TERMS OF REFERENCE

CONSULTANCY SERVICES TO CARRY OUT FEASIBILITY STUDY AND DETAILED DESIGNS FOR WATER SUPPLY IMPROVEMENT IN BUGESERA DISTRICT

Background and Objectives of the Project

The Water and Sanitation Corporation (WASAC) is responsible for the provision of water and sanitation services across Rwanda. According to the National Strategy for Transformation (NST2), the Government of Rwanda has placed high priority on the development of safe and adequate water supply and sanitation services as a key instrument for fighting poverty and accelerating socio-economic development. The target of NST2 is to ensure universal access to water supply for productive use and scale up access to all villages countrywide. 

 

As part of an ambitious multi-country urban water initiative, WaterAid intends to support WASAC with interventions to improve water supply service delivery in Bugesera District, with a population of about 590,000 people.

Bugesera district is one of the seven districts of the Eastern province of Rwanda. It is located in the South west of the Province. It is divided into 15 sectors, and it is one of the fastest growing districts in Rwanda with an increasing urban population, especially in areas around Nyamata sector. According to the Rwanda Population and Housing Census of 2022, Bugesera had a population of 551,103 people (271,468 males and 279,635 females). About 75.1% of private households in Bugesera (87.8% in urban and 66.4% in rural) use an Improved Water source compared to the national average of about 82.3%[1]. It is clear that most households, especially in the rural areas, still depend on unimproved water sources, leaving the population exposed to the risk of water borne diseases.

The water supply systems in Bugesera district are characterised by inadequate production capacity to meet the growing water demand currently estimated at 31,031 m³/day.  This is compounded by old water supply infrastructure and a high rate of Non-Revenue water (NRW) currently estimated at 42.4%. There is clearly a need for urgent interventions aimed at increasing access to adequate water supply for the communities in the district.

Objectives

The consultant shall carry out a feasibility assessment and detailed designs including Environmental and Social Impact Assessment (ESIA) and associated Environmental Social Management Plan and Resettlement Action Plan for water supply interventions in Bugesera District. The Feasibility assessment shall consist of a review of available feasibility studies and investment plans for the district and shall include socio-economic and technical assessments. The Socio-economic assessment shall incorporate a review of financial sustainability, social inclusion, institutional and management set-up, as well as a review of the legal and policy environment. The technical assessment shall include an assessment of water resource adequacy, climate change impacts, and detailed design of interventions including engineering surveys and designs. The consultant shall also prepare tender documents and support procurement of contractors.

Table 1 Scope of Feasibility study and designs

S. No	Description	Main items
1	Feasibility Assessment	Water supply Improvement in Bugesera: Assess Feasibility and propose options for up-grade of Ngenda WTP by 5,000m3/day, and rehabilitation and upgrade of related water distribution network Assess feasibility and propose interventions for optimization of capacity utilization at Kanzenze and Kanyonyomba WTPs. Interventions will mainly involve rehabilitation, upgrading and extension of piped networks and pump station to support optimum capacity utilization of the WTPs as well as effective and efficient distribution of water to all sectors of Bugesera District. Enhance NRW Management: assess and propose interventions for reduction of NRW from current level of about 42.4% to 20% by 2030. Interventions should include leakage detection and repairs, setting up of DMAs and Smart Metering. Produce Preliminary designs for proposed interventions. Select the best interventions options subject to detailed designs
2	Detailed Design	Produce detailed engineering designs for proposed interventions complete with associated drawings, technical specifications, bill of quantities and tender documents for construction works.

Executing Agency

The Executing Agency of the study is WaterAid Rwanda who will collaborate closely with WASAC Development.

Technical Information

Preliminary technical information can be obtained from WASAC based on the various studies undertaken in the past. These include the following:

• Rwanda National Integrated Water Supply and Sanitation (NIWSS) Master Plans (2021)
• Bugesera District WASH Investment Plan (2020 – 2024)
• Rwanda Accelerating Access Project Proposal (Oct 2022 – Sept. 2025)

Tasks and expected deliverables

The consulting services shall be provided by a single or a joint venture of national and/or international consulting firm(s) (hereinafter referred to as "the Consultant"). The main expected outputs are as follows:

