Terms of Reference for the Construction Works of a Menstrual Hygiene Management Room at GS Nyabishambi in Shangasha Sector in Gicumbi District

Job Detail

Job ID 13024

Description

TERMS OF REFERENCE FOR THE CONSTRUCTION WORKS OF A MENSTRUAL HYGIENE MANAGEMENT ROOM AT GS NYABISHAMBI IN SHANGASHA SECTOR IN GICUMBI DISTRICT

1. INTRODUCTION

Water For People is an international non-for-profit organization working in Water, Sanitation & Hygiene. It works across nine countries, bringing together communities, local entrepreneurs, and governments to build and maintain water and sanitation services that last. In Rwanda, Water For People plays a key role in the Rwanda Water, Sanitation and Hygiene (WASH) sector by effectively partnering with the Government of Rwanda and other stakeholders since 2008.

To date, Water For People supports the communities and public institutions (schools and health care facilities) of Rulindo, Kicukiro, Gicumbi, Gisagara, and Karongi Districts to sustainably access water, sanitation, and hygiene services. In line with this objective, Water For People partners with government institutions to improve access to sustainable WASH Services by supporting the construction of water supply systems, hygiene, and sanitation facilities.

Additionally, Water For People supports the provision of rainwater harvesting facilities aiming at environmental protection and affordable available water at schools and health care facilities. This ensures that schools and healthcare facilities have a safe and affordable alternative source of water that can be used for other needs.

In Rwanda a girl’s room in schools is known as a room set apart for girls’ use during their menstrual period. According to statistics, a certain number of schoolgirls especially in rural areas of Rwanda miss school, during their menstrual period, because they cannot afford to buy sanitary pads. The Ministry of Education in collaboration with the Ministries of Health and Local government initiated “The Girl’s room” in schools to reduce girls’ absenteeism due to menstruation-related issues, however, many schools still lack proper rooms to serve the purpose.

Water For People in Rwanda is supporting the construction of girl’s rooms in its Everyone Forever (EF) districts (Kicukiro, Rulindo, Gicumbi, Gisagara, and Karongi Districts) and equipping them with sanitary pads, towels, a bed, water, soap etc, to offer a comfortable space for schoolgirls who have unexpectedly gone into her period or any female in the school environment with menstruation period related issues.

The presence of these rooms was proven to be a solution to improved menstrual hygiene management in schools, minimize girls’ absenteeism in schools and improve their performance in schools as well as girls’ self-confidence.

It is against that background that Water For People, in partnership with the District of Gicumbi, would like to hire the services of an experienced construction company to construct one Menstrual Hygiene Girl’s room at GS Nyabishambi in Shangasha Sector in Gicumbi District.

2. SCOPE OF WORK

The benefiting school is GS Nyabishambi located in Shangasha Sector of Gicumbi District.
The Construction of the MHM room. It should be connected to the existing water supply system.
The constructed MHM room will have a 2m3 plastic tank to harvest rainwater and this will bear a first flush system.

Note: Water For People reserves itself the right to change the scope of works before the contract signature.

3. TECHNICAL PROPOSAL

The technical proposal to be submitted by the bidder must have the components described in the below sections.

3.1. Company profile and administrative documents

The company must provide the following administrative documents:

Full company address in Rwanda indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box,
A copy of the Trade License/Certificate of company registration,
VAT registration certificate
Valid Certificate of tax clearance by Rwanda Revenue Authority (RRA),
RSSB clearance certificate
Site visit proof

3.2. Company experience

The desired company/firm should meet the following criteria:

General experience of the company in the field of construction of buildings or sanitation facilities.
Proven 3 good completion certificates of similar projects completed within the last 5 years.

3.3. Equipment

The essential equipment to be made available by the successful Bidder are listed below:

One trucks with 5m³of capacity.
One concrete mixer
One concrete vibrator.

The bidder must provide proof of possession (equipment must be registered in the names of the company or with a notarized rental contract signed by both parties accompanied by proof of their invoices).

