KWAME NKRUMAH UNIVERSITY OF SCIENCE AND TECHNOLOGY, KUMASI

DEPARTMENT OF CONSTRUCTION TECHNOLOGY AND MANAGEMENT

SEMESTER 1 - 2022/23 ACADEMIC YEAR

CM 461/QS 457 - INTEGRATED PROJECT

A.O. ADADE-BOATENG

S. AKUNYUMU
CTM DEPARTMENT, KNUST

REQUEST FOR PROPOSALS

RFP No: 001/24

Procurement Entity: DEPARTMENT OF CONSTRUCTION TECHNOLOGY AND

MANAGEMENT THROUGH KNUST

Project Name: CONSTRUCTION OF 3-BEDROOM RESIDENTIAL FACILITY IN BOADI FOR

THE CTM DEPARTMENT, KNUST.

Title of Consulting Services: PRE AND POST CONTRACT SERVICES

Date: JANUARY, 2024

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CTM DEPARTMENT, KNUST

SECTION 1- LETTER OF INVITATION

January 15, 2024

Dear Sir/Madam,

1. The CTM Department of KNUST intends to apply part of its Budgetary Allocation towards the cost of
constructing 3-Bedroom Residential Facility to support the Department’s programs.

2. The CTM Department now invites proposals to provide the following consulting services: Pre-Contract and
Post –Contract Consulting services. More details on the services are provided in the attached Terms of Reference.

3. The RFP has been addressed to the following shortlisted Consultants:

GROUPS 1 - 20

4. A Consultant will be selected under The Quality and Cost- Based Selection (QCBS) procedures described
in this RFP.

5. The RFP includes the following documents:

Section 1 - Letter of Invitation

Section 2 - Information to Consultants

Section 3 - Technical Proposal - Standard Forms

Section 4 - Financial Proposal - Standard Forms

Section 5 - Terms of Reference

Section 6 - Standard Forms of Contract.

6. Please inform us, upon receipt:

(a) that you received the letter of invitation; and

(b) whether you will submit a proposal alone or in association with other consultants.

Yours sincerely,

………………………………………………
Prof. Theophilus Adjei-Kumi
(Head)

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SECTION 2 - INTRODUCTION

1.1 The Employer named in the Data Sheet will select a Consultant
among those listed in the letter of invitation, in accordance with the
method of selections specified in the in the Data Sheet and detailed in
the edition of the Guidelines indicated in the Data Sheet.

1.2 The Consultants are invited to submit a Technical Proposal and a

Financial Proposal, or a Technical Proposal only, as specified in the
Data Sheet for consulting services required for the basis for contract
negotiations and ultimately for a signed contract with the Selected
Consultant.

1.3 The assignment shall be implemented in accordance with the

phasing indicated in the Data Sheet. When the assignment includes
several phases, the performance of the Consultant under each phase
must be to the Employer’s satisfaction before work begins on the next
phase.

1.4 The Consultants must familiarize themselves with local conditions

and take them into account in preparing their proposals. To obtain
firsthand information on the assignment and on the local conditions,
consultants are encouraged to visit the Employer before submitting a
proposal and to attend a pre-proposal conference if one is specified in
the Data Sheet. Attending the pre-proposal conference is optional. The
consultants’ representative should contact the officials named in the
Data Sheet to arrange for their visit or to obtain additional information
on the pre-proposal conference. Consultants should ensure that these
officials are advised of the visit in adequate time to allow them to make
appropriate arrangements.

1.5 The Employer will provide the inputs specified in the Data Sheet,
assist the Consultant in obtaining licenses and permit needed to carry
out the services, and make available relevant project data and reports.

1.6 Please note that (i) the costs of preparing the proposal and of
negotiating the contract, including a visit to the Employer, are not
reimbursable as a direct cost of the assignment; and (ii) the Employer is
not bound to accept any of the proposals

1.7 Consultants are required to provide professional objective and

impartial advice and at all times hold the Employer’s interests
paramount, without any consideration for future work, and strictly avoid
conflicts with other assignments or their own corporate interests.
Consultants shall not be hired for any assignment that would be in
conflict with their prior or current obligations to other Employers, or

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CTM DEPARTMENT, KNUST

that may place them in a position of not being able to carry out the
assignment in the best interest of the Employer.