1. Inception report, outlining the consultants understanding of the assignment and a clear methodology of how the assignment will be undertaken.
2. Feasibility Assessment Report covering all aspects of the Terms of Reference (ToRs). The Feasibility Assessment report shall be the basis for preparation of downstream investment interventions.
3. Detailed designs along with drawings, bill of quantities and technical specifications, for selected interventions including tender documents for the work packages.  
4. Socio-economic report, financial and economic report, ESIA, ESMP and RAP Reports providing an assessment of the environmental and social risks associated with the proposed interventions and mitigation measures in accordance with relevant Environmental Management legislation and WaterAid Environmental and Social safeguards guidelines.
5. Additional outputs to be integrated in the studies include Climate Risk Assessment (CRA) and Climate Risk Management Plan (CMP).
6. Capacity building activities for contract and NRW management.
7. Technical policy brief based on the documents, incorporating relevant maps where applicable. 

Scope of the Consulting Services

These Terms of Reference (TOR) describe the activities to be performed by the consultant in order to arrive at the required outputs. These TORs are not intended to be exhaustive but indicative and it shall be the responsibility of the consultant to propose the required manpower and expertise to deliver all the outputs which will be approved by the client.

Preparation of the feasibility studies

The consultant shall prepare the feasibility studies and preliminary designs of the facilities highlighted in table 1.1 and produce feasibility studies and preliminary designs report.

The consultant shall undertake field investigations, verify water demand projections, assess available water resources, undertake topographic surveys, hydraulic analysis, and other requirements and prepare preliminary designs as detailed below.

Field Investigation

The consultant will undertake field investigations in order to: 

• Collect all relevant documentation for the evaluation of the social-economical evolution in the concerned areas of the project,
• Make data available on the current and future population for a horizon of 15 years,
• Evaluate the factors that can have an effect on the demographic evolution in the study area,
• Investigate the existing and planned development projects in the study area,
• Evaluate the social-economic situation of the population giving details on the habitat, gender issues, access to basic infrastructures (water, electricity; sanitation, etc…); family income situation, income generating activities and the will of the population to pay the expenses for the maintenance of drinking water supply infrastructure;
• Assess the current management system for the infrastructure of drinking water networks; existing or future structure management as well as their effectiveness; constraints and make proposals for improvement of the water supply management system;
• Evaluate the possibilities of beneficiaries’ participation (men and women) in the planning, investment, execution of the works, and in operation of the drinking water systems.

Drinking Water Demand

Based on the field investigation report, the consultant will: 

• Identify and classify the different types of drinking water consumers;
• Estimate the demands in safe water considering the different types of consumers (domestic, public, economic, firefighting, industrial etc.);
• Project the water demand estimates over a horizon of 15 years.

Available Water Resources 

The consultant will: 

• Identify and evaluate the available water resources and propose the exploitation methods to upgrade Ngenda Water Treatment Plant;
• Undertake appropriate water quality analysis (chemical, physico-chemical, heavy metal and bacteriological, organoleptic) using an accepted laboratory in Rwanda.

 Topographic Surveys

The consultant will:

• Collect geo-spatial data (tridimensional geographic coordinates) and field measurement related the proposed water supply systems;
• Process data and produce maps and mapping figures by using ArcGIS for water supply systems layouts.
• Produce plans and topographic profiles in AutoCAD. The plans and maps shall be drawn to an appropriate scale so that provided information is accurate and clear;
• Provide topographic data of the layouts drawn for the major water pipelines and the distribution mains and showing among others, obstacles met in the corridors of passage of these pipelines
• Collect data in the field concerning the proposed works sites as well as the location of tanks, inspection chambers, etc...;
• The layouts identified and field limits shall be concretized by landmarks at as many points as possible (at most 100m intervals);
• Carry out an inventory of possible compensation or expropriation (for each water supply system) and to establish cost estimates of the property to be compensated for.
• Produce a general layout map for the whole project (with and without orthophoto);
• Produce a layout map for each water supply system (with and without orthophoto);
• Produce Topographic maps for each water supply system and the topographic map for the whole project.

