41
5D. BREAKDOWN OF REMUNERATION PER ACTIVITY
Activity No._____________________________________ Name:______________________________
Remuneration
5
Names Position Input Currency(ies) Rate Amount
Regular staff
Local staff
Consultants
Grand Total ___________________
5
Staff months, days, or hours as appropriate
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5E. REIMBURSABLES PER ACTIVITY
Activity No:_________________________________ Name:_____________________
No. Description Unit Quantity Unit Price In Total Amount In
1. International flights Trip
_____________________________
2. Miscellaneous travel expenses Trip
3. Subsistence allowance Day
4. Local transportation costs6
5. Office rent/accommodation/
clerical assistance
Grand Total ________________
6
Local transportation costs are not included if local transportation is being made available by the Procuring Entity. Similarly, in the project/assignment site, office
rent/accommodations/clerical assistance costs are not to be included if being made available by the Procuring Entity.
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5F. MISCELLANEOUS EXPENSES
Activity No._______________________________ Activity Name:
_______________________
No. Description Unit Quantity Unit Price Total Amount
1. Communication costs between
______________________and
_________________________
(telephone, telegram, telex)
2. Drafting, reproduction of reports
3. Equipment: vehicles, computers, etc.
4. Software
_____________
Grand Total
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Section VI. Terms of Reference
CONSULTANCY SERVICES OF CONTROL AND SUPERVISION OF
CONSTRUCTION WORKS OF SCIENCES LABORATORY (BIOLOGY,
CHEMISTRY AND PHYSICS) AT INYANGE GIRLS’ SCHOOL OF SCIENCES,
RUSIGA SECTOR, RULINDO DISTRICT
1.1 BACKGROUND OF THE PROJECT
The Government of Rwanda, through its continuous efforts to promote equitable access to quality
education, has initiated the construction of modern Sciences Laboratory (Biology, Chemistry, and
Physics) at Inyange Girls’ School of Sciences in Rulindo District. The initiative aims to strengthen
the teaching and learning of Science, Technology, Engineering, and Mathematics (STEM)
subjects, particularly for girls, and to align with the national vision of developing a knowledge-
based economy. This project will be funded by the Local Administrative Entities Development
Agency (LODA) through the Pro-Poor Development Basket Fund and implemented by Rulindo
District. The construction of this laboratory will significantly improve practical science education
and promote innovation among students at Inyange Girls’ School of Sciences. It is in this context
that Rulindo District seeks to hire a qualified and experienced Company for supervising the
Construction works of the Sciences Laboratory at Inyange Girls’ School of Sciences in Rulindo
District Rusiga Sector.
1.2.1 Description of the assignment
The objective of these terms of reference is to define the minimal services of consultants whose
Administration
plans to attribute collaboration to assist him as a Project Manager delegated in the preparation of
the execution
works well performed, by using the best procedures of Consultancy services for control and
supervision of
construction works of Construction works of the Sciences Laboratory, the services consist
supervise, review
and update the drawings and the bill of quantities to be executed before works start, the preparation
of the
project’s execution plan.
1.2.2 Services of the Consultant
The services to be done by the Consultant for the supervision and control of work will include
mainly:
He will check the Works Execution Plan submitted to him for approval by the contractor and
should approve it on behalf of the Client. The consultant should propose the best means of
completion of the available work.
The supervisor will also have to check the program of the activities and the work plan of the
contractor and their adequacies compared to considered work, before any beginning of work.
This checking is intended to give following approvals:
Approval of the staff
Approval of the equipment
Approval of the materials
Approval of work plan
Sample Contract: Small Assignments - Lump Sum Payments 45
1.3 TECHNICAL TASKS
Checking and approving study review, Designs before implementation;
To give scientifically and technical explanation to the client for any change that should
occur during the design review
Check dimensions in relation to the plans;
Ensuring the high quality of works in relation to the technical specification and standards
Ensure compliance with approved design;
Ensure control and compliance by the Contractor of construction standards, working
conditions and methods of enforcement provided for in the contract;
Immediately notify the Owner/Rulindo District of the case there are any defects that may
affect the quality of work;
Assist and check the sampling and testing of materials on site and in the laboratories before
use it; if necessary;
Provide technical and legal advice to the Contractor as required; technical and legal
consulting;
Ensure that the contractor complies with the prescribed time frame;
Check the quality of supplies and equipment installed by the Contractor;
Advising the Client on possible amendments to the plan’s specifications or methods of
construction;
Check the proper execution of work before final acceptance;
Approve final plans completed achievements, if necessary;
Approval of as-built drawings as provided by contractors;
Make contradictory statements to calculate the quantities actually executed for the
preparation of final accounts (attachment)
Preparation of monthly progress reports.
Provide the documentation, reporting and archiving of project details;
Ensuring public and on-site safety during construction, and to enforce building safety
requirements.
1.4 ADMINISTRATIVE DUTIES
Maintain the site diary;
Lead site meetings and write the minutes for submission to the project owner;
Prepare project progress reports;
Sample Contract: Small Assignments - Lump Sum Payments 46
Prepare any amendments to the contract, to submit to the Contracting authority
delegated;
Submit the work stoppage to the Owner in case of serious defects;
Participate in the provisional and final acceptance of work;
Play as much as possible a moderating role in resolving disputes that may arise between
the Contractor and the Client.
The supervisor will have in particular:
To study and check the plans and the technical documents of the Contractor. It will point
out any noted anomaly and/or inconsistency and will propose all necessary corrections.
To check the availability, the operating condition and the conformity with the intended
tasks of the equipment presented by the contractor on the construction site and to make a
detailed inventory including all the features of equipment and to provide a detailed report
on the technical capability to execute tasks before the beginning of each phase of work;
To control and deliver to the client his opinion on the qualifications and experiences of
the execution and supervisory staff, its number and the proposed flow chart;
To check and deliver his opinion on the execution plan submitted by the contractor;
To check and deliver his opinion on the execution plans, including all execution
drawings, calculation notes, mixing designs and other documents provided by the
contractor such as: exemption, advances, guarantee, insurance…;
The supervision will have obligatorily to adopt the same work hours as the contractor,
overtime is supposed to be included in the bidding price;
To check, approve and transmit to the Administration proposals for payments of the
Contractor;
To work out the recommendations for the Administration on possible complaints and/or
litigations which can arise within the framework from the contract;
To certify the invoice in accordance to work financial progress.
The Supervisor will check that the conditions of execution of the project proposed by the
contractor will be in conformity with the requirements in order to respect the objectives of the
project within the time limits.
1.5 CONTRACT DURATION (5MONTHS) &PAYMENT MODALITIES
The duration of the supervision works is 5 months (4 months during the execution works
plus one (1) month of preparing final report) however, the supervision firm will supervise
construction works until the end of construction works. Payment shall be done in
proportionality to the work progress regarding the invoice of Contract taking into account for
execution works.