REQUEST FOR PROPOSAL OF CONSULTANCY SERVICES

FOR DETAILED DESIGN, PREPARATION OF BIDDING

DOCUMENTS AND SUPERVISION OF CONSTRUCTION
WORKS FOR GOOD NEIGHBORS TANZANIA MWANZA
AREA OFFICE.

(NOTE: THIS IS A CONSORTIUM)

GOOD NEIGHBORS TANZANIA, P.O. BOX 367, MWANZA.

4/17/2021
REQUEST FOR PROPOSAL FOR PROVISION OF CONSULTANCY SERVICES FOR
DETAILED DESIGN, PREPARATION OF BIDDING DOCUMENTS AND
SUPERVISION OF CONSTRUCTION WORKS FOR GOOD NEIGHBORS TANZANIA
MWANZA AREA OFFICE.

A. BACKGROUND

This consultancy assignment in regards to the provision of engineering and architectural services
in the context of;

i. Construction of Kitchen room in six (6) primary schools located in Kome Island,
Sengerema district council.

ii. Construction of toilet for male and female in six (6) primary schools located in Kome
Island, Sengerema district council.

iii. Renovation of ten (10) water wells in schools and community points in Kome Island,
Sengerema district council.

The provision of engineering and architectural services foreseen in the context of these
assignments comprises primarily the services in three categories namely I) the preparation of
design and drawings including their approval II) preparation of tender document including
specifications and Bill of Quantities (BOQ) required for procurement of “construction works”
and III) supervision services for the completion of construction works, which shall be executed
through a separate tender.

The Engineering and Architectural Company (Consulting Company) is expected to offer a highly
skilled and experienced team of experts for successful accomplishment of services in each
category, and appoint a Project Manager for overall coordination, who shall serve as Good
Neighbors Tanzania’s day to-day primary contact, in terms of staffing.
 SECTION I – LETTER OF INVITATION

Dear Sir/ Madam,

RE: CONSULTANCY SERVICES FOR DETAILED DESIGN, PREPARATION OF BIDDING

DOCUMENTS AND SUPERVISION OF CONSTRUCTION WORKS FOR GOOD
NEIGHBORS TANZANIA.

Good neighbors Tanzania invites proposal for consultancy services for detailed design,
preparation of bidding documents and supervision of construction works for Good Neighbors
Tanzania.

Request for proposal (RFP) includes the following documents:-

Section I – Letter of invitation

Section II – Information to consultants
Section III – Technical proposal
Section IV – Financial proposal
Section V – Terms of reference
Interested consultants may obtain further information from Good Neighbors Tanzania – Mwanza
Area Office project operation section during normal working hours 0800 – 1600hrs excluding
public holidays.

Completed request for proposal (RFP) are to be enclosed in plain sealed envelope marked
‘CONSULTANCY SERVICES FOR DETAILED DESIGN AND SUPERVISION OF
CONSTRUCTION WORKS FOR GOOD NEIGHBORS TANZANIA – MWANZA AREA
OFFICE’ to be addresses to,

Managing Director

Good Neighbors Tanzania – Mwanza Area Office

P.O BOX 367

Mwanza.

To be received on or before …………

Proposals will be open immediately thereafter in the presence of the consultants who choose to
attend at Good Neighbors Tanzania – Mwanza Area Office at…..
SECTION II – INFORMATION TO CONSULTANTS (ITC)

2.1 Introduction

2.1.1 Good Neighbors Tanzania will select a firm from among the firms shortlisted to submit a
proposal in accordance with the method of selection detailed in this request for proposal (RFP).

2.1.2 The firms are invited to submit a Technical proposal and financial proposal as specified in
this RFP document.

2.1.3 Good Neighbors Tanzania will provide inputs specified in this RFP.

2.2 Clarification and Amendment of RFP Documents

2.2.1 Interested firms may request a clarification of any of the RFP documents only up to seven
days before the proposal submission date. Any requested for clarification must be sent in writing
by paper letter, or electronic mail to such request and will send written copies of the response
(including an explain of the query but without identifying the source of inquiry) to all interested
consultants who intend to submit proposals.

2.2.2 At any time before the submission of proposal, Good Neighbors Tanzania may for any
reason whether at his own initiative or in response to a clarification requested by an invited firm,
amend the RFP. Any amendment shall be issued in writing through addenda. Addenda shall be
sent by email to all invited consultants and will be binding on them. Good Neighbors Tanzania –
Mwanza Area Office may at her discretion extend the time of submission of proposals.

