APPLICATION FORM TO BE CONSIDERED FOR PROVISION OF

CONSULTANCY SERVICES FOR CONSTRUCTION SUPERVISION OF UGANDA

REVENUE AUTHORITY HEAD QUARTER BUILDING
Procurement Reference No: URA/SRVCS/CSD/13- 14/00002 (Retender)
1.0 Applicants Details
a)Applicants (Consultants) Name ..........................................
b)Applicants (Consultants) Address.............................................
c)Contact Name..........................................................................
d)Contact Telephone Number.....................................................
e)E-Mail Address........................................................................
1.1Applicants authorized Representative
Name: .
Address: .
Telephone: .
Email Address: ..
1.2In case of Joint Venture (JV)
a)Names of each member of the JV:
b)Applicants (Consultants) Address.............................................
c)Contact Name..........................................................................
d)Contact Telephone Number.....................................................
e)E-Mail Address........................................................................
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Republic of Uganda
UGANDA REVENUE AUTHORITY
REQUEST FOR EXPRESSION OF INTEREST (EOI)
PROCUREMENT REFERENCE NUMBER: URA/SRVCS/CSD/13-14/00002
(OPEN INTERNATIONAL BIDDING) RETENDER
CONSULTANCY SERVICES FOR SUPERVISION OF CONSTRUCTION OF THE
PROPOSED UGANDA REVENUE AUTHORITY HEADQUARTER BUILDING AT PLOT
NO. M193 / 194, KINAWATAKA ROAD, NAKAWA INDUSTRIAL AREA, UGANDA
1. The Government of the Republic of Uganda (GoU) ,represented by the Uganda
Revenue Authority (URA) has allocated funds to be used for acquisition of the
above captioned consultancy services
2. URA intends to construct a 22 foor ofce tower block with gross total foor area of
26,021mand 4 basement parking levels, to be located on plot
M193/194Kinawataka Road, Nakawa Industrial Area.
3. URA now invites suitably qualifed consultants to submit sealed Expressions of
Interest for the Provision of Consultancy Services for construction Supervision of
the Uganda Revenue Authority Head Quarter Building.
Background, problem statement, objectives
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a) Since 2005 Uganda Revenue Authority has undergone a transformation
process involving signifcant changes in business processes, systems and
people. The overall objective of these changes is to improve the quality of
service to the URA clients in order to maximize voluntary tax compliance.
b) Currently, URA ofces are found in diferent locations in Kampala Central
Business District and the surrounding Divisions, Entebbe and Mukono. This
has greatly afected URA services to taxpayers both in terms of quality and
availability. Sometimes taxpayers are required to move from one ofce to
another in order to comply.
c) In order to maximise the benefts of the transformation efort and also realise
fully the objectives of the Managing Compliance Programme (MCP), it was
imperative for URA Management to embark on the construction of the new
headquarter building. The new building is designed to consolidate back ofce
operations for URA ofces around Kampala, Entebbe and Mukono in order to
build more synergies and maximise economies of operations.
d) The overall objective of the proposed construction project is to improve the
quality of service to the taxpayers through improved business processes and
reduced cost of doing business to both the taxpayer and URA. Ultimately these
eforts will increase the level of voluntary tax compliance.
4. Scope of the assignment
a. The facility/buildings and civil works to be constructed will comprise: 22 foor
ofce tower block, car parking multi storied structure, self-contained waste
water treatment plant and utility building, surface parking and landscaping.
b. The Consultants services will include: review of existing design documents /
reports from feasibility and inception reports to detailed architectural and
engineering drawings and specifcations, administering the contract and
supervising the construction works.
c. The timeframe for the assignment: overall duration for supervising the
construction of the building is estimated to be 4 years, starting from date of
commencement of the Consultants assignment.
5. Consultants will be short listed to tender and subsequently selected in accordance
with the procedures set out in the Government of Ugandas Public Procurement
and Disposal of Public Assets (PPDA) Act and Regulations 2014.
6. Short listing shall be based on the eligibility and the eligibility of a consultant
shall be evaluated on a pass or fail basis and where a consultant fails the
eligibility requirements, theconsultant shall be eliminated from the evaluation.