1.7.1 Without limitation on the generality of this rule, Consultants shall

not be hired under the circumstances set forth below:
a. A Consultant who has been engaged by the Employer to provide
goods or works for a project, and any of their affiliates, shall be
disqualified from providing consulting services for the same project.
Conversely, a person hired to provide consulting services for the
preparation or implementation of a project, and any of their affiliates,
shall be disqualified from subsequently providing goods or works or
services related to the initial assignment (other than a continuation of
the Consultant’s earlier consulting services) for the same project.

b. Consultants or any of their affiliates shall not be hired for any

assignment which, by its nature, may be in conflict with another
assignment of the Consultants.

1.7.2 as pointed out in para. 1.7.1 (a) above, Consultants may be hired
for downstream work, when continuity is essential, in which case this
possibility shall be indicated in the Data Sheet and the factors used for
the selection of the Consultant should take the likelihood of continuation
into account. It will be the exclusive decision of the Employer whether
or not to have the downstream assignment carried out, and if it is carried
out, will hire for the purpose.

1.7.3 Any previous or ongoing participation in relation to the

assignment by the Consultants, its professional staff, or its affiliates or
associates under a contract with any procurement Entity of the Republic
of Ghana may result in rejection of the proposal. Consultants should
clarify their situation in that respect with the Employer before preparing
the proposal.

1.8 It is the policy of the Government of the Republic of Ghana to

require that Procurement Entities as well as Consultants under contracts,
financed partially or wholly from the public funds of the Republic of
Ghana observe the highest standard of ethics during the selection and
execution of such contracts. In pursuance of this policy, the Public
Procurement Board:

a. defines, for the purposes of this provision, the terms set forth below
as follows:

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i. “corrupt practice” means the offering, giving, receiving, or soliciting

of anything of value to influence the action of a public official in the
selection process or in contract execution; and

ii. “fraudulent practice” means a misrepresentation of facts in order to

influence a selection process or the execution of a contract to the
detriment of the Employer, and includes collusive practices among
Consultants (prior to or after submission of proposals) designed to
establish process at artificial, non-competitive levels and to deprive the
Employer of the benefits of free and open competition.

b. Acting by the appropriate Tender Review Board or Tender

Committee will reject a proposal for award if it determines that the
Consultant recommended for award has engaged in corrupt or
fraudulent activities in competing for the contract in question;

c. Will declare a Consultant ineligible, either indefinitely or for a stated

period of time, to be awarded a contract finance from the public funds
of the Republic of Ghana if it at any time determines that the Consultant
has engaged in corrupt or fraudulent practices in competing for, or in
executing, a contract financed from the public funds of the Republic of
Ghana; and

d. Will have the right to require that, in contracts financed from the
public funds of Ghana, a provision be included requiring consultants to
permit the Public Procurement Board to inspect their accounts and
records relation to the performance of the contract and to have them
audited by auditors appointed by the Public Procurement Board.

1.9 Consultants shall not be under a declaration of ineligibility for

corrupt and fraudulent practices issued by the Public Procurement
Board in accordance with the above sub para. 1.8 c.

1.10 Consultants shall furnish information described in the Financial

Proposal Submission Form (Section 4A) on commissions and gratuities,
if any, paid or to be paid to agents relating to this proposal, and to
execute the work if the Consultant is awarded the contract.

1.11 Consultants shall be aware of the provisions on fraud and

corruption stated in the Contract under the clauses indicated in the Data
Sheet.

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2. Clarification and
Amendment of RFP Documents
2.1 Consultants may request a clarification of any of the RFP documents
up to the number of days indicated in the Data Sheet before the proposal
submission date. Any request for clarification must be sent in writing by
mail, cable, telex, facsimile, or electronic mail to the Employer will
respond by cable, telex, facsimile, or electronic mail to such requests
and will send written copies of the response (including an explanation
of the query but without identifying the source of inquiry) to all invited
Consultants who intend to submit proposals.

