CONSULTANCY SERVICES FOR THE DESIGN & SUPERVISION OF CONSTRUCTION WORKS FOR KISUMU INTERNATIONAL AIRPORT - NEW AIR TRAFFIC CONTROL TOWER
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KENYA CIVIL AVIATION AUTHORITY
TENDER NO: KCAA/023/2018-2019
EXPRESION OF INTEREST (EOI)
FOR THE
CONSULTANCY SERVICES FOR THE
DESIGN & SUPERVISION OF
CONSTRUCTION WORKS FOR KISUMU
INTERNATIONAL AIRPORT – NEW AIR
TRAFFIC CONTROL TOWER
DATE OF NOTICE: TUESDAY, 30TH OCTOBER, 2018 AT 11:00AM
CLOSING DATE: WEDNESDAY, 14TH NOVEMBER, 2018 AT 11:00AM
Page 1 of 24EXPRESION OF INTEREST (EOI) FOR THE CONSULTANCY
SERVICES FOR THE DESIGN & SUPERVISION OF CONSTRUCTION
WORKS FOR KISUMU INTERNATIONAL AIRPORT – NEW AIR
TRAFFIC CONTROL TOWER.
1.0 Introduction
Kenya Civil Aviation Authority (KCAA) is a State Corporation established on 24 th
October 2002 by the Civil Aviation (Amendment) Act 2002(now repealed and re-
enacted as the Civil Aviation Act, 2013). The primary functions of the Authority is
technical, economic and safety regulation as well as provision of air navigation services
and training to the air transport sub-sector to ensure superior, safe, secure and
sustainable civil aviation system in the Country. The Authority carries out its functions
as per the Chicago Convention on International Civil Aviation and any other related
international conventions and protocols to which Kenya is a party.
For effective and efficient provision of air navigation services, it is imperative that the
Authority develops and implements Communications, Navigation, Surveillance / Air
Traffic Management (CNS/ATM) Systems and related infrastructure so as to facilitate
smooth movement of aircrafts in Kenya’s Flight Information Region (FIR). The rapid
growth of air traffic witnessed in the last ten years reinforces the need for the
Authority to continuously upgrade and modernize its CNS/ATM systems in order to
cope with the increasing demand for services by airspace users. The proposed project
of constructing a new Air Traffic Control Tower (ATCT) at Kisumu International Airport
(KIA) is one of the projects which the Authority has prioritized for implementation
during the strategic plan period 2017-2022.
a) Problem Statement
Kisumu International Airport is a strategic city situated in Western Kenya along the
shores of Lake Victoria and is designated as HKKI by International Civil Aviation
Organization (ICAO). The elevation of the Airport is 1,131m (3,711ft) above mean
sea level and its coordinates are 00°05′10″S 34°43′44″E. It is Kenya’s third-busiest
and fourth International Airport. Kisumu is a center of trade among East African
countries due to its proximity to their borders. Currently there are flights
between Kisumu, Nairobi and Eldoret Airports. Passengers from KIA can also reach
regional, continental and worldwide destinations via Nairobi’s Jomo Kenyatta
International Airport. The major airlines to Kisumu include Kenya Airways, Jambo Jet
and Fly540.
The Kisumu Airport was expanded by the Government in 2011 to make its operations
international with an extended runway length of 3.3km to cater for bigger capacity
aircrafts, expanded terminal building to cater for increased passenger numbers and
introduction of other services like cargo handling, immigration and customs services
for international passengers and freight. The Kisumu Airport new terminal has the
capacity to handle 700 passengers an hour which translates to 2 million passengers
Page 2 of 24per year. These enhancements transformed the airport to international status so that
even the name changed to Kisumu International Airport (KIA).
An important aspect that did not move in tandem with the modernization and
upgrading of the airport was the Air Navigation Services (ANS) and in particular the Air
Traffic Control (ATC) Tower building. ANS operations continue to be offered from the
old and dilapidated ATC Tower that has outlived its lifespan given that it’s been in
existence for over two decades. Maintenance costs keep rising, office space is
inadequate and even space for installation of new equipment and facilities is
inadequate. Staff do not feel comfortable as they work in this environment thereby
impacting negatively on productivity and therefore aviation safety is compromised as a
result.
In view of the above considerations, KCAA planned, this Financial Year 2018-2019, to
procure services for the design, preparation of tender documents and eventual
supervision of construction works for a new and modern ATC Control Tower Building at
Kisumu International Airport. This will raise the stature of air navigation services at the
airport to international standards commensurate with the new categorization of the
airport after the upgrading mentioned above.
2) Aim & Objective
The aim of this project is to modernise and improve air navigation services by
providing a conducive and adequate operating environment for staff, equipment and
other facilities. This will enhance staff productivity and safety of the airspace.
The overall objective of this project is the establishment of a new and modern Air
Traffic Control Tower with adequate Offices, Operational and Equipment Room spaces.
The tower cabin shall ensure easy visibility of the whole runway, taxiways, and apron
to facilitate smooth coordination of aircrafts movements and other activities around
these facilities.
Specific objectives of the project are as follows:
(a) Provision of consultancy services for the design, preparation of tender
documents incorporating cost estimates/bill of quantities, selection of contractor
and supervision of construction works of KIA ATC Tower building. Theme of the
design should depict socio-cultural factors of the region;
(b) Perform risk and safety assessment of the Project and submit a report;
(c) Construction of a new air traffic control tower, administration offices,
operational and equipment rooms at Kisumu International Airport;
(d) Provision of all services in the new building namely electrical services with
adequate standby sources, mechanical services (air conditioning, plumbing, fire
detection and suppression system etc), ICT structured cabling and other utilities
(water, access roads etc);
Page 3 of 24(e) Provision of all furnishings encompassing window curtains, carpets, operational
and office furniture (chairs and tables) etc;
3) Project Scope
The overall scope of the project encompass procurement of consultancy services for
the design and supervision of construction works and Contractor for the construction
of a new ATC Tower building at Kisumu International Airport. The building shall be
completed and handed over for occupation after satisfying all regulatory requirements.