2.3 Preparation of Technical proposal

2.3.1 The firm’s proposal shall be written in English language

2.3.2 In preparing the Technical Proposal, firm are expected to examine the documents
constituting this RFP in detail. Material deficiencies in providing the information requested may
result in rejection of a proposal.

2.3.3 While preparing the Technical Proposal, firms must give particular attention to the
following:

i. If a firm considers that it does not have all the expertise for the assignment, it may obtain
a full range of expertise by associating with individual consultant(s) and/ or other firms
or entity in a joint venture, consortium or sub-consultancy as appropriate. Firms shall not
associate with the other firms competing for this assignment. Any firms associating in
contravention of this requirement shall automatically be disqualified.
ii. It is desirable that the majority of the key professional staff proposed be permanent
employees of the firm or has an extended and stable working relationship with it.
 iii. Proposed professional staff must as a minimum, have the experience indicated in
Appendix, preferably working under conditions similar to those prevailing in Tanzania.

2.3.4 The Technical Proposal shall provide the following information using the attached
Standard Forms;

i. A brief description of the firm’s organization and an outline of recent experience on

assignments of the similar nature.
ii. Any comment or suggestions on the RFP, a list of services and facilities to be provided
by Good Neighbors Tanzania – Mwanza Area Office.
iii. A description of methodology and work plan for performing the assignment.
iv. The list of the proposed staff team by specialty, the tasks that would be assigned to each
staff team member and their timing.
v. CVs recently signed by the proposed professional staff and the authorized representative
submitting the proposal. Key information should include number of years working for the
firm/entity and degree of responsibility held in various assignments during the last ten
(10) years.
vi. A detailed description of the proposed methodology, staffing and monitoring of training.
vii. Any additional information requested in this RFP.

2.4 Preparation of Financial Proposal

2.4.1 In preparation of financial proposal, firms are expected to take into account the
requirements and conditions outlined in the RFP documents. The Financial Proposal should
follow Standard Forms in specified in this RFP. It lists all cost associated with the assignment
including;

i. Summary of Costs (%)

ii. Detailed Costs of other activity

2.4.2 The financial Proposal should clearly identify as separate amount, located taxes, duties,
fees, levies and other charges imposed under the law on the firms, the sub-consultants and their
personnel, unless specified otherwise.

2.4.3 Bidders shall express of their services in Tanzania Shillings.

2.4.4 Commission and gratuities, if any, paid or to be paid by firms and related to the assignment
will be listed in the Financial Proposal submission Form.

2.4.5 The proposal must remain valid for 120 days after the submission date. During this period
the firm is expected to keep available at his own cost, the professional staff proposed for the
assignment. Good Neighbors Mwanza will make his best effort to complete negotiations with in
this period. If Good Neighbors Mwanza wishes to extend the validity period of the proposals, the
bidders shall agree to the extension.

2.5 Submission, Receipt and Opening of Proposals

2.5.1 The original proposal (Technical Proposal and if required, Financial Proposal; see para.
1.2) shall be prepared in indelible ink. It shall contain no interlineation or overwriting, except as
necessary to correct errors made by the firm itself. Any such corrections must be limited by the
persons or person authorized to sign the proposals.

2.5.2 For each proposal, the films shall prepare the number of copies indicated in Appendix “A”.
Each Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. If there are
any discrepancies between the original and the copies of the proposal, the original shall govern.

2.5.3 The original and all copies of the Technical Proposal shall be placed in the sealed envelope
clearly marked “TECHNICAL PROPOSAL” and the original and all copies of Financial
Proposal in a sealed envelope clearly “FINANCIAL PROPOSAL” and warning: “DO NOT
OPEN WITH THE TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outer
envelope sealed. This outer envelope shall bear the submission address and other information
indicated in the “ITC” and be clearly marked, “DO NOT OPEN, EXCEPT IN PRESENCE
OF THE OPENING COMMITTEE”.

2.5.4 The completed Technical and Financial Proposal must be delivered at the submission
address on or before the time and date stated in the “ITC”. Any proposal received after the
closing time for submission of proposal shall be returned to the respective consultant unopened.

