REPUBLIC OF KENYA

TURKANA COUNTY GOVERNMENT

REQUEST FOR PROPOSAL

TENDER NO: TCG/MWEMR/131/2020-2021

CONSULTANCY SERVICES FOR PRELIMINARY, DETAILED DESIGN AND

TENDER DOCUMENTATION OF LOKWANAMOR AND KALEMNGOROK

DAMS IN TURKANA COUNTY

Negotiation No:826780

January, 2021

SECTION 1

SECTION I INVITATION TO TENDER

TENDER NO. TCG/MWEMR/131/2020 - 2021

TENDER NAME CONSULTANCY SERVICES FOR PRELIMINARY, DETAILED DESIGN

AND TENDER DOCUMENTATION OF LOKWANAMOR AND KALEMNGOROK DAMS

IN TURKANA COUNTY

Turkana County Government invites electronic sealed tenders from eligible

candidates for CONSULTANCY SERVICES FOR PRELIMINARY, DETAILED DESIGN

AND TENDER DOCUMENTATION OF LOKWANAMOR AND KALEMNGOROK DAMS IN

TURKANA COUNTY

Interested eligible candidates may obtain further information from and inspect the

tender documents at Turkana County Government Procurement office box 11 Lodwar

during normal working hours.

1.1 Prices quoted should be net inclusive of all taxes, must be in Kenya Shillings

and shall remain valid for 90 (Ninety) days from the closing date of the tender.

1.2 A complete set tender documents may be obtained by interested candidates free of charge from the county website:http://www.turkana.go.ke/index.php/document-category/turkana-tenders/

1.3 Completed tender documents are also to be uploaded in to the IFMIS Suppliers Portal (http://supplier.treasury.go.ke) so as to be received on or before monday, January 18th 2021 at 2:00 pm

1.4 Preliminary and Technical bid documents shall be opened immediately after the closing date online and the suppliers shall receive notification on the opening date of commercial bids which shall be projected at the treasury board room. Bidders or their representative may attend the commercial opening.

DIRECTOR SUPPLY CHAIN MANAGEMENT SERVICES FOR: COUNTY SECRETARY.

SECTION II – INFORMATION TO CONSULTANTS (ITC)

Table of Contents

2.1. Introduction…………………………………………………………………….. 4

2.2. Clarification and Amendment of RFP Documents……………………… 4

2.3. Preparation of Technical Proposal…………………………………………. 5

2.4. Preparation of Financial Proposal…………………………………………. 6

2.5. Submission, Receipt, and Opening of Proposals……………………….............7

2.6. Proposal Evaluation General………………………………………………… 7

2.7. Evaluation of Technical Proposal……………………………………………7

2.8. Public Opening and Evaluation of Financial Proposal………………… 7

2.9. Negotiations……………………………………………………………………..9

2.10. Award of Contract………………………………………………………9

2.11. Confidentiality………………………………………………………….. 10

2.12. Corrupt or fraudulent practices……………………………………..10

Appendix to information to consultants………………………………………… Error! Bookmark

not defined.

SECTION II: - INFORMATION TO CONSULTANTS (ITC)

2.1. Introduction

2.1.1 The Client named in the

Appendix to Information to Consultants “ITC” will select a Consultant among

those who submit a proposal, in accordance with the method of selection

detailed in the appendix. The method of selection shall be as indicated by the

procuring entity in the Appendix.

2.1.2 The consultants are invited to submit a Technical Proposal and a Financial

Proposal as specified in the

Appendix to Information to Consultants “ITC” for consulting services required for

the assignment named in the said Appendix. A Technical Proposal only may be

submitted in assignments where the Client intends to apply standard conditions of

engagement and scales of fees for professional services which are regulated as is

the case with Building and Civil Engineering Consulting services. In such a case

the highest ranked firm of the combined technical and financial proposals shall be

awarded a contract. The proposals will be the basis for Contract negotiations if

applicable and ultimately for a signed Contract with the selected firm.

2.1.3 The consultants must familiarize themselves with local conditions and take them

into account in preparing their proposals. To obtain first-hand information on

the assignment and on the local conditions, consultants are encouraged to liaise

with the Client regarding any information that they may require before

submitting a proposal and to attend a pre-proposal conference where applicable.

Consultants should contact the officials named in the

Appendix to Information to Consultants “ITC” to arrange for any visit or to

obtain additional information on the pre-proposal conference. Consultants should

ensure that these officials are advised of the visit in adequate time to allow them

to make appropriate arrangements.

2.1.4 The Procuring entity will provide the inputs specified in the

Appendix to Information to Consultants “ITC”, assist the firm in obtaining licenses

and permits needed to carry out the services and make available relevant project

data and reports.

2.1.5 Please note that (i) the costs of preparing the proposal and of negotiating the

Contract, including any visit to the Client are not reimbursable as a direct cost of

the assignment; and (ii) the Client is not bound to accept any of the proposals

submitted.

2.1.6 The procuring entity’s employees, committee members, board members and their

relative (spouse and children) are not eligible to participate.

2.2. Clarification and Amendment of RFP Documents

2.2.1 Consultants may request a clarification of any of the RFP documents only up to

seven [7] days before the proposal submission date. Any request for clarification

must be sent in writing by paper mail or electronic mail to the Client’s address

indicated in the Appendix “ITC”. The Client will respond by electronic mail to

such requests and will send written copies of the response (including an

explanation of the query but without identifying the source of inquiry) to all

invited consultants who intend to submit proposals.

2.2.2 At any time before the submission of proposals, the Client may for any reason,

whether at his own initiative or in response to a clarification requested by an

invited firm, amend the RFP. Any amendment shall be issued in writing through

addenda. Addenda shall be sent by electronic mail to all invited consultants and

will be binding on them. The Client may at his discretion extend the deadline for

the submission of proposals.

2.3. Preparation of Technical Proposal

2.3.1 The Consultants proposal shall be written in English language

2.3.2 In preparing the Technical Proposal, consultants are expected to examine the

documents constituting this RFP in detail. Material deficiencies in providing the

information requested may result in rejection of a proposal.

2.3.3 While preparing the Technical Proposal, consultants must give particular attention

to the following:

(i) If a firm considers that it does not have all the expertise for the

assignment, it may obtain a full range of expertise by associating with

individual consultant(s) and/or other firms or entities in a joint venture or

sub-consultancy as appropriate. Consultants shall not associate with the

other consultants invited for this assignment. Any firms associating in

contravention of this requirement shall automatically be disqualified.

(ii) For assignments on a staff-time basis, the estimated number of professional

staff-time is given in the Appendix. The proposal shall however be based

on the number of professional staff-time justifiably estimated and by the

firm.

(iii) It is desirable that the majority of the key professional staff proposed be

permanent employees of the firm or have an extended and stable working

relationship with it.

(iv) Proposed professional staff must as a minimum, have the experience

indicated in

Appendix to Information to Consultants, preferably working under

conditions similar to those prevailing in Kenya.

(v) Alternative professional staff shall not be proposed and only one

Curriculum Vitae (CV) may be submitted for each position.

2.3.4 The Technical Proposal shall provide the following information using the attached

Standard Forms;

(i) A brief description of the firm’s organization and an outline of recent

experience on assignments of a similar nature. For each assignment the

outline should indicate inter alia, the profiles of the staff proposed,

duration of the assignment, contract amount and firm’s involvement.

(ii) Any comments or suggestions on the Terms of Reference, a list of services

and facilities to be provided by the Client.

(iii) A description of the methodology and work plan for performing the

assignment.

(iv) The list of the proposed staff team by specialty, the tasks that would be

assigned to each staff team member and their timing.

(v) CVs recently signed by the proposed professional staff and the authorized

representative submitting the proposal. Key information should include

number of years working for the firm/entity and degree of responsibility

held in various assignments during the last ten (10) years.

(vi) Estimates of the total staff input (professional and support staff staff-time)

needed to carry out the assignment supported by bar chart diagrams

showing the time proposed for each professional staff team member.

(vii) A detailed description of the proposed methodology, staffing and

monitoring of training, if Appendix “A” specifies training as a major

component of the assignment.

(viii) Any additional information requested in Appendix “A”.

2.3.5 The Technical Proposal shall not include any financial information.

2.4. Preparation of Financial Proposal

2.4.1 In preparing the Financial Proposal, consultants are expected to take into account

the requirements and conditions outlined in the RFP documents. The Financial

Proposal should follow Standard Forms (Section D). It lists all costs associated

with the assignment including; (a) remuneration for staff (in the field and at

headquarters), and; (b) reimbursable expenses such as subsistence (per diem,

housing), transportation (international and local, for mobilization and

demobilization), services and equipment (vehicles, office equipment, furniture,

and supplies), office rent, insurance, printing of documents, surveys, and training,

if it is a major component of the assignment. If appropriate these costs should be

broken down by activity.

2.4.2 The Financial Proposal should clearly identify as a separate amount, the local

taxes, duties, fees, levies and other charges imposed under the law on the

consultants, the sub-consultants and their personnel, unless Appendix “A” specifies

otherwise.

2.4.3 Consultants shall express the price of their services in Kenya Shillings.

2.4.4 Commissions and gratuities, if any, paid or to be paid by consultants and related

to the assignment will be listed in the Financial Proposal Submission Form.