The consultant is also required to perform and submit report on risk and safety
assessment of the Project to KCAA.
4) Stakeholders of the Project
Presented in the table below is a list of key stakeholders and their roles including what
they require to play the assigned roles and the recommended means of
communicating with each stakeholder.
Stakeholder Role Information / Means of Frequency of
Reports Communication Communication
required
Kenya Civil Project Sponsor Updates through Meetings, letters & Quarterly
Aviation and overall project project progress emails.
Authority management reports
(KCAA) Equipment users Briefs on all Meetings, letters & Quarterly
aspects of the emails.
project
Government of Policy, Funding, Updates through Meetings & letters Quarterly; On
Kenya Appraisal project progress Demand
(MoTIHUD, MoD reports
& MoF)
Air Operators Service Consumer Brief on the Meetings and On Demand
project to enable correspondence
them provide through emails and
feedback letters.
Kenya Airports Key stakeholder Brief on the Meetings and On Demand
Authority (KAA) project to enable correspondence
them to prepare through emails and
and provide letters.
feedback
Kenya Aviation MET Brief on the Meetings and On Demand
Meteorological services Provider project to enable correspondence
Department them prepare and through emails and
provide feedback letters
Kisumu County Facilitation for Brief on the Meetings and On Demand
Government Statutory project and correspondence
requirements, implementation through emails and
Security progress letters
Page 4 of 24Stakeholder Role Information / Means of Frequency of
Reports Communication Communication
required
Kenya Wildlife Management of Brief on the Meetings and On Demand
Service wildlife (birds) project correspondence
through emails and
letters
Kenya Power Provision of Brief on the Meetings and On Demand
Company electrical Power project correspondence
through emails and
letters
Kenya Revenue Collection of ANS Brief on the Meetings and On Demand
Authority Revenue project correspondence
through emails and
letters
Local Provision of labour Brief on the Meetings On Demand
Community (temporary project
employment) &
ensuring minimum
incidents of
insecurity &
vandalism
5) Risk Management framework for the Project
The inherent risks in this project, their descriptions and mitigations are tabulated
below.
No. Risk factor Description Mitigation measures
1. Inadequate Inadequate specifications of the Involvement of operational
specifications of the ATCT building resulting to users in specification
ATCT building challenges during preparation process;
implementation process;
2. Procurement of Vested interests that may Strict adherence to
vendor/contractor hamper selection of the best procurement regulations.;
technically qualified firm;
3. Contract management Delays in implementation of the Ensure robust supervision,
contract; monitoring and evaluation
Failure by contractor to adhere of the project;
to contract specifications; Strict enforcement of the
Variation in contract price; provisions of the contract;
Management minimizes the
opportunity for contract
variations;
4. Payments for the Delay in processing payments to Ensure timely inspection
Project the vendor; and approval of contract
deliverables;
Follow-up with finance to
ensure no inordinate delays
in effecting payments;
Page 5 of 246) Project Costs
No Description of item PURPOSE PRICE Est. (KES)
Consultancy Services Professional services for the design of the 30,000,000.00
1. building and supervision of the whole
project
2. Builders works Construction of the building as per design 170,000,000.00
Total 200,000,000.00
7) Detailed Terms of Reference (TORs)
The services to be provided by the Consulting Firm(s) will assist KCAA in smooth and
successful implementation of the Project. Specifically, the Consultant will conduct
necessary surveys, risk and safety assessment, undertake detailed designs, prepare
Bills of Quantities and tender documents, identification of contractor and supervision of
the construction works. The consultant shall also advise on the appropriate height of
the Air Traffic Control Tower taking account of overall objective of the project.
In executing the services, the Consultant shall be guided by relevant building
regulations, guidelines and procedures of the Government of Kenya (GoK) and
International Civil Aviation Organization (ICAO), in particular ICAO Doc.9426, Air
Traffic Services Planning Manual. The Consultant shall support KCAA’s Project Manager
as much as possible in managing the project to successful completion within time and
cost. The Consultant shall keep KCAA fully informed of all important matters including
milestones by means of progress reports and meetings as may be considered
necessary for successful completion of the Project.
Specific Terms of Reference for the consultancy services are as enumerated below.
(a) Assessing requirements and expectations of KCAA and stakeholders including
direct consumers of the services of the control tower;
(b) Conducting a risk and safety assessment of the new ATCT and submission to
KCAA of a report approved by relevant Regulatory Authority. The cost of this
activity shall be borne by the consultant;
(c) Preparing necessary conceptual designs for the ATCT and Administrative
Offices whose model is consistent with the project objectives, KCAA needs and
preferences;
(d) To provide competent construction supervision and contract management
during the construction, to ensure completion of the construction of the
control tower and offices on time, within budget and to international standards
meeting specified quality;
(e) To conduct Environmental Impact Assessment (EIA) study and submit to KCAA
a report approved by National Environmental Management Authority (NEMA).
The cost of this activity will be borne by the consultant;
In pursuit of these terms, the Consultant is expected to demonstrate deep familiarity
Page 6 of 24with best practices in Air Traffic Control Tower design, administrative offices design,
environmental and social impact management as well as construction supervision and
project management in general. The consultant is also expected to demonstrate a
clear understanding of KCAA and stakeholders’ requirements.
