REQUEST FOR PROPOSAL OF CIVIL ENGINEER

1. Background

World Relief Rwanda is preparing to obtain an official Occupancy Permit for its office premises located in Kacyiru Sector, Kigali City, in line with its commitment to full compliance with national construction and urban planning regulations. WRR seeks to ensure that its facility fully complies with the legal requirements, improve office shading and cooling, guide building renovations, and enhance gardening and landscaping in line with city regulations and staff well-being.

2. Objectives of the Assignment

The objective is to contract a licensed civil engineer to:

• Conduct a comprehensive technical assessment of the building's compliance with approved construction standards.
• Identify and plan renovations to improve safety, accessibility, and aesthetics.
• Develop or update all technical documentation, including as-built drawings, MEP (Mechanical, Electrical, Plumbing) layouts, fire safety and evacuation plans, and site plans.
• Support the organization in completing and submitting all necessary forms and certifications.
• Facilitate coordination with the City of Kigali’s One-Stop Center and other stakeholders as needed.
• Supervise the implementation of all necessary or recommended corrective works to ensure compliance with regulatory requirements.
• Monitor progress and support World Relief Rwanda through to final acquisition of the Occupancy Permit.

3. Scope of Work

The Civil Engineer Consultant will:

• Review available drawings and conduct a detailed technical inspection of the structure and key building systems.
• Review compliance with City of Kigali Occupation Permit requirements. 
• Evaluate current office shading and cooling systems and recommend improvements.
• Supervise or advise on the implementation of necessary or recommended corrective works, including oversight of timelines, quality, and compliance.
• Complete and submit the required forms. 
• Liaise directly with the One-Stop Center and inspection teams.
• Assist the organization during final site inspections until the permit is granted.
• Provide regular progress update and next steps.
• Develop a preliminary Bill of Quantities (BoQ) for any required corrective works, based on the initial inspection.
• Deliver all technical drawings and documentation in both hard copy and digital format for recordkeeping and submission.

4. Expected Deliverables

The following deliverables are expected:

• Technical assessment report and compliance checklist.
• Certified architectural, structural, MEP, and fire safety drawings.
• Emergency evacuation and safety signage plans.
• Completed and signed occupancy permit application forms.
• Preliminary BoQ of corrective works.
• Weekly follow-up and progress reports.

5. Required Qualifications

Interested engineering firms or individuals must meet the following criteria:

• Be duly authorized and licensed to provide civil engineering consultancy services within the City of Kigali.
• Proven experience in building inspections, architectural compliance, and facility improvement planning. At least 3 years.
• Familiarity with Kigali City’s Occupancy Permit Checklist and regulatory framework.
• Ability to work collaboratively with government institutions and regulatory bodies.

6. Duration of the Assignment

• • The assignment is expected to be completed within 2 months subject to progress with local authorities.
  • A milestone-based timeline (to be proposed by the engineer), outlining:
    • Site inspection and submission of BoQ.
    • Preparation of drawings and documentation.
    • Implementation of corrective actions and application submission.
    • Final inspections and Occupancy Permit issuance.
    • Final report.

7. Tendering Process

Interested individuals and firms are invited to participate in a site visit scheduled for August 29th 2025 from 3:00 to 5:00 PM.

7.1. Submission of Proposals

Qualified individuals or firms are invited to submit technical and financial proposal, in separate PDF documents including:

• Cover letter and expression of interest
• Company profile or CV of the individual
• Relevant licenses and certificates
• Portfolio of similar work
• Proposed methodology and work plan
• Financial quotation
• At least Three references 

Via World Relief Rwanda email: wrrwanda@wr.org   not later than 14th September 2025 at 11:59 PM.

Evaluation: A selection committee will evaluate proposals based on:

• Technical methodology and approach 70%
• Financial proposal 30%

8. Reporting and Supervision

• The Consultant will report directly to the World Relief Rwanda Country Director.
• The designated primary contact person for this assignment is:
  Wellars MURAYISA, Operations Coordinator

Email: WMurayisa@wr.org 

Phone: +250788 266184

• Coordination will be maintained with the Building Maintenance and Safety Unit, as well as relevant staff from the City of Kigali One-Stop Center.

World Relief Rwanda

NKULIKIYINKA Clemence

Country Director