I. Eligibility
In determining the eligibility of the consultant, the evaluationcommittee shall
establish whether
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(a) The consultant has the legal capacity to enter into a contractwith the procuring
and disposing entity;
(b) The consultant is not insolvent, in receivership, bankrupt orbeing wound up;
(c) The business activities of the consultant are not suspended by PPDA or World
Bank;
(d) The consultant is not the subject of legal proceedings for any ofthe
circumstances mentioned in paragraph (b);
(e) The consultant fulflled the obligations to pay taxes and SocialSecurity
contributions in Uganda or (if not Ugandan frm) their country of origin;
(f) The consultant does not have a confict of interest in relation tothe subject of
the procurement;
(g) The consultant is not a member of the procuring and disposingentity as defned
in section 91U of the Act.
II. Eligibility documents:
a)copy of the trading licence of the consultant or its equivalent;
b)a copy of the certifcate of registration of the consultant or its equivalent;
c)a signed statement indicating that the consultant does not have a confict of
interest in the subject of the procurement; and
d)Any other relevant documents or statements as may be stated in the notice
inviting expression of interest.
Where the consultant is not registered in Uganda, the consultant may submit
alternative/equivalent documents from their country or a statement afrming
non-availability of the documents in the country of the consultant
III. Capacity of applicant
In determining the capacity of consultant to perform an assignment
successfully, the evaluation committee shall establish the following;
(a) The experience of the consultant in assignments of a similar nature;
(b) The experience of the consultant in countries with conditions similar to the
conditions in Uganda;
(c) The skills of the consultant that are relevant to the assignment; and
(d) Any other criteria that is relevant to the capacity of the consultants to
perform the assignment.
Interested applicants must provide information and documents showing evidence
as follows to indicate that they are eligible and qualifed to perform the services
IV. Qualifcation (Capacity) documents:
a)Brochures,
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b)description of similar assignments,
c)experience in similar conditions,
d)Availability of appropriate skills among staf, etc.
Consultants may associate or form joint ventures to enhance their qualifcations
and a joint Venture Agreement in this case will be required
7. The Terms of Reference (ToR) and further information for the assignment may be
obtained from the address below and the URA website.
8. The Expression of Interest and other relevant documents must be delivered to the
address below by 10:00 am on Friday 22
nd
August 2014
9. Address for Submission: The Manager, Procurement and Disposal Unit, NIP
Building Room No. 2.5, Uganda Revenue Authority, Kinawataka Road, Plot No. M
193 / 194, Nakawa Industrial Area, P. O. Box 7279, NIP Building, Room 2.5,
Kampala, Uganda. Development, P.O. Box 7270, Kampala, Uganda.
procurementEquirie!ura"go"ug.
SECTION B
TERMS OF REFERENCE (TOR) FOR CONSULTANCY SERVICES FOR THE
CONSTRUCTION SUPERVISION OF THE PROPOSED UGANDA REVENUE AUTHORITY
HEADQUARTER BUILDING
______________________________________________________________________________________
1 Defnition and interpretation of terms
In these Terms of Reference (ToR), unless the context otherwise requires, the
several terms, abbreviations, acronyms and pseudonyms will have the respective
meanings indicated hereunder.
CMT Contract Management Team
COW Clerk of Works
GoU Government of Uganda
MOWT Ministry of Works and Transport
MCP Managing Compliance Programme
RFP Request for Proposal Document
BOQs Bills of Quantities
URA Uganda Revenue Authority
IDeP Infrastructure Development Project
2 Brief on the Client/Employer
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2.1 Uganda Revenue Authority will be the Employer or Client on the proposed contract
for Consultancy Services for Construction Supervision of URA Headquarter
Building.
2.1 The Ofces and Contact Address of the client is: Uganda Revenue Authority, Plots
M193 / 194, Kinawataka Road, Nakawa Industrial Area, P.O. Box 7279, Kampala,
Tel. +256417440000 /442052/442058/www.ugarev.go.ug
3 Location and description of the project site
3.1 The site is located of Jinja Road to the right past Spear Motors (U) Ltd showroom
in Nakawa Industrial Area near Inter Freight Forwarders Ltd on the left and
Uganda Fish Factory to the right.The site is bordered by Makerere University
Business School (MUBS) to the south, Management Training and Advisory Centre
and Nakawa Vocational Training Centre on west side.
3.2 The site has a slope from boundaries with MUBS towards the main entrance near
Inter Freight Ltd and Uganda Fish Factory.