2.4.5 The Proposal must remain valid for 120 days after the submission date. During

this period, the consultant is expected to keep available, at his own cost, the

professional staff proposed for the assignment. The Client will make his best

effort to complete negotiations within this period. If the Client wishes to extend

the validity period of the proposals, the consultants shall agree to the extension.

2.5. Submission, Receipt, and Opening of Proposals

2.5.1 The completed Technical and Financial Proposals must be submitted online

through IFMIS platform on or before the time and date stated in the tender

document.

2.6. Proposal Evaluation General

2.6.1 From the time the bids are opened to the time the Contract is awarded, if any

consultant wishes to contact the Client on any matter related to his proposal, he

should do so in writing at the address indicated in the Appendix “ITC”. Any

effort by the firm to influence the Client in the proposal evaluation, proposal

comparison or Contract award decisions may result in the rejection of the

consultant’s proposal.

2.6.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals

until the technical evaluation is concluded.

2.7. Evaluation of Technical Proposal

2.7.1 The evaluation committee appointed by the Client shall evaluate the proposals on

the basis of their responsiveness to the Terms of Reference, applying the

evaluation criteria as provide in the tender document.

Each responsive proposal will be given a technical score (St). A proposal shall be

rejected at this stage if it does not respond to important aspects of the Terms of

Reference or if it fails to achieve the minimum technical score indicated in the

Appendix to Information to Consultants “ITC”.

2.8. Public Opening and Evaluation of Financial Proposal

2.8.1 After Technical Proposal evaluation, the Client shall notify those consultants

whose proposals did not meet the minimum qualifying mark or were considered

non-responsive to the RFP and Terms of Reference, indicating that their Financial

Proposals will be returned after completing the selection process. The Client shall

simultaneously notify the consultants who have secured the minimum qualifying

mark, indicating the date and time set for opening the Financial Proposals and

stating that the opening ceremony is open to those consultants who choose to

attend. The opening date shall not be sooner than seven (7) days after the

notification date. The notification may be sent by registered letter, cable, telex,

facsimile or electronic mail.

2.8.2 The Financial Proposals shall be opened publicly in the presence of the

consultants’ representatives who choose to attend. The name of the consultant,

the technical scores and the proposed prices shall be read aloud and recorded

when the Financial Proposals are opened. The Client shall prepare minutes of the

public opening.

2.8.3 The evaluation committee will determine whether the financial proposals are

complete (i.e. whether the consultant has costed all the items of the

corresponding Technical Proposal and correct any computational errors. The cost

of any unpriced items shall be assumed to be included in other costs in the

proposal. In all cases, the total price of the Financial Proposal as submitted shall

prevail.

2.8.4 The tender is exclusive to consultants’ firms registered in Kenya. While comparing

proposal prices between citizen and local firms participating in the financial

evaluation of Proposals, firms incorporated in Kenya where indigenous Kenyans

own 100% of the share shall be allowed a 10% preferential bias in proposal

prices, respectively. However, there shall be no such preference in the technical

evaluation of the tenders. Proof of local incorporation and citizenship shall be

required before the provisions of this sub-clause are applied. Details of such proof

shall be attached by the Consultant in the financial proposal.

2.8.5 The formulae for determining the Financial Score (Sf) shall, unless alternative

formulae is indicated in the Appendix “ITC”, be as follows: -

Sf = 100 x Fm

/F where Sf is the financial score; Fm is the lowest priced financial

proposal and F is the price of the proposal under consideration. Proposals will be

ranked according to their combined technical (St) and financial (Sf) scores using

the weights (T=the weight given to the Technical Proposal: P = the weight given

to the Financial Proposal; T + P = I) indicated in the Appendix. The combined

technical and financial score, S, is calculated as follows:- S = St x T % + Sf x P %.

The firm achieving the highest combined technical and financial score will be

invited for negotiations.

2.8.6 The tender evaluation committee shall evaluate the tender within 30 days of

from the date of opening the tender.

2.8.7 Contract price variations shall not be allowed for contracts not exceeding one

year (12 months).

2.8.8 Where contract price variation is allowed, the variation shall not exceed 15% of

the original contract price

2.8.9 Price variation requests shall be processed by the procuring entity within 30 days

of receiving the request.

2.9. Negotiations

2.9.1 Negotiations will be held at the same address as “address to send information to

the Client” indicated in the Appendix “ITC”. The aim is to reach agreement on

all points and sign a contract.

2.9.2 Negotiations will include a discussion of the Technical Proposal, the proposed

methodology (work plan), staffing and any suggestions made by the firm to

improve the Terms of Reference. The Client and firm will then work out final

Terms of Reference, staffing and bar charts indicating activities, staff periods in the

field and in the head office, staff-months, logistics and reporting. The agreed

work plan and final Terms of Reference will then be incorporated in the

“Description of Services” and form part of the Contract. Special attention will be

paid to getting the most the firm can offer within the available budget and to

clearly defining the inputs required from the Client to ensure satisfactory

implementation of the assignment.

2.9.3 Unless there are exceptional reasons, the financial negotiations will not involve

the remuneration rates for staff (no breakdown of fees).

2.9.4 Having selected the firm on the basis of, among other things, an evaluation of

proposed key professional staff, the Client expects to negotiate a contract on the

basis of the experts named in the proposal. Before contract negotiations, the

Client will require assurances that the experts will be actually available. The

Client will not consider substitutions during contract negotiations unless both

parties agree that undue delay in the selection process makes such substitution

unavoidable or that such changes are critical to meet the objectives of the

assignment. If this is not the case and if it is established that key staff were offered

in the proposal without confirming their availability, the firm may be disqualified.

2.9.5 The procuring entity shall appoint a team for the purpose of the negotiations if

necessary.

2.10. Award of Contract

2.10.1 The Contract will be awarded to the firm with the highest combined score for

both technical and financial. After negotiations are completed, the Client will

promptly notify other consultants on the shortlist that they were unsuccessful

and return the Financial Proposals of those consultants who did not pass the

technical evaluation.

2.10.2 The selected firm is expected to commence the assignment on the date and at the

location specified in Appendix “A”.

2.10.3 The parties to the contract shall have it signed within 30 days from the date of

notification of contract award unless there is an administrative review request.

2.10.4 The procuring entity may at any time terminate procurement proceedings before

contract award and shall not be liable to any person for the termination.

2.10.5 The procuring entity shall give prompt notice of the termination to the tenderers

and on request give its reasons for termination within 14 days of receiving the

request from any tenderer.

2.10.6 To qualify for contract awards, the tenderer shall have the following:

(a) Necessary qualifications, capability experience, services, equipment and

facilities to provide what is being procured.

(b) Legal capacity to enter into a contract for procurement

(c) Shall not be insolvent, in receivership, bankrupt or in the process of being

wound up and is not the subject of legal proceedings relating to the

foregoing.

(d) Shall not be debarred from participating in public procurement.

2.11. Confidentiality

2.11.1 Information relating to evaluation of proposals and recommendations concerning

awards shall not be disclosed to the consultants who submitted the proposals or

to other persons not officially concerned with the process, until the winning firm

has been notified that it has been awarded the Contract.

2.12. Corrupt or fraudulent practices

2.12.1 The procuring entity requires that the consultants observe the highest standards of

ethics during the selection and award of the consultancy contract and also during

the performance of the assignment. The tenderer shall sign a declaration that he

has not and will not be involved in corrupt or fraudulent practices.

2.12.2 The procuring entity will reject a proposal for award if it determines that the

consultant recommended for award has engaged in corrupt or fraudulent

practices in competing for the contract in question.

2.12.3 Further a consultant who is found to have indulged in corrupt or fraudulent

practices risks being debarred from participating in public procurement in

Kenya.

Appendix to Information to Consultants

The following information for procurement of consultancy services and selection of consultants shall

complement or amend the provisions of the information to consultants, wherever there is a conflict

between the provisions of the information and to consultants and the provisions of the appendix, the

provisions of the appendix herein shall prevail over those of the information to consultants.

INSTRUCTIONS TO

TENDERERS REFERENCE

PARTICULARS OF APPENDIX TO INSTRUCTIONS TO TENDERS

2.1 The name of the

Client is

The name of the Client is: TURKANA COUNTY

GOVERNMENT

2.1.1The method of selection

is:

QUALITY/COST BASED SELECTION without prequalification

2.1.2 Technical and

Financial Proposals are

requested:

Yes

Standard conditions of

engagement and scales of

fees for professional services

Where scales of fees for professional services which are

regulated as is the case with Building and Civil Engineering

Consulting services are outdated, the ‘Engineers Board of

Kenya’s Scale of Fees and Conditions of Engagement for

Consulting Engineering Services in Kenya, October 2013’ shall

prevail.