3.4. Team composition and required skills

The company/firm should have the following staff members:

Project Manager: A civil engineer A0 with a minimum of 5 years of experience in construction
A site engineer: A civil engineer A0 with a minimum of 3 years of experience in the construction of buildings or A1 with a minimum of 5 years of experience in similar works.
A site foreman: A2 diploma in construction or public works, with a minimum of 5 years of experience in the construction of buildings,
A plumber: A2 diploma in plumbing with a minimum of 5 years of experience in plumbing works.

All staff will present an updated Curriculum Vitae duly signed by the staff him/herself and notarized academic documents.

4. FINANCIAL PROPOSAL

The proposal must be based on the following bill of quantities:

Construction of Menstrual hygiene facility
1	*Menstrual hygiene facility structure*
	Item	Unit	Qty	Unit price (FRW)	Total
1.0	Site installation	LS	1		–
1.1	Plot levering Trenches Foundation excavation (70cm deep, unless specified differently and according to soil resistance)	m3	8.48		–
1.2	Blinding cement under foundation with5cm thick (ratio:1.4)	m3	0.44		–
1.3	Stone foundation 40 cm thick 80cm deep according to soil resistance	m3	6.14		–
1.4	Backfilling and soil compaction around foundation walls	m3	2.34		–
1.5	Levelling Cement screed on the pit wall with 5cm thick (ratio:1:4)	m3	0.44		–
1.6	Roofing	Lm	15.60		–
1.7	Elevation of interior and exterior walls with burnt bricks bound together with cement mortar (ratio 1:4)	m3	11.03		–
1.8	Supply and fix of concrete vent blocks	m2	0.68		–
1.9	Reinforced concrete ring beams. Concrete Mix 1:1.5:3 (M15)	m3	0.77		–
1.10	40x60x1.5mm steel sections for the roof structure	ML	40.00		–
1.11	Roof covering using BG 28 Iron sheets (Auto-portant) with all accessories (Fixing materials, steel gutters, and downspouts)	m2	30.50		–
1.12	Supply and fixation of strip ceiling (Languette) and all requirements for the ceiling (ceiling structure timber in dried cypres or pinus)	m2	12.96		–
1.13	Supply and fixation of 100*120Cm glazed metallic door with transom, lock (Serrure) and all requirements.	Pce	1.00		–
1.14	Supply and fixation of 100*200 wooden (pre-designed plywood) door with locking system and all requirements	Pce	1.00		–
1.15	Supply and fixation of 160*150 glazed metallic window and all requirements	Pce	1.00		–
1.16	Supply and fixation of 90*90 glazed metallic window and all requirements	Pce	1.00		–
1.17	Floor tiling and skirting (white color, granite 40*40)	m2	12.00		–
1.18	Wall plastering and rendering	m2	48.40		–
1.19	Wall painting with silk paints	m2	37.76		–
1.20	Wall tiling in girls’ porch till 2 meters height (25*40 ceramic tiles in white color)	m2	9.83		–
S/Total Menstrual 1: Menstrual hygiene facility structure					–
2	*Shower porch for girls*
2.1	Simple bed (195*120 cm) made of dried cypres or Pinus: no cracks nor bends.	Pce	1		–
2.2	Simple mattress with a width of 120cm long of 190cm and thickness of at least 20cm and 20 as density.	Pce	1		–
2.3	2 pairs of simple bed sheets (cotton-white) to be approved by the client	Pce	2		–
2.4	Simple bed cover to be approved by the client	Pce	1		–
2.5	Soap holder and its fixation	pce	1		–
2.6	Towel holder and its fixation	Pce	1		–
2.7	Supply, preparation, and installation of curtains with all accessories including metal curtain holder (day curtain of 2m large + ordinary curtain of 1m large) for the door (100*240) and window to be approved by the client. A 1m wide waterproof curtain will also be provided to the bathroom entrance.	LS	1		–
2.8	supply, preparation, and installation of curtains with all accessories including metal curtain holder (day curtain of 4m large + ordinary curtain of 2m large) for window (100*120) to be approved by the client.	LS	1		–
2.9	supply and fixing of “Porte manteau” made of dried cypres or pinus woods (1.5m in long) to be approved by the client	Pce	1		–