3.3 Services lines such as water mains, power lines, and telephone and optical fber
lines exist alongKinawatakaRoad. The site is however not served by a sewerage line
4 Problem overview and rationale of the project
4.1 URA ofces are currently found in diferent locations in Kampala Central Business
District and the surrounding Divisions, Entebbe and Mukono. This has greatly
afected URA services to taxpayers both in terms of quality and availability.
Sometimes taxpayers are required to move from one ofce to another in order to
comply. This is therefore expected to improve the quality of service to the URA
clients in order to maximize voluntary tax compliance.
4.2 The plot of land available is large enough for development of a modern ofce block
with fourpodiumfoors and eighteen tower foors, making a total of twenty two
foors and a parking structure to accommodate 350 vehicles.
5 Relevant studies carried out and data available
5.1 Detailed design of the building and all relevant drawings, specifcations and
technical reports are completed and available to the Consultant for review. Other
information such as title deeds for plots M193 / 194 and designs for the existing
structures are also available at the disposal of the Consultant.
6 The need for consultants and activities to be undertaken
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6.1 On the basis of the decision made in paragraph 5.1 above, the client now requires
the services of a Consultant to undertake the following activities and for which
these Terms of Reference have been prepared and issued;
a) Review the existing design drawings, specifcations and technical reports for
the proposedURA Headquarter Building.
b) Administration of the contract during construction and installation.
SECTION C:
OBJECTIVES OF THE CONSULTANCY SERVICES
7 Objectives of the Consultants assignment
7.1 The objective of the Consultants assignment is to ensure that the proposed
building is constructed within the available budget, to the agreed quality
standards and on time to accommodate URA ofces currently in the areas of
Kampala, Entebbe and Mukono. The ofce block will be serviced by a car parking
structure, self-contained waste water treatment plant and utility building.
The Consultant will accomplish this objective by reviewing the existing drawings,
specifcations and technical reports for the proposed buildingand administering
the construction contract and supervising the works Contractor.
SECTION D:
STATEMENT OF REQUIREMENTS AND BRIEF OF THE CLIENT
8 Scope of the proposed URA Headquarter Building
8.1 The proposed URA headquarter building required to be developed in order to
accommodate the existing establishment of staf as well as possible future
organisationneeds based on international and national standards of practices and
in line with specifc URA operating requirements:
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SCOPE OF THE CONSULTANCY SERVICES
9 Scope of the assignment
9.1 The Consultant selected shall carry out the assignment in two parts as hereunder,
with each part being based on the form of contract indicated:
Supervision and monitoring of the works Time based contract
9.2 The Consultant selected will review all necessary documents including but not
limited to technical reports, technical drawings and specifcations as well as
project and contract management services required for planning and supervision
of construction of the proposed building at Plot No M 193 / 194 KinawatakaRoad,
Nakawa Industrial Area, Kampala.
9.3 The consultancy services for supervision of construction of the proposed URA
Headquarter building will be carried out in the following stages:
a) Construction stage
b) Post-construction and project closure stage
SECTION E:
THE CONSULTANTS TASKS AND ACTIVITIES
SUPERVISION OF CONSTRUCTION WORKS Time based contract
10 Construction monitoring and supervision
10.1 Mobilization/Preparation for supervision
The Consultant shall review available project and contract documents and records
and submit a report on:
a) The status of implementation of GoU obligations in the contracts as applicable
in respect of:
i. Obtaining of statutory approvals from relevant authorities
ii. Provision of utilities at site (water supply, drainage)
iii.Provision of areas for temporary accommodation of Contractors facilities
iv.Payment of local taxes and duties for materials, equipment for the works
v. Technical assistance that the Consultant or Contractor will need from
GoU
vi.Assistance required from GoU in employment of local personnel and
labour relations issues
vii.Assistance in selection and procurement of materials, components for the
works
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viii.Assistance in customs clearance of materials, goods, machinery,
equipment;
ix.Obtaining of residence/work permits for Contractors personnel
x. Provision of site for storage of bulk construction materials
b) Plans for training needs assessment and submission of proposals for provision
of short term training and technology transfer to Client/End-User staf in the
use, operation and maintenance of the completed building, particularly with
regard to the electrical, mechanical, communication systems.
c) Advise URA on the most economical and efective methods of managing and
implementing completion of the contract successfully.