2.5.5 After the deadline for submission of proposals, the Technical Proposal shall be opened
immediately by the opening committee. The Financial Proposal shall remain sealed and
deposited with a responsible officer of Good Neighbors Mwanza Office up to the time for public
opening of Financial Proposals.

2.6 General Proposal Evaluation

2.6.1 From the time the bids are opened to the time the Contract is awarded, if any bidder withes
to contract GNTZ on any matter related to his proposal, he should do so in writing at the address
indicated in “ITC”. Any effort by the firm to influence Good Neighbors Mwanza in the proposal
evaluation, proposal comparison or contract award decisions may result in the rejection of the
firm’s proposal.

2.6.2 Evaluators of Technical Proposal shall have no access to the Financial Proposal until the
technical evaluation is concluded.
2.7 Evaluation of Technical Proposal

The evaluation committee appointed by GNTZ – MAO shall evaluate the Technical Proposals on
the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as
follows:-

Evaluation Category Points

i. General experience of the consultant in construction works (40)
and specific relevant projects related to assignment
ii. Understanding the terms of reference, adequacy of the (20)
proposed work plan and proposed methodology in responding
to the terms of reference
iii. Qualification and competencies of key personnel; and specific (40)
relevant experiences in construction works
Total Points 100

2.7.1 Any proposal which will be examined and found not to comply with all the requirements
for submission of the proposals will be declared nonresponsive. All the proposals found to have
compiled with all the requirements for submission of proposals shall be declared responsive by
the evaluation committee.

2.7.2 Each responsive proposal will be given a technical score. A proposal shall be rejected at
this stage if it does not respond to important aspects of the Terms of Reference and fails to attain
the 70 points.

2.8 Public Opening and Evaluation of Financial Proposal

2.8.1 After Technical Proposal evaluation, GNTZ–MAO will notify those firms whose proposals
did not meet the minimum qualifying mark or were considered non-responsive to the RFP,
indicating that their Financial Proposal will be returned after completing the minimum qualifying
mark, indicating the date and time set for opening the Financial Proposals and stating that the
opening ceremony is open to those bidders who chose to attend. The opening date shall not be
sooner than seven (7) days after the notification date. The notification will be sent by electronic
mail.

2.8.2 The Financial Proposals shall be opened publicly in the presence of the firms’
representatives who choose to attend. The name of the firm, the technical scores and the
proposed prices shall be read aloud and recorded when the Financial Proposals are opened, the
client shall prepare attendance sheet of the public opening.

2.8.3 The tender evaluation committee will determine whether the financial proposals are
complete (i.e. whether the firm has priced all the items of the corresponding Technical Proposal
and corrected any computation errors). The cost of any un-priced shall be assumed to be included
in other cost in the proposal. In all cases, the total price of the Financial Proposal as submitted
shall prevail.

2.8.4 The formula for determining the Financial score (Sf) shall, unless an alternative formula is
indicated in the Appendix “A”, be as follows: - Fs = 100 * FM/F where Fs is the financial
score; Fm is the lowest priced financial proposal and F is the price of the proposal under
consideration. Proposals will be ranked according to their combined technical (St)

2.8.5 The bid evaluation committee shall evaluate the proposals within 30 days of from the date
of opening the proposals.

2.8.6 Contract price variations shall not be allowed for contracts not exceeding one year (12
months).

2.8.8 Price variation requests shall be preceded by the procuring entity within 30 days of
receiving the request.

2.9 Negotiations

2.9.1 Negotiations will be held at the same address as “address to send information to GNTZ–
MAO” indicated in the Appendix “A”. The aim is to reach the agreement on all points and sign a
contract.

2.9.2 Negotiations will include a discussion of the Technical Proposal, the proposed
methodology (work plan), staffing and any suggestions made by the firm to improve the Terms
of Reference. GNTZ – MAO and the firm will then work out final Terms of reference, staffing
and bar charts including activities, staff period in the field and in the head office, staff-months,
logistic and reporting. The agreed work plan and final Terms of Reference will then be
incorporated in the “Description of service” and from part of the contract. Special attention will
be paid to get a firm that can offer within the available and clarify defining the inputs required
from the client to ensure satisfactory implementation of the assignment.

2.9.3 Unless there are exceptional reasons, the financial negotiation will not involve the
remuneration rates for stuff (no breakdown of fees).