8) KCAA Detailed Requirements
This project involves design, supervision and construction of a new control tower and
office block at Kisumu International Airport as part of the ongoing rehabilitation and
expansion of the Airport. It is expected to be fully delivered over a period of 26
months including Defects Notification Period, with 8 months for design stage and 18
months for construction stage. No circumstance would allow the period to go beyond
29 months.
a) Tower Cabin
i) Floor area approximately seventy five (75) square meters to accommodate duty
ATCO workstations, Tower Supervisor workstation, cupboard (for books and
other reference materials), lounge seat and other equipment;
ii) False floor 300mm high, adjustable, consisting of 600mmx600mm slabs, to
facilitate installation of cables;
iii) An equipment room above the ceiling accessible using a ladder stowed in the
ceiling to facilitate installation and maintenance of equipment and other
accessories;
iv) The tower will have a balcony accessible from the cabin to facilitate access to
fire escape chute (or ladder) and installation and maintenance of outdoor units
e.g. aerial systems, obstruction lamps etc.;
v) There will be a fire escape chute (or ladder) for use during emergency
evacuations;
vi) Two (2) locker rooms, one for males and the other for females, located a floor
immediately below the tower cabin to accommodate sufficient lockers for
ATCOs;
vii) Two (2) Water Closets (WCs) for males and females separate incorporating
toilets and bathrooms (shower rooms);
viii) Glazing will be noise-proof and fitted with adjustable anti-glare screens;
ix) A kitchenette (fully equipped) will be provided on a floor just below the tower
cabin;
x) Entry to tower cabin shall be restricted by means of electronic access control
mechanism. A CCTV system shall also be incorporated to enable the ATCO
view the visitor before allowing access. Additionally, the door shutter should
be presentable, of high quality finish and made of strong material;
xi) Any other desirable feature that would ensure ergonomic ambience, safety
and security of the tower cabin as stipulated in ICAO Doc. 9426, the Air Traffic
Services Planning Manual;
b) Office Block
i) Floor area of approximately four hundred and fifty (450) square meters on
ground and first floors to accommodate operational spaces, equipment spaces
and administrative offices;
Page 7 of 24ii) Operational Offices comprise Approach Control Room/Office (for procedural
control services and radar services [future]), Engineering (CNS) equipment
rooms (air-conditioned and fire detection and suppression-equipped) and
workshop and Aeronautical Information Services (AIS) operational
offices/rooms (Briefing Office [BOF]);
iii) The first administrative offices comprise office of Chief ATCO in charge of Air
Traffic Control/Management Section (CATCO ATM/OPs), Senior ATCO in
charge of Training and Standards (SATCO Training & Standards), Safety
Management System (SMS) Officer, ATC Store and Search & Rescue
Coordination Subcenter. Others include ATC training classroom equipped with
flipcharts and holder, Overhead Projector, Cupboard for manuals and other
related materials and a simulator facility. Others include fully furnished ATC
Officers rest room and mothers’/children changing rooms with amenities such
as kitchenette, counter, seats, fridge, toys, play pens etc. These rooms shall
be in close proximity with WC services;
iv) The second administrative offices will cater for Engineering (CNS) section and
include Office of Engineer In Charge, Maintenance Coordinator, Training
Officer, Duty Engineer, Training cum Library room complete with Overhead
Projector, equipment spares store, and fully furnished rest room with adjoining
kitchenette;
v) The third administrative offices will cater for Aeronautical Information Services
(AIS) which are AIS In Charge Office, Briefing / ATS Reporting Office, Training
room and AIS Library;
vi) The fourth administrative offices will cater for aviation Meteorological services
that encompass MET In Charge Office, MET Observatory room and other MET
operations room;
vii) The last administrative offices will cater for administration section of the
Station and will include Station In Charge’s Office (self-contained) including
Secretary’s Office, Human Resource & Administration Office, General Stores
(Procurement), Registry, Cleaners room, Drivers room, Accounts/Finance
Office, Conference room, Kenya Revenue Authority (KRA) offices, telephone
switchboard room (PABX of at least 50 extensions) and fully-equipped
kitchenette;
viii) Other features required include but not limited to elevator and ramp (for
Persons Living with Disability [PLWD]), all-inclusive and designated WCs
(females, males, PLWD), fire exits, water hydrants, adequate cooling (air
conditioners), cables ducting, fully equipped gymnasium, centralized security
monitoring/control, building services/facilities monitoring and management
system, prayer room and smoking zone;
Page 8 of 24ix) The facility will incorporate detached utility building for KPC transformer,
standby generator and associated switch gear, ample reserve water storage
facilities of minimum capacity of 12,000 liters;
x) All offices and tower cabin shall be sound proof and ceiling to be of gypsum
finish. The server and equipment rooms shall have automatic fire detection
and suppression system and be fully air conditioned and fitted with fire-rated
doors;
xi) All floors for operational, server and equipment rooms shall be ‘false floors’ of
300mm height adjustable measured from concreted floor to facilitate cabling
routing and installations. The false floors shall be made of 600mmx600mm
square slabs with appropriate finish;
xii) All operational offices/rooms, server and equipment rooms shall have
electronic access control. This controlled access shall also apply to the main
building entrance;
xiii) The roof top of first floor should be flat, water-proofed and have
appropriate levels to facilitate equipment outdoor units installation and rain
water drainage respectively;
xiv) The facility shall have ample car parking space for at least 10 cars;
c) The requirements described above are summarized in the table below.
No User No Requirements Quantity Remarks
List
A. Air Traffic 1. Tower Cabin 1 To accommodate workstations for
Control / Supervisor, Duty ATCOs, ATM
Management Equipment, bookshelves, lounge seats
and other equipment
2. Lockers room 1 For Tower Cabin Operations:
Spacious enough to accommodate
sufficient lockers for all Tower ATCOs
3. Water Closet 1 For Tower Cabin Operations:
Bathrooms, Toilets; separate for Males
and Females
4. Kitchenette 1 For Tower Cabin Operations: Fully
equipped
5. Approach 1 On Ground Floor: Spacious enough for
Control procedural and radar control
Room/Office workstations
6. ATM/OPS 1 On Ground Floor: Standard Office fully
(CATCO) furnished
7. CATCO/SATCO 1 On First Floor: Standard Office fully
Training and furnished
Standards
Page 9 of 24No User No Requirements Quantity Remarks
List
8. Safety 1 On First Floor: Standard Office fully
Management furnished
System (SMS)
9. ATC Briefing 1 On First Floor: Standard Office fully
Room furnished
10. ATC training 1 On First Floor: Standard room
classroom equipped with desks, seats, flipcharts
holder, Overhead Projector, tables,
seats, Cupboard for manuals and other
related materials
11. ATC Library 1 On First Floor: Standard library
adjoining the ATC training classroom
12. ATC Restroom 1 On First Floor: Standard room fully
furnished and equipped
13. Mothers/Childre 1 On First Floor: Standard room with
n room amenities such as sink, counters, seats,
fridge, toys, play pens etc.
