Interim Terms of Reference for Consultancy Services

Transcription

1 Interim Terms of Reference for Consultancy Services Design for the Centre of Excellence in Biomedical Engineering at the University of Rwanda, College of Medicine and Health Sciences, Nyarugenge Campus 1.0 PROJECT DESCRIPTION The project on the Centre for Biomedical Engineering is a Medical Educational Programme realized under the initiative of the African Development Bank and various East Africa member states, with the main objective being the establishing of a network of Centres of Excellence (CoE) within the region. The project seeks to scale up skills, advancing knowledge and excelling in higher education in East Africa in a regional integration framework. The funding entity is the African Development Fund (African Development Bank Group) and each of the member state funds. The development objective of the project is to contribute to the development of a relevant and quality skilled workforce in biomedical sciences and e-health to meet EAC's immediate labour market needs. The specific objective of the project is to provide high quality tertiary care and education through a network of Centres of Excellence in East African Community member countries that will foster social economic development in the region. The project also is geared around the EAC regional integration strategy in science and technology, service delivery and labour market. The project portfolio has three main components; Component 1 - Establish a network of Centres of Excellence (CoE) in Biomedical Higher Education in the East African region as per the following sub-components; C 1.1 Kenya - CoE in Urology and Nephrology Sciences (Phase I) C 1.2 Uganda - CoE in Oncology (Phase I) C 1.3 Rwanda - CoE in Biomedical Engineering and e-health (Phase I) C 1.4 Tanzania- CoE in Cardiovascular sciences (Phase II) C 1.5 Burundi - CoE in Laboratory Based Nutritional Sciences (Phase II) Component 2 -Support EAC Regional Integration agenda in Higher Education to respond to Labour Market needs implemented by the EAC Secretariat with its affiliated Inter-University Council for East Africa. Component 3 - Project Management. The project will be implemented in two phases subject to availability of funding allocated for each of the countries involved. Consultancy services in the design for construction and rehabilitation of infrastructure is expected to deliver physical facilities to be used in the training of specific skills as outlined in the various sub-components (C 1.1- C 1.5). The republic of Rwanda is expected to deliver on its part in the establishment of the CoE in Biomedical Engineering and e-health, as to be located at the University of Rwanda College of Medicine and Health Sciences at the Nyarugenge Campus, Kigali Rwanda, herein referred to as the Client. The Project duration is 5 years running from For more details and key documents on the project, visit the African Development bank website and follow the link below;

2 2.0 SCOPE OF CONSULTANCY SERVICES The Scope of works will include but not limited to the following key consultancy services; i) Architectural design ii) Landscape design iii) Quantity Surveying iv) Mechanical Engineering v) Electrical Engineering vi) Civil/ Structural Engineering vii) Information Technology / Information System viii) Environmental Assessment and Audit ix) Topographic and Cadastral Survey Consultancy services shall be realized in two phases 2.1 Phase I: Detailed Design and Tender Documents i) Scheme Design / Outline Proposal - Consultant shall develop two or three outline proposal design of the architectural concept based on the information gathered from the Client (UR-CMHS) and consultant own field surveys to create two to three design options for clients consideration. Building system and services are considered and presented in Visual Presentation of outline proposal sketches shall be presented. Rough cost estimates shall also be presented for client s consideration. ii) Design Development The Consultant shall develop the option selected by the Client and implement any further revisions and modification as requested. Accurate cost estimates shall be revised accordingly to reflect changes from the scheme design. The drawing should meet minimum requirement to secure approval for the Development Permit from all associated agencies within the built environment. iii) Detailed Design of the project The Consultant shall prepare the following documents taking into consideration the local specifications of the country where the project is located: Detailed architectural drawing Detailed Landscaped drawings Detailed structural drawings Detailed electrical drawings Detailed mechanical drawings Detailed Data networking drawings Detailed Technical specifications Bill of quantities for each building (Priced and unpriced) Detailed list of furniture and equipment for the project Any other document necessary for the tender process & construction permit Note: Drawings should include Design / Working drawings The Consultant shall conduct soil test on the site to determine its bearing capacities prior to carrying out the structural design of the project. iv) Tendering and Award of Contract The consultant shall prepare the notice to invite for competitive bidders for construction of the centre, to be advertised in newspapers and any other medium of communication as provided within the loan agreement framework. The notice should contain essential