2.9.4 Having selected the firm on the basis of, among other things, an evaluation of proposed key
professional staff, GNTZ – MAO expects to negotiate a contract on the basis of the experts
named in the proposal. Before contract negotiations, GNTZ – MAO will require assurance that
the experts will be actually available. GNTZ – MAO will not consider substitutions during
contract negotiations unless both parties agree that undue delay in the selection process makes
such substitution unavoidable or that changes are critical to meet the objectives of the
assignment. If this is not the case and if it is established the key staff were offered in the proposal
without confirming their availability, the firm may be disqualified.

2.10 Award and Contract

2.10.1 The contract will be awarded followings. After negotiations are completed, GNTZ –
MAO will promptly notify other firms on the shortlist that they were unsuccessful.

2.10.2 The selected firm is expected to commence the assignment on the date and at the location
as specified in this RFP.

2.10.3 The parties to the contract shall have it assigned within 30 days from the date of
notification of the contract award unless there is an administrative review request.

2.10.4 GNTZ – MAO may at any time terminate procurement proceedings before contract award
and shall not be liable to any person for the termination.

2.10.5 GNTZ – MAO shall give prompt notice of the termination to the bidders on request give
its reasons for termination within 14 days of receiving the request from any bidder.

2.10.6 To qualify for contract awards, the bidder shall have the following;

a. Necessary qualifications, capability experience, services, equipment and facilities to

provide what is being procured.
b. Legal capacity to enter into a contract for procurement
c. Shall not be insolvent, in relationship, bankrupt or in the process of being wound up and
is not the subject of legal proceedings relating to the foregoing.
d. Shall not be debarred from participating in public procurement.

2.11 Confidentiality

2.11.1 Information relating to evaluation of proposals and recommendations concerning awards

shall not be disclosed to the forms who submitted the proposals or to other persons not officially
concerned with the process, until the winning firm has been notified that it has been awarded the
contract.

2.12 Corrupt or fraudulent practices

2.12.1 GNTZ – MAO requires that bidding firms observe the highest standards of ethics during
the selection award of the consultancy contract and also during the performance of the
assignment. The bidder shall sign the declaration he has not and will not be involved in corrupt
or fraudulent practices.
Appendix to Information to the Consulting Firm

The following information for procurement of consultancy services and selection of consultants
shall complement or amend the provisions of the information to consultants, wherever there is a
complete between the provisions of the information and to consultants and the provision of the
appendix, the provisions of the appendix herein shall prevail over those of the information to
consultants.

Data Sheet

A. General
Name of the Client
GOOD NEIGHBORS TANZANIA MWANZA AREA OFFICE
Financial proposal to be submitted together with Technical proposal: NO
The name of the assignment is:
Consultancy services for detailed design, preparation of bidding documents and
supervision of the construction works for Good Neighbors Tanzania Mwanza Area
Office.
A pre-proposal conference will be held: No
The client will provide the consultants with the following documents:
 Terms of reference as part of this RFP
B. Preparation of Proposal
This RFP has been issued in the English language
Proposal shall be submitted in English language
All correspondence exchange shall be in English language
Participation of Sub-consultants and Non-key Experts in more than one proposal is
permissible: No
Proposal must remain valid for 120 calendar days after the proposal submission
deadline.
Clarifications may be requested not letter than 7 days prior to the submission
deadline.
The contract for requesting clarification is:
Project Manager
Good Neighbors Tanzania Mwanza Area Office
P.O. BOX 367
Mwanza
[email protected]
C. Submission, Opening and Evaluation
The consultants shall have the option of submitting their Proposals electronically. No
The Proposal must be submitted not later than:
Date: 30th April 2021
Time: 3:30 pm.
The opening of the Proposal shall take place at GNTZ-MAO office
 S/N CRITERIA YES NO
1 Technical Proposal: one (1) original and (1) copy √
2 Certificate of registration/incorporation √
3 Valid Tax Compliance Certificate √
4 Audited Accounts for the last two years √

SECTION III – TECHNICAL PROPOSAL

Notes on the preparation of the Technical Proposals

3.1 In preparing the Technical Proposals the consultant is expected to examine all terms and
information included in the RFP. Failure to provide all the requested information shall be at the
consultants’ own risk and my result in rejection of the consultant’s proposal.

3.2 The technical proposal shall provide all requires information and any necessary additional
information and shall be prepared using the standard forms provided in this section.