2.2 At any time before the submission of proposals, the Employer may,
for any reason, whether at its own initiative or in response to a
clarification requested by an invited Consultant, amend the RFP. Any
amendment shall be issued in writing through addenda. Addenda shall
be sent by mail, cable, telex, facsimile, or electronic mail to all invited
Consultants and will be binding on them. The Employer may at its
discretion extend the deadline for the submission of proposals.

3. Preparation of Proposal
Technical Proposal
3.1 Consultants are requested to submit a proposal (para. 1.2) written in
the language(s) specified in the Data Sheet.

3.2 In preparing the Technical Proposal, Consultants are expected to

examine the documents constitution the RFP in detail. Material
deficiencies in providing the information requested may result in
rejection of a proposal.

i. If a Consultant considers that it does not have all the expertise for by
associating with individual Consultant(s) and/or other Consultants or
entities in a joint venture or sub-consultancy, as appropriate.
Consultants may associate with the other Consultants invited for this
assignment only with approval of the Employer as indicated as indicated
in the Data Sheet. Consultants must obtain the approval of the employer
to enter into a joint venture with Consultants not invited for this
assignment. Foreign Consultants are encouraged to seek the
participation of local Consultants by entering into a joint venture with,
or subcontracting part of the assignment to, national Consultants.

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CTM DEPARTMENT, KNUST

ii. For assignment on a staff-time basis, the estimated number of

professional staff-months is given in the Data Sheet. The proposal shall,
however, be based on the number of professional staff-months estimated
by the Consultant. For fixed-budget-based assignments, the available
budget is given in the Data Sheet, and the Financial Proposal shall not
exceed this budget.

iii. It is desirable that the majority of the key professional staff proposed
be permanent employees of the Consultant or has an extended and stable
working relationship with it.

iv. Proposed professional staff must, at a minimum, have the experience

indicated in the Data Sheet, preferably working under conditions similar
to those prevailing in the country of the assignment.

v. Alternative professional staff shall not be proposed, and only one

curriculum vitae (cv) may be submitted for each position.

vi. Reports to be issued by the Consultants as part of this assignment

must be in the language(s) specified in the Data Sheet. It is desirable
that the Consultant’s personnel have a working knowledge of the
Employer’s national language.

3.4 The Technical proposal shall provide the following information

using the attached Standard Forms (Section 3):

i. A brief description of the Consultant’s organization and an outline of

recent experience on assignments (Section 3B) of a similar nature. For
each assignment, the outline should indicate, inter alia, the profiles of
the staff proposed, duration of the assignment, contract amount, and
Consultant’s involvement.

ii. Any comments or suggestion on the Terms of Reference and on the

data, a list of services, and facilities to be provided by the Employer
(Section 3c).

iii. A description of the methodology and work plan for performing the
assignment (Section 3D).

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iv. The list of the propose staff team by specialty, the tasks that would
be assigned to each staff team member, and their timing (Section 3E)
v. CVs. Recently signed by the proposed professional staff and the
authorized representative submitting the proposal (Section 3f). key
information should include number of years spent working for the
Consultant and degree of responsibility held in various assignments
during the last ten (10) years.

vi. Estimates of the total staff input (professional and support staff;
time) needed to carry out the assignment, supported by bar chart
diagrams showing the time propose for each professional staff team
member (Section 3E and 3G)

vii. A detailed description of the proposed methodology, staffing, and

monitoring of training, if the Data Sheet specifies training as a major
component of the assignment.

Viii. Any additional information requested in the Data sheet.

3.5. The Technical Proposal shall not include any financial information.

3.6. In preparing the Financial Proposal, Consultants are expected to

take into account the requirements and conditions outlined in the RFP
documents. The Financial Proposal should follow Standard Forms
(Section 4). It lists all costs associated with the assignment, including;
(a) remuneration for staff (foreign and local, in the field and at
headquarters) and (b) reimbursable expenses such as subsistence (per
diem, housing), transportation (international and local, for mobilization
and demobilization), services and equipment (vehicles, office
equipment, printing of documents, surveys, and training, if it is a major
component of the assignment. If appropriate, these costs should be
broken down by activity and, if appropriate, into foreign and local
expenditures.