The name, objectives, and

description of the assignment

are:

i. Consultancy in Preliminary of Lokwanamor and Kalemngorok

dams

ii. Detailed survey and design of Lokwanamor and

Kalemngorok dams

iii. Carry out services specified in Section V, Terms of Reference,

of this Request for Proposals

2.1.3 A pre-proposal

conference (Site Visit) will be

held

The name(s), address(es) and

telephone numbers of the

Client’s official(s) are:

N/A

Chief Officer

Water services Environment and Mineral Resources

Turkana County Goverment

P.O. Box 11-30500 Lodwar

2.1.4 The Client will provide

the following inputs:

i. Liaisons with government agencies

ii. Logistics and venue for 2 stakeholders validation

meeting

2..3.3 (ii) The estimated

number of professional staff

required per months for the

assignment is:

………………

(iv) The minimum

required experience of

proposed professional staff is

As provided in section V

2.1.6 (vii) Training is a

specific component of this

assignment:

No.

(this shall be required during the construction stage)

(viii) Additional

information in the Technical

Proposal includes:

N/A.

2.1.7 Taxes: Proposal should be inclusive of all taxes e.g. withholding and

VAT where applicable

2.5.1

2.5.2

2.5.3

2.5.4

2.5.5

PRELIMINARY

(MANDATORY

REQUIREMENTS)

Both technical and financial Tenders shall be submitted

online as indicated on the tender document.

CRITERIA FOR EVALUATION

Mandatory requirements based on yes/no

i. The tender document shall have a table of

contents and pages in the whole document

numbered in the correct sequence.

ii. Shall be signed (where signatures are required) by

a duly authorized representative through a Power

of Attorney.

iii. Certificate of Incorporation/Registration

iv. Current and Valid Tax Compliance Certificate from

Kenya Revenue Authority (SHALL APPLY TO ALL

PARTNERS).

v. Duly filled and signed Confidential Business

Questionnaire for each partner.

vi. Duly filled and signed Declaration Form for each

partner, in case of Joint Venture.

vii. Duly filled and signed Anti-Corruption Declaration

Commitment/ Pledge for each partner.

viii. Written undertaking in the Lead Partner’s letter

head that all the partners of the Consortium and

their staff appointed for the assignment proposed

shall be available for the entire duration of the

contract.

ix. Consortium Agreement (if applicable) for the

partners clearly indicating the lead partner.

x. Duly Completed, signed and stamped Financial

proposal submission Form including; -Summary of

cost, break down of major cost components, break

down of remuneration, reimbursable expenses per

activity and miscellaneous expenses if any.

xi. Schedule of professional fees and any other price

schedule which may be deemed important for

actualization of the works (Mandatory).

xii. Duly Completed signed and stamped Technical

proposal submission Form with all its listed

components.

xiii. Provide a tender security of Kshs 500,000.00 from a bank or insurance

institution approved by PPRA valid for 150 days

At this stage, the tenderer must meet all the

preliminary requirements. The non-submission of any of the above requirement will lead to automatic disqualification and will NOT be evaluated further.

The bidder shall provide in its bid the FULL and REALISTIC cost

and corresponding to the work plan for the assignment

2.6.1 The address to send

information to the Client

is:_______________

Chief Officer

Water services Environment and Mineral Resources

Turkana County Government

P.O. Box 11-30500 Lodwar

Email: napeyokmoses@yahoo.com

2.6.3 The minimum

technical score

required to pass

TECHNICAL

EVALUATION

Technical Rating Scores to be applied in Evaluating the

bidders:

a) Methodology and approach statement for the entire

consultancy process including the work plan (Total -25

Marks).

A full score shall be awarded for detailed description

of the methodology (15 Marks)

Work plan for performing the assignment (10 Marks)

b) Evidence of previous experience of at least Five (5) works

of a similar nature for the last 10 (ten) years (Total – 30

Marks).

Experience in Dams – 10 Marks

Experience in Water Feasibility studies – 5 Marks

Detailed Water Engineering Design – 5 Marks

Experience in Environmental and Social Impact

Assessment – 5 Marks

Experience working for County Government – 5

Marks

c) Qualifications and experience key technical personnel

Attach Personnel CVs and copies of academic/professional

certificates. (Total – 45 Marks):

Team Leader (Civil Engineer) – Registered Consultant

Engineer, 20 years’ experience, Master degree – 12

Marks (5 Marks and 5 Marks, 2 Marks respectively)

Dam Engineer – Professional Civil Engineer, 15 years’

experience – 6 Marks (3 Marks and 3 Marks

respectively)

Geotechnical Expert – Registered Geologist or

Engineer, 15 years – 5 Marks (3 Marks and 2 Marks

respectively)

Hydrologist – Registered Hydrologist, 10 years’

experience – 5 Marks (3 Marks and 2 Marks

respectively)

Hydraulic Engineer - Professional Civil Engineer, 10

years – 4 Marks (2 Marks and 2 Marks respectively)

Surveyor– Register Surveyor, 15 years – 4 Marks

(2Marks and 2 Marks respectively)

Electromechanical Engineer – Professional Mechanical

or Electrical Engineer, 15 years – 3 Marks (2 Marks

and 1 Marks respectively)

Environmentalist – Licensed Lead Expert, 15 years – 3

Marks (2 Marks and 1 Marks respectively)

Sociologist – Master’s Degree, 10 years – 3 Marks (2

Marks and 1 Marks respectively)

NOTE: (i). CVs and copies of academic/professional

certificates MUST be attached otherwise Personnel shall NOT

be assessed, (ii). Personnel who are not registered persons

with the relevant respective professional bodies shall NOT be

assessed.

Candidates will be required to score a minimum of 80% in

the Technical Evaluation to proceed to the next stage of

evaluation (Opening and Evaluation Opening financial bids.)

2.6.3 The minimum

technical score required to

pass

80%

2.7.1Alternative formulae for

determining the

financial scores is the

following:

The weights given to the Technical and Financial Proposals

are:

T=___________ (0.80)

P=___________ (0.20)

2.8.5 Weights:

T = the weight given to the

Technical Proposal,

P = the weight given to the

Financial Proposal;

T + P = I

The weights given to the Technical and Financial Proposals

are:

T=___________ (0.80)

P=___________ (0.20)

2.9.2 The assignment is

expected to commence on

immediately after award and signing of contract

2.10 Award of Contract The Contract shall be awarded to the bidder with the highest

combined technical and financial score.

SECTION III - TECHNICAL PROPOSAL

Table of Contents

1. Technical Proposal Submission Form ............................................................... 17

2. Comments And Suggestions Of Consultants On The Terms Of Reference And On Data,

Services And Facilities To Be Provided By The Client. ...................................... 18

3. Description Of The Methodology And Work Plan For Performing The Assignment 19

4. Team Composition And Task Assignments ..................................................... 20

5. Time Schedule For Professional Personnel ....................................................... 21

6. Activity (Work) Schedule ............................................................................... 22

1. TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To: Turkana County Government

Ladies/Gentlemen:

We, the undersigned, offer to provide the consultancy services for the Consultancy for

Preliminary, Detailed Design and Tender documentation of Lokwanamor and

Kalemngorok Dams in accordance with your Request for Proposal dated

_____________________ and our Proposal. We are hereby submitting our Proposal,

which includes this Technical Proposal, and a Financial Proposal sealed under a separate

envelope.

We understand you are not bound to accept any Proposal that you receive.

We remain,

Yours sincerely,

_______________________________[Authorized Signature]

________________________________[Name and Title of Signatory]

_________________________________[Name of Firm]

_________________________________[Address:]

2. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF

REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY

THE CLIENT.

On the Terms of Reference:

On the data, services and facilities to be provided by the Client:

3. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT

4. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

5. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL

Months (in the Form of a Bar Chart)

Name Position Reports Due/

Activities

1 2 3 4 5 6 7 8 9 10 11 12 No of

months

Reports Due: _________

Activities Duration: _________

Signature: ________________________

(Authorized representative)

Full Name: ________________________

Title: ______________________________

Address: ___________________________

6. ACTIVITY (WORK) SCHEDULE

(a). Field Investigation and Study Items

[1st,2

nd,etc, are months from the start of assignment)

1st 2

nd 3

rd 4

th 5

th 6

th 7

th 8

th 9

th 10

th 11

th 12

th

Activity (Work)

(b). Completion and Submission of Reports

Reports

Inception Report

Preliminary Design

Report

Final design report

Draft Tender

Documents

Final Tender

Documents

Tender evaluation

report

Monthly

construction progress

reports

Final report on

project completion

SECTION IV: - FINANCIAL PROPOSAL

Notes on preparation of Financial Proposal

4.1 The Financial proposal prepared by the consultant should list the costs associated

with the assignment. These costs normally cover remuneration for staff,

subsistence, transportation, services and equipment, printing of documents,

surveys etc as may be applicable. The costs should be broken done to be clearly

understood by the procuring entity. The rates for staff shall be as per the attached

tables. Consultants shall fill in the quantities against each and total up for each

category.

4.2 The financial proposal shall be in Kenya Shillings or any other currency allowed in

the request for proposal and shall take into account the tax liability and cost of

insurances specified in the request for proposal.

