TERMS OF REFERENCE (ToR) CONSTRUCTION SUPERVISION, CONTRACT ADMINISTRATION AND COMPLIANCE SAHARA RESIDENCE – KIMIHURURA, KIGALI
1. BACKGROUND
Prime Gate Developers (PGD) is undertaking the development of Sahara Residence, a high-end multi-storey residential building located in Kimihurura, Kigali. The project includes basement parking, residential apartments, and associated amenities such as retail and recreational spaces. The design phase has been completed and the project is entering construction.
PGD requires a qualified Construction Supervision Consultant to ensure that construction is executed in accordance with approved designs, contractual obligations, and applicable laws and regulations in Rwanda. The Consultant will act on behalf of PGD to safeguard quality, cost, time, and compliance.
2. OBJECTIVE OF THE ASSIGNMENT
The objective of this assignment is to provide full construction supervision, contract administration, remeasurement, and compliance management services. The Consultant shall ensure that works are executed in accordance with approved drawings, specifications, and regulatory requirements, while maintaining strict control over quality, cost, and schedule. The Consultant shall also certify interim payments and support the Client through to occupancy permit.
3. SCOPE OF SERVICES
3.1. Pre-Construction Review
The Consultant shall review all issued-for-construction documentation, including drawings, specifications, contractor methodologies, and schedules. The Consultant shall identify risks, coordination gaps, and constructability issues and provide recommendations to the Client prior to construction commencement.
3.2. Construction Supervision and Contract Administration
The Consultant shall provide continuous on-site supervision and ensure compliance with approved designs, contract documents, and applicable regulations. The Consultant shall monitor contractor performance, enforce quality control, and manage all contractual aspects of the works.
3.2.1. Quality Assurance and Control
The Consultant shall implement a comprehensive quality assurance system, including approval of materials, inspection of works, and rejection of non-compliant work. Special attention shall be given to structural integrity, waterproofing systems, façade systems, and finishing quality.
3.2.2. Remeasurement and Payment Certification
The Consultant shall independently measure and verify all quantities of work executed on site. These measurements shall form the basis for certification of interim payments. The Consultant shall review contractor payment applications and issue Interim Payment Certificates (IPCs) based on verified quantities and quality of work.
3.2.3. Variation and Change Management
The Consultant shall review, evaluate, and recommend approval or rejection of all variations. The Consultant shall assess cost and time implications and advise the Client accordingly.
3.2.4. Schedule Monitoring
The Consultant shall monitor construction progress against the approved program, identify delays, and recommend corrective measures. Delay analysis and recovery strategies shall be provided where necessary.
3.2.5. MEP and Systems Supervision
The Consultant shall ensure proper installation and coordination of all mechanical, electrical, and plumbing systems. Compliance with design intent and integration across disciplines shall be verified.
3.2.6. Health, Safety and Environmental Compliance
The Consultant shall ensure that all construction activities comply with health, safety, and environmental requirements. The Consultant shall monitor site safety, enforce corrective measures, and report incidents.
3.2.7. Regulatory Compliance
The Consultant shall ensure compliance with all relevant authorities, including City of Kigali permits, Rwanda Housing Authority requirements, and fire safety approvals. The Consultant shall support the Client in securing occupancy certification.
3.3. Testing, Commissioning and Handover
The Consultant shall supervise testing and commissioning of all systems, verify performance, review as-built documentation, and prepare snag lists. The Consultant shall certify readiness for handover.
3.4. Defects Liability Period
The Consultant shall monitor defects during the defects liability period and ensure timely rectification by the contractor. The Consultant shall support final acceptance of the works.
4. .TEAM COMPOSITION
The Consultant shall provide a qualified team including a Project Manager, Resident Engineer, MEP Engineer, Quantity Surveyor, Clerk of Works, and HSE Officer. All personnel shall be registered with relevant professional bodies and have proven experience in similar projects.
Below are the key personnel required:
- Project Manager: Responsible for coordinating all project activities and certification. Must be a registered professional with a Master's or A0 degree in Civil Engineering or Architecture and at least 10 years of experience in large scale construction projects.
- Resident Engineer: Responsible for overseeing all site activities, ensuring compliance with designs, and enforcing quality control. Must hold a degree in Civil Engineering, structural engineering or other relevant discipline and be registered with the relevant professional body.
- Quantity Surveyor: Responsible for independent remeasurement, updating measurement sheets to counter-verify contractor applications, and certifying Interim Payment Certificates (IPCs) and the final account. Must hold a degree in Quantity Surveying or Building Economics and be a registered professional.
5. AUTHORITY OF THE CONSULTANT
The Consultant shall have authority to issue site instructions, reject non-compliant work, certify payments, and recommend suspension of works where necessary in collaboration with PGD.
6. DELIVERABLES
The Consultant shall submit an Inception Report, weekly and monthly progress reports, payment certificates, variation assessments, and a final completion report.
7. DURATION
The assignment shall cover the full construction period and a defects liability period of thirty six (36) months.
8. REPORTING
The Consultant shall report directly to Prime Gate Developers or its designated representative.
9. APPLICABLE LAWS AND REGULATIONS
The Consultant shall ensure compliance with the Rwanda Building Code, City of Kigali regulations, Rwanda Housing Authority requirements, environmental regulations, and labor laws.
10. PERFORMANCE EXPECTATIONS
The Consultant shall be evaluated based on quality of supervision, responsiveness, reporting accuracy, and effectiveness in controlling contractor performance.
How to Apply
Interested candidates are invited to submit their Letters of Interests along with all supporting documents (including references and project certificates) to:
info@primegate.rw and copy to: anibal@primegatedevelopers.com ;elisa@primegatedevelopers.com
Deadline: 18th May 2026 at 5pm
Dr. IGABE Egide
Chief Executive Officer
Prime Gate Developers Ltd