3.7. The Financial Proposal should clearly estimate, as a separate

amount, the Ghanaian taxes (including social security), duties, fees,
levies, and other charges imposed under the applicable law, on the
consultants, the sub-Consultants, and their personnel unless the Data
Sheet specifies otherwise.

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3.8. The Consultants may not use more than three foreign currencies the
employer may require Consultants to state the portion of their price
representing local cost in the national currency if so indicated in the
Data Sheet.

3.9. Commissions and gratuities, if any, paid or to be paid by

Consultants and related to the assignment will be listed in the Financial
Proposal submission form (Section 4A).

3.10. The Data Sheet indicates how long the proposals must remain
valid after the submission date. During this period, the Consultant is
expected to keep available the professional staff proposed for the
assignment or a replacement of such staff subject to clause 6.4. The
Employer will make its best effort to complete negotiations within this
period. If the Employer wishes to extend the validity period of the
proposals, the Consultants who do not agree have the right not to extend
the validity of their proposals.

4. Submission, Receipt, and

Opening of Proposals
4.1 The original proposal (Technical Proposal and, if required, Financial
Proposal; see para. 1.2) shall be prepared in indelible ink. It shall contain
no interlineations or overwriting, except as necessary to correct errors
made by the Consultant itself. Any such correction must be initialed by
the persons or person who sign(s) the proposals

4.2 An authorized representative of the Consultant initials all pages of

the proposal. The representative’s authorization is confirmed by a
written power of attorney accompanying the proposal.

4.3 for each proposal, the Consultants shall prepare the number of copies
indicated in the Data Sheet. Each Technical Proposal and Financial
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 governs.

4.4 The original and all copies of the Technical Proposal shall be placed
in a sealed envelope clearly marked “Technical Proposal”, and the
original and all copies of the Financial Proposal in a sealed envelope

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CTM DEPARTMENT, KNUST

clearly marked “FINANCIAL PROPOSAL” and warning: “DO NOT

OPEN WITH THE TECHNICAL PROPOSAL.” Both envelopes
shall be placed into an outer envelope and sealed. This outer envelope
shall bear the submission address and other information indicated in the
Data Sheet and be clearly marked, “DO NOT OPEN, EXCEPT IN
PRESENCE OF THE EVALUATION COMMITTEE.”

4.5 The completed Technical and Financial Proposal must be delivered

at the submission address on or before the time and date stated in the
Data Sheet. Any proposals received after the closing time for
submission shall be returned unopened.
4.6 After the deadline for submission of proposals, the Technical
Proposal shall be opened immediately by the Evaluation Committee.
The Financial Proposal shall remain sealed until all submitted proposals
are opened publicly.

5. Proposal Evaluation
General
5.1 From the time the bids are opened to the time the contract is
awarded, if any Consultant wishes to contact the Employer on any
matter related to its proposal, it should so in writing at the address
indicated in the Data Sheet. Any effort by the consultant to influence the
Employer in the Proposal evaluation, proposal comparison or contract
award decisions may result in the rejection of the Consultant’s proposal.

5.2 Evaluators of Technical Proposals shall have no access to the

Financial Proposals until the technical evaluation; including reviews by
the appropriate Tender Review Board is concluded.
Evaluation
Of Technical
Proposals
5.3 the evaluation committee, appointed by the Employer as a whole,
and each of its members individually, evaluates the proposals on the
basis of their responsiveness to the Terms of Reference, applying the
evaluation criteria, relevant sub criteria, and point system specified in
the Data sheet. Each responsive proposal will be rejected at this stage if
it does not respond to important aspects of the Terms of Reference or if
it fails to achieve the minimum technical score indicated in the Data
Sheet.

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5.4 In the case of Quality-Based Selection, Selection Based on

Consultant’s Qualifications, and Single-Source Selection, the highest
ranked Consultant or Consultant selected on a Single-Source Basis is
invited to negotiate its proposal and the contract on the basis of the
Technical Proposal and the Financial Proposal submitted in accordance
with the instructions given in para. 1.2 and the Data Sheet.