Hydraulic calculations and sizing of civil infrastructures for different identified options and related estimated costs

Using data from field investigation, water demand analysis, topographic survey report, the consulting firm will undertake the following:

• Hydraulic analysis for identified water supply systems, taking into account economic aspects;
• Sizing of civil works for identified water supply systems, taking into account economic aspects;
• Determine the operational site of the possible pumping systems; 
• Assess Electric power supply requirements to run electric equipment and the appropriate electric transformer posts as necessary;
• Determine the appropriate water treatment (including sterilization) system and possible options;
• Determine and design crossings for obstacles (roads, tracks, rivers, valleys etc...);
• Propose appropriate protection of the pipe work against corrosion and the mode of disinfection;
• Determine location of water stations to supply villages along the water supply lines;
• Propose, if necessary, division of the supplies and works into lots;
• Encoding and digitization of the infrastructure of existing as well as new drinking water networks
• Cost estimates for each option.

Environmental Impact Assessment 

The consultant will assess the environmental issues of the proposed water supply systems, including the access roads on the sites and surrounding environment; assessment of traffic, noise, dust, etc; assessment of the creation of jobs or the payment of a host fee on the economics of the area; aesthetic, historical, and cultural impacts, as appropriate. 

The environmental analysis shall be conducted in parallel with the detailed engineering design, in an iterative and interactive manner so that the design eventually incorporates mitigated measures and results in the most cost-effective WSS.

The Environmental Analysis will be prepared following the Rwanda's Operational Directive as stipulated in the Organic Law published in the Official Gazette on May 1, 2005, especially in its Chapter IV, Article 66 to 69 or other related directives of local government.  The environmental analysis will be prepared with consideration of the general EIA approach from the National Authority dealing with environmental protection.  The Authority will review the TOR prior to contract signing.

The assessment will include, but not be limited to, the following activities:

• Soil and geological survey
• Hydrogeological survey
• Socio-economic survey
• Assessment of the environmental impacts
• Development of mitigation measures for inclusion in the final design of the construction and the operation of WTP and main trunk

Description of the Environment

The environment shall be described through assembly, evaluation and presentation of baseline data on the following:

Physical environment:

• nature of surrounding environment (including homes, farms, forest areas, industry, small business enterprises and other establishments) and proximity to these;
• description of the existing topography and the proposed and areas which will be affected by any aesthetic impact;
• determination of the geology of the area through a geological description of borings, soils samples, and geophysical surveys, as well as review of available literature and existing well logs on record for the region;
• condition and present and planned use of the receiving water and standards for discharge to the receiving water;
• determination of meteorological data

Biological environment:

• survey all major terrestrial flora and fauna on the WTP site;
• collect any information on sensitive habitats in the area and any rare, endangered or commercially important species;
• identify any nearby protected areas;
• Delineate on-site wetlands by soils and plants.

Socio-cultural environment:

• identify any populations which may need to be resettled or compensated for losses in order to enable WTP and the trunk main development, including the use and compensation value of the properties which they own or inhabit; describe the sensitivity and difficulties of resettlement;
• describe any waste picking communities which may have livelihood disruption from closure of existing disposal sites due to implementation of the new WTP; describe the needs and difficulties of developing alternative livelihood;
• describe past and present use of the location and surrounding land and any historical, religious or cultural significance of the area;
• determine the demographic character of the surrounding neighbourhoods and the sensitivity of the public to the proposed WTP, including perception to increased traffic, noise, dust, odour, and aesthetic appearance;
• Other planned development activities on the location and in the nearby surroundings.

Legislative and Regulatory Considerations

The national and local legislation and guidelines on WSS are to be described and the authorities responsible for monitoring of construction and the environment are to be noted.  Any standards to be met for discharge from sludge and wastes from treatment plant must be included.  Outline the steps for obtaining all necessary environmental permits. Discuss the need for any legislation to be prepared in order to ensure that the proposed environmental standards will be fulfilled.

Discuss needs for education, inspection and enforcement to comply with existing and proposed legislation and any other requirements needed to ensure fulfilment of the proposed environment monitoring at national and local level.

Determination of Potential Impacts of the Proposed Project

The consultant will identify and describe all potential major environmental impacts from the WSS development, which will be significant over the long-term.

Analysis of Alternatives to the Proposed Project

The consultant shall describe alternatives examined in the course of screening sites and conducting preliminary design and assessment of the proposed WSS.  The consultant shall also describe alternative designs for construction and operation which were examined, operation alternatives, wastes treatment methods (recycling vs. non-recycling and treatment) and any other alternatives, including the "no action" alternative of the WSS not constructed, but continuing with the existing Water supply situation as is currently operated. 