3 information about the project and also process the advertisement in coordination with the Client. The Consultant shall advise the Client during the tender opening and evaluation. Upon receipt of tenders, the Consultant shall guide the evaluation committee during evaluation of the tender's in accordance with the accepted rules for procurement of works and shall prepare a draft tender analysis report to the Client with recommendation for the eligible Contractor(s) from the technical and financial point of view. After the approval of the Contractor(s) selection, the consultant shall prepare and facilitate the contract agreement to be signed between the competitive bidder and the Client as per the specified agreed conditions. Review and approve all methods proposed by the Contractor(s) for permanent and temporary works, formwork, etc. to ensure conformity with construction contracts and that the work can he carried out safely and in accordance with recognized and accepted practices. v) Environmental Impact Assessment: The Consultant should assess the environmental impact on the project and consider the following during the design & Supervision Phases: Existing baseline environmental conditions. - Potential environmental impacts both direct and indirect. Including opportunities for environmental enhancement. - Design proposals to protect the environment as per the REMA guidelines. 2.2 Phase II: Project Supervision i) Site Handover and Preparation of working drawings The consultant shall issue handover notice of the site to the Contractor(s) as per the general conditions of contract in coordination with the Client. He shall also undertake the following Preparation and provide of working drawings complete with construction details for all aspects of the buildings and Infrastructure development. Check and approval of the Contractor(s)' alternative shop drawings for specialized works. Approve Setting-out of the buildings and other builder s work within the site as per the layout drawings. ii) Review of Contractor(s)' Project Works Programme The Consultant should thoroughly vet and review the Contractor(s)' proposed works Programme to ensure timely delivery of the project as per expected outcome outlined elsewhere in this document. Interrelations between the various activities shall be carefully reviewed particularly with respect to time allocation, commencement and completion dates. At the end of this procedure, the contractor(s) to the satisfaction of all parties will provide an agreed Porgramme of Work. iii) Supervision of Construction Works The Consultant should provide the necessary supervisory staff to be employed during the period of implementation in executive and supervisory capacities in respect of the construction contracts. The Client shall provide similar / matching staff in executive position for project monitoring purpose. The Consultant will be delegated with all normal duties and powers of the "Architect / Engineer" for the implementation of the project.

4 The Consultant shall be responsible for the supervision of all operations on behalf of the Client and to ensure that the work of the Contractor(s) carried out in a proper workmanship and expeditious manner and in accordance with the contract documents (Detailed specification, Bills of Quantity and Working Drawing). Consultant will check, approve, reject and record, as the case may be, inter alia, the following: Contractor(s)' construction plant and equipment Materials of construction Concrete testing, procedures and results Construction of site works: concrete structures, steel structures, finishes, mechanical & electrical works and other utilities as required. The Consultant shall review and approve all methods proposed by the Contractor(s) for permanent and temporary works, formwork, etc. to ensure conformity with construction contracts and that the work can he carried out safely and in accordance with recognized and accepted practices. iv) Issue of Site Instructions to the Contractor(s) These services will relate to the fulfilment of the contractor(s)' duties from drawing up and approval of the work program till the completion of works. The services will include issuing field instructions in writing as required relating to: Quality of materials used in the works. Equipment and methods of construction Supervision, checking and testing of works carried out. Clarification of drawings and specifications. Progress of works to ensure that the work program is adhered to. The Consultant shall not give any instructions, which in his opinion are likely to increase the cost of works or the functional aspect of the building without the prior approval of the Client. v) Advice to the Client on Progress of Works It is of utmost importance that the progress of the Works be in accordance with the programmed implementation schedule since the timely implementation of the project necessitates the strict adherence to the approved timetable. The Consultant will keep the Client advised continuously as to work progress. If any deviation from the implementation schedule occurs, the Consultant will inform the Client about the necessary measures to be taken to avoid dalliance of the project. vi) Site and Plant Inspections and Testing of Works At all stages of implementation, the consultant shall carry out regular inspection of materials and workmanship and acceptance tests on his own cost to ensure compliance with the specifications. Where work on site or installed plants at any time during the implementation does not meet the requirements of the specifications, it shall be removed or rectified. Consultant shall carry out inspection at time of substantial completion of the works and arrange, for issue of the Initial Hand-Over Certificate on attainment of Practical Completion Period in coordination with the Client. Undertake periodic inspections during the Defects Liability Period and notify the Client and Contractor of any defect on the construction works, and supervising their repair. Following the expiry of the Defects Liability period, arrange for issuing the Final Hand-Over Certificate in coordination with the Client. vii) Approval of Interim and Final Payment Certificates The consultant shall, in parallel with the Contractor(s), take site measurements of all works done and material supplied on site,