4.3 The financial proposal should be prepared using the Standard forms provided in

this part

SECTION IV - FINANCIAL PROPOSAL STANDARD FORMS

Table of Contents

1. FINANCIAL PROPOSAL SUBMISSION FORMS…………………………. 25

2. SUMMARY OF COSTS………………………………………………………… 26

3. BREAKDOWN OF PRICE PER ACTIVITY…………………………………..27

4. BREAKDOWN OF REMUNERATION PER ACTIVITY…………………… 27

5. REIMBURSABLES PER ACTIVITY…………………………………………. 28

6. MISCELLANEOUS EXPENSES ……………………………………………….29

1. FINANCIAL PROPOSAL SUBMISSION FORMS

A . FINANCIAL PROPOSAL SUBMISSION FORM

________________[ Date]

To: Turkana County Government

Ladies/Gentlemen:

We, the undersigned, offer to provide the consultancy services for the Consultancy for

Preliminary, Detailed Design and Tender documentation of Lokwanamor and

Kalemngorok Dams in accordance with your Request for Proposal dated

(__________________) and our Proposal. Our attached Financial Proposal is for the sum

of (_________________________________________________________________) [Amount

in words and figures] inclusive of all the taxes.

We remain,

Yours sincerely,

___________________________________[Authorized Signature]

__________________________________ [Name and Title of Signatory]

__________________________________ [Name of Firm]

___________________________________ [Address]

2. SUMMARY OF COSTS (KSHS)

Costs Currency(ies) Amount(s)

Subtotal Kshs

VAT 16% Kshs

5% Contingencies

Kshs

Total Amount of Financial Proposal Kshs

BREAKDOWN OF MAJOR COST COMPONENTS

Price Component

Amount(s) (Shs)

Remuneration

Reimbursable

Miscellaneous Expenses

Subtotal

3. BREAKDOWN OF REMUNERATION

Names Position Input (months) Remuneration

Rate (Kshs) Amount (kes)

Name of Key Professional Staff

Team Leader

Office

Field

Dam Engineer

Office

Field

Hydraulics Engineer

Office

Field

Hydrologist

Office

Field

Geotechnical Engineer

Office

Field

Electromechanical Engineer

Office

Field

Surveyor

Office

Field

Environmentalist

Office

Field

Sociologist

Office

Field

Name of Supporting Staff

Technician/CAD Engineer

Office

Field

Assistant Surveyor

Office

Field

Enumerators/ Assistant Sociologist

Office

Field

Total Remuneration

REIMBURSABLES PER ACTIVITY

Price Component Amount(s) (Kshs)

N° Description Unit Qty Unit Price Total Amount

1 International Air travel Trip

2 Local air travel Trip

3 Vehicles Day-hire

4 Field Security Day

5 Subsistence Allowance no.

6 Geological Boreholes (up to 25 m) No

7 Geological resistivity sounding No

8 Acquisition Hydrology and Rainfall

data lumpsum

9 Enumerators Day

10 Stakeholders' meeting No

11 Field subsistence for the client Staff Day

Grand Total

4. MISCELLANEOUS EXPENSES

Price Component Amount(s) (Kshs)

No

. Description Unit

Quanti

ty Unit Price Total Amount (Ksh)

1 Communication Cost Month

2 A4 Printing no

3 A4 Photocopies no

4 A3 Printing no

5 A3 Photocopies no

6 A1 Printing no

7 Report Production U

Grand Total

SECTION V: - TERMS OF REFERENCE

5.1 TERMS OF REFERENCE

PRELIMINARY, DETAILED DESIGN AND TENDER DOCUMENTATION OF LOKWANAMOR

AND KALEMNGOROK DAMs IN TURKANA COUNTY

5.21 BACKGROUND

Turkana County is located in the north-most county in Kenya located in the north-western

corner of Kenya. It shares international borders with three countries, namely Uganda to the

west, South Sudan to the north, and Ethiopia to the north-east. Nationally, the county shares

borders with West Pokot and Baringo Counties to the south, Samburu County to the south-east,

and Marsabit County to the east. Much of the eastern boundary of the county is represented by

Lake Turkana. The total area of the county is 68,680.3 Km² making the county the second

largest of the forty-seven (47) counties in Kenya.

Turkana County is arid and semi-arid and is generally characterized by hot climate. The rainfall is

low in the whole areas and especially in low altitudes and thus combined with very high

temperatures throughout the years and ranging between

22ºC and 41ºC with a mean of 30.5ºC. The pattern and

distribution is erratic and unreliable both with time and

space. Though annual surface runoff in Turkana county is

estimated at 4.8 km3 or 16.7% of rainfall received,

Turkana like many parts in the northern Kenya, has

suffered from increasingly severe droughts every 2-4 year.

Combining with inadequate public infrastructure, droughts

grow into famines with high mortality rates among

humans and livestock. The short intervening periods

between drought means that recovery after drought is

incredibly difficult. The overall Turkana County cannot

satisfy its daily water demand. Water coverage is very low,

mainly by use of few boreholes, shallow wells and water

pans. Many of these sources dry up during the dry seasons.

The situation worsens in times of drought.

Indicative location of the proposed dams in Turkana county

5.2 Project Rationale

To address the aforementioned challenges and to improve the water supply situation, Turkana

county has prioritized the development of medium scale dams for multiple water use including

water for domestic, livestock and irrigation.

Overall, the assignment aims at completing preliminary, detailed design and tender

documentation of the Lokwanamor dam in Turkana South Constituency, Kaaleng/Kaikor ward,

(approximate geographic coordinates 4°37'23.64"N, 35°11'15.71"E); and Kalemngorok dam

located in Turkana South Constituency in Katilu ward at approximate geographic coordinates 2°

8'0.45"N, 35°37'49.55"E for dam option 1 and 2° 7'56.76"N, 35°37'32.02"E for dam option 2.

This development will contribute to reduction in water scarcity in the area, increase agricultural

activities and improvement of the livelihoods of the targets communities supplying water as

following;

The proposed dams will each have storage capacity for hold 1 - 2 MCM. The envisaged works

includes; field investigation and data collection; feasibility, preliminary and detailed design of the

dam and associated works; and Layout design of water conveyance and distribution system.

In principle, the dam site should be located reasonably close to the communities which will use

the water from the reservoir, while minimizing displacement of people and negative social-

environmental impacts. The location of the dam should ensure that maximum storage is

achieved with minimum costs. However, a certain number of minimum requirements - technical

and economical - have to be fulfilled before a prospective dam site can be considered acceptable.

5.3 Project Goal and Objectives

Turkana County is desirous to increase coverage and reliability of water supplies, including

water for livestock and irrigation. To do this, and cognizant of the mandate under the

Constitution of Kenya, 2010 the county government recognize need for incremental water and

Proposed Dam Domestic Supplies Livestock Irrigation

Lokwanamor 3000 HHs 200,000 400 acres

Kalemngorok 3,000 HHs 250,000 1000 acres

Total 60,000 HHs 450,000 1400 acres

sanitation infrastructure development in order to close the increasing demand resulting from

population growth and urbanization.

The Overall objective of the consultancy is to;

Enhance adequate and reliable water supplies for human, livestock and irrigation through the

construction of water storage dams

5.5 The specific objectives are to:

i. Gather hydrological, climatological, topographical and geotechnical data in Lokwanamor

and Kalemngorok

ii. Review the feasibility analysis of the proposed dams in Lokwanamor and Kalemngorok

and associated works

iii. Prepare preliminary, detailed design report and detailed drawings of the proposed dam

in Lokwanamor and Kalengmorok

iv. Assess the Environmental and Social Impacts of the proposed Lokwanamor and

Kalemngorok dams

v. Prepare the Bill of Quantities and cost estimates for construction of Lokwanamor and

Kalemngorok dams

vi. Assist in the preparation of tender documents for the construction of Lokwanamor and

Kalemngorok dams on the basis of detailed design and Environmental Impact Assessment

Report.

6 SCOPE OF THE CONSULTANCY

The consultancy will have the following specific tasks;

6.1 Identification and selection of the final proposed dam site

a) To review the available reports relevant to the proposed projects including

hydrology, water demand assessments, geological studies and pre-feasibility reports

b) Identify three alternative sites in each of the proposed earth dam locations, and carry

out comparative pre-feasibility leading to selection of the final dam site

6.2 Review the Feasibility Engineering Studies

a) Carry out a review of the feasibility engineering studies of Lokwanamor and

Kalemngorok dams

b) Prepare feasibility design report of Lokwanamor and Kalemngorok dams

6.3 Preliminary and Detailed Engineering Studies in Lokwanamor and Kalemngorok

c) Prepare topography maps for the selected dam sites preferable earth dams which are

capable of holding 1 - 2million cubic metres at cost of about 300million each

d) Conduct geological and geotechnical studies

e) Undertake detailed engineering dam design, spillway, diversion and draw off tower

and ancillary works

f) Prepare detailed dam construction drawings, cost estimates and tender documents for

construction of Lokwanamor dam

6.4 Preliminary Environmental, Social and Economic assessment of Lokwanamor and

Kalemngorok dams

a) Undertake Preliminary Environmental and Social Impact assessment

b) Identify Project Affected Persons (PAPs)

c) To prepare Dam Safety and management Plan(s)

6.5 Prepare ToRs for dam construction supervision in Lokwanamor and Kalemngorok

7 DETAILED SCOPE OF WORKS

7.1 Review the Reports

Review relevant reports regarding geology, hydrology, socio-economic activities and future

water demands in target areas within the Turkana county

7.2 Water Demand Assessment

The consultant shall review the integrated water demands in the project target areas and

other uses for the downstream of the proposed dam.

