Project Name: Construction of Girls Center in Sebeta Client’s Name: Siiqqee Women’s Development Association (SWDA) Organization’s Head Office is located in Addis Ababa City Administration N/L Sub-City woreda 02 Guinea Bissau Str.
Project location: – Oromia Region Sebeta Administration Keble 07
Land Size: 15,300Sq.mt.
Project Duration : June 1 st 2020-June 30, 2021
Stakeholders: Partnership for Change, Oromia Bureau Women, Children and Youth Affairs, Oromia Bureau Finance and Economic Development
Communication : Email – Sikewda@gmail.com Tel. 01183698134
Contact Person: Ato Adamu Gudeta Tel. 09122856995

1. Introduction:

Siiqqee Women’s Development Association (SWDA) is a local non -governmental and non for profit origination working on socio-economic empowerment of women and girls in Oromia Region different Zones.  SWDA is legally registered and got registration certificate #0081 from the Agency for Civil Society Organizations and signed project agreement with concerned government bodies.   

1.  Background of the project :

A significant number of adolescent and young girls from rural Ethiopia find themselves in social, economic and psychological problems due to lack of safe and appropriate shelter in the course of their desire to pursue higher education. In addition to harmful traditional practices and discrimination between male child and female child, rural girls hardly become competent in their education like their male counterpart due to gender disparity and patriarchal system that favors male children, limited financial capacity of families, inaccessibility of schools (particularly higher level educational institutions) to female students and limited infrastructure in their area. In spite of these facts, SWDA has considered Girls’ education program to be included to its other development activities and started implementing the program since 2004.  However, the demand of needy girls’ increases from time to time and the accommodation capacity of SWDA became insufficient which necessitated the construction of the new girls center. 

Currently SWDA secured land for the construction of the center from Sebeta Administration and financial support from interested donors to construct G+0 building that serves 150 girls. The ultimate goal of the construction is to provide dormitory, IT center and library services in the building for the girls. SWDA has announced a call for interested contractors on Addis Zemen newspaper on which contractors fulfilling the criteria have expressed their interest to participate on the bid to materialize the project.  

Therefore, SWDA would like to employ a qualified and eligible construction consultant/supervisor/ for a definite contract period specified in the ToR to give professional service to the construction of G+0 multi-purpose building and accomplish the following task.  

1. Objective of employing professional Consultant 

1. To prepare technical evaluation criteria for  the bid and advise the client
2. To make an appropriate evaluation of bidders and select a qualified contractor for the project
3. To ensure the construction work is going in accordance with its design and to the  standard 
4. To check and approve the  quality of materials deployed ratio and etc. prior to use for the construction of the building 
5. To ensure efficient  use of  resources
6. To ensure timely completion of the project
7. To Approve payment requests in accordance with the payment plans

VI. Scope of Work:

The consultant will perform the following:

1. Bid process:

1.  Check the bid document and incorporate the entire necessary document.
2. Prepare technical evaluation document and consult the client
3. Advise the client in any addition and omission during the preparation of the bid document
4. Lead the technical evaluation process, make analysis, and prepare reports.
5. Assist in commercial evaluation
   
   Clarifying and Revising Design Documents

1. Following the commencement of the project, in the mobilization phase, the contractor will study the whole contract document giving especial attention to design documents and come up with issues that need clarification.  
2. Even though ambiguous issues will be addressed at the commencement, request for clarification of design documents both from the client and the consultant will continue throughout the project period.  

2.3. The Consultant shall give clarification to design documents when requested by both parties.

2.4. Clarifications include but not limited to 

• Giving explanations on design documents,  
• Provide detail construction or working drawings as necessary,  
• Advise on construction methodologies; discuss better design approach proposed by other parties during construction. 
• Provide revised design document when requested or when necessary 

 2.5. During construction when issues of design revision, re-designing or the need for new design components arise and deemed necessary by the parties, the  consultant shall provide the requested revision redesigns or new design components upon request.  

 2.6. If a change order needs to be issued, consultant’s scope of work includes but not limited to provision of the following elements,  

• Design drawings,
• BoQ 
• Cost estimate with unit price breakdown, 
• Technical specification for the work
• And other similar design documents  

3. Reviewing Schedule 

  3.1. Contractor to submit work, labour, material, equipment and cost disbursement schedules and consultant shall review and advise the client. 

  3.3. Consultant to review the initial project schedule. 

  3.4. Reviewing includes but not limited to  

• Path, mile stones, etc…
•   Check practicability of the submitted scheduled 
•  Give proposals for a better or efficient usage of project time and other resources.  

3.5. Check the contractor’s submission associated to the forwarded comments revision and re-submission 

3.6. Considering the approved final schedule, contractor submits monthly detailed work schedule every month during construction. 

3.7. The consultant will check the below listed contractor’s submissions and advise

• Contractor will present bi-weekly detailed work list plan at progress meetings (i.e.) as per the activities listed in the BoQ indicating estimated quantity to be performed 
• Contractor to prepare labour, material, equipment and cost disbursement schedules
• Considering the approved project schedule.  
• Contractor to update project work schedule on every milestone as necessary and as requested.   

4.  Reviewing and Inspecting Submittals  

1. Submittals done by the contractor include but not limited to shop drawings, technical specifications, material samples, test results, mockups, method statements, etc.  
2. Following the project schedule approval, contractor will submit Submittals Schedule for review and approval. 
3. Contractors preparation of submittals schedule includes  

• Identifying all project submittals ( by type).  
• Give codes to submittals  
• Schedule submission according to the main project schedule  

1. Consultant shall review and comment contractors Submittals Schedule.  
2. Following the contractors provision of submittals, consultant is required to assign the different discipline/ trade professional to inspect the contractor’s submissions and give response as either rejected, approved with comment or approved.  
3. Contractor to re-submit rejected submittals.  
4. Request for provision of shop drawings, method statements, construction of mock-ups and other type of submittals can be initiated from one of the parties.   
5. Shop drawings and method statements shall be prepared by the contractor to the required detail to be reviewable.  