Public Opening And

Evaluation of Financial
Proposals: Ranking
(QCBS, Fixed Budget
And Least-Cost Selection
Methods Only
5.5 After the evaluation of quality is completed, the Employer shall
notify those Consultants whose proposals did not meet the minimum
qualifying mark or were considered non-responsive to the RFP and
Terms of Reference, indicating that their Financial Proposals will be
returnee unopened after completing the selection process. The employer
shall simultaneously notify the consultants that have secure the
minimum qualifying mark, indication the date and time set for opening
the Financial proposals. The opening date shall not be sooner than two
weeks after the notification date. The notification may be sent by
registered letter, cable, telex, facsimile, or electronic mail.

5.6 The Financial Proposals shall be opened publicly in the Presence of

the Consultants’ representatives who choose to attend. The name of the
Consultant, the quality scores, and the proposed prices shall be read
aloud and recorded when the Financial Proposals are opened. The
employer shall prepare minutes of the public opening.

5.7 The evaluation committee will determine whether the Financial

Proposals are complete (i.e., whether they have costed all items of the
corresponding Technical Proposals: if not, the Employer will cost them
and add their cost to the initial price), correct any computational errors,
and convert prices in various currencies to the single currency specified

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CTM DEPARTMENT, KNUST

in the Data Sheet. The official selling rates used, provided by the source
indicated in the Data Sheet, will be those in effect on the date indicated
in the Data Sheet. The evaluation shall excluded those taxes, duties,
fees, levies, and other charges imposed under the applicable law; and to
be applied to foreign and non-permanent resident Consultants (and to
be paid under the contract, unless the Consultants is exempted), and
estimated as per para. 3.7

5.8 In case of QCBS, the lowest Financial Proposal (fm) will be given
a financial score (sf) of the other Financial Proposals will be computed
as indicated in the Data Sheet. Proposals will be ranked according to
their combined technical (st) and financial (sf) scores using the weights
(t = the weight given to the Technical Proposal; p= the weight given to
the Financial Proposal; T+P=1) indicated in the Data Sheet:
S=St*T%+Sf*P%. The Consultant achieving the highest combined
technical and financial score will be invited for negotiations.

5.9 In the case of Fixed-Budget Selection, the Employer will select the
Consultant that submitted the highest ranked Technical Proposal within
the budget (“evaluated” price). Proposals that exceed the indicated
budget will be rejected. In the case of the least-cost selection, the
employer will select the lowest proposal (“evaluated price”) among
those that passed the minimum technical score. In both cases the
selected consultant is invited for negotiations.
6. Negotiations
6.1 Negotiations will be held at the address indicated in the Data Sheet.
The aim is to reach an agreement on all points and sign a contract.

6.2 Negotiation will include a discussion of the Technical Proposal, the

proposed methodology (work plan), staffing and any suggestions made
by the Consultant to improve the terms of Reference. The employer and
consultant will then work out final terms of reference, staffing, and bar
charts indication activities, staff, periods in the field and in the home
office, staff-months, logistics, and reporting. The agreed work plan and
final terms of reference will then be incorporated in the “description of
services” and form part of the contract. Special attention will be paid to
getting the most the consultant can offer within the available budget and
to clearly defining the inputs required from the employer to ensure
satisfactory implementation of the assignment.

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6.3 The financial negotiations will include a clarification (if any) of the
Consultant’s tax liability in Ghana, and the manner in which it will be
reflected in the contract; and will reflect the agreed technical
modification in the cost of the services. Unless there are exceptional
reasons, the financial negotiations will involve neither the remuneration
rate for staff (no breakdown of fees) nor other proposed unit rates in the
cases of QCBS, Fixed-Budget Selection, and the least cost selection
methods. For other methods, the employer will provide consultants with
the information on remuneration rates described in the Appendix to this
information.

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

6.5 The negotiations will conclude with a review of the draft form of the
contract. To complete negotiations the employer and the consultant will
initial the agreed contract. If negotiations fail, the employer will invite
the consultant whose proposal received the second highest score to
negotiate a contract.
7. Award of
Contract
7.1 The contact will be awarded following negotiations. After
negotiations are completed, the employer will promptly notify other
consultants on the shortlist that they were unsuccessful and return the
unopened financial proposals of those consultants who did not pass the
technical evaluation (para 5.3).