10.2 Signing of contracts and handover of site
The Consultant shall:
a) Provide liaison between newly engaged Contractors and URA and other
agencies
b) Prepare instruments/instructions and documents to give the Contractor
possession of the site and to authorise commencement of works or supplies,
all for the approval of the Client before issuance.
c) Organize and conduct a ceremony to handover/give possession of site to the
Contractors
10.3 Contract management role of the Consultants team:
The Consultant shall:
a) Perform the role of a Project Manager (PM), as defned in the PPDA conditions
of contract (ad measurement) for works, and will be responsible for
management and administration of the contract, assisted by other specialists.
b) Make monthly progress reports to URA, coordinate contract activities and be
the liaison between URA and Contractors and other agencies.
c) Arrange for regular site inspections involving other members of the
consultancy team as appropriate.
d) Organize and manage site meetings or other contract management meetings,
to be held at least once every four weeks. Prepare minutes of the meetings
and circulate promptly to reach all concerned parties, including URA within
seven days of each meeting.
10.4 Generally
The Consultant shall undertake:
a) Administration of the contracts, in liaison with URA
b) Supervision of the construction works, with a view of ensuring quality, time
and cost control.
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c) Responsibilities and tasks not limited to those listed hereunder in liaison with
the Clients CMT will include:
i. Briefng the Contractors/Suppliers and arranging for them to take
possession of the site and examining their work plans and programs;
ii. Supervision of the Contractors performance to ensure that the works and
supplies progress according to the contract;
iii.Advising on the need for special inspection, testing, and commissioning;
iv.Conducting site visits to check on progress of the works, and in any case,
at intervals of not more than two weeks;
v. Calling and chairing of site meetings and circulating records of the
minutes of such meetings not later than 7 days from date of meeting;
vi.Preparing any variations to the contract and the related cost estimates,
advising the Client on the implications of the variations and seeking all
necessary approvals before implementation of the variation;
vii.Preparing tender, evaluation reports, and contract documents for
subcontracts required in the works where necessary;
viii.Inspection of the completed works at practical completion, recording and
notifying defects to be rectifed;
ix.Ensuring that defects are made good before fnal completion of the
buildings and installations;
x. Managing take-over procedures
xi.Ensuring that As Built drawings, maintenance and operational
manuals/notes are prepared and handed over by the Contractor;
xii.Securing ftness certifcates from Ministry of Gender Labour and Social
Developmentfor electromechanical installations/equipment; Uganda Police
Force Fire Brigade for Fire Fighting, Prevention and Protection
equipment; UMEME or ERA for Electrical installations before connecting
power; KCCA for an occupation permit and other legal permits during
construction stage;
xiii.Preparing valuations of executed work to ascertain the actual works done
on a monthly basis; and
xiv.Preparing fnal accounts for the works contracts and advising the Client
on any other matter of relevance to the successful completion of the
project.
xv.Sourcing for and providing training and technology transfer to the Client /
End usersstaf in the use, operation and maintenance of the building and
its services after project handover.
10.5 Other monitoring/supervisory tasks generally
The main monitoring and supervisory activities to be carried out will include but
not be limited to the following:
a) Monitoring the progress of the construction according to the work plan
included in the construction plan; in cases of delays in the construction, the
Consultant will promptly inform the Client and will propose corrective
measures to be undertaken by the Contactor;
b) Preparation of regular progress reports to the Client, containing variations,
schedules of equipment, materials, labor on site, any impediments to the
progress of the works and the value of the work executed on site;
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c) Checking all the Bills of Quantities/Schedules prepared by the Contractor and
claims received for additional payments to which the Contractor may be
entitled in conformity with the provisions of the contract;
d) Seeking approvals for any changes to the existing plans that may arise before
implementation;
e) Considering all variations to the works, and coordinating proposals in
conjunction with the CMT;
f) Calling of site meetings, taking minutes of the meetings, and distributing the
minutes not later than 7 days from date of meeting;
g) Coordinating the production of project information manuals and a set of
record of drawings showing the building and the main lines of drainage
including the provision of services installation drawings;
h) Assisting the Client in settling any dispute or diferences relating to the works
which may arise between the Client and the Contractor, provided that such
assistance shall not relate to the detailed examination of a fnancial claim or
advising the Client following the taking of any step in or towards litigation or
arbitration.