3.3 The technical proposal shall not include and financial information unless it is allowed in the
Appendix to inform the consultants or the Special Conditions of Contract.

TECHNICAL PROPOSAL STANDARD FORMS

The technical proposal shall be prepared and submitted by the consultants.

It shall contain the following: -

1. Technical proposal submission form

2. Comments and suggestions of consultants on the requested for proposal.

3. Description of the methodology and work plan for performing the assignment.

4. Team composition and task assignment

5. Format of curriculum (CV) for proposed professional staff

6. Time schedule for professional personnel

7. Activity (work schedule)

1. TECHNICAL PROPOSAL SUBMISSION FORM

……………………………Date

To: …………………………………

……………………………………

…………………………………..

(Name and address of the client)

Dear Sir/Madam

We, the undersigned, offer to provide the consulting service for ………………………………….
(Title of consulting service) in accordance with your Request for Proposal dated………………...
(Date) and our proposal, we hereby submitting our proposal which includes this Technical
Proposal, (and a financial proposal sealed under a separate envelop-were possible).

We understand you are not bound to accept and Proposal that you receive.

We remain,

Yours sincerely,

……………………………………………… (Authorized Signature)

……………………………………………… (Name and Title of Signatory)

……………………………………………… (Name of firm)

……………………………………………… (Address)
2. FIRM’S REFERENCES
Relevant Services Carried Out in the Last Five Years

That Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm either
individually, as a corporate entity or in association, was legally contracted.

Assignment Name: Country:

Location within Country: Professional Staff provided by your

Firm/Entity (profiles)
Name of Client: Clients contact person for the assignment:

Address: No of Staff-Months; Duration of Assignment:

Start Date Completion Date: Approximate Value of Services (Tshs):

(Month/Year):

Name of Associated Consultants. If any: No of Month of Professional Staff provided by

Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions

Performed:

Narrative Description of project:

Description of Actual Services Provided by Your Staff:

 Firm’s Name: __________________________________________

Name and title of signatory; ______________________________

(May be amended as necessary)

3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE

TERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES
TO BE PROVIDED BY THE CLIENT.
On the Request for proposal:

1.

2.

3.

4.

5.

On the data, services and facilities to be provided by the Client

1.

2.

3.

4.

5.
4. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR
PERFORMING THE ASSIGNMENT

- (Please write here)

5. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff
Name Position Task

2. Support Staff
Name Position Task
6. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED
PROFESSIONAL STAFF

Proposed Position: ………………………………………………………………………..

Name of Firm: …………………………………………………………………………….

Name of Staff: ……………………………………………………………………….….…

Profession: ………………………………………………………………………………...

Date of Birth: ……………………………………………………………………….……..

Years with Firm: ………………………..…Nationality: ……………………………......

Membership in Professional Societies: ……………………………………….………….

Detailed Task Assigned:

…………………………………………………………….………………...………………
……………………………………………………………....………………………………
………………………………………………...………….…………………………………
………………………………..…….….……………………………………………………
…………………….………………………………………………………………………...

Key Qualification:
(Give an outline of staff member’s experienced and training most pertinent to task on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations)

Education:
(Summarize college/university and other specialized education of staff member, giving
names of schools, dates attended and degree(s) obtained.

Employment Record:
(Starting with present position, list in reverse order every employment held. List all
positions held by staff member since graduation, giving dates, names of employing
organizations, titles of position held, and locations of assignments.)
 Certification:
I, the undersigned, certify that these data correctly describe me, my qualifications, and
my experience.
……………………………………………………… Date: ……………………………….

(Signature of staff member)

………………………………………………………………Date:.…………………………………..
(Signature of authorized representative of the firm)

Full name of staff member: ………………………………………………………………..

Full name of authorized representative: ……………………………………………………

7. ACTIVITY (WORK) SCHEDULE

(a). Field Investigation and Study Items

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th
Activity (Work)

(1st, 2nd, etc., are months from the start of assignment)