14. ATC Store 1 On First Floor: Standard Store fully
furnished
B. Engineering 15. Tower Cabin 1 On Tower Roof Cabin; Standard
Services Equipment room equipment room fitted with air
(CNS) conditioning and automatic fire
detection & suppression system
16. Engineer In 1 On First Floor: Standard Office fully
Charge furnished
17. Engineering 1 On First Floor: Standard Office fully
Maintenance furnished
Coordinator
18. Engineering 1 On First Floor: Standard Office fully
Training Officer furnished
19. Duty Engineer 1 On Ground Floor: Standard Office fully
furnished
20. Equipment room 1 On Ground Floor: Standard room with
air conditioning and fire detection and
suppression system
21. Server room 1 On Ground Floor: Standard server
room with air-conditioning and
automatic fire detection & suppression
system
22. Engineering 1 On Ground Floor: Standard workshop
Workshop fitted with powered workbench, grinder,
vice & other tools
23. Training cum 1 On First Floor: Standard training room
Library room & library fully furnished and fitted with
overhead projector
C. 24. Equipment 1 On Ground Floor: Standard equipment
spares store spares store fully furnished
25. Rest room with 1 On First Floor: Standard rest room
adjoining with adjoining kitchenette, fully
kitchenette furnished & equipped
Page 10 of 24No User No Requirements Quantity Remarks
List
D. Aeronautical 26. AIS In Charge 1 On Ground Floor: Standard Office fully
Information furnished
Service (AIS)
27. Briefing Office; 2 On Ground Floor: Standard Offices
ATS Reporting fully furnished; spacious
Office
28. Training Room 1 On Ground Floor: Standard Office fully
furnished
29. AIS Library 1 On Ground Floor: Standard library
fully furnished
E. Aviation MET 30. MET In Charge 1 On Ground Floor: Standard Office fully
Offices furnished
31. MET 1 On First Floor: MET Observatory room
Observatory
32. MET Operations 1 On Ground Floor: MET Operations
room
F. Station 33. Station In 1 On Ground Floor: Self-contained
Administratio Charge Office Office fully furnished with adjoining
n Secretary’s compartment
34. Human 1 On Ground Floor: Standard Office fully
Resource & furnished
Administration
Office
35. Telephone 1 On Ground Floor: Standard PABX
switchboard room with capacity of at least 50
room extensions
36. General Stores 1 On Ground Floor: Standard store room
(Procurement) fully equipped
37. Accounts/Financ 1 On Ground Floor: Standard
e Office Accounts/Finance office with strong
room
38. Kenya Revenue 1 On Ground Floor: Standard Cash
Authority (KRA) office with strong room
office
39. Conference 1 On Ground Floor: Standard
room conference room with seating capacity
of at least 30 persons; fully furnished
40. Registry 1 On Ground Floor: Standard Registry
room fully furnished
41. Drivers room 1 On First Floor: A standard room fully
furnished
42. Cleaners room 1 On First Floor: A standard room fully
furnished
43. Kitchenette 1 On First Floor: A standard kitchenette
fully equipped
44. Security Office 1 On Ground Floor: Standard room for
security surveillance and facilities
Page 11 of 24No User No Requirements Quantity Remarks
List
management
45. Gymnasium 1 On Ground Floor: Standard gym fully
equipped
46. Prayer Room 1 On Ground Floor: Adequately sized
room for prayers
47. Smoking Zone 1 Designated area for smoking
9) Implementation of KCAA Requirements
KCAA expects the consulting firm to undertake the following activities in actualizing the
requirements and this calls for constitution of professional firms in specific disciplines
to deal with specific area of expertise. The services are grouped into four broad stages
of (a) Data Collection and Consultation with Stakeholders on Conceptual Design and
Related Matters, (b) Designs (Preliminary & Detailed) and Preparation of Tender
Documents, (c) Provision of Technical Assistance to KCAA during Tendering, Tender
Evaluation and Contract negotiations and (d) Construction Works Supervision and
Project Management. The first three stages will constitute Phase I while the last one
will constitute Phase II of the project. It should however be noted that undertaking
of Phase II will be subject to satisfactory performance of consultant in successfully
completing Phase I activities and decision by KCAA in moving forward with
construction of the Kisumu International Airport ATCT. To accomplish these tasks, the
Consultant shall be a team composed of qualified professionals with practice
experience of not less than five (5) years in the following disciplines (a) Architectural
(b) Quantity Surveying (c) Civil/Structural Engineering (d) Electrical/Electronics
(Building Services) Engineering (e) Mechanical (Building Services) Engineering (f)
Architectural Landscaping (g) Land Surveying (h) Interior Design (i) Environmental
Impact Assessment and (j) Risk and Safety Assessment.
a) Phase I Activities
i) Data collection and stakeholders’ consultations: This will be done through
review of standards and regulatory requirements, surveys & investigations,
correspondences and/or meetings. The consultant will study, review and apply
following standards and regulatory requirements:
KCAA requirements for the Kisumu International Airport ATCT;
ICAO Doc. 9426: Air Traffic Services Planning Manual;
Building Code (latest version);
Environmental Management Coordination Act;
Occupational Safety and Health Act (OSHA) and related regulations and
standards for Risk and Safety Assessment;
Kisumu International Airport Operations Manual (Kenya Airports Authority);
Other relevant standards and regulatory stipulations;
Page 12 of 24The consultant will plan and execute the following surveys and site investigations:
Socio-Economic Survey. The Consultant shall collect and analyse all
necessary socio-economic information together with any other relevant
information that may be given in the RFP and proceed to ascertain the following
matters that are relevant to the proposed Kisumu International Airport ATCT and
Offices, neighbourhood development plans, electricity supply, water and
sanitation services, road and transport services and facilities, communication
services and major environmental concerns;
Stakeholder and End-User Survey. The Consultant shall facilitate review of
the needs, requirements (space, facilities and services) and expectations of key
stakeholders and end-users and prepare a stakeholder management plan. The
main stakeholders of the project include KCAA Staff, Government of Kenya
(MoTIHUD, MoD & MoF), Air Operators, Kenya Airports Authority, Kenya
Meteorological Department, Kisumu County Government, Kenya Wildlife Service,
Kenya Power Company, Kenya Revenue Authority and Local Community.
