REF: AWF/PROC9-2/2024
BACKGROUND
The African Wildlife Foundation (AWF) is dedicated to the conservation of Africa's wildlife and natural habitats. By partnering with local communities, governments, and other organizations, AWF works to protect biodiversity and promote sustainable development across the continent. Their efforts include wildlife protection, habitat preservation, and improving community livelihoods in various African countries.
The Swedish International Development Cooperation Agency (SIDA) is a government agency responsible for administering Sweden's international development aid. SIDA focuses on reducing poverty, promoting human rights, and fostering sustainable development through projects in developing countries. It provides funding for initiatives in sectors such as environmental conservation, education, healthcare, and gender equality.
In collaboration with SIDA, AWF is supporting a project aimed at desilting water pans within the Tsavo Landscape. This initiative is part of a broader conservation effort to improve water access for both wildlife and local communities in the arid and semi-arid regions of Tsavo. Desilting the water pans will increase their capacity to store water, particularly during the dry season, which is crucial for maintaining ecological balance and supporting sustainable livelihoods in the area.
For this purpose, AWF invites bidders to submit quotations for the execution and completion of the above assignment as provided in this RFQ document.
ESSENTIAL REQUIRED DOCUMENTS
The bidder must attach the following documents to the tender to be submitted:
1. Business registration certificate
2. Copy of PIN Certificate
3. Proof of similar assignments completed
4. Bank Statement for the last 1 year
5. Copy of Tax Compliance certificate
6. Work Plan
SCOPE OF WORK
A. Clear the site by removing all vegetation, including trees, bushes, roots, and grass from the topsoil to prepare the area.
B. Mark the excavation areas for cuts, fills, embankments, and spillway dimensions using powder chalk, ensuring accurate set-out according to design specifications.
C. The water pan should have a minimum depth of 3 meters at its center, based on the soil profile and survey results, with a maximum depth of up to 4.5 meters depending on site topography.
D. Location and Size of Water Pans
The water pans targeted for desilting are in Maungu Ranch, Tsavo East, and Lumo Conservancy (Tsavo Conservation Area) within Voi Division. Upon completion of the water pans, additional work, including solarization and a water reticulation system, will be carried out, contingent on the availability of funds. Refer to Annex 1 for the Water pan drawings.
E. Access to Site: All the sites are accessible.
TECHNICAL REQUIREMENTS
- Machinery and Equipment: Earthmoving equipment such as a chain excavator, 50-ton Vibro-compactor, and a 10m³ water bowser should be made available as needed and used when necessary, depending on the specific project requirements.
Labor and Expertise:
1. Machine Operators:
- Equipment-Specific Certification: Operators should hold certifications specific to the machinery they will be using (e.g., excavators, backhoes, or dredgers).
- National Occupational Safety Certification: Operators should possess a valid occupational safety certification, such as an Occupational Safety and Health Administration (OSHA) certification or equivalent, that covers machinery operation and workplace safety protocols.
- Minimum Experience Requirement: Operators should have a minimum of 3-5 years of practical experience in operating the relevant machinery, particularly in similar projects (e.g., desilting, dredging, or earthworks).
- Driver’s License (Where Applicable): Operators should hold a valid heavy machinery or commercial driver’s license, depending on the type of machinery being operated.
2. Skilled Laborers:
- General Civil Works Experience: Laborers involved in the desilting process should have at least 2-3 years of experience working in civil construction, earthworks, or water management projects.
- Basic Safety Training: Laborers should have completed basic workplace safety training, ideally from an accredited provider. Certifications such as First Aid Training, Personal Protective Equipment (PPE) Usage, and basic environmental health and safety (EHS) certifications are beneficial.
- On-the-Job Training/Apprenticeships: Laborers with hands-on training or apprenticeships in waterworks or similar operations are preferred. Experience working in waterlogged or muddy conditions is an asset.
3. Supervisory Staff:
- Civil Engineering or Water Management Background: Supervisory staff or site engineers should have a degree or diploma in Civil Engineering, Water Resources Management, or a related field.
- Project Management Certification: If applicable, supervisory personnel should hold a certification in Project Management (e.g., PMP or equivalent) to ensure proper project oversight and coordination.
- Safety Officer Certification: A designated safety officer with certification in Occupational Health and Safety or a recognized Safety and Risk Management program should be on-site to ensure compliance with safety protocols.