(b). Completion and Submission of Reports

Reports Date

1. Inception Report
2. Interim Progress Report

(a) First Status Report

(b) Second Status Report

3. Draft Report
4. Final Report
 SECTION IV – FINANCIAL PROPOSAL

Note on preparation of Financial Proposal

4.1 The financial proposal prepared by the consultant should list the associated with the
assignment. These costs normally cover remuneration for staff, subsistence,
transportation, services and equipment, printing of documents, surveys etc. as may be
applicable. The costs should be broken done to be clearly understood by the procuring
entity.
4.2 The financial proposal shall be referred in Tanzania Shillings or any other currency
allowed in the request for proposal and shall take into account the tax liability and
cost of insurances specified in the request for proposal.
4.3 The financial proposal should be prepared using the standard forms provided in this
part.
4.4 The formulae for determining the Financial Score (Sf) shall, be as follows:-
Fs = 100 X FM/F where Fs is the financial score; Fm is the lowest priced financial
proposal and F is the price of the proposal under consideration. Proposals will be
ranked according to their combined technical (St) and financial (Sf) score using the
weight (T + p = 1). The combined technical and financial score, S, is calculated as
follows: - S = St Xt% +Fs x P %. The firm achieving the highest combined technical
and financial score will be invited for negotiations.

The weight given to Technical and Financial Proposals are:

 Technical (T) = 0.90

 Financial (F) = 0.10
SECTION V – TERMS OF REFERENCE

CONSULTANCY SERVICE FOR DETAILED DESIGN, PREPARATION

OF BIDDING DOCUMENTS AND SUPERVISION OF THE
CONSTRUCTION WORKS FOR GOOD NEIGHBORS TANZANIA
MWANZA AREA OFFICE.

5.0 Background

Good Neighbors Tanzania Mwanza Office intends carry out construction works in Kome Island
– Buchosa district, Mwanza region. The Consultants are thus expected to conduct architectural
design, structural design, and service drawings, prepare documentation of the project, help in the
procurement of contractors and carry out post contract management of the construction works.

5.1 Objectives

The objective of this consultancy service is the design and documentation of the project,
assistance in the procurement of contractors and post contractor management for proposed
construction works while upholding high standards of professionalism.

5.2 Scope of the assignment

The consultant will perform its task and specifically undertake:-

I. Architectural design, Structural Design, preparation of service drawings, preparation of

the bidding documents, and construction supervision and management of the contract.
II. The consultants will be responsible fr the provision of detailed drawings and Bills of
Quantities in the hard or soft formats for tender action. The consultants will also
undertake the post contract management of the project under the supervision of the
representatives of Good Neighbors Tanzania Mwanza Office.

More specifically, the Consultant specific task of the consultancy will include but not limited to:

i. Design and documentation of the works.

ii. Assistance in procurement of contract.
iii. Construction supervision.
iv. Preparation of tender documents.
v. Preparation of final account.
vi. Preparation reports required by the client.
The Consultants shall provide the service in accordance with the relevant standards in the United
Republic of Tanzania while taking cognizance of the global trends.

5.3 Duties of Consultant

Duties of the Consultant shall include design, preparation of cost estimates, and assisting in the
tender process and post-contract administration. Details of the Consultant’s duties shall comprise
but shall not be limited to the activities described below:

i. Review of the existing drawings.

ii. Discussion with client on requirements including work plans, timescale and any financial
or budgetary limits.
iii. Detail design.
iv. Production information (working drawings).
v. Prepare technical specifications for the works to be carried out;
vi. Prepare Bill of Quantities and cost estimates for all works to be carried out.
vii. Tender action.
viii. Project planning.
ix. Construction supervision.
x. Undertake planning, monitoring, reporting and financial management of project
execution.
xi. Supervise the Contractors in making good any a rising defects.
xii. Produce a draft and subsequently a final documentation report which consist of as Built
Drawings (where applicable) and Final Account.
xiii. It is imperative that a thorough assessment of the status of the physical infrastructure is
carried out so that the new project can make good use of it.

The consultant where necessary shall assist GNTZ - MAO in the tendering process using Good
Neighbors Procurement Guideline and relevant manuals; and shall undertake the following
services;

a) Prepare tender documents including drawings, bill of quantities in sufficient detail to

enable contractors to prepare a tender.
b) Prepare standard bidding documents to be used for tendering in accordance with Good
Neighbors procurement procedure.
 c) In conjunction with GNTZ – MAO the final tender documents for the construction of the
building and inviting tenders;
d) Liaise with the GNTZ - MAO in drawing up detailed implementation schedules for all
activates related to construction.

However, the Consultants should propose a relevant methodology to ensure proper delivery of
the assignment, while clearly justifying the identified designs.