10.6 Resident Engineer/Clerk/Inspectors of Works:
The Consultant shall employ a suitably qualifed and experienced Resident
Engineer and Inspectors or Clerks of Works in sufcient numbers and
specialisations to:
a) Carry out full-time day-to-day inspection and supervision of the construction
works;
b) Submit monthly reports on the progress of the works;
c) Perform the responsibilities specifed in the construction contract.
10.7 Occupational health and safety on site:
The Consultant shall:
a) Ensure that the main contractor, other contractors and any domestic or
nominated sub-contractors engaged upon the works; or visitors to the site
adhere to local safety laws and regulations.
b) Depending on the activity on site, ensure that the site and persons thereon
are provided with safety measures including: safety helmets, boots, gloves,
goggles, guard rails, safety equipment, site signs and frst aid equipment.
10.8 Time control
The Consultant shall:
a) Ensure that the contracts comprising the project are all carried out within the
agreed time frame.
b) Ensure that contract provisions are strictly adhered to and that time
extension is avoided. Where extension is inevitable, the Clients prior written
approval will be sought
10.9 Quality Control:
The Consultant shall:
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a) Ensure the works are constructed in compliance with the drawings
b) Ensure materials and workmanship in the works conform to the specifcations
c) Obtain and issue Clients approval for samples of materials, goods,
components and workmanship that require prior approval before purchase or
installation
d) Ensure approved samples of materials, goods, components and workmanship
are kept at site at all times to be available for comparison with completed
works
e) Approve work stages that require specifc approvals before the works can
proceed e.g. setting out, excavations, formwork, reinforcement, roof structures,
etc
f) Monitor and issue instructions for sampling and testing of materials, goods
and components. The Consultant shall review test results and advise
10.10Cost Control:
The Consultant shall:
a) Establish a cost plan for the works, based on the unit costs for individual
work elements and the project budget.
b) Periodically check and ensure that running elemental and grand total costs
are within the limits of the cost plan and the project budget.
c) Prepare and submit to the Client a quarterly cost appraisal report containing
(a) and (b) above
10.11Cash fow and fnancial appraisal reports:
The Consultant shall:
a) Prepare charts to show the anticipated cash fow to the end of the contract
period. The cash fow diagrams and tables shall be based on the Contractors
programmed, actual and projected progress to assist the Client plan timely
draw down of funds for payments to be made to the Contractor during the
construction period.
b) Up-date the cash fow chart monthly and quarterly, to show the comparison
between projected and actual expenditure.
c) Prepare a fnancial projection to show the anticipated expenditure in advance
of each quarter. These will be prepared before each quarter and will show the
quarterly anticipated expenditure to the end of the defects liability period.
d) Prepare and submit to the Client every three months, a fnancial appraisal
report on the contracts and which shall include: up-to-date pricing of all
variations instructions and re-measurements; payments to-date; cash fow
projections.
10.12Payments to the Contractors:
The Consultant shall:
a) Prepare formats for statements by the Contractors/Suppliers, valuations and
certifcates and other related documents, all to be approved by the Client prior
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to their adoption and use by the Consultant. The formats shall be based on
existing MoWT formats.
b) Certify for payment work/installation executed by the Contractors. Payments
for construction, supply or installation work so certifed will be approved and
made on behalf of the GoU by URA.
10.13Instructions:
The Consultant shall:
a) From time to time, and within the provisions of the construction or supply
contracts, issue instructions to the main contractor related to guidance or
adherence to the drawings, specifcations, progress of the work or
administrative requirements in the contract.
b) Issue instructions related to possible claims for extensions of time, which may
be due to the Contractor in accordance with the contract.
10.14Variations:
The Consultant shall:
a) Seek and obtain prior approval of URA when issuing instructions related to
variations which increase the value of the contracts;
b) Where the issue of an instruction is related to the safety of the work,
installations, Contractors staf or any other emergency, the Consultant shall
issue the required instruction, and notify URA at the earliest opportunity
providing full details to substantiate the issue of the instruction.
10.15Provisional and Prime Cost Sums
The Consultant shall:
a) Obtain prior approval of URA before issuing instructions for expenditure
against Provisional and Prime Cost Sums included in the Bills of Quantities,
including the expenditure of Contingency Sums.
10.16Progress photographs and reports:
The Consultant shall:
a) Prepare three sets of progress photographs on the frst day of each month
during the construction period.
b) Mount the progress photographs at site, and submit a copy of the
photographs to the Client;
c) Prepare a short report incorporating the photographs and describing the
progress achieved in the month and supported by an up-date of the
construction programmed.