7.3 Compare and Select Dam Sites and Type

The consultant will compare at least three options in the vicinity of the target location and

recommend the best one based on the interim studies for detailed design and cost. The option

will be prepared considering suitable dam type, site, size, beneficiaries, energy efficiency and

other conditions. The consultant will prepare a table comparing the options in terms of

dimensional parameters (dam height, reservoir area and volume), preliminary cost estimates

(investment and operation), and the environmental and social impacts (resettlement area and

number of population to be relocated). The consultant shall validate the results of conducted

studies/investigations/tests as well the selected dam site, size and type with the client for

endorsement.

7.4 Mapping of the Project Area

The consultant shall map the project area for detailed design with suitable scales and establish

permanent control network within the entire project area for further referencing of future

surveys. Using mapping results, the consultant shall determine suitable dam site at a suitable

scale to determine dam body volume, H-V-A curve, define relationship between reservoir

volume and inundation area along with reservoir depth (water elevation). In the case of

preliminary and detailed design, the Consultant will also determine location of associated

infrastructures including spillway, access road, telecommunication, electricity and borrow pits

location for dam construction materials.

7.5 Geological, Geotechnical and Seismological Investigation

The consultant shall conduct geotechnical and seismological investigation of selected site in

Lokwanamor and Kalengmorok. This will cover the following items but not limited to: -

7.5.1 Assessment of the geological condition of the dam foundation, abutment, the proposed

reservoir area and dam axis.

7.5.2 Conduct a series of geological investigations/tests, such as seismic refractions, bore-

holing/logging, trial pits, in-situ and laboratory tests for measuring soil/rock type

classification, shear stress, permeability, grouting procedures, etc.

7.5.3 Locate borrow pit and quarry areas and investigate the suitability and volume of dam

construction materials (aggregates for concrete mixes, embankment/filter/fill materials,

etc.)

7.5.4 Conduct seismology assessment of the dam site and surrounding areas for determining

seismic loads for dam design

7.5.5 Drill deep bore holes downstream of the proposed dam axis to identify if there are any

liquefiable materials, conduct borehole logging and prepare lithological profile.

7.6 Hydrological Assessment

The consultant will carry out hydrological assessment in the following areas:

7.6.1 Assess historical records of rainfall and runoff flow regime of source streams and

tributaries and prepare rainfall-runoff model.

7.6.2 Propose and conduct hydrological monitoring (rainfall, flow, volume, sediment loads,

etc.)

7.6.3 Conduct flood analysis including frequency analysis and calculation of PMF (Probable

Maximum Flood) to determine the dam design flood and spillway capacity.

7.6.4 Review sediment load, determine dead storage volume and propose scour and flushing

arrangements if required.

7.6.5 Determine the required reservoir capacity and corresponding safety level against

analyzed climate variability and long term impacts of Climatic Change scenarios drawn

from existing literature

7.7 Environmental, Social and Economic assessment

The environmental and social planning process will be fully integrated into the Technical

feasibility study options by:

7.7.1 Carrying out socio-economic and livelihood/income baseline survey to determine the

number of people affected, their socio-economic condition incomes and assets including

community facilities impacted.

7.7.2 Identifying and analyzing the potential environmental and social impacts (direct,

indirect, induced and cumulative) of the considered options using an integrated water

resources management approach,

7.7.3 Identifying potential mitigation measures to avoid, reverse or otherwise acceptably

manage these impacts

7.8 Framework and programme of Implementation and Capacity Assessments

The consultant shall propose and present a workable arrangement to provide suitable oversight

for implementation and post-construction management. The consultant shall review the

capacity constraints of involved and/or responsible institutions; and propose corresponding

capacity building measures. As part of the capacity building measures, if training is required,

identify the relevant positions that should benefit from this training, develop detailed training

plans for each area/position requiring training, and when and where training will be provided

and who would provide training, and develop detailed cost budgets to implement this training

plan.

7.9 Preparation of Final Detailed Design, Construction Plan and Tender Documents

Based on the results of the aforementioned survey, investigation and study, the Consultant shall

prepare Final Detailed Design Report, Construction Plans and Tender Documents according

applicable national laws/regulations/guidelines.

7.10 Final Outline of the Dam Design

The Final Outline Design should include but not limited to: -

7.10.1 Critical loading conditions, dam body design and safety analysis

7.10.2 Excavation and treatment of foundation, abutment and reservoir rim including curtain /

consolidation grouting.

7.10.3 Dam type, body zoning and required materials properties along with construction

techniques.

7.10.4 Hydraulic/structural design, such as emergency spillway, outlet and inlet works, and if

required, sediment flushing/sluicing arrangements.

7.10.5 Reservoir operation plan

7.10.6 Costs estimates / Bills of Quantities (BOQs)

7.11 Construction Plan

The Construction Plan will cover but not limited to:

7.11.1 Overall construction plan and implementation schedule (preferably using MS Project)

7.11.2 Construction methodologies and procedures

7.11.3 Flow diversion works during construction period, such as coffer dams, diversion

tunnel/canal.

7.11.4 Preconstruction activities, including construction camps, access and transportation route,

communication, water, electricity, etc.

7.11.5 Location of borrow pit areas for construction materials;

7.11.6 Assessment of required contractors’ capacity and labour force requirements.

The critical activities and the critical path of activities in the schedule shall be illustrated.

7.12 Tendering Documents

The consultant will prepare contract packages and tendering documents for all civil works,

equipment and associated services.

7.12.1 Main and sub-contract construction packages and procurement requirements

7.12.2 Bidding documentation for construction

7.12.3 Confidential Engineering cost estimates

7.13 Preparation of TORs for Construction Supervision

Prepare TORs for the supervision of the different proposed construction work packages.

7.13.1 The estimate cost of the construction management

7.14 Identify Project Affected People

The consultant shall identify all directly impacted households and institutions. The consultant

shall take a full census, registering and documenting the status of the potentially affected

population in situ.

4.1 EXPECTED KEY OUTPUTS

This consultancy shall produce the following outputs:

i. Maps of the Project area

ii. Updated Feasibility Study Report

iii. Geotechnical investigation report

iv. Hydrological Report

v. Detailed Design Report

vi. Financial and Economic Analysis Report

vii. Environmental and Social Impact Assessment (ESIA) Report

viii. Construction drawings and Tender Document(s)

ix. Dam Safety Plans and operations Plan (including O&M, safety inspection, dam safety

monitoring and instrumentation plan, construction quality control plan, and

emergency preparedness plan)

x. Construction and Implementation Schedule

xi. TORs for Construction Supervision Services

5.0 COUNTERPART STAFF

Reporting: Client will appoint contact person for this assignment.

Training: Client may assign qualified personnel from the major stakeholders as counterparts.

This will be discussed during contract negotiation. The consultant will ensure that appropriate

knowledge transfer occurs between the Consultant and any counterpart staff assigned to it.

6.1 FACILITIES, EQUIPMENT AND DATA

6.2 Provided by the Consultant

The Consultant shall provide all necessary transport and equipment it deems necessary to

undertake the assignment. The Consultant shall supply its own computing equipment’s. The

Consultant shall provide in its bid the FULL and REALISTIC details, specifications, and cost of

data acquisition, specialist equipment/services envisaged under the contract the Consultant.

Failure to provide sufficient information about data acquisition, special equipment/service

necessary for design may result in rejection of the bid

The Consultant shall discuss and agree with Client, during contract negotiations, the final list of

data, special equipment/service to be procured and supplied. The Consultant shall hand over all

special equipment/data procured and supplied under the contract to Client in good working

order, on completion of the contract.

The cost for Consulting Services will be explicitly presented including, but not necessarily

limited to, the following items:

Remuneration for Consultant’s staff and support personnel

Office space including office equipment, photocopiers, computers and the like

Field investigation and data acquisition including specialist third party services such as

survey, drafting / mapping, soil laboratory tests etc.

Field transportation and security

Printing and binding

Communications including phone, fax, and email

Field substance, accommodation, and incidentals

Insurances

6.3 Services to be provided by the Client

a) Turkana County Government will provide all relevant background information,

including previous studies, reports, County Water and Sanitation Policy and Strategy,

and any other logistical assistance as appropriate. The Turkana county will also provide

the necessary liaison between the Consulting team and relevant Agencies involved in

the Project.

b) The client shall review all the stipulated reports and provide comments within ten

working days of receiving the draft report. The Consultant shall incorporate the

comments where appropriate and submit the final report within two weeks of receiving

the comments.

c) The client shall assist to organize two (2) workshops involving identified stake holders;

Presentation of Preliminary Design Report

Presentation of Detailed Study Report

7.0. IMPLEMENTATION OF THE ASSIGNMENT

7.1 Assignment Duration

This consultancy is estimated to be a Seven (7) months

7.2 Key Staff

Experience and qualification of key team members:

Staff to be engaged in this assignment shall have qualifications and / or experience as described

in the following paragraphs.

The Consultant's core team must possess the skills and expertise necessary for an efficient and

effective delivery of outputs. While the range of required skills and expertise is by necessity

extensive, it is expected that the core team will be compact and comprise well-credentialed and

experienced multi-skilled individuals.