7.2 The consultant is expected to commence the assignment on the date

and at the location specified in the Data Sheet.

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8. Confidentiality
8.1 Information relating to evaluation of proposals and
recommendations concerning awards shall not be disclosed to the
consultants who submitted the proposals or to other persons not
officially concerned with the process, until the winning consultant has
been notified that it has been awarded the contract.

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INFORMATION TO CONSULTANTS
DATA SHEET

Clause
Reference

1.1 The name of the Employer is: CTM DEPARTMENT, K.N.U.S.T

The method of selection is: QUALITY AND COST – BASED SELECTION (QCBS)

The Applicable Law is: PUBLIC PROCUREMENT ACT 2003, (ACT 663) AS
AMENDED WITH (ACT 914)

1.2 Technical and Financial Proposals are requested: Yes

A Technical Proposal only is requested: No

The name of the assignment is:

CONSULTANCY SERVICES FOR THE CONSTRUCTION OF 3-BEDROOM
RESIDENTIAL FACILITIES IN BOADI-ASHANTI REGION

1.3 The assignment is phased: Yes

1.4 A pre-proposal conference will be held: Yes

1.5 The Employer will provide the following inputs: Refer to the Terms of Reference,
Section 5

1.6 The Employer envisages the need for continuity for downstream work: No

1.11 The clauses on fraud and corruption in the Contract are: 1.8 (a) (i) (ii) of RFP

2.1 Clarifications may be requested Fourteen (14) working days before the submission date.

The address for requesting clarifications is:

THE HEAD
CTM DEPARTMENT -KNUST
KUMASI
ASHANTI REGION

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3.1 Proposals should be submitted in the following language(s): English

3.2 (i) Shortlisted Consultant/entity may associate with other shortlisted Consultant: No

(ii) The estimated number of professional staff-months required for the assignment is:
The Assignment is estimated to last for about 6-Calendar Months.
However, the actual staff months are to be determined by the firm in its
Proposals.
(iii) The minimum required experience of proposed professional staff is: Refer to
Clause 5.2 (iii) and the Terms of Reference

(iv) Reports that are part of the assignment must be written in the following
language(s): English

3.3 (i) Training is a specific component of this assignment: No

(ii) Additional information in the Technical Proposal includes: N/A

3.4 Taxes: Relevant Tax Laws of Ghana will apply

3.5 Consultants to state local cost in Ghanaian Cedi: Yes

3.6 Proposals must remain valid 120 days after the submission date.

4.1 Consultants must submit an original and One (1) additional copy of each proposal

4.2 The proposal submission address is:

THE HEAD
CTM DEPARTMENT -KNUST
KUMASI
ASHANTI REGION

Information on the outer envelope should also include : Address of the sender and title of
the consultancy

4.3 Proposals must be submitted no later than the following date and time:
16TH FEBRUARY 2024; 16:00 HRS GMT

5.1 The address to send information to the Employer is:

THE HEAD
CTM DEPARTMENT -KNUST
KUMASI
ASHANTI REGION

5.2 The number of points to be given under each of the evaluation criteria are:

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Points

(i) Specific experience of the Consultants related to the assignment [15]

Broad Experience of Firm
Major Assignments undertaken - 5
Number of similar assignments - 10

(ii) Adequacy of the proposed work plan and methodology in responding to the Terms of
Reference [35]
Methodology - 15
Understanding the Objectives of the Assignment
Approach to task in RfP
Work Plan - 15
Adequacy of work plan
Organization of Staff - 5
Adequacy of staff mix and schedule

(iii) Qualifications and competence of the key staff for the Assignment [50]
The Consulting Team should be made up of Architect, Quantity Surveyors,
Civil/Structural Engineer, Mechanical Engineer, Electrical Engineer and Geodetic
Engineer

- Team Leader (Project Manager): (30%)