10.17Completion of construction and Take-Over by Client:
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The construction work ends and the Works are taken over by the Client when the
Works have been completed in accordance with the contracts and the Taking-Over
Certifcate for the Works has been issued by the Consultant. The Consultant shall:
a) Coordinate the fnal inspection of the works at practical completion, and
record and notify defects to be rectifed;
b) At the practical (substantial) completion date, test the works and installations,
prepare operating and maintenance manuals, provide in-use training, all
before takeover of building;
c) Start preparation of as-built drawings
d) Ensure certifcates of ftness for electro-mechanical services namely electrical
installations, lifts, air-conditioning, plumbing system, frefghting equipment
and drainage are obtained from relevant agencies.
e) Prepare Take-Over Certifcate for the completed buildings and site to be
handed over to the URA within 7(seven) days (or other appropriate number of
days) of the completion date.
f) Coordinate and oversee the take-over.
11 Post Construction Stage
11.1 Rectifcation of defects:
The Consultant shall:
a) Carry out a detailed inspection of possible defects during and at the end of a
twelve-month defects liability period
b) Conduct interim visits and inspections or testing during the defects liability
period where remedial measures are necessary to ensure the safety or
continued normal use of the buildings
c) Arrange follow-up meetings to confrm that remedial work has been fully
completed.
d) Prepare and issue Certifcate of Making Good Defects where required.
11.2 Completion Certifcates:
The Consultant shall prepare and issue practical completion certifcates, defects
correction certifcate and fnal payment certifcate in accordance with the works
contract and to signify full completion of the works.
11.3 Final accounts:
The Consultant shall prepare two separate fnal accounts for the Clients approval
as follows:-
(i) The fnal account for the construction and supplies contracts prepared
soon after issue of defects correction certifcate and issued to all parties for
agreement.
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(ii) The project fnal report, acceptance whereof will signify the end of the
Consultants assignment on the consultancy contract.
11.4 Managing project closure activities
In addition to the specifc responsibilities set out in Section Para 17.1 to 17.3
above, the Consultant shall manage contracts closing activities as follows:
a) Establish and agree with the Client and document the criteria to be used for
confrming completion of the contracts (tasks fnished, deliverables fnished,
testing completed, training requirements fnished, equipment installed, tested
and operating, document manuals submitted, etc.)
b) Document and agree with the Client the acceptance process and procedures,
the checklist of activities that must be completed before acceptance is
confrmed.
c) Identify the Client representatives to sign the project completion report,
confrm the persons responsible for each step of the acceptance process, the
post-contract support required and the persons responsible.
d) Assist the Client in convening and holding a contracts close-out meeting
attended by, stakeholders, end users and Contractors at which the completion
report is among other items approved and signed of.
e) Carry out a post-contract evaluation of the works, achievements, the
processes undertaken and the management of the contract and prepare and
submit a fnal report.
f) Assist the Client to organize and host a contract closure event to mark the
successful completion of the contract
SECTION F:
IMPLEMENTATION TIME FRAME AND SCHEDULE
12 Time Frame
12.1 The overall duration for implementation of construction of the proposed ofces at
Plot No M193 / 194 Kinawataka Road, Nakawa Industrial Area, Kampala is
programmed at a total ofapproximately 4 years), starting from the date of
commencement of the Consultants assignment.
12.2 The construction by the Contractor is estimated to take 4years and then followed
by a 12 months maintenance period (Defects Liability Period). The
Consultants proposal for the assignment should therefore comply with this time
frame, requiring engagement of the Consultant over a total period of 4 years
12.3 Where the URA is required to approve submissions, documents and reports, the
Consultant or other parties expecting responses will generally receive the response
within the periods stipulated in the implementation schedule below. In the event
that any of the stipulated periods is not likely to be achieved for whatever reason,
the Consultant and other parties would be advised promptly.
13 Implementation schedule
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13.1 The breakdown of the estimated time frame and implementation schedule for the
proposed building is set out in Table 1 below.