Furthermore, the consultant shall compare alternatives in terms of potential environmental impact (which are irreversible, unavoidable and mitigatable); capital and operation costs; sustainability under local conditions; and institutional, training and monitoring requirements.  To the extent possible, the consultant shall quantify costs and benefits of each alternative.

Development of Management Plan to Mitigate Negative Impacts

The consultant shall prepare a management plan (including budget estimate, staffing requirements and other necessary support) to implement measures for mitigating negative impacts. The consultant will recommend feasible and cost-effective measures to prevent or reduce significant negative impacts to acceptable levels.  He will indicate the impacts and costs of those measures, and of the institutional and training requirements to implement them.  Cost of compensation to affected parties for impacts which cannot be mitigated shall also be considered.

Socio- economic benefits assessment

The Consulting Firm shall determine, in agreement with WASAC Development, the limits of the zone covered by the feasibility study as well as its physical and natural location (area, climate, relief vegetation, rainfall, etc...). It shall collect, draw up and analyze:

• Population of Project Zone (PZ) with the various social population brackets (total, female, widows/widowers, rural, activate population, orphans, the youth aged less than 20 years old, children aged less 5 years etc...) and their respective growth rate, the fraction of these brackets compared to the total national population; and
• Existing economic and health data. It shall identify income-generating activities and shall assess the agricultural production (food crops and cash crops), livestock keeping activities, industrial and of fishing activities in the project zone and socio-economic activities in the same zone (movement of people and goods). The Consulting Firm shall also provide statistics on water-borne diseases prevalent in the project zone and their evolution during the last 5 years.
• Identify user preference by level of water service, e.g., house or yard connection or public tap; evaluate willingness to pay (WTP) for the preferred level of water service; increase the reliability of demand forecasts and benefit estimates; and assess the demand response to changes in water prices, household incomes, and industrial growth. Where the market for an improved water service does not exist, i.e., in most of the rural areas, the application of contingent valuation and related methodology can be relevant to estimate demand and value benefits.

The Consulting Firm shall in addition, determine the impact of the project on the development of economic and social activities in the regions through which these works shall cross and on the improvement of the living conditions of the population, in general. It shall determine indicators used for measuring the impact of the project on development.

Furthermore, the consulting firm shall carry out an economic analysis to determine, for each clean water supply connection, the annual operational and maintenance costs, starting from the date of the implementation of the project to its scope or horizon.

With reference made to the planned technical solutions as well as to the installation and operational costs estimates, the Consulting Firm shall make proposals regarding the suitable clean water supply management structures.

Economic and Financial Benefit-Cost Analysis

The consultant shall assess the economic and financial feasibility of each proposed option, which will involve:

1. Identification and quantification of project benefits, namely the improved availability of water supply service;
2. Calculation of the project’s Economic Rate of Return (ERR);
3. Identification and quantification of the project (i.e. incremental) financial flows; and
4. Calculation of the project’s and the promoter’s Financial Rate of Return (FRR) analysis involving also estimating the financial internal rate of return (FIRR).
5. Based on the estimated costs for each of option, the consulting firm will construct a financial model for financial benefit-cost
6. Calculation of the necessary tariff levels that, within the affordability limits of the population, will ensure the recovery of operation and maintenance cost. Should a gap exist, clearly identify and mark the necessary level of government subsidies.
7. Propose the best option for development in the next step of detailed designs.

Approval of feasibility study report

The consultant shall present the feasibility study report to key stakeholders for selection of the best option that can be developed in detailed design.

Detailed designs for the selected option

Based on results of feasibility study, the Consultant shall design and carry out dimensioning of adopted best option. This dimensioning shall take into account both economic and management aspects. 

The Consultant shall therefore estimate the detailed bill of quantities for each adopted water supply system and shall show the distribution of these costs between foreign currencies and local currency. He/she shall justify the cost estimates with indication of the sources of prices per unit, the estimate of the unforeseen physiques and financial contingencies. The updated investment cost estimates of the simplified clean water supply system as well as the financial and economic cost-benefit or profitability analysis of each project shall be established. 

In addition, the Consultant shall make recommendations related to the education and public awareness campaign on hygiene for future the beneficiaries. These recommendations shall take into consideration the prevailing institutional evolution in the project area. 