The core team shall include, inter alia, expertise in the disciplines listed below. Other expertise

deemed necessary, by the consultant, for the efficient conduct of this consultancy may be added

to his staff for the assignment. The proposed staffs need to be registered by recognized

professional bodies;

Qualification and Experience:

i. Team Leader

The Team Leader shall be a registered Consultant engineer with a current practicing license

recognized in Kenya and with at least a Master’s degree in Civil Engineering or related

field. He/she shall have knowledge of water resources management and reservoir

planning and design with at least 15 years’ experience in water and hydraulic engineering

design.

ii. Dam / Hydraulics Engineer

The Civil/Hydraulics Engineer shall be a registered with a current practicing license

recognized in Kenya and hold Bachelor’s degree in Civil Engineering or related field with

at least ten (10) years of experience in water and hydraulic analysis and design.

iii. Hydrologist and Climate Specialist

The Hydrologist shall have Bachelor’s degree in Hydrology or related field and at least ten

(10) years of relevant experience. In addition, the hydrologist shall demonstrate

knowledge and experience climate change impact assessment

iv. Geotechnical Engineer

The Geotechnical Engineer shall be a registered geologist or engineer with a current

practicing license recognized in Kenya and hold Bachelor’s degree with at least 15 (fifteen)

years of experience in geotechnical investigations and analyses

v. Electro-Mechanical Engineer

The Electro - Mechanical Engineer shall be a registered engineer with a current practicing

license recognized in Kenya and Bachelor’s degree in Mechanical or Electrical Engineering

with at least seven (7) years of experience in similar projects.

vi.Surveyor

The Surveyor shall have a Bachelor’s degree in Surveying with at least seven (7) years of

experience in carrying out engineering surveys, GIS control and development of

topographical maps in similar projects.

vii.Environmentalist

The Environmentalist shall have a Bachelor’s degree in Environmental Sciences or relevant

field, registered with NEMA or recognized Environmental Authority as Lead Expert, with

not less than seven (7) years field experience in similar projects.

viii. Sociologist

The Sociologist shall have a Bachelor’s degree in Sociology, Socioeconomics or related

discipline with not less than seven (7) years field experience in similar projects.

In making the proposal on required staff, the Consultant is expected to assess the capacity

requirement on the basis of the objectives, scope, specific tasks and the expected outputs of the

assignment as described in this TOR.

Only one CV may be submitted for each position. Each CV shall be signed and dated by the

candidate, who should also state that s/he confirms the validity of the data presented; and

confirm his/her availability to undertake the assignment if selected. The experts must be fluent

in both written and spoken English.

Local experience shall be taken to mean experience on similar type of works in Turkana

County or ASAL counties in Northern Kenya. Relevant experience shall be taken to mean the

key staff should have worked in projects of similar size.

Estimated Level of Effort:

An estimated level of effort required for the assignment is given in the table below.

S/No Team Member No of staff Indicative Staff Input

(person months)

1 Team Leader 1 7

2 Dam /Hydraulics Engineer 2 10

3 Hydrologist/Climate Specialist 1 6

4 Geotechnical Engineer 1 5

5 Electromechanical Engineer 1 2

6 Surveyor 2 8

7 Assistant Surveyor 1 4.5

8 Environmentalist 1 4

9 Sociologist 1 3.75

10 CAD Engineer 1 4.5

TOTAL 54.75

Turkana County will use the estimated level of effort to compare bids. The Consultant may

propose an alternative level of effort, provided that it is supported by sufficient

documentation in their proposal to show that it can successfully meet the assignment

objectives.

48

8.1 Reporting Requirements

8.2 Reporting schedule

The Consultant shall prepare and submit the following reports to the client:

sn Deliverable

Duration after

contract

commencement

Reports

Hard Copy

Soft

Copy

1. Inception report 1 month 2 1

2. Preliminary design Report 5 months 2 1

3. Draft Final Design Report, Final ESIA and RAP

Reports and Detailed Geotechnical investigation

reports

6months 2 1

4. Final Design Report and Draft Tender Documents 7 months 2 1

5. Tender Documents , Drawings, Engineers

estimate, TORs for Supervision

7 months 2 1

All assignment outputs, including maps and drawings, as well as the proceedings of the

end of assignment workshop shall be submitted in both hardcopy and digital copy. The

digital copy format shall be agreed with the client during mobilization. The digital copy

shall be submitted on suitable long term storage media such as CD or DVD and in editable

version. Each final hard copy submitted shall be accompanied with a digital copy suitably

bound to the inside cover of the hard copy. Also consultant to provide two editable

CD/DVD copy of each report submitted.

49

SECTION VI: STANDARD FORMS OF CONTRACT

CONTRACT FOR CONSULTANTS’ SERVICES

Time Based

between

Turkana County Government

and

[name of the Consultant]

Dated:

50

I. Form of Contract

This CONTRACT (hereinafter called the “Contract”) is made the ______ day of the

month of _______________________, 2019, between, on the one hand, Turkana

County Government (hereinafter called the “Client”) and, on the other hand, [name

of Consultant] (hereinafter called the “Consultant”).

WHEREAS

(a) the Client has requested the Consultant to provide certain consulting

services as defined in this Contract (hereinafter called the “Services”);

(b) the Consultant, having represented to the Client that it has the required

professional skills, and personnel and technical resources, has agreed to

provide the Services for the sum of Kenya Shillings

……………………..under the terms and conditions set forth in this

Contract;

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents attached hereto shall be deemed to form an integral

part of this Contract:

(a) The General Conditions of Contract;

(b) The Special Conditions of Contract;

(c) The request for proposals (RFP) including the following documents:

Section I - Letter of invitation

Section II - Information to consultants

Appendix to Consultants information

Section III - Terms of Reference

Section IV - Technical proposals

Section V - Financial proposal

Section VI - Standard Contract Form

2. The mutual rights and obligations of the Client and the Consultant shall be as

set forth in the Contract, in particular:

(a) the Consultants shall carry out the Services in accordance with the

provisions of the Contract; and

(b) the Client shall make payments to the Consultants in accordance with

the provisions of the Contract.

51

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in

their respective names as of the day and year first above written.

SIGNED BY:

…………………………………….

for and on behalf of KENYA PORTS

AUTHORITY

MANAGING DIRECTOR

In the presence of:-

Name ……………………………………

Designation ……………………………

Signature ………………………………

SIGNED BY: ……………………………

for and on behalf of CONSULTANT MANAGING DIRECTOR

In the presence of:-

Name ……………………………………

Designation ………………………………

Signature …………………………………

52

II. General Conditions of Contract

1. GENERAL PROVISIONS

1.1 Definitions Unless the context otherwise requires, the following terms whenever

used in this Contract have the following meanings:

a) “Applicable Law” means the laws of Kenya

b) “Consultant” means any private or public entity that will provide

the Services to the Client under the Contract.

c) “Contract” means the Contract signed by the Parties and all the

attached documents listed in its Clause 1, that is these General

Conditions (GC), the Special Conditions (SC), and the Appendices.

d) “Contract Price” means the price to be paid for the performance

of the Services, in accordance with Clause 6;

e) “Effective Date” means the date on which this Contract comes into

force and effect pursuant to Clause GC 2.1.

f) “Foreign Currency” means any currency other than the currency of

the Client’s country.

g) “GC” means these General Conditions of Contract.

h) “Government” means the Government of Kenya

i) “Local Currency” means Kenya Shillings

j) “Member” means any of the entities that make up the joint

venture/consortium/association, and “Members” means all these

entities.

k) “Party” means the Client or the Consultant, as the case may be,

and “Parties” means both of them.

l) “Personnel” means persons hired by the Consultant or by any Sub-

Consultants and assigned to the performance of the Services or

any part thereof.

m) “SC” means the Special Conditions of Contract by which the GC

may be amended or supplemented.

n) “Services” means the work to be performed by the Consultant

pursuant to this Contract, as described in Section III hereto.

o) “Sub-Consultants” means any person or entity to whom/which the

Consultant subcontracts any part of the Services.

p) “In writing” means communicated in written form with proof of

receipt.

1.2 Law

Governing

the Contract

This Contract, its meaning and interpretation and the relationship

between the Parties shall be governed by the Laws of Kenya.

1.3 Language This Contract has been executed in English language which shall be

the binding and controlling language for all matters relating to the

meaning or interpretation of this Contract.

53

1.4 Notices Any notice, request, or consent made pursuant to this Contract shall

be in writing and shall be deemed to have been made when

delivered in person to an authorized representative of the Party to

whom the communication is addressed or when sent by registered

mail, telex, telegram or facsimile to such Party at the address

specified in the SC.

1.5 Location The Services shall be performed at such locations as are specified in

Section V and, where the location of a particular task is not so

specified, at such locations, whether in the Republic of Kenya or

elsewhere, as the Client may approve.

1.6 Authorized

Representati

ves

Any action required or permitted to be taken and any document

required or permitted to be executed under this Contract by the

Client or the Consultant may be taken or executed by the officials

specified in the SC.

1.7 Taxes and

Duties

The Consultant, Sub-consultant[s] and their personnel shall pay such

taxes, duties, fees and other impositions as may be levied under the

Laws of Kenya, the amount of which is deemed to have been

included in the Contract Price.

1. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF

CONTRACT

2.1 Effectiveness

of Contract

This Contract shall come into effect on the date the Contract is signed

by both Parties and such other later date as may be stated in the SC.

2.2 Commencem

ent of

Services

The Consultant shall begin carrying out the Services on the date the

Contract becomes effective or at such other date as may be specified

in the SC.

2.3 Expiration of

Contract

Unless terminated earlier pursuant to Clause 2.6, this Contract shall

terminate at the end of such time period, after the Effective Date, as is

specified in the SC.

2.4 Modification

Modification of the terms and Conditions of this Contract, including

any modification of the scope of the Services or the Contract Price,

may only be made by written agreement between the Parties.

2.5 Force Majeure

54

2.5.

1

Definition For the purposes of this Contract, “Force Majeure” means an event

which is beyond the reasonable control of a Party and which makes a

Party’s performance of its obligations under the Contract impossible

or so impractical as to be considered impossible under the

circumstances.

2.5.

2

No Breach of

Contract

The failure of a Party to fulfill any of its obligations under the

Contract shall not be considered to be a breach of, or default under,

this Contract insofar as such inability arises from an event of Force

Majeure, provided that the Party affected by such an event (a) has

taken all reasonable precautions, due care and reasonable alternative

measures in order to carry out the terms and conditions of this

Contract, and (b) has informed the other Party as soon as possible

about the occurrence of such an event.

2.5.

3

Extension Of

Time

Any period within which a Party shall, pursuant to this Contract

complete any action or task shall be extended for a period equal to

the time during which such Party was unable to perform such action

as a result of Force Majeure.

2.5.

4

Payments During the period of his inability to perform the Services as a result of

an event of Force Majeure, the Consultant shall be entitled to

continue to be paid under the terms of this Contract, as well as to be

reimbursed for additional costs reasonably and necessarily incurred by

him during such period for the purposes of the Services and in

reactivating the Service after the end of such period

2.6 TERMINATION

2.6.

1

By the Client The Client may terminate this Contract by not less than thirty (30)

days’ written notice of termination to the Consultant, to be given

after the occurrence of any of the events specified in this Clause;

(a) if the Consultant does not remedy a failure in the performance of

his obligations under the Contract within thirty (30) days after

being notified or within any further period as the Client may

have subsequently approved in writing;

(b) if the Consultant becomes insolvent or bankrupt;

(c) if, as a result of Force Majeure, the Consultant is unable to

perform a material portion of the Services for a period of not less

than sixty (60) days; or

(d) if the Consultant, in the judgement of the Client, has engaged in

corrupt or fraudulent practices in competing for or in executing

the Contract.

55

For the purpose of this clause;

“corrupt practice” means the offering, giving, receiving or

soliciting of any thing of value to influence the action of a public

official in the selection process or in Contract execution.

“fraudulent practice” means a misrepresentation of facts in order

to influence a selection process or the execution of Contract to

the detriment of the Client, and includes collusive practice among

consultants (prior to or after submission of proposals) designed

to establish prices at artificial non-competitive levels and to

deprive the Client of the benefits of free and open competition.

(e) if the Client at his sole discretion decides to terminate this

Contract.

2.6.

2

By the

Consultant

The Consultant may terminate this Contract by not less than thirty

(30) days’ written notice to the Client, such notice to be given after

the occurrence of any of the following events;

(a) if the Client fails to pay any monies due to the Consultant

pursuant to this Contract and not subject to dispute pursuant to

Clause 7 within sixty (60) days after receiving written notice

from the Consultant that such payment is overdue; or

(b) if, as a result of Force Majeure, the Consultant is unable to

perform a material portion of the Services for a period of not less

than sixty (60) days.

2.6.

3

Payment

upon

Termination

Upon termination of this Contract pursuant to Clauses 2.6.1 or 2.6.2,

the Client shall make the following payments to the Consultant:

(a) remuneration pursuant to Clause 6 for Services satisfactorily

performed prior to the effective date of termination;

(b) Sub-clause deleted

3. OBLIGATIONS OF THE CONSULTANT

3.1 General The Consultant shall perform the Services and carry out his

obligations with all due diligence, efficiency and economy in

accordance with generally accepted professional techniques and

practices and shall observe sound management practices, and employ

56

appropriate advanced technology and safe methods. The Consultant

shall always act, in respect of any matter relating to this Contract or

to the Services, as faithful adviser to the Client and shall at all times

support and safeguard the Client’s legitimate interests in any dealing

with Sub-consultants or third parties.

3.2.

1

Consultant

Not to

Benefit from

Commissions

, Discounts,

Etc.

(i) The remuneration of the Consultant pursuant to Clause 6 shall

constitute the Consultant’s sole remuneration in connection with

this Contract or the Services and the Consultant shall not accept

for his own benefit any trade commission, discount or similar

payment in connection with activities pursuant to this Contract

or to the Services or in the discharge of his obligations under the

Contract and the Consultant shall use his best efforts to ensure

that his personnel, any sub-consultant[s] and agents of either of

them similarly shall not receive any such additional

remuneration.

(ii) For a period of two years after the expiration of this Contract,

the Consultant shall not engage and shall cause his personnel as

well as his sub-consultant[s] and his/their personnel not to engage

in the activity of a purchaser (directly or indirectly) of the assets

on which he advised the Client on this Contract nor shall he

engage in the activity of an adviser (directly or indirectly) of

potential purchasers of such assets.

(iii) Where the Consultant as part of the Services has the

responsibility of advising the Client on the procurement of

goods, works or services, the Consultant will comply with any

applicable procurement guidelines and shall at all times exercise

such responsibility in the best interest of the Client. Any

discounts or commissions obtained by the Consultant in the

exercise of such procurement shall be for the account of the

Client.

3.2.

2

Consultant

and Affiliates

Not to be

Otherwise

Interested in

Project

The Consultant agrees that, during the term of this Contract and after

its termination, the Consultant and his affiliates, as well as any Sub-

consultant and any of his affiliates, shall be disqualified from

providing goods, works or services (other than the Services and any

continuation thereof) for any project resulting from or closely related

to the Services.

3.2.

3

Prohibition

of

Conflicting

Activities

Neither the Consultant nor his sub-consultant[s] nor their personnel

shall engage, either directly or indirectly in any of the following

activities:

(a) during the term of this Contract, any business or professional

57

activities in the Republic of Kenya which would conflict with the

activities assigned to them under this Contract; or

(b) after the termination of this Contract, such other activities as may

be specified in the SC.

3.3 Confidentiali

ty

The Consultant, his sub-consultant[s] and the personnel of either of

them shall not disclose any proprietary or confidential information

relating to the Project, the Services, this Contract or the Client’s

business or operations without the prior written consent of the Client.

3.4 Insurance to

be Taken

Out by the

Consultant

The Consultant (a) shall take out and maintain and shall cause any

sub-consultant[s] to take out and maintain, at his (or the sub-

consultants’, as the case may be) own cost but on terms and

conditions approved by the Client, insurance against the risks and for

the coverage, as shall be specified in the SC; and (b) at the Client’s

request, shall provide evidence to the Client showing that such

insurance has been taken out and maintained and that the current

premiums have been paid.

3.5 Consultant’s

Actions

Requiring

Client’s Prior

Approval

The Consultant shall obtain the Client’s prior

approval in writing before taking any of the following actions;

(a) entering into a subcontract for the performance of any part of

the Services,

(b) appointing such members of the personnel not listed by name in

Appendix C (“Key Personnel and Sub-consultants”).

3.6 Reporting

Obligations

The Consultants shall submit to the Client the reports and documents

specified in Appendix B in the form, in two copies, and within the

periods set forth in the said Appendix.

3.7 Documents

prepared by

the Consult-

ant to Be

the Property

of the Client

All plans, drawings, specifications, designs, reports and other

documents and software submitted by the Consultant in accordance

with Clause 3.6 shall become and remain the property of the Client

and the Consultant shall, not later than upon termination or

expiration of this Contract, deliver all such documents and software

to the Client together with a detailed inventory thereof.

The Consultant may retain a copy of such documents and software.

Neither Party shall use these documents for purposes unrelated to this

Contract without the prior approval of the other Party.

4 CONSULTANT’S PERSONNEL

4.1 Description

of Personnel

The titles, agreed job descriptions, minimum qualifications and

estimated periods of engagement in the carrying out of the Services of

the Consultant’s Key Personnel are described in Appendix C. The Key

58

Personnel and Sub-consultants listed by title as well as by name in

Appendix C are subject to approval by the Client.

4.2 Replacement

Of Personnel

(a) Except as the Client may otherwise agree, no changes shall be

made in the Key Personnel. If for any reason beyond the

reasonable control of the Consultant, it becomes necessary to

replace any of the Key Personnel, the Consultant shall provide

as a replacement a person of equivalent or better qualifications.

(b) If the Client finds that any of the Personnel have (i) committed

serious misconduct or have been charged with having

committed a criminal action, or (ii) the Client has reasonable

cause to be dissatisfied with the performance of any of the

Personnel, then the Consultant shall, at the Client’s written

request specifying the grounds thereof, provide as a replacement

a person with qualifications and experience acceptable to the

Client.

The Consultant shall have no claim for additional costs arising out of

or incidental to any removal and/or replacement of Personnel.