In addition, the Consultants should provide the sequencing and relevance of the activities that
will be carried out to achieve the expected outcomes of the assignment and detailed
implementation chart that includes a critical path.

REQUIRED CONSULTING FIRMS

The consulting firm can consort with other firms if they do not have enough experts to ensure
availability of experts in the following fields on a permanent basis;

5.1.1 Architectural firm

The architectural firm should be a registered with Architects and Quantity Surveyors
Registration Board of Tanzania. The architect shall be required to provide sustainability design
and ensure the construction is achieved as per architectural drawings and specifications. The
Architect should present annual practicing certificate.

5.1.2 Quantity surveying firm

The Quantity surveying firm should be registered with Architects and Quantity surveyors board
and present the annual practicing certificate.

5.1.3 Civil/Structural Engineering firm

The firm should be registered with Engineers registration board of Tanzania and present the
annual practicing certificate.

5.1.4 Electrical Engineering firm

The firm should be registered with Engineers registration board of Tanzania and present the
annual practicing certificate.

5.1.5 Mechanical Engineering firm

The firm should be registered with Engineers registration board of Tanzania and present the
annual practicing certificate.
 5.4 REPORTING ARRANGEMENTS

The Consultants will report to the representative of GNTZ and ultimately to GENERAL
MANAGER/DIRECTORS of GNTZ as the Client and principal contact for the consultancy, and
from whom all necessary approvals will be obtained.

The Consultant shall, in close consultation with client, arrangement consultative meetings with
contractors at regular intervals or whenever there is need.

5.5 QUALITY ASSURANCE REVIEWS OF THE WORK

Quality Assurance of the assignment will be provided in form of regularly reporting as agreed by
the parties to GNTZ and adherence to schedules and timeframes.

5.6 MONITORING PROGRESS OF ASSIGNMENT

GNTZ shall monitor and evaluate the progress of the Consultancy through the reports on the
deliverables on a regular basis to be agreed upon by the parties. The reports will be submitted to
GNTZ through her appointee as may be required.

5.7 PRICING

i. A detailed cost breakdown structure must be included.

ii. All pricing must be shown inclusive of any applicable taxes.

Note: Reimbursable expenses are not allowed.

5.8 ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE GNTZ

GNTZ shall furnish the Consultant with design brief/wish list for the project.

In addition, GNTZ - MAO shall:

i. Be responsible for; liaison between the Consultant and monitoring of the consultancy
service;
ii. Review reports/documents submitted by the consultant and give feedback to the
consultant accordingly as provided for in the RFP; and
iii. Provide the consultants with any other relevant assistance that may be required during the
execution of the contract.

5.9 DURATION OF THE ASSIGNMENT

The duration of the assignment will be determined by date quoted by the main contract at tender
stage.
 5.10 ETHICAL CODE AND PROFESSIONALISM

The Consultant shall carry out the above assignment in accordance with the highest standard of
ethical competence, integrity and professionalism, having due regard to the nature and purpose
of the assignment. The Consult will at all-times and purpose, regard as strictly confidential all
knowledge and information not within the public domain which may be acquired in the course of
carrying out this assignment and the information shall not be directly or indirectly disclosed to
any person whatsoever, except with the written permission of the Client. The Consultants will
waive all copyrights of documents, data and information prepared as part of this assignment in
favor of Good Neighbors Tanzania.

6.0 CONFIDENTIALITY

The Consultant should treat all the records and information that comes into their possession as a
result of the constancy assignment as confidential.
APPENDIX
FINANCIAL PROPOSAL STANDARD FORMS

Table of Contents
1. Financial proposal submission form.
2. General description of the costs.
3. Percentage wise breakdown of costs.

1. FINANCIAL PROPOSAL SUBMISSION FORM

……..………………………………………… Date

To: ………………………………………………………

………………………………………………………

………………………………………………………

(Name and address of the client)

Dear Sir/Madam

We, the undersigned, offer to provide the consulting services for

………………………………………………… (Title of consulting services) in accordance

With your Request for Proposal dated (_______________________) [Date] and our Proposal.
Our attached Financial Proposal in terms of percentage of total project cost will be

( ............................................... ) (Amount in percentage of the total construction cost) inclusive

of the taxes

We remain

Yours sincerely,

__________________________________ (Authorized Signature)

__________________________________ (Name and Title of Signature)

__________________________________ (Name of Firm)

__________________________________ (Address)