The consultant shall establish an approximate provisional period or calendar for the implementation of each component of the Project, assuming independence of each component.

Detailed design tasks to be performed by the consultants shall include the following:

Hydraulic design, calculations and sizing of civil infrastructures

Similar to the feasibility studies but going into details of the work, the consultant will use data from field investigation, water demand analysis, and topographic survey reports to determine the following:

• Water treatment Plants detailed designs taking into account economic aspects;
• Hydraulic calculation for identified water supply systems, taking into account economic aspects;
• Sizing of civil works for identified water supply systems, taking into account economic aspects;
• The operational site of the possible pumping systems; 
• Electric power supply to run electric equipment and the electric step-up or step- down transformation posts if necessary;
• The sterilization system and possible treatment;
• Determination of optimal chock of the pipe work to minimize the costs of the earthworks and the protection works (air valve and wash out chamber);
• Mode of crossing obstacles (roads, tracks, rivers, valleys etc...);
• Protection of the pipe work against corrosion and the mode of disinfection;
• Location of water stations supplying villages along the water supply connections;
• Proposal, if necessary, of dividing the supplies and works into lots;
• Encoding and digitization of the infrastructure of existing as well as new drinking water networks

Architectural Design, basic maps, design drawings

The consultant shall design the facilities to be functionally effective, enable economic operations, and require minimum maintenance. He will develop digitalized maps and basic plans for the facilities. For data collection, the Consultant will have to use appropriate modern equipment like differential GPS, ArcGIS, Earth Google pro, Google map… to show the exact location of all components of the system such as intakes, raw water delivery pipe, Water Treatment Plants, clean water reservoir, the trunk main, storage reservoirs etc…

The detailed design drawings should be done by using AutoCAD software and should be shape files that can be opened in ArcGIS.

Overall site plan with identification of works to build (civil and hydraulic engineering) with a scale 1: 10 000 or any other scale deemed exploitable.

The drawings will have the following specifications:

• Plan of general location with identification of the existing and new drinking water supply systems to carried out (civil works and hydraulic infrastructure). Scale of 1: 10 000;
• Plans for the civil works and water networks implementation on site. Scales from 1: 1000 to 1: 200;
• Plan view, elevation, technical cross-sections of the civil works at the scales of 1: 50 to 1: 200;
• Execution details, at the scales 1: 10 to 1: 25 ;
• Longitudinal Profile with natural terrain, installation of civil works and pipe works, piezo metric line of the network, at the scale of L = 1:1000, H = 1:100;
• Model Plans for the civil works such as tanks, water stand tap, valve chamber and inspection hole etc.;
• Outlines of the knots and characteristics of the hydraulic equipment;
• Design, calculations, detailed plans and lists of equipment for possible pumping stations.

Based on its experience, the consultant shall be able to propose other scales that would make the plans clearer and more easily interpretable.

Quantity and Cost Estimates

Prepare the bill of quantities for all works and cost esti­mates of pay items for each component of the design.  All construction quantities and costs evaluation shall estimate to an accuracy of plus or minus 10 percent.  Define the methods of payment per item (lump sum, unit cost) which would be most appropriate to enable and facilitate cost and quality control.  Separately note taxes anticipated for each pay item, such as, value added taxes and customs duties.

Identify and justify a technically, economically/financially and environmentally/socially viable investment programme outlined for short -mid- and long-term needs

 Specifications for Equipment and materials

Prepare a list of all equipment and materials required to perform works. Include any special equipment.  Develop technical specifications for listed equipment and materials.  Be attentive to standardization of major components and coordinate with local workshop supervisors for technical advice.

Sustainability of the infrastructure

To ensure the sustainability of the infrastructure, the consultant shall perform the following tasks:

• Propose a mode of management adapted and pertinent to each installation, including the monitoring of consumption and debt recovery, depreciation, maintenance , repairs
• Technical design of water points, taking into account of the management aspect (protected meter, i.e.  accessible by the controller only and not the collector/ to avoid the possible fraud);
• Possibility of designing small kiosks sheltering the tap system to sell household items in order to motivate the manager by increasing his or her income on the one hand, and to make it possible for women to buy the se household items as they fetch water at the same time, on the other hand;
• Calculation of the cost price of water, for each installation, separately considering the operational, maintenance and repair cost as well as the depreciation and replacement costs;
• Strategy for the mobilization, sensitization and training of the local communities to ensure appropriate utilization of water, hygiene education and the utilization of clean drinking water, responsibility and accountability in management of water supply installations;
• To establish or to strengthen a maintenance system capable of guaranteeing the sustainability of the works and measures related to the new management and maintenance system that involves the private sector in financing the area of water supply;
• To propose actions that would enable the participation of the beneficiary population in the movement of water supply units and to promote the willingness to pay for water supply services;
• To propose a method for regular monitoring of consumption, utilization of collected funds, quality of water and inspection of various water supply works.