Table 1: Implementation time frame
ITEM ACTIVITY DESCRIPTION DURATION
(WEEKS)
PART II MONITORING, SUPERVISION OF
CONSTRUCTION
6 Construction of 22-Storey building
A Construction stage
B Mobilization by Contractor
C Construction of the ofce building
7 Post-construction stage
A Maintenance period
B Post contract evaluation and closure activities
Sub-total
TOTAL PROJECT DURATION
SECTION G:
REPORTING REQUIREMENTS AND SCHEDULE OF DELIVERABLES
14 OUTPUTS, REPORTING REQUIREMENTS AND SCHEDULE OF DELIVERABLES
14.1 Meetings of the Consultant and the Client
The Consultant and URA will agree dates for regular meetings between the URA-
CMT and the Consultant to be held on site in Kampala during the consultancy
assignment. It is estimated that at least one (01) such meeting per month will
occur throughout the assignment.
14.2 Meetings of the Consultant and stakeholders or end users
The Consultant shall arrange for, convene and meet the cost of all consultative
meetings with stakeholders and end users including where workshops are
required.
14.3 Particular requirements for reporting and approvals
a) Form and language of reports
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i) The Consultant shall submit written reports in the English language, in
addition to drawings and other pertinent technical illustrations where
necessary, to the URA during and at the end of each stage.
ii) The Consultant shall take into account all comments received from
concerned parties and modify or cause to be modifed, the reports,
drawings and documents accordingly.
iii) All data shall be in units of the metric system and all prices shall be
quoted in UGX.
iv) The general paper format for the presentation of reports shall be size A4
(210 x 297mm) with A4 multiples folded down to that size.
v) The Consultant shall bear the cost of printing and reproduction of all
reports and documents under this assignment, unless specifed
otherwise.
b) Soft copies of reports to be submitted
A soft copy of each report, document and drawings shall be submitted on a
RW CD together with the hard copy of the report.
c) Failure to comply with reporting schedule
Reports and documents to be submitted by the Consultant shall comply with
the implementation schedule in Section 24 above. Failure on the part of the
Consultant to meet submission deadlines will attract liquidated damages,
which will be agreed upon and inserted in the consultancy contract.
d) Procedure for approvals by the Client
i) Client in these ToR means URA or designated end user Department of
the results of the project.
ii) Submission of reports and documents by the Consultant shall be
addressed to the Commissioner Corporate Services, Uganda Revenue
Authority, Attention: Team Leader, URA Contract Management Team
(CMT) shall be delivered at URA Head Ofce, Main Building, Nakawa
Industrial Area, Kampala.
iii) Where it is indicated that the Client will give approval, it means The CMT
Leader will obtain and issue notice of the approval of URA as the case
may be.
iv) URA will reserve the right to subject the submissions of the Consultants
and Contractors to the required internal approvals of URA and the
approval of any other local or central government or statutory agencies.
e) Cost of making changes to reports and documents
In the event that the Consultants reports or designs and documents are
found unacceptable at any stage of the project, the Consultant will resubmit
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revised reports or documents or designs at no additional cost to the Client.
Any revisions required by URA following submissions for approval will be
completed by the Consultant within the (lump sum cost)for consultancy fees
and expenses.
f) Return of documents, soft copies and software to the Client
i) At the end of the assignment, the Consultant shall return to the client,
documents, reports and all written communications originating from both
parties and put at the disposal of the Consultant for the purpose of the
project, together with an inventory.
ii) Soft copies and the software used for generating the documents shall also
be handed over to the client.
iii) Neither the Consultant nor any of their staf shall claim a right of
authorship or design patent on the contents of any of the reports and
documents submitted during the project.
14.4 Content, number of copies and distribution of reports
The Consultant will submit reports and documents to the URA in the numbers
indicated in Table 2 below and at the relevant stage for the necessary review,
comments and approval of the client.
Table 2: Reports and schedule of deliveries
ITEM REPORT/DOCUMENT TITLE CONTENT NO. OF
COPIES
CONSTRUCTION
MONITORING AND
SUPERVISION REPORTS
12 Monthly progress report on the
construction contracts: to be
submitted in the frst week of
each calendar month (starting
after the works contract is
signed).
Summary of physical and
fnancial progress against
approved schedule, relevant
photographs, impediments
and proposed solutions,
contractors establishment,
other relevant details.