5 Certify all of the Contractor(s)' periodic (monthly) statement and final statement within the time specified in the contract and forward to the Client for arranging payment. The Consultant shall, during the course of works, keep accurate records of all dates and quantities of work carried out, all payments made to the Contractor(s), and all materials and equipment supplied to the site. viii) Reporting / Meeting The Consultant will keep the Client continually informed on the progress of the works, and all budgetary and financial matters pertaining to the project, by submitting to him the following reports: Monthly progress reports including: information on measurements of works executed, equipment and material supplied to site, used and/or stored - quality tests on earthworks, concrete works, construction materials and equipment - labour force - variation orders if any - payments made to the Contractor(s) - acceptance tests of structures - problems encountered and recommendation made by the consultant - photographs recording the progress of work. Final report on completion of works and/or Consultants' assignment. The consultant will prepare and advice on the issue of the Initial and Final Hand-Over Certificates. Arrange site meetings with Contractor(s) at regular intervals to discuss progress and quality of works, and resolve any pertaining problem. The Consultant shall issue Variation order and claims for extension of time or any change in works according to the contract after obtaining the approval of the Client. The Consultant shall also monitor the contract costs relative to the Client's budgetary provisions. ix) Delivery to the Client "As Built" Drawings The Consultant shall at the completion of the project, provide the Client, free of charge, a full copy (hard and soft copy) of the as-built drawings, which are recording any changes in the original work drawings. 3.0 EXPECTED OUTCOME World Class facility that exhibit the best practices in Biomedical Engineering and e-health, sensitive to local context and observe sustainable practice during construction and life cycle of the building. The design would aspire to be in harmony with nature through its minimal impact, form earth-tone template and through maximizing the use of natural systems. The design character should be in tune with the architecture of existing facilities, which maximizes the use of local building materials and specialized local labour; this engages community participation and supports their wellbeing and sense of participation A key requirement of this project is to minimise site impacts and the visual impression of the building itself. The design of the building must consider the natural shapes of the landscape and the unique character of the topography and Climate of Kigali Rwanda The proposed design should evolve from traditional realities and aim to be sensitive to the picturesque landscape while responding to the historical, local vernacular architecture and traditions where possible. After signing the contract the chosen design consultant is to perform the design of the Centre for Biomedical Engineering, prepare the tender document, select the builder company and supervise the construction of the building. E-Health & Telemedicine facility

6 (c/w E-Health demonstration servers, E-Health application development servers, Desktop computer lab for teaching and learning, incubation center / Projector and other e-learning instructional equipment) Establish Teaching and Learning and Research labs demonstration computer lab for teaching and learning Hospital Management information system and Primary care information Regional Tele- health Facility Establish a Regional Tele-health network within Rwanda and East Africa (equipment) Establish virtual health and medical community for e learning Biomedical Engineering-Medical Equipment maintenance (Detailed of the spaces to be elaborated based on world best practice) Rehabilitation Sciences Laboratories and Rooms for Prosthetics and Orthotics Workshop with other associated rooms Gait Analysis Lab Gait training area Physiotherapy rooms Occupational Therapy rehabilitation rooms Classrooms / Seminar room and other instructional spaces Staff offices Counseling and guidance Room Main Reception Lobby area Cafeteria Landscaped park and outdoor spaces The centre should observe all standard codes for Persons with Disabilities, particular in aspects of building access and circulation routes. 4.0 TARGET COMPLETION The Consultant should observe the project targeted completion period as outlined in the detailed project implementation framework for handing over to the Client within 18 months. For more information please contact: The Project Coordinator, CEBE, University of Rwanda Joshua Kiregu jkiregu@nursph.org