Preparation of Resettlement Action Plan (RAP report)

The Consultant will develop a Resettlement Action Plan (RAP) for the Project. The purpose of the task will be to develop a full RAP to (i) identify the persons affected by the project (PAP), (ii) identify the nature, extent and value of losses (iii) propose fair and equitable compensation measures and, if necessary, additional conditions for improving the quality of life of the PAPs.

Scope of the Assignment

Following the National guidelines expropriation law, the consultant will:

• Establish a meeting with key stakeholders to review works and further define the role of the RAP and the works required;
• Propose and agree a working schedule for RAP preparation and related actions with relevant institutions;
• Review the legal and institutional framework in relation to involuntary resettlement;
• Carry out a census and detailed inventory of PAPs properties and submit inventory report including the names of the owners, the characteristics of the houses and if possible photos and GPS coordinates;
• Review and where necessary revise eligibility and entitlement criteria for compensation; prepare standards for compensation and restoration of the social and economic base of the PAPs to replace all types of loss, as appropriate. Establish options for culturally acceptable compensation packages, including housing, livelihoods and cultural activities (as applicable);
• Undertake property valuation for all properties that are affected within the project area. The scope of this activity will include collection of relevant data of project affected people (PAP), numbering including their exact number, non-movable property owned (houses, plants) pictures (digital picture and video), map showing the number, the location, and the area of each property and any other additional required information.
• Suggest an institutional framework that designates responsibilities, provides compensation, undertakes relocation work if needed, takes responsibility for income restoration, manages and monitors the implementation of land acquisition and resettlement, as appropriate. Recommend formation and training of a resettlement unit within the executing agency, if required;
•  Prepare a time frame and implementation schedule for land acquisition and resettlement in conjunction with the agreed implementation schedule for project components,
• Set up accessible Grievances Redress Mechanism (GRM) that ensures affordable and accessible procedures for settlement of disputes arising from the project. The consultant will ensure consistency between the proposed GRM in the SEP and the RAP;
• Provide the Costs and Budget including costs for compensation, for RAP implementation and monitoring and livelihood restoration activities (if any) and monitoring activities. It will include also an indicative, detailed budget with land acquisition and resettlement costs;
• Prepare a monitoring and evaluation plan, identifying the responsibilities, time frame and key indicators in line with the RPF. This will include ongoing monitoring by key agencies supplemented by an independent evaluation. Specify the time frame for monitoring and reporting;
• Recommend any other relevant issues arising from the RAP preparation process that the consultant deems will enhance the RAP quality and outcome.

Climate Risk Analysis and Climate Risk Management Plan

The consultant shall assist WASAC to undertake a climate risk analysis and formulate a climate risk management strategy. The risk assessment should assess potential vulnerability of the water infrastructure to extreme weather events and other effects of climate change (e.g., flooding, exacerbated erosion/siltation etc. …), potential limitations in the availability and/or quality of water resources arising from climate change, water scarcity associated with climate change. The management plan should suggest strategies to address/minimize the risks identified - e.g., climate -proofing of infrastructure against both extreme and slow onset events. The analysis should also include an assessment of the carbon footprint of the project.

Capacity Building for Design and NRW Management

The Consultant shall carry out the technology transfer as an important aspect in design works. The Consultant shall provide the opportunity to the WASAC officers and staff to be involved in the working team of the Consultant during the design, and tender document development works for their capacity building wherever possible. If requested by WASAC, the Consultant shall brief and demonstrate the survey and design procedure, and tender document development process and procedures, additionally, the consultant shall assist WASAC and its staff to build their capacity as a part of on-the-job training under the Project.

Further, the consultant shall assist WASAC to prepare NRW management with a focus on reducing NRW to acceptable levels.