Topographical survey. The Consultant shall carry out a topographic survey to
confirm the status of existing ground profiles, position of existing buildings,
structures and features, location of existing services as well as topographical
layout and profile of existing facilities. The Consultant shall prepare drawings to appropriate
scales to provide sufficient details suitable for site interpretation;
Hydrographic and hydrological survey. The Consultant shall carry out an
in-depth hydrological study using appropriate methods, of drainage patterns at
the site of the proposed Kisumu control tower and offices with a view to
predicating runoff volumes for various return periods, to guide design of drainage
structures;
Geotechnical and construction materials investigations. The Consultant
shall carry out investigations to ascertain and identify the soil conditions and
characteristics at the land parcel and of roads leading to the proposed building.
The investigations will involve establishing the thickness and composition of
underlying soil strata to sufficient depths suitable for establishing structural
foundations for the building and road pavement layers;
Social and Environmental Management. The Consultant shall undertake
necessary investigations to identify any environmental and social issues likely to
impact the project and its environs and propose measures to mitigate them. The
consultant shall prepare Environmental and Social Impact Assessment and the
Environmental Management Plans and shall have them approved by the National
Environmental Management Authority. The consultant shall ensure mitigation
proposals are complied with during the construction phase of the proposed
Kisumu International Airport ATCT and Offices;
Risk and Safety Assessment. The Consultant shall undertake a risk and
Page 13 of 24safety assessment study of the project to ensure that potential risks are identified
and mitigation measures put in place to ensure safe implementation of the
project. Reference may be made to Occupational Safety and Health Act (OSHA)
and other relevant regulations;
ii) Designs & Preparation of Tender Documents. The Consultant shall design
the project and prepare tender documents. The tendering shall be two-stage
involving pre-qualification and Request for Proposals from successful prequalified
contractors. Activities envisaged in this stage of implementation of the project
include but not limited to the following:
Preliminary designs based on stakeholders’ input and initial concept. The
Consultant shall prepare a preliminary project brief on the architectural and
engineering options, social-economic and environmental issues, and other
requirements for the proposed building that will form the basis for subsequent
actions and detailed designs. The consultant shall prepare at least three (3)
preliminary project concepts for discussion. Details to be provided for each
project concept shall include elevations, perspectives and aesthetics of the
facilities, performance characteristics of the proposed building, roads, yards,
and the associated services, their elements and components (sound, heat
levels, efficiencies), costs based on life cycle approach, implementation
schedule, environmental and socio-economic impact of the proposed facilities;
The Consultant shall assist KCAA to organize and manage a meeting with
selected key stakeholders for purposes of reviewing preliminary designs and
gathering their views and reactions to be taken into consideration in refining
and preparing final designs. KCAA and the Consultant shall discuss and agree
on the list of stakeholders to be involved in the review. Based on the concept
selected and the views of the stakeholders, the Consultant shall develop a final
project brief for approval by KCAA;
Using the approved final project brief and the revised concept, the Consultant
shall prepare and submit for approval a Comprehensive Project Management
Plan (CPMP) for implementing the project. The CPMP shall be used to guide
subsequent designs, procurement of contractors and the overall
implementation of the project;
The CPMP shall include a project organization chart, project brief for
implementation of the construction works, scope of management plan, project
activity list, project schedule, cost management plan, quality management
plan, communication plan, communication management plan and procurement
management plan. The CPMP shall clearly show all necessary covenants to be
complied with as well as legal, policy and technical standards that shall require
to be observed and procedures for achieving compliance and /or approvals;
Page 14 of 24 Based on the approved design revisions and CPMP, the Consultant shall prepare
to sufficient detail the site plan and the general arrangement drawings
showing the locations of all identified facilities. The site plan shall show the
location of the proposed building, roads, footpaths, parking, drainage, fencing,
security lighting, power and water supply, communication links, landscape and
other infrastructure. It shall also provide details on the floor plans, including
the proposed layout, partitioning, fixed fittings, loose furniture, elevations,
sections, perspectives of all structures;
The designs shall describe the structural system (building); finishes (internal
and external); internal fittings; sun shading and ventilation methods; electrical,
mechanical and IT installations proposed, including linkages and connections
to the existing; water supply and waste management, roads and pavement
details; fire prevention proposals for the facilities; cost estimates and cost
control measures;
At this stage, the Consultant shall prepare scheme design reviews
(architectural) and preliminary engineering drawings presented in appropriate
scales, showing in more details the site layout and spatial arrangements and
appearances of the proposed buildings, structures and infrastructures for
discussion and approval by KCAA. In addition, the Consultant shall specify
schedules of the proposed finishes, fixtures, fixed and moveable fittings and
furniture. On the basis of the preliminary/schematic designs and review, the
Consultant shall prepare preliminary cost estimates for the facilities to guide
subsequent decisions, process and actions;
Again, at this stage, the consultant shall provide an update of the CPMP and
also seek and obtain planning permission from the relevant authorities;
Detailed designs including architectural and structural drawings, technical
specifications, construction works planning as well as cost estimates. Following
the approval of the Scheme Design Report (SDR), the Consultant shall prepare
the Draft Final Design Report including detailed designs and drawings
(architectural and engineering) of the proposed facilities of the Kisumu
International Airport ATCT and Offices in sufficient detail to enable
construction and installation works to be undertaken. These facilities shall
include the buildings, roads, yards, sheds, structures, services, social centres,
etc. This shall include elaborate design calculations guided by appropriate local
and internationally accepted codes and standards;
Based on the above detailed engineering/architectural design report, the
consultant shall prepare detailed Bills of Quantities (BoQs) priced in Kenya
Shillings. The BoQs shall clearly indicate all major items of construction under
separate sub-sections. The Consultant shall make adequate provisions in the
BoQs for preliminaries, compensations, material test/quality control,
supervision facilities and environmental costs;
Page 15 of 24 At this stage, the consultant shall provide updates on items in the approved
CPMP, in particular the program for implementation based on the detailed
design;
The final designs shall comprise architectural and engineering drawings of the
proposed works in sufficient detail to enable construction and installation
works at the proposed Kisumu control tower and offices to be advertised;
The Consultant shall prepare and submit a Final Design Report (FDR) on the
tasks above for KCAA’s approval;
Guidance to KCAA through its Project Manager in preparation of tender
documentations for prequalification and eventual selection of Contractor.
