21

g) Surveyor

He /she shall have at least BSc. Engineering Survey and 15 years of experience in

sewerage/sanitation infrastructure survey, 10 of which must be in a similar position. He/She must

have demonstrated design survey experience in water supply and sanitation infrastructure,

topographic survey, mapping, map digitisation, ,block mapping and implementation of similar

projects in medium towns. He /she must be able to use Total Station with relevant software for

data transmission and management. He/She must be computer literate and proficient in at least

Excel and AutoLandMap (GIS capability) or other relevant survey applications. The position will

be a full time twenty six (26) man-month’s assignment.

h) Environmental Expert

He/She shall have a minimum of a degree in Environment, Agriculture, Regional Development,

or Water and Sanitation. Advanced training in Environmental and Social Impact Assessment,

Project Assessments, Climate Change, Monitoring and Evaluation, Research and or any other

related discipline will be an added advantage. The consultant must have a minimum of six (6)

years work experience in relevant fields. He/She must have adequate experience in conducting a

comprehensive Environmental and Social impact assessment and analysis, as well as being able to

identify in advance the shortcomings which might hinder the smooth implementation of the sub-

projects and the best ways to mitigate the problems.

The Consultant will collect relevant data and analyze it to provide the required information and

statistics on the project’s environmental and social impact status. This will be done at the start of

the project and be reviewed at the end of implementation. He will submit this and make

presentations to the PMU. The ESIA will be carried out in a participatory way involving the

related Government Ministries, PMU, the towns, the community and other stakeholders.

Recommend practical improvements to project implementation and proposed mitigation

measures, and ultimately put in place an operational Environmental and Social Management Plan

(ESMP) based on practical experience and conforming to national environmental regulations.

The position will be in two main sessions for a period of Six (6) man-months at the beginning of

the project and towards the end of the project.

i) Other Technical staff

The design Consulting Engineer is free to propose any additional expertise he /she may deem

necessary for efficient, competent, comprehensive and timely delivery of the design works for

possibly up to 10 man months. Their responsibilities, qualifications and experience, utility

schedule (man-month), remuneration shall be clearly detailed by the consultant. The additional

staff, if granted by EWSA, shall not form part of the key staff unless specifically granted in

writing by the client.

The consultant shall be free to appropriate man-months to respective experts according to the

need within the overall timeline of thirty five (35) months and 150 man-months.

Appendix 1 22

(ii) Table of Key Personnel and Time Inputs

The total months proposed has been derived from time frame of forty eight (48) months as

follows;

Design (D) – 6 months, Contracting (C) - 6 months, Implementation of STI and LTI (I) –

24 months and Defect liability period (L) – 12 months.

Staff/Expert Formula Man–Months

a Team Leader-Water Supply & Sanitation Engineer D + C + I +

1/12L 31

b Design Engineer, Water Supply Infrastructure D + C + 1/6I 14

c Design Engineer, Sewage & Sanitation Infrastructure D + 1/6I 8

d Resident Engineer, Water Supply & Sanitation I + 1/4L 23

e Electrical/Mechanical Engineer, Design & Supervision 1/3D+1/6I+1/6L 7

f Assistant Resident Engineer I 20

g Surveyor 1/3D + I 22

h Environmental Expert 1/3D +1/6 I 5

i Other Technical staff* I 20

Total 150

* Indicate necessity during Design stage by describing responsibility, specialisation and duration expected in man-months with cost implication.

List the elements of cost used to arrive at the breakdown of the lump sum price, local currency

portion:

1. Monthly rates for Personnel (Key Personnel and other Personnel).

2. Reimbursable expenditures.

This appendix will exclusively be used for determining remuneration for additional services.

VERIFICATION / ASSESMENT OF CAPABILITY OF PERSONELL

The consultants are hereby notified that the client may assess in order to verify the capacity,

qualification and experience of the key staffs prior to engagement.

BREAKDOWN OF THE LUMP SUM PRICE FOR THE PREPARATION OF EACH TENDER DOCUMENTS DESIGN AND RELATED SUPERVISION OF WORKS Anticipated works tenders for both STI and LTI are provided in the table below. Consultants are required to use this information in order to provide breakdown the price for preparing each tender document (containing detailed designs) and the cost of supervising

Appendix 1 23

respective contracts. These two costs should be indicated separately for each tender in accordance with the format provided for Schedule of Summary Price Proposal. The cost of preparing tender documents (containing detailed designs) and other deliverables will be paid on a lump-sum basis, whereas the cost of supervising works will be paid on a time-based basis, subject to fulfilment of the required conditions. For financial proposal comparison purposes and determination of basis for calculating cost of works supervision, consultants are required to provide the cost of supervising each contract based on estimated supervision period indicated in the table below. In addition, monthly fee should be clearly indicated for each supervision of works. The estimation shall take into account the concurrent activities and the overall consultancy manmonth limit.

Anticipated tenders for STI

Estimated supervision period

1 Construction of storage reservoirs and distribution pipe lines in Nyagatare, Kayonza and Nyanza (STI)

6 months

2 Extension of Mpanga Water Treatment Plant and construction of chlorine dosing facility in Nyagatare

8 months

3 Construction of public latrines and storm water drainage in Nyagatare, Kayonza and Nyanza Districts (STI)

4 months

4 Construction of landfills in in Nyagatare, Kayonza and Nyanza Districts (STI)

6 months

Anticipated tenders for LTI

Estimated supervision period

1 construction of Water Treatment Plant, pipeline network and storage reservoir in Nyagatare (LTI) 18 months

2 Construction of 25 public latrines and 20 km storm water drainage in Nyagatare, Kayonza and Nyanza Districts (LTI) 12 months

3 Extension of Water Treatment Plant, pipeline network and storage reservoir in Kayonza (LTI) 18 months

4 construction of Water Treatment Plant, pipeline network and storage reservoir in Nyanza (LTI) 18 months

5 Construction of a dam in Nyanza with a capacity of 3762 m3/day (LTI) 15 months