 Development of the Tender Documents 

The Consultant shall develop tender documents for each work package, ensure compliance with open international tender procedures and shall follow the formats prescribed by the Government of Rwanda and WaterAid. The work packages shall, where necessary, be divided into lots of water supply systems in accordance with the priorities defined in the feasibility study report. The consultant shall ensure that the Tender Documents are clear and coherent to avoid any ambiguous interpretation.

The TD shall include and not limited to the following documents:

• The invitation to tender
• Instructions to bidders;
• Particular data on the tender;
• General administrative clauses;
• Particular administrative clauses;
• General technical specifications;
• Specific technical specifications;
• Bidding forms
• Bills of quantities
• The schedule of prices per unit;
• Drawings;

General Requirements for Consultant

Firm Experience

The Consultant is required to have been involved in similar projects (as described in these terms of reference) for the successful execution of services in at least two similar assignments in the last ten (10) years and should avail (2) references.

Staffing and Consulting Input

The total duration of consulting services shall be 4 months.

The tables below show the key and non-key staff requirements and their estimated time input for the assignment.

Table 2 List of Key Consulting Team Members

Key Staff	Unit	Quantity
Team leader	person- month	3
Water Distribution Network Expert/ Hydraulics Engineer	person-month	1.5
Civil/ Structural Engineer	person- month	1.5
Electro-mechanical Engineer	person- month	2.5
Environmental/Social Expert	person- month	2
Gender and Social Inclusion Expert	person- month	0.5
Economist	person- month	0.5
Hydrologist	person- month	0.5
Quantity surveyor	person- month	1
Topographic surveyor	person- month	1.5
Water Treatment Expert	person- month	1.5
Property valuer	person- month	0.5
Geotechnical Engineer	person- month	1
Sub Total		17.5

 Table 3 List of Non-Key Consulting Team Members

Non-Key Staff	Unit	Quantity
Contract/ Procurement Specialist	person- month	0.5
Water Quality Specialist	person- month	0.5
NRW Management Expert	person- month	1
Institutional Development expert	person- month	1
Electronic Engineer - SCADA	person- month	1
Legal Specialist	person- month	0.5
Sub Total		4.5

Table 4 Qualifications of Key Staff

Professional(A): Key Experts	Qualifications
A1. Team Leader and Water Supply Engineer	Degree in civil engineering and/or mechanical engineering Should have at least 10 years’ experience in the design and construction supervision of water supply systems and water treatment plants. Should have at least 2 water supply projects experience of similar size. Should have at least 5 years’ experience of same field as Project Manager in countries with similar conditions. Demonstrated expertise in hydraulic modeling and analysis using tools like EPANET, WaterGEMS, infoWorks WS Pro, or similar software. Should have handled at least two projects financed by any of the international financial lending institutions (JICA, AfDB, KFW, EIB, World Bank etc.). Registered with a recognized Engineering Institution
A2. Distribution Network Expert/Hydraulics Engineer	Graduate in civil engineering or a related field. Certification or training in specialized areas such as hydraulic modeling software or non-revenue water (NRW) management Should have at least 10 years of professional experience in the water production and distribution. Minimum of 5-7 years of experience in feasibility assessment, detailed design, and implementation of water distribution networks. Proven experience in designing and creating District Metered Areas (DMAs), including boundary delineation, hydraulic balancing, and integration of monitoring systems. Track record of preparing engineering designs, technical specifications, bills of quantities and cost estimates for water distribution systems. Should have experience with large scale urban water supply project with at least 200km network length. Experience in both rehabilitation of existing systems and design of new distribution infrastructure. Should have handled at least 2 international/ regional water supply projects in the related field. Registered with a recognized Engineering Institution
A3. Civil/Structural Engineer	Graduate in civil engineering Should have at least 10 years’ experience in design and construction supervision of water supply and/or water related projects with capacity of 20,000 m3/day or more. Should have handled at least two (2) water supply projects with a minimum length of 50km in countries with similar conditions. Should have worked in a water distribution set up for at least 5 years Registered with a recognized Engineering Institution
A4. Electromechanical Engineer	Graduate in mechanical engineering Should have at least 10 years’ experience of water supply projects involving design of mechanical and electrical works. Should have at least 2 water supply projects involving design and construction supervision. Should have at least 2 experiences of design and supervision for pump station with capacity of 0.5m3/sec.
A6. Environmental Safeguard Specialist	Graduate in Environmental Engineering, Environment Education, or equivalent Should have at least 5 years’ experience in development of EIA, Environment management plans, Resettlement Action Plans and other related assignments with special focus on sub-Saharan Africa Should have handled similar assignments funded by International Donors
A7. Gender and Social Inclusion Expert	Graduate in Gender Studies, Social Work or equivalent Should have at least 5 years’ experience in WASH related assignments with special focus on sub-Saharan Africa Should have handled similar assignments funded by International Donors
A8. Hydrologist	Graduate degree in Civil Engineering, environmental Engineering or related field Should have at least 10 years’ experience in water resources planning/ management Should have handled at least 2 similar assignments
A9. Quantity surveyor	Graduate degree in Quantity surveying/ building science, Construction Economics, Civil Engineering, or related field. Should have at least 10 years of experience as a QS in construction (building, infrastructure, MEP, etc.) 5 years working on a similar assignment.
A10. Topographic surveyor	Graduate degree in Land Surveying or equivalent Should have at least 5 years of experience in WASH projects
A11. Water Treatment Expert	Graduate degree in science-related discipline such as Environmental Sciences, Chemistry, Biology, or Microbiology Should have at least 10 years of experience in water quality treatment, control and quality assurance principles and practices.
A12. Property valuer	Graduate Degree in Real Estate, Valuation Surveying or its equivalent 5 years of experience in property valuation
A13. Geotechnical Engineer	Graduate Degree in Mining Engineering or equivalent At least 10 years of experience working on similar WASH assignments

