REQUEST FOR EXPRESSIONS OF INTEREST

Title: Consultancy Services for Providing Detailed Architectural, Structural and MEP Designs, Quantity Surveying, Environmental Impact Assessment, Construction Permit Processing, and Preparation of Tender Documentation for a Hospital Project

Procuring Entity: Operation Smile Rwanda (OSR)

Project Location: Kigali-Rwanda

Duration: 1 month

Submission Deadline: 15^th November 2026

Procurement Method: Open Competitive Method

Applications to be submitted to: Augustino.Hellar@operationsmile.org

About Operation Smile Rwanda

Operation Smile Rwanda expands access to free cleft and reconstructive surgery nationwide, trains local surgeons and medical teams, and strengthens hospitals through a hub‑and‑spoke model that brings care closer to every community. Since 2009, it has delivered thousands of life‑changing surgeries and continues to build a sustainable, locally led surgical system.

1. INTRODUCTION

Operation Smile Rwanda invites eligible and qualified multidisciplinary consultancy firms to submit their expressions of interest for the final delivery of technical and financial proposals for comprehensive design, environmental assessment, permitting, cost consultancy, and tender documentation services

2. OBJECTIVES OF THE ASSIGNMENT

The assignment will produce a fully coordinated hospital design that is safe, functional, sustainable, and cost-effective and that complies with applicable building regulations, healthcare facility standards, environmental requirements, and relevant national and international technical standards.

3. SCOPE OF SERVICES

3.1 Architectural Design

• Review the project brief, site information, and functional requirements.
• Prepare detailed architectural drawings, including plans, elevations, sections, schedules, and construction details.
• Develop hospital space planning, circulation, accessibility, and functional zoning, incorporating patient safety and infection prevention requirements.

3.2 Structural Engineering Design

• Review available geotechnical and topographical information.
• Design foundations, structural frames, slabs, beams, columns, roofs, and other structural elements.
• Prepare structural calculations, drawings, specifications, and construction details in accordance with applicable design codes.

3.3 Mechanical, Electrical, and Plumbing (MEP) Design

• Design HVAC, electrical installations, lighting, emergency power, water supply, drainage, sanitation, and hot-water systems.
• Design fire detection, fire protection, and life-safety systems.
• Design medical gas systems, including oxygen and vacuum systems, where required.
• Incorporate ICT, telecommunications, security, and other relevant building services.
• Address specialized hospital requirements for operating theatres, intensive care units, laboratories, and diagnostic facilities, as applicable.

3.4 Quantity Surveying and Cost Estimation

• Prepare detailed measurements, bills of quantities (BOQs), and construction cost estimates.
• Develop pricing schedules, cost summaries, and technical specifications.
• Undertake cost planning and value engineering and ensure consistency between drawings, specifications, and quantities.

3.5 Environmental Impact Assessment (EIA)

• Conduct the required environmental assessment through appropriately qualified and authorized professionals.
• Prepare and submit the EIA report and supporting documentation to the competent authority.
• Address review comments, incorporate required environmental mitigation measures, and follow up the approval process until the required environmental approval or clearance is obtained, as applicable.

3.6 Construction Permit and Statutory Approvals

• Prepare and compile the required architectural, structural, MEP, environmental, and other supporting documents for construction permit applications.
• Submit applications and coordinate with the relevant authorities.
• Respond to comments, revise documents where necessary, and diligently follow up the applications until the construction permit and other applicable statutory approvals are issued, subject to decisions by the relevant authorities and the client's timely provision of required authorizations, fees, and supporting documents.

3.7 Tender Documentation and Design Coordination

• Prepare complete tender drawings, technical specifications, BOQs, pricing schedules, and relevant construction requirements.
• Coordinate all architectural, structural, MEP, and other technical disciplines.
• Conduct interdisciplinary design reviews, resolve design clashes, incorporate client and authority comments, and submit the final coordinated tender package in PDF and editable formats.

4. EXPECTED DELIVERABLES

The consultancy firm shall submit:

1. Inception report and design programme.
2. Detailed architectural design package.
3. Structural design package, including calculations and drawings.
4. MEP design package, including calculations and layouts.
5. Environmental Impact Assessment report and applicable environmental approval or clearance.
6. Construction permit application documents and evidence of submission, together with the issued construction permit and other applicable statutory approvals when issued by the relevant authorities.
7. Detailed BOQs, construction cost estimates, pricing schedules, and technical specifications.
8. Complete, coordinated tender documentation package.
9. Final drawings in PDF and editable formats, together with supporting technical reports.

5. CONSULTANT QUALIFICATIONS

Interested firms shall demonstrate:

• Legal registration in Rwanda and authorization to provide the required consultancy services.
• Relevant experience in architectural, structural, MEP, quantity surveying, environmental assessment, and permitting services.
• Proven experience in hospital or comparable complex healthcare facility projects.
• Availability of qualified architects, structural engineers, MEP engineers, quantity surveyors, and environmental specialists.
• Valid professional registrations and authorizations, where applicable.
• Adequate technical, financial, and organizational capacity.
• Evidence of successful completion of comparable assignments.

6. SUBMISSION REQUIREMENTS

• Firm profile, legal registration documents, and relevant licenses.
• Understanding of the assignment and objectives.
• Relevant project experience and references.
• Proposed team composition, CVs, qualifications, and professional registrations.

7. EVALUATION OF EXPRESSIONS

The following criteria will be used for the evaluation:

• Firm profile, legal registration documents, and relevant licenses 25%
• Understanding of the assignment and objectives 25%
• Relevant project experience and references 25%
• Proposed team composition, CVs, qualifications, and professional registrations 25%

8. DURATION OF THE ASSIGNMENT

The consultancy services shall be completed within one month from the commencement date in accordance with the approved work program. Review periods and the timing of statutory approvals will remain subject to the relevant client and authority processes.

9. SUBMISSION OF PROPOSALS

Interested firms shall submit complete expressions in accordance with the requirements set out in Section 6, using the submission details below:

• Procuring Entity: Operation Smile Rwanda
• Submission Address: Augustino.Hellar@operationsmile.org
• Deadline: 15^th November 2026

Late submissions may be rejected in accordance with the applicable procurement requirements.

10. RESERVATION OF RIGHTS

The Procuring Entity reserves the right to accept or reject any proposal, cancel the procurement process, or request clarifications in accordance with applicable procurement regulations.

Issued by:

Andrew Karima

Country Manager

Operation Smile Rwanda