2.10	Ceramic W.C Toilet (English toilet) with accessories to help handicapped people to be approved by the client	Pce	1		–
2.11	Dozen of pads to be approved by the client	pce	30		–
2.12	Brush for pit holes	pce	1		–
2.13	The shower flexible fountain and its installation to be approved by the client	pce	1		–
2.14	Supply and fixation of vanity of good quality with accessories to be approved by the client	pce	1.00		–
2.15	Supply and fixation of basins of good quality with accessories to be approved by the client	pce	1.00		–
S/Total 2: Shower porch for girls					–
3	*Electrical installation*
3.1	Connection to the existing power supply line	ff	1		–
3.2	PPR Pipe 3/4” + accessories	ff	1		–
3.3	6way power distribution board complete with 32A TPN integrated including 4 fuses	pce	1		–
3.4	12-15W LED bulbs for internal lighting	pce	2		–
3.5	9W LED bulb+ cover ( globe ) for external lighting	pc	1		–
3.6	Simple lighting switch	pc	3		–
3.7	Socket outlet with E (Prise monophase avec terre)	pce	2		–
3.8	VoB wire diam 2.5mm2	lm	50		–
3.9	VoB wire diam 1.5mm2	lm	100		–
3.10	Connection box	pce	3		–
3.11	“Boite d’encastrement”	pce	3		–
3.12	Earth rod “Pique de terre”	pce	1		–
3.13	Supply and deposit of extinguisher (6 kg. POUDRE ABC)	pc	1		–
S/Total 3: Electrical installation					–
4	*Evacuation*
4.1	Soak away pit of 12m deep for the Menstrual hygienic room. Shower wastewater, gutters rainwater of the MHR should be channelled in this pit	LS	1		–
4.2	Quarry stone foundation for 1-meter depth of the soak away pit (1m*0.20 m thickness)	m3	0.6908		–
4.3	Cover of the soak-away pit in a reinforced concrete slab of 15cm (M20) as thickness and ventilation pipe of PVC PN6, 90 diameter	m3	0.11398		–
4.4	Supply and installation of 3m³ plastic septic tank for sewerage from MHR toilet	pce	1		–
4.5	Soak away pit of 12m deep to be connected to the plastic septic tank for sewerage with quarry stone foundation for 1-meter depth of the soak away pit (1m*0.20 m thickness) and covered by a reinforced concrete(M15) slab of 15cm as thickness	pce	1		–
S/Total 4: Evacuation					–
5	*Drainage works*
5.1	Supply and installation of drainage pipes	LS	1		–
5.2	Miscellaneous works	LS	1		–
S/Total 5: DRAINAGE WORKS					–
6	*Rainwater harvesting for the MHM facility*
6.1	Ground preparation for water tank	m2	4.15		–
6.2	Construction of stone masonry foundations base of 1m High using cement mortar mixed at: 1:4	m3	3.01		–
6.3	Levelling Cement screed on the foundation (0.08×0.3m) mixing ratio: 1:4	m2	2.54		–
6.4	Supply and installation of plastic water tanks, 2,000 litres of storage capacity polyethylene with all accessories with the provision of the first flush facility.	Pc	1		–
6.5	Construction of a stone masonry fetching fountain as per the design, a 500x500x1m , inspection chamber inclusive	m3	0.2		–
6.6	Finishing works on the fetching fountain using waterproofing plasters	m2	2		–
6.7	Pointing of external surfaces of the plinth wall of a mixing ratio of 1:2	m2	5.02		–
6.8	Supply and install a 90mm DIA PN 6 PVC overflow pipe with all accessories	mL	6		–
6.9	Supply and install a 75mm DIA PN 10 PVC washout pipe with a valve.	pce	1		–
6.10	Water connection (1″) PPR PN10	Lm	1		–
6.11	Supply and install a 32mm DIA PN 10 GI pipe with a valve and a tap.	pce	3.93		–
6.12	Excavations of a 1m DIA 5m deep soak pit	m3	3.93		–
6.13	Filling inside stones	m3	1.22		–
6.14	Construction of a 1m high/300mm thick stone masonry protection wall on the top part of the soak pit up to the ground level	m3	1.22		–
6.15	Leveling Cement screed on the foundation (0.08×0.3m) mixing ratio: 1-4	m2	130		–
6.16	Connecting water supply system to the toilet	LS	1		–
6.17	Supply of good soil, planting of ornamental trees and flowers, making walking stone paved way for gardening and beautification all around MHR and the rainwater tank.	LS	1		–
S/Total 6: DRAINAGE WORKS					–
*Grand Total-Construction of Menstrual Hygiene Facility(tax-inclusive)*					–