Based on the approved Final Design Report, the Consultant shall provide
technical guidance in the preparation of tender documents consisting of tender
notices, instructions to tenderers, tender data, evaluation methodology and
criteria, bidding forms, statement of requirements, conditions of contract
(general and special) all in accordance with the current standard tendering
documents and procedures for procurement of works;
Guidance to KCAA through its Project Manager on RFP tender evaluation and
preparation of attendant report for submission to KCAA for appropriate
decision with recommendations for award of tender to responsive and lowest
evaluated tenderer;
The consultant shall also guide KCAA through its Project Manager in the
preparation and finalization of the contract for construction works;
iii) Reports required by KCAA from Consultant. The reports described
above are summarized in the following table.
Item Report/Document Title Content No. Of Copies
Summary of the Consultant’s work 2 No. Hard Copies,
Inception report to be submitted plan, state of mobilization, 1 No. CD ROM
1. within two (2) weeks from perception of the assignment,
commencement issues identified requiring KCAA’s
attention.
Narrative and bar charts or other 2No. Hard Copies, 1
Monthly progress report on the graphic presentation, showing No. CD ROM
Consultant’s own contract to be details of the Consultant’s progress
2.
submitted in the first week of and any changes in the assignment
every calendar month schedule, impediments and
proposed remedies.
Schematic Design Report Final brief statement of augment of 2No. Hard Copies, 1
(architectural) and preliminary stakeholders, No. CD ROM
3. designs (engineering) reports to engineering/architectural
be submitted days after investigations report, concept
commencement alternatives, environmental, traffic
Page 16 of 24Item Report/Document Title Content No. Of Copies
social economic considerations,
CMPM, preliminary designs and
layouts and cost estimates.
Detailed designs and tender 2 No. Hard Copies,
documents, EIA, Risk & Safety 1 No. CD ROM
4. Draft Final Report
Assessment, Remedial Action Plans
(RAPs)
Detailed designs and tender 3 No. Hard Copies,
5. Final Report
documents, EIA, RSA, RAPs 2No. CD ROM
b) Phase II Activities: Construction Works Supervision and Project
Management
Services under this phase shall only commence after successful implementation of the
services described in Phase I. The Consultant shall undertake construction supervision
works for the Project, which include but shall not be limited to the following:
i) Ensure that the Contractor mobilizes and supplies to the contract all plant,
equipment and machinery that has been committed in the tender and ensure
that all such items of plant remain on the contract until their release has been
authorized;
ii) To check and recommend approval and/or modification, if necessary, of the
proposals and documents, including Construction Method Statement, Quality
Control Plan, Environmental Management Plan, and Drawings
prepared/submitted by the Contractor relative to the execution of the Project;
iii) To prepare additional designs, and supply of all necessary working drawings for
the Contractor for approval by KCAA for satisfactory execution of works,
including those required as a result of any modification and/or alterations in the
original tender documents;
iv) Ensure the Contractor uses established testing laboratories and testing
procedures approved by the Government including Quality Management
System;
v) To check the location, alignment and workmanship of all works as laid out by
the Contractor, and recommend to KCAA the acceptance or rejection of the
works as constructed as well as equipment procured, if needed;
vi) To recommend acceptance or rejection of materials to be used or incorporated
in the works, and verification, if necessary;
vii) To continually inspect the works on the Project and issue necessary Instructions
to the Contractor;
viii) To assist KCAA in negotiating and execution of any Change Order that may be
Page 17 of 24deemed necessary;
ix) To check, evaluate and recommend for approval by KCAA the Contractor’s Work
Schedule and Progress Schedule for the most effective, expeditious, and safe
methods of carrying out the construction works;
x) Conduct site inspections every two weeks and site meetings every month and
prepare minutes and/or reports of the same;
xi) Prepare and submit reports as defined in section c) (Deliverables of the
Consultancy services) of these Terms of Reference;
xii) Prepare quarterly financial appraisals related to progress of the project;
xiii) To maintain permanent Records of Measurements made for the works,
quantities to be paid and results of all tests made on materials used in the
works;
xiv) To evaluate and make recommendations for KCAA’s approval of all claims,
disputes and requests for time or changes that Contractor may request, and
assist KCAA in negotiating with Contractor on prompt solutions for all such
problems;
xv) To supervise the fabrication/installation of all the equipment and facilities at the
site and performance of Final Performance Tests;
xvi) To recommend the issuance of Interim Payment Certificates, Certificates of
Completion, Final Payment Certificates and Performance Certificates upon
verified valuations for KCAA’s approval in accordance with conditions of the
Contract;
xvii) To submit to KCAA, upon the issuance of the Final Certificate of Acceptance of
the Project, all job records, ‘as-built’ drawings as well as the required written
instructions for the satisfactory operation and maintenance of the Project;
xviii) To manage safety of site by ensuring that Contractor introduces,
establishes and maintains appropriate and mandatory health and safety
measures and procedures on site;
Within three (3) months after the issuance of Performance Certificate of the
Project, the Consultant shall submit to KCAA a Contract Completion Report
describing progress of work, construction records, variation orders, final cost
and other matters as may be required by KCAA;
c) Deliverables for Supervision of Construction Works and Project