5
13 Quarterly progress report on
the construction contract: ditto
Ditto item 2 ditto 5
14 Reports, documents incidental
to all contract administrative
responsibilities
5
15 Post-project evaluation report 5
16 Consultants project
completion report, including
fnal accounts
5
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SECTION H:
DATA, SERVICES TO BE PROVIDED BY URA
15 DATA, LOCAL SERVICES, PERSONNEL, AND FACILITIES TO BE PROVIDED
BY URA
15.1 URAhas specifc data, documents or the like information to make available to the
Consultant which may be required by the consultant. These may include staf
numbers, title deed for the plots, project inception reports, URA organogram, the
Corporate Plan etc. to help the Consultant obtain a better understanding of the
project. However, the Consultant will be expected to obtain from the relevant
agencies, the following additional documents which will be applicable to the
services and works:
a) Ministry of Works and Transport Engineering standards for design and
construction of roads, bridges and buildings;
b) PPDA procurement law, guidelines and standard documents for works;
c) Any other relevant document or report that is necessary for the execution of
the Consultants assignment.
15.2 URA will provide the following services to the Consultant:
a) Liaison and assistance to obtain any other information and documents
required from other agencies which URA considers essential for the proper
conduct of the PMs assignment;
b) Customs and tax exemptions as detailed in the GCC and SCC for the
consultancy;
c) Assistance to obtain work permits for staf of the Consultant.
15.3 URA will not have support or counterpart personnel assigned to work with or
under the supervision of the Consultant and the Consultant should therefore
provide for all stafng required to undertake the assignment.
15.4 URA will not provide the following facilities and the Consultant must therefore
make their own arrangements to provide them for the assignment:
a) Vehicles for use by the Consultant in the course of the assignment;
b) Ofce space and accommodation for the Consultants staf;
c) Survey equipment;
d) Information Technology equipment and systems.
SECTION I:STAFFING
16 THE CONSULTANTS STAFFING
16.1 The Consultant shall organise their resources as they deem appropriate. The
estimated staf input and the minimum qualifcations and experience which will
be required of the Consultants key personnel are detailed in the Data Sheet to the
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Information to Consultants in the RFP document. However, the Consultant shall
as a minimum be expected to consist of a team of the following ten (9) suitably
qualifed and experienced specialists who will be evaluated as key personnel:
o Project Manager/ Team Leader
o Architect (Building design)
o Architect (Landscape)
o Civil/Structural Engineer
o Quantity Surveyor
o Building Services Engineer (Electrical)
o Building Services Engineer (Mechanical/Sanitation)
o Resident Engineer
o Environmental Specialist
16.2 Minimum required experience of proposed key staf
The minimum required qualifcations and experience for the key staf is in Table 3
below.
Table 3: Minimum required qualifcations
Ite
m
Position Number of
years of
professional
experience
Specifc experience
1 Project
Manager/Tea
m Leader
10 The Project Manager/Team Leader (PM) should
be a registered Architect or Quantity Surveyor
or Engineer with a valid practicing certifcate
and the relevant bachelors degree qualifcation
or equivalent. Should have at least 10 years
experience in similar building construction
projects, with no less than 5 years as a PM.
Should have knowledge of the design process
for building works and the ability to manage
the design and supervision of similar projects.
2 Architects
(building,
interior
design)
7 Should be a registered Architect with a valid
practicing certifcate and bachelors degree or
equivalent qualifcation in architecture. Not
less than 7 years experience in design of
similar works with at least 3 years in project
implementation and supervision.
3 Structural
Engineer
10 A registered or chartered Structural Engineer,
with a bachelors degree qualifcation or
equivalent. At least 10 years in structural
design and investigation of buildings, with 5
being in supervision.
4 Building
Services
10 A registered or chartered Building Services or
Electrical Engineer, with a bachelors degree or
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Engineer
(Electrical)
equivalent qualifcation. Not less than 10 years
experience in design of electrical installations
in buildings, with 5 being in supervision.
5 Building
Services
Engineer
(Mechanical/
Sanitation)
10 A registered or chartered Building Services or
Mechanical or Sanitary Engineer, with a
bachelors degree or equivalent qualifcation.
Not less than 10 years experience in design of
water and drainage installations in buildings,
with 5 being in supervision.
6 Quantity
Surveyor
5 A registered surveyor, with valid practicing
certifcate and a bachelors degree qualifcation
or equivalent in Quantity Surveying or
Building Economics. Not less than 5 years
experience in similar works, documentation,
bid evaluations, contract administration.
7 Environment
al Specialist
7 A registered practitioner, with valid practicing
certifcate and a bachelors degree qualifcation
or equivalent in Environmental Science or
Engineering. Not less than 7years experience
in similar works.
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