The consultant may propose other experts and supporting staff required to accomplish the tasks in the TOR.

Reporting

Within the scope of consulting services, the consultant shall prepare and submit reports and documents to WASAC as shown in Table 7.1 below. The consultant shall provide an electronic copy of each of these reports.

Table 5 Reports and Documents to be submitted by the Consultant

S/N	Report/Document	No. Copies +Soft copy
1.	Inception Report	3
2.	Draft Feasibility Study Report	3
3.	Final Feasibility study Report	3
4.	Draft Detailed Design Report	3
5.	Final Detailed Design Report including Drawings Specifications and BOQs	3
6.	Environment Impact Assessment Report	3
7.	Resettlement Action Plan report	3
8.	Environment and Social Management Plan	3
9.	NRW reduction management Training Manual	3
10.	Tender Documents	3

Delivery of Reports

1. Inception report shall be submitted within 2 weeks after commencement of the Consulting Services. It should present the methodologies, schedule, organization, current situation etc.
2. Draft feasibility report with associated preliminary designs shall be submitted within 8 weeks of commencement of the consulting services.
3. Draft detailed designs shall be submitted within 4 weeks after the approval of the feasibility report. Reports and documents shall be compiled for the respective contract packages separately.
4. The final detailed design reports shall be submitted within 3 weeks after the approval of the draft detailed designs and shall incorporate review comments from WASAC and stakeholders.
5. Monthly reports shall be submitted to indicate progress of the consultancy services.
6. The consultant shall submit the tender documents, final design documents two weeks before the due date. The final documents will be submitted after the review and approval of the respective Pre-qualification and tender documents by WaterAid and WASAC.

Payment Arrangements

Inception report: Ten (10) percent of the agreed contract amount upon submission and acceptance of the Inception report. 

Draft Feasibility studies report and preliminary design: Ten (10) percent of the agreed contract amount upon submission and approval of the draft feasibility studies report.

Final Feasibility studies report: Fifteen (20) percent of the agreed contract amount upon submission and approval of the final feasibility studies report

Final detailed design Report: Twenty-five (25) percent upon submission and approval of the Final detailed design report

Tender documents: Ten (10) percent upon submission and approval of final tender documents

Draft ESIA, ESMP and RAP: Ten (10) percent upon approval of evaluation reports by the financiers

Final ESIA ESMP and RAP: fifteen (15) percent upon issuance of decision letter/approval by Environmental Management Authority.

[1] Fifth Rwanda Population and Housing Census, 2022(NISR)

Application details and deadline:

• Closing date/deadline for applications as August 12th, 2025, at 12:00am (Midday)
• Email: warwanda@wateraid.org and EmmanuellaMurekatete@wateraid.org