Management
Page 18 of 24i) Preparation and submission of “as-built” drawings together with the Final
Completion Report;
ii) Submission to KCAA of a detailed inventory of all facilities including building,
roads drainage structures and all other basic construction details;
iii) Issuance of a Certificate of Substantial Completion and after completion of
Defects Notification Period, issuance of Completion Certificate;
iv) Commissioning of the Kisumu ATCT and Offices and handover of the same to
KCAA;
v) Submission of Final Certificate of Payment and Final Statement of Account;
d) Defects Notification Period. During the first year after project completion,
which is defined as the Defects Notification Period, the Contractor shall rectify
defects as notified in accordance with the Contract. The Consultant will inspect
periodically the work to be executed by the Contractor and in particular:
i) Instruct the Contractor in writing to execute all such works as repair, amendment,
recognition, rectification and making good effects of imperfections, shrinkage or
other fault as may be required for the Contractor. After any substantial part of
such work has been completed to the satisfaction of the Consultant, the latter will
recommend the issue of Performance Certificate to the Contractor;
ii) Check the completed works section by section three months before the end of the
Defects Notification Period, carry out joint inspection of the remedied/completed
works along with the Contractor’s Representatives and those of the KCAA, and if
found satisfactory, issue a Completion Certificate and thereafter prepare for
commissioning of the facility and takeover. The Consultant shall secure and
compile maintenance and operational manuals, occupational permits, fire
protection certificates, Utility Inspector’s Certificate for proper commissioning of
the completed built premises. The Consultant shall then prepare a Final Certificate
of Payment to be issued to the Contractor and a Final Statement of Account, and
make recommendations for the release of outstanding Contractor’s bonds,
guarantees, and retention monies;
iii) Upon issuance of the Performance Certificate, submit a Defects Notification
Completion Report to KCAA, summarizing the conditions of the facilities and any
remedial actions that were taken;
e) Summary of reports required by KCAA. As explained above the consulting
firm shall be responsible for preparation and submission of reports and
documents as needed for the project and to the satisfaction of KCAA. The
reports to be submitted by the consultant are summarized in the table below.
Page 19 of 24Item Report/Document Title Content No. of copies
Summary of the Consultant’s work Two (2) to the
plan, state of mobilization, statement KCAA, 1 No CD
Revised work plan for Phase
1. of understanding of the assignment, ROM
II services.
issues identified requiring KCAA’s
attention.
Monthly progress report on Narrative and bar charts or other Two (2) to KCAA, 1
the Consultant’s own graphic presentation, showing details no CD ROM
2. contract to be submitted in of the Consultant’s progress and any
the first week of every changes in the assignment schedule,
calendar month. impediments and proposed remedies.
Quarterly progress report on Narrative and bar charts or other
the Consultant’s own graphic presentation, showing details
Two (2) to KCAA, 1
3. contract to be submitted in of the Consultant’s progress and any
No CD ROM
the first week of every changes in the assignment schedule,
Quarter. impediments and proposed remedies.
Narrative and bar charts or other
Monthly progress report on graphic presentation, showing details
the Contractors contract to of the works contractor’s progress
Two (2) to KCAA, 1
4. be submitted in the first and any changes in the assignment
No CD ROM
week of every calendar schedule, impediments and proposed
month. remedies contractual matters, other
aspects.
Narrative and bar charts or other
graphic presentation, showing details
Quarterly progress report on
of the works contractor’s progress
the Contractors contract to Two (2) to KCAA, 1
5. and any changes in the assignment
be submitted in the first No CD ROM
schedule, impediments and proposed
week of every Quarter.
remedies contractual matters, other
aspects.
Final statement covering all aspects
of implementation of the project Three (3) to KCAA,
6. Final Report
including all data requiring to be 2 No CD ROM
submitted to KCAA.
f) Duration of the Services. These services (design and construction supervision)
will be accomplished within twenty-six (26) months, including one (1) year Defects
Notification Period. No circumstance shall permit this period to go beyond twenty-
nine (29) months. The total estimated time duration for implementation of Phase
II is eighteen (18) months. The Consultant shall therefore prepare an activity
schedule, lumping as many activities as possible, on parallel paths, and clearly
labelling the critical path based on the prepared schedule. The overall duration for
the consultancy services including up to Defects Notification Period on works shall
not exceed 29 months.
Page 20 of 2410) Mandatory Requirements:
The Consultancy firms must meet all the mandatory requirements in order to proceed
to the Technical Evaluation stage.
MANDATORY REQUIREMENTS:
No. Documents to be submitted
1. A copy of company registration/incorporation certificate
2. A copy of a Valid Tax Compliance certificate
3. The firm must have a physical address and an administrative office - (Attach a
current lease agreement from landlord or trade license from the respective
county as evidence)
4. Provide Audited Financial statements for the last two years (2017 & 2016)
5. Provide a brief overview of at least Four (4) similar projects, scope and
value implemented successfully with contact persons and references
from Organizations i.e. attach copies of corresponding contracts /LPOs
/ completion certificates as evidence.
6. Attach CV’s and professional certificates for the competencies indicated under
terms of reference
7. Attach a current and valid Certificate of Registration with the relevant and
applicable professional body.