5. OBLIGATIONS OF THE CLIENT

5.1 Assistance

and

Exemptions

The Client shall use his best efforts to ensure that he provides the

Consultant such assistance and exemptions as may be necessary for

due performance of this Contract.

5.2 Change in

the

Applicable

Law

If after the date of this Contract, there is any change in the Laws of

Kenya with respect to taxes and duties which increases or decreases

the cost of the Services rendered by the Consultant, then the

remuneration and reimbursable expenses otherwise payable to the

Consultant under this Contract shall be increased or decreased

accordingly by agreement between the Parties and corresponding

adjustments shall be made to the amounts referred to in Clause 6.2

(a) or (b), as the case may be.

5.3 Services and

Facilities

The Client shall make available to the Consultant the Services and

Facilities listed under Appendix E.

6 PAYMENTS TO THE CONSULTANT

6.1 Payments to

be based on

specified

rates and

hours

worked

The Consultant’s total remuneration shall not exceed the Contract

Price that shall comprise a sum for condition survey, rehabilitation

proposals and design, a sum for supervision during (a)

construction/rehabilitation and (b) a sum during the defects

notification period (or any other contractual term that shall have the

same effect and shall be payable as stated in Section IV), and including

all staff costs, Sub-consultants’ costs, printing, communications, travel,

59

accommodation, subsistence and the like and all other costs incurred

by the Consultant in carrying out the Services described in Section V

and priced as in Section IV, and as stated in the Financial Proposal

Submission Forms A and B. Except as provided in Clause 5.2, the

Contract Price may only be increased above the amounts stated in

Clause 6.2 if the Parties have agreed to additional payments in

accordance with Clause 2.4

6.2 Contract

Price

a) All payments shall be inclusive of all applicable taxes in Kenya

b) The percentage of the total price payable in foreign currency is

set forth in the SC.

c) The percentage of the total price payable in local currency is set

forth in the SC, which shall include a fixed sum per month for

supervision during installation and defects notification period.

d) Sub-Clause deleted.

6.3.

Payment for

Additional

Services

For the purposes of determining the remuneration due for additional

services as may be agreed under Clause 2.4, the unit rates as specified

in Section IV shall be applied.

6.4 Terms and

Conditions

of

Payment

Payments will be made to the account of the Consultant and

according to the payment schedule stated in the SC. Payments shall

be made after the conditions listed in the SC for such payment have

been met and the Consultant has submitted an invoice to the Client

specifying the amount due.

6.5 Interest on

Delayed

Payment

Payment shall be made within thirty (30) days from the date of

receipt of the invoice and of the relevant documents specified in

Clause 6.4. If the Client has delayed payments beyond thirty (30)

days after the due date hereof, simple interest shall be paid to the

Consultant for each day of delay at the prevailing Central Bank of

Kenya’s average base rate for lending

7 SETTLEMENT OF DISPUTES

7.1 Amicable

Settlement

The Parties shall use their best efforts to settle amicably all disputes

arising out of or in connection with this Contract or its interpretation.

7.2 Dispute

Settlement

Any dispute between the Parties as to matters arising pursuant to this

Contract that cannot be settled amicably within thirty (30) days after

receipt by one Party of the other Party’s request for such amicable

settlement may be referred by either Party to arbitration and final

decision of a person to be agreed between the Parties. Failing

agreement to concur in the appointment of an Arbitrator, the

60

Arbitrator shall be appointed by the Chairman of the Institution of

Engineers of Kenya on the request of the applying party

61

III. Special Conditions of Contract

Number of

GC Clause

Amendments of, and Supplements to, Clauses in the

General Conditions of Contract

1.4 The addresses are:

Client:

Attention:

Facsimile:

E-mail:

Consultant:

Attention:

Facsimile:

E-mail:

1.6 The Authorized Representatives or the Client:

For the Consultant: ___________________________

2.1

The date on which this contract shall come into effect is the date the

contract is signed by both parties.

2.2 The date for the commencement of Services is Fourteen days after the

effective date or such other period as the parties may agree in writing.

2.3 The time period shall be as the parties may agree in writing.

3.4

The risks and the coverage shall be as follows:

(a) professional liability insurance, with a minimum coverage of the

total contract value

(b) employer’s liability and workers’ compensation insurance in

respect of the Personnel of the Consultant and of any Sub-

62

Consultants, in accordance with the relevant provisions of the

Applicable Law, as well as, with respect to such Personnel, any such

life, health, accident, travel or other insurance as may be

appropriate; and

(c) insurance against loss of or damage to (i) equipment purchased in

whole or in part with funds provided under this Contract, (ii) the

Consultant’s property used in the performance of the Services, and

(iii) any documents prepared by the Consultant in the performance

of the Services.

3.5 (c)

The other actions are:

a) Authorisation of any additional works not specified in the

contract for construction

b) Change of Specifications and scope of works.

3.7 (b)

The Consultant shall not use these documents and software for

purposes unrelated to this contract without written approval of the

Client”

5.1 Although the Client shall use its best efforts to assist the Consultant

such as facilitation of application for works permits for foreign staff,

it shall remain the Consultant’s responsibility to obtain all such

permits.

6.2(a) The amount in foreign currency or currencies is Nil.

6.2(b) The amount in local currency is [insert amount].

6.4 Payment shall be within 30 days after certification of invoices by the

Engineer

63

CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM

You are requested to give the particulars indicated in Part 1 and either Part 2(a),

2(b) or 2 (c ) whichever applied to your type of business

You are advised that it is a serious offence to give false information on this form

Part 1 – General:

Business Name

……………………………………………………………………………………………………..

Location of business premises.

……………………………………………………………………………………..

Plot No………………………………………………… Street/Road

………………………………………………..

Postal Address …………………………….. Tel No. …………………. Fax ………………. E

mail …………….

Nature of Business

,………………………………………………………………………………………………..

Registration Certificate No.

………………………………………………………………………………………

Maximum value of business which you can handle at any one time – Kshs.

…………………………………………

Name of your bankers …………………………………………….. Branch

………………………………………

Part 2 (a) – Sole Proprietor

Your name in full …………………………………………………….. Age

………………………..

Nationality ………………………………… Country of origin

…………………………………….

Citizenship details

…………………………………………………………………………

………….

64

Part 2 (b) Partnership

Given details of partners as follows:

Name Nationality Citizenship

Details Shares

1. …………………………………………………………………………………

…………………….

2. …………………………………………………………………………………

……………………

3. …………………………………………………………………………………

…………………..

4. …………………………………………………………………………………

…………………..

Part 2 (c ) – Registered Company

Private or Public

…………………………………………………………………………………………………

…….

State the nominal and issued capital of company-

Nominal Kshs. ………………………………

Issued Kshs. …………………………………

Given details of all directors as follows

Name Nationality Citizenship Details

Shares

1…………………………………………………………………………………………………

……………………..

2.

…………………………………………………………………………………………………

…………………..

3.

…………………………………………………………………………………………………

……………………

4.

…………………………………………………………………………………………………

……………………

5

…………………………………………………………………………………………………

…………………….

65

Date ………………………………………………………….. Signature of Candidate

………………………………..

If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth,

Naturalization or registration.

66

ANTI-CORRUPTION DECLARATION COMMITMENT/ PLEDGE

(Sections39, 40,41,42,43 & of the PPD Act, 2005)

I/We/Messrs…………………………………………………………………………….

of Street, Building, P O Box……………………………………………………………

…………………………………………………………………………………………..

Contact/Phone/E mail………………………………………………………………….

declare that Public Procurement is based on a free and fair competitive Tendering

process which should not be open to abuse.

I/We.………………………………………………………………………………….

declare that I/We will not offer or facilitate, directly or indirectly, any inducement

or reward to any public officer, their relations or business associates, in connection

with

Tender name…………………………………………………………….

Tender No ……………………….……………………………………………….

for or in the subsequent performance of the contract if I/We am/are successful.

Authorized

Signature................................................................................................

Name and Title of Signatory……………………………………………………………

67

DECLARATION FORM

Date

To

The tenderer i.e. (name and address)

declare the

following:

a. Has not been debarred from participating in public procurement.

b. Has not been involved in and will not be involved in corrupt and

fraudulent practices regarding public procurement.

Title Signature Date

(To be signed by authorized representative and officially stamped)

68

LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity

_____________________

_____________________

To:

RE: Tender No.

Tender Name

This is to notify that the contract/s stated below under the above mentioned

tender have been awarded to you.

1. Please acknowledge receipt of this letter of notification signifying your

acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the

date of this letter but not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the

subject matter of this letter of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

69

FORM RB 1

REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

…………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity) of

……………dated the…day of ………….20……….in the matter of Tender No………..…of

…………..20…

REQUEST FOR REVIEW

I/We……………………………,the above named Applicant(s), of address: Physical

address…………….Fax No……Tel. No……..Email ……………, hereby request the Public

Procurement Administrative Review Board to review the whole/part of the above mentioned

decision on the following grounds , namely:-

1.

2.

etc.

By this memorandum, the Applicant requests the Board for an order/orders that: -

1.

2.

etc

SIGNED ……………….(Applicant)

Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of

………....20….………

SIGNED

Board Secretary