Project Timeline: The project is expected to be implemented within 1.5 months, at most 15 days for each water pan.
ENVIRONMENTAL AND COMPLIANCE REQUIREMENTS
Environmental Impact: Vendors should comply with local environmental regulations. Right-of-way clearing will only cover the necessary area for construction, operation, and maintenance of temporary and permanent diversion routes. Excavated materials should be deposited in areas where they won't be washed away during rains and won't interfere with other land use activities. Additionally, indigenous trees should be replanted in the cleared area to prevent soil erosion.
Permits and Licenses: The bidder should provide a copy of current NCA practicing license and a business permit.
BIDDER QUALIFICATIONS
Experience: vendors to demonstrate previous experience in desilting or similar civil works. Share at least 3 references from similar projects.
Technical Capacity: Vendors should outline their capacity to complete the job, including equipment availability, skilled labor, and project management capabilities.
Financial Stability: Vendor financial documents to confirm the vendor's ability to manage the project financially. Bank statement for the last 6 months is ideal
COST BREAKDOWN:
- Detailed Budget: A cost breakdown that includes mobilization and demobilization of equipment, labor costs, fuel, sediment disposal, and any other anticipated expenses not captured in the BoQ
Payment Terms: To be agreed upon by the parties before contract signing.
SUPERVISION AND REPORTING
Monitoring and Reporting: Reporting shall continue until the Contractor has completed all the work. The vendor shall give AWF weekly updates, it should involve progress and photos of the site and a final report. The vendor should meet the cost for supervision by the engineer. Once completed, the contractor shall hand over the project to AWF, and they'll subsequently hand it over to the beneficiaries.
Quality Assurance: AWF will conduct site visits to monitor project progress.
MAINTENANCE AND WARRANTY:
- Post-Desilting Maintenance: No need for follow-up services after the handover of the project to the beneficiaries.
- Warranty Period: The vendor should assure quality services.
Vendor Evaluation Criteria
1. Technical Expertise and Experience (30 points)
- Previous Experience (15 points): Vendor should demonstrate experience in desilting water pans, lakes, or other large water bodies. The number of similar projects successfully completed should be considered.
- Qualifications of Key Personnel (10 points): Evaluate the technical team based on their qualifications, certifications, and experience in desilting projects.
- Equipment Availability and Capacity (5 points): Vendor should provide a list of equipment owned or available for the project, ensuring they have the necessary machinery to complete the desilting process effectively.
2. Methodology and Work Plan (25 points)
Approach to Desilting (15 points): Assess the vendor's proposed method for desilting, including environmental considerations, minimizing downtime, and adherence to timelines.
Safety and Environmental Plan (5 points): Vendor must have a clear safety and environmental protection plan, considering impacts on surrounding areas and wildlife.
Work Schedule (5 points): Evaluate the proposed timeline for the completion of the project, ensuring it aligns with project requirements.
3. Financial Capacity (20 points)
- Financial Strength (10 points): Assess the vendor’s financial stability by reviewing the vendors last one year’s bank statement.
- Cost Proposal (10 points): Evaluate the cost breakdown for the desilting process to ensure it is competitive and realistic.
4. Compliance with Legal and Regulatory Requirements (15 points)
- Licenses and Certifications (10 points): Check for valid licenses, insurance, and certifications required to carry out desilting activities in the region.
- Compliance with Local Laws (5 points): Ensure the vendor adheres to all relevant environmental and land use regulations.
5. References and Past Performance (10 points)
- Client References (5 points): Review references from previous clients to gauge satisfaction with the vendor's work, particularly in desilting or similar projects.
- Project Completion and Delivery (5 points): Assess the vendor's ability to deliver projects on time and within budget based on past performance.
Total: 100 points
SUBMISSION PROCESS
Please submit your bid via email to procurement@awf.org with a copy to September NLeteipa@awf.org by 5.00 pm EAT on September 20, 2025.
Early submissions are welcome and appreciated. AWF may request meetings or calls to discuss bids and reserves the right to reject all bids. AWF also reserves the right to consider bids for modification at any time before an award is made.
AWF will not be liable for any costs associated with the preparation, transmittal or presentation of any materials submitted in response to this call but reserves the right to request further information before making an award.