8. Correctly duly filled confidential Business questionnaire
11) Evaluation of Technical Proposal
a) Required Expertise. KCAA anticipates that for successful realization of this
assignment, following professionals possessing stated credentials will be required.
i) Team Leader/Project Manager: Must be a holder of a degree in architecture
from a recognized university and having post registration experience of at least
seven (7) years. The person designated as a Team Leader shall demonstrate
sufficient Project Management skills, such as Project Management Professional
(PMP) and shall have post registration experience of at least three (3) years in
project management on major infrastructure projects. There shall only be one
overall Team Leader responsible for overseeing implementation of all project
activities;
ii) Architect: Must be a holder of a degree in architecture from a recognized
university and having at least five (5) years of post-registration experience in
the design of buildings and/or related structures. S/He must also have designed
at least two different completed buildings of similar (or greater) size or cost;
iii) Landscape Architect: Must be a holder of a degree in architecture from a
recognized university and having at least three (3) years of post-registration
experience in design of Landscaping. S/He must also have designed Landscapes
Page 21 of 24for at least two different completed office complexes of similar (or greater) size
or cost;
iv) Civil/Structural Engineer: S/He must be holder of relevant degree from a
recognized university and having post registration experience of not less than
five (5) years in design of buildings and/or related structures. In addition, s/he
must have designed structural work for at least two completed office complexes
of similar (or greater) size or cost;
v) Quantity Surveyor: S/He must be holder of a degree in Quantity Surveying
from a recognized university and having post registration experience of at least
five (5) years in Quantity Surveying. In addition, s/he must have drawn bills of
quantities for at least two office complexes of similar (or greater) size or cost;
vi) Electrical Engineer (Building Services): S/He must be holder of a degree in
electrical engineering from a recognized university and having post registration
experience of not less than five (5) years. In addition, s/he must have designed
electrical works for at least two completed office complexes of similar (or
greater) size or cost;
vii) Mechanical Engineer (Building Services): S/He must be holder of a degree
in mechanical engineering from a recognized university and having post
registration experience of not less than five (5) years. In addition, s/he must
have designed mechanical works for at least two completed office complexes of
similar (or greater) size or cost;
viii) Land Surveyor: S/He must be holder of a degree in land surveying from a
recognized university and having post registration experience of not less than
five (5) years. In addition, s/he must have done land surveying work for at least
two completed office complexes of similar (or greater) size or cost;
ix) Environmentalist: S/He must be holder of a degree in architecture,
engineering or any other relevant field from a recognized University and having
experience of at least five (5) years in conducting environmental impact
assessment studies. S/He must be registered with the relevant body responsible
for managing environmental issues and has a license to practice. In addition,
s/he must have done Environment Impact Assessment (EIA) for at least two
completed projects of similar (or greater) size or cost;
x) Risk & Safety Assessment Expert: S/he must be a holder of a degree from
a recognized University and be a certified Risk and Safety Assessment analyst
with valid practicing licence and experience of at least three (3) years in
conducting of risk and safety assessment for at least two completed office
complexes of similar (or greater) size or cost;
xi) Interior Designer: S/He must be holder of university degree in design with at
least five (5) years practising experience. In addition, s/he must have done
Page 22 of 24interior design for at least two (2) buildings of similar magnitude (size and/or
cost);
xii) Clerk of works: S/He must be a holder of at least a National Diploma in
Building and Civil Engineering or any other relevant field from a recognized
College and having experience of at least five (5) years gained in site
supervision of construction works of similar nature. In addition, s/he must have
supervised the daily activities of at least two completed projects of similar (or
greater) size or cost;
xiii) Computer-Aided Design (CAD) Operator: S/He must be a holder of
xiv) National Diploma in draughting or relevant field from a recognized college and
with experience of at least three (3) years gained in computer aided design of
buildings and/or related structures;
xv) Document Specialist: S/He must possess a bachelor’s degree in English,
Communications or related field with three (3) years’ experience in technical
documentation review, editing, compilation and archiving in building works
and/or related works.
b) KCAA Obligations. KCAA undertakes to facilitate smooth implementation of
this project by ensuring the following:
i) Educate the consultant on procedures for issuance of entry permits to
restricted areas of KIA such as airports airside;
ii) Government of Kenya Procurement Guidelines and standard documents for
procurement of works;
iii) Provision of all relevant data (reports and drawings);
iv) Identification of Project Manager who will be the point of contact for
correspondence between KCAA and other stakeholders;
v) Facilitation of relevant approvals by Statutory Bodies;
vi) Communication and coordination necessary for processing and release of
payments by KCAA;
vii) Necessary authorisations for access to site;
c) Conduct of Project Impact Assessment Study. After completion and
occupation of the new building, KCAA may conduct a survey to evaluate the
impact of the project and prepare a report indicating the responses of KCAA
staff and other stakeholders;
Page 23 of 24Note that:
Further details will be availed in the RFP documents to be given to the qualified
firms/consultants who meet all the criteria above, after the EOI Evaluation.
2.0 Mode of Application.
Interested consulting firm (s) with relevant qualification and experience are invited to
submit their expression of interest (EOI) for this assignment. The client will prepare a
shortlist of candidates to be selected on the basis of the expression of interest to
which the client will send Request for Proposals.
Completed Expressions of Interest documents enclosed in plain sealed envelopes with
Tender reference number clearly marked CONSULTANCY SERVICES FOR THE
DESIGN & SUPERVISION OF CONSTRUCTION WORKS FOR KISUMU
INTERNATIONAL AIRPORT – NEW AIR TRAFFIC CONTROL TOWER, and be
deposited in the Tender Box on the ground floor, Kenya Civil Aviation Authority
Headquarters – Aviation House, Jomo Kenyatta International Airport or be addressed
to:
The Director General,
Kenya Civil Aviation Authority,
P.O Box 30163-00100, Nairobi
So as to be received on or before Wednesday, 14th November, 2018 at 11:00am
Tenders will be opened immediately thereafter in the presence of the Candidates or
their representatives who choose to attend at KCAA Auditorium on Ground floor ,
Aviation House, Jomo Kenyatta International Airport.
3.0 Any request for clarification must be sent through electronic email to:
procurement@kcaa.or.ke.
END
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