  4.9. Consultant shall prepare and present submittals status report on progress meetings.   

 Work Inspection  

           5.1. Inspection of the contractor executed works is the full responsibility of the consultants. 

        5.2. Inspection shall be done by the consultants respective discipline professionals of the different trade.  

               5.3. Inspection to be done by the client professionals as necessary. 

                5.4. Consultants inspection process shall include but not limited to  

• After work of an item is completed, contractor requests for an inspection.  
• Work is inspected by the consultant as per the design document (BoQ and drawing, any one of them super intendant) 
• Consultant inspect the work to reject, give approval with comment or approve work for go ahead
•  Inspection includes  

       Inspection of material

                                           Inspection of workmanship. 

                                           Inspecting level / surveying / layout

                                           Testing and commissioning.  

  6. Progress Meetings 

 6.1. Consultant shall schedule bi-monthly project progress meetings and other meetings for urgent matters.  

           6.2. Consultant  shall prepare the meeting minutes and advice client. 

 7. Progress Report 

   7.1. Work progress report will be done monthly for the project. 

   7.2. Contractor will submit monthly project progress report within the first week of each month.  

7.3. Consultant shall review and verify the contractors report and submits it to the client for record.  

7.4. If there are issues that the consultant has different idea then the contractors and consultants say to be presented separately and clearly.   

8.  Payments 

            8.1. As an item of work is completed, upon request from the contractor, joint measurement shall 

be done on site by the three parties. Measurements include linear measurements, surveying, etc… 

             8.2. Measurement document shall be agreed, signed and submitted to client for recording.  

            8.3. Detail take-off sheets and payment measurement sheet will be prepared and submitted by the 

contractor to the client copying the consultant.  

            8.4.   Consultant shall review and forward comment for corrections as necessary.   

            8.5. After reaching on an agreed quantity of executed work, consultant to certify payment request and prepare payment certificates and submits it to the client.  

 8. 6. Payment certificates with the attachments will be reviewed by the client before processing payment.  

9. Dealing with Variations 

           9.1. If there is any change in the nature of the project, the change has to be quantified and 

estimated by the contractor and presented to the  consultant to be verified by consultant 

            9.2. Schedule delays should be identified and recorded at every step of the construction, before closing of the contract (so that work will not to be disrupted) 

           9.3. Request for change order can be initiated by all the parties.  

           9.4. Contractor has to notify the client in writing about any change in the contract before executing the works.  

 9.5. Consultant shall identify possible causes of cost and time variation and forward them to the other parties for discussion.  

        9.6. For new items, new unit price should be quoted by the contractor and submitted to 

the consultant with breakdown for verification and approval. 

           9.7.    Consultant shall review and comment on the new unit price breakdown.  

           9.8. Contractor shall identify and record schedule delays during the construction and bring it to the consultant and client’s attention. 

           9.9. Consultant shall review the intents to be time claim and verify justification given 

           9.10. In case of time variation, contractor to propose replacement project schedule indicating the elapsed time recovering methods.  

           9.11. Consultant shall review the intents to be time claim and verify justification given. 

9.12 During the progress of the work the consult shall on time advice the client if any clam arise    

10.  Acceptance 

          10.1. Provisional Acceptance 

• Testing and commissioning of all sanitary, water supply, electrical and systems by contractor in the presence of the respective professionals from the consultant and client.  
• All parties to identify deficiency list items and remaining works if any. 
• Consultant shall prepare provisional acceptance form.  
• Contractor will request 5 % percent retention payment and consultant to prepare payment certificate and submit to the client for approval. 
• Client will process the payment  

11.  Inspecting During Warranty Period 

            11.1. Final Acceptance  

• After the one year defect liability period.  
• Contractor to notify at the agreed time to do joint project visit with the presence of all the parties including end users. 

• Identify visible defects and client recognized defects.  
• Discuss with end users about problems observed in the defect liability period. 
• To identify and agree on those works that the contractor will work on ( including previously recorded punch list items) 
• Consultant shall prepare a final consolidated list of correction work items to be performed by the contractor. 
• Testing of all sanitary, water supply , electrical and systems by 

 contractor in the presence of the respective professionals from the consultant and  client. 

• Upon completion of the work by the contractor, consultant shall do all    inspection of contractors correction work execution.  
• Consultant shall prepare Final acceptance Certificate signed and completed by all parties.  
• Contractor will request for final 5% retention payment.  
• Consultant shall certify request and prepare the payment certificate. 
• Client to process requested payment  

12. Project Close – Out 

           12.1. As-Built Drawings,  

• At the provisional acceptance period, remaining as built drawing to be completed and submitted by the contractor in hard and soft copy.  
• Consultant shall review and certify that all the as built drawings are submitted and they similar and consistent to the constructed.  
• All As built submissions to be recorded.  

           12.2. Testing and commissioning 

• To be done at the provisional and final acceptance in the presence of representatives from three parties.  

13. Required Expertise:

The consultant should have minimum of:

• Five years’ experience in construction consultation; 
• Knowledge of construction of buildings; 
• Have sufficient time to travel to construction site and communication skill.  

14. Term of Payment shall be upon Negation

15: Duration of the contract shall be one year 

Application: Candidates need to submit their Curriculum Vitae summery of previous similar experiences in not more than3 pages and financial proposal in accordance with activities mentioned on the ToR and at least three professional references are mandatory.  The finale date of submission of Expression of interest with technical proposal will be June 12, 2020 1:00 PM (mid day) to the following email address sikewda@gmail.com.