Note: The bidder must submit their financial offer using the attached BoQ in Excel format. Any modifications or unlocking of the locked cells will result in immediate disqualification.

5. DURATION OF THE ASSIGNMENT

It is anticipated that the work to be done will be completed within 35 calendar days from the date of the contract signature. The technical offer should indicate a clear workplan.

6. TYPE OF AWARD

This will be a contract with clear payment schedules based on deliverables. The winner of this contract shall be responsible for submitting an original performance guarantee from a licensed bank representing 10% of the total contract amount and covering 12 months counted from the date of the provisional handover of the work.

7. SOURCE OF FUNDS

Water For People.

8. Copyrights

9. PROCUREMENT

The terms of reference will be published via eligible media platforms.

Proposals will be evaluated using the following criteria: administrative requirements, the profile of team members, availability of tools, equipment required to effectively carry out the assignment, and cost as follows.

Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation
Equipment: 25% (Distributed equally)
Team composition: 25% (8% for PM, 7% for Site Eng, 5% for Foreman and 5% for plumber)
Relevant experience: 50% (20% for general construction experience and 30% for 3 similar references distributed equally)

1^ststage: Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation.
2^nd stage: Technical proposal: 100% (that includes: Equipment, team composition, and company experience)

All substantially responsive proposals that score 80% marks or more from the technical submission evaluation shall have their financial proposals evaluated.

Stage 3: Financial offer evaluation: The lowest offer with a successful technical proposal will be the successful one.

The bidder who passed the technical evaluation and has the lowest quote shall be declared successful and subsequently invited for negotiation.

The selected vendor will be contractually required to comply with Water For People’s Vendor Code of Conduct Vendor code OK.pdf and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current, or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer.

10. Eligibility for bidders

The prospective bidders will conduct a mandatory site visit on 26/03/2025 with a departure fixed at 10 AM at the Gicumbi District office. The drawings will be sent via email to the visited companies only.

11. REPORTING AND WORK RELATIONSHIP

The contractor will be collaborating with the entire Water For People team including the top management team as well as the field staff.

Daily, the contractor will be supervised by Water For People representative and Gicumbi District representative and the provisional handover of works must be approved by all the above parties.

12. Rights reserved

Water For People in Rwanda reserves the right to cancel the entire procurement process without incurring any liability whatsoever.
Water For People in Rwanda reserves the right to amend any segment of the RFP prior to the announcement of selected candidates.
Water For People in Rwanda also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in Water For People’s best interest to do so.
Water For People in Rwanda also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.
Water For People in Rwanda reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid compromise of the process.

13. BIDDING PROCESS

Interested companies are requested to submit their application files electronically no later than 2/04/2025 with the subject “The construction works of a menstrual hygiene management room at GS Nyabishambi in Shangasha Sector in Gicumbi District” to the following email: rwprocurement@waterforpeople.org. The bids opening will take place on April 3^rd, 2025, at 3:00 PM at the Water For People Office and the presence of all bidders in the opening session is mandatory.

Technical and Financial proposals must be submitted in separate documents but in the same email. The Financial proposal must be protected in Excel format and its password must be presented by the bidder during the opening session.

The provided Excel sheet should be used in the preparation of the financial offer and MUST not be edited as doing so leads to automatic disqualification.

Note:

Any bid with any arithmetic error in calculation or any other type of error or omission will automatically be disqualified.
Hard copies and late submissions shall be rejected.
In-person visits or phone calls are not allowed!
Late submissions will not be considered.

Done at Kigali on 18/03/2025

Eugene DUSINGIZUMUREMYI

Country Director