Minimum 1st Degree, in Building Technology, Construction Technology &
Mgt., Quantity Surveying and Construction Economics, Architecture, Civil
Engineering or related field.
Member of a Project Management Professional Body – 10 years relevant
experience

- Architect: (20%)
Minimum 1st Degree & or Post Graduate Diploma in Architecture – 5 years
relevant experience.
Membership of Professional body

- Quantity Surveyor: (20%)

Minimum 1st Degree - 5years relevant experience
Membership of Professional body

- Mechanical Engineer: (10%)

Minimum 1st Degree - 5 years relevant experience.
Membership of Professional body

- Electrical Engineer: (10%)

Minimum 1st Degree - 5 years relevant experience.
Membership of Professional body

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- Land Surveyor: (10%)

Minimum Bachelor’s Degree in Geodetic/Geomatic Engineering or related
discipline - 5 years relevant experience.
Membership of Professional body

Total Points: 100

The minimum technical score required to pass: 70

5.3 The single currency for price conversions is: N/A

The source of official selling rates is: N/A

The date of exchange rates is: N/A

The formula for determining the financial scores is the following:

[Either Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F
the price of the proposal under consideration, or another proportional linear formula]

5.4 The weights given to the Technical (T) and Financial (P) Proposals are: 0.8:0.2

6.1 The address for negotiations is: CTM DEPARTMENT CONFERENCE ROOM,
KNUST – KUMASI
7.1 The assignment is expected to commence by May 1, 2024

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SECTION 3: TECHNICAL PROPOSAL - FORM.

3A. Technical Proposal Submission Form

3B. Consultant’s References

3C. Comments and Suggestions of Consultants on the Terms of Reference and on Data, Services, and
Facilities to be provided by the Employer

3D. Description of the Methodology and Work Plan for Performing the Assignment

3E. Team Composition and Task Assignments.

3F. Format of Curriculum Vitae (CV) for proposed Professional Staff.

3G. Time schedule for Professional Personnel.

3H. Activity (Work) Schedule.

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3A. TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To [Name and Address of Employer]

Dear Ladies/Gentlemen,

Title: ………………………………………………………………………………………………
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. We are hereby submitting our Proposal,
which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.

If negotiations are held during the period of validity of the Proposal, i.e., before [Date] we undertake to
negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the
modifications resulting from Contract negotiations.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours Faithfully,

Authorized Signature:
Name and Title of Signatory:
Name of Consultant:
Address:

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CTM DEPARTMENT, KNUST

3B. CONSULTANT’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 Consultancy, either
individually as a corporate entity or as one of the major companies within an association, was legally
contracted.

Assignment Name: Country

Location Within Country: Professional Staff Provided by Your Consultancy

Name of Employer: No. of Staff:

Address: No. Of Professional Staff – Months; Duration of

Assignment:

Start Date Completion Date Approx. Value of Services (in current US$ Or
(Month/Year): (Month/Year): GH¢):

Name of Associated Consultants, If Any: No. Of Months 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:

Consultant’s Name: ………………………………………………………………………………

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CTM DEPARTMENT, KNUST

3C. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF

REFERENCE AND ON DATA, SERVICES, AND FACILITIES TO BE PROVIDED BY THE
EMPLOYER

On the Terms of Reference:

1.
2.
3.
4.
5.

On the data, services, and facilities to be provided by the Employer:

1.
2.
3.
4.
5.

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CTM DEPARTMENT, KNUST

3D. DESCRIPTION OF THE METHODOLOGY AND WORK PLANT FOR

PERFORMAING THE ASSIGNMENT

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CTM DEPARTMENT, KNUST

3E. TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

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CTM DEPARTMENT, KNUST

3F. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Proposed Position: _____________________________________________________________

Name of Consultancy: ___________________________________________________________

Name of Staff: _________________________________________________________________

Profession: ____________________________________________________________________

Date of Birth: __________________________________________________________________

Years with Consultant/Entity: _____________________________ Nationality: ______________

Membership of Professional Body: _________________________________________________

_____________________________________________________________________________

Detailed Tasks Assigned: _________________________________________________________

______________________________________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment.
Describe degree of responsibility held by staff member on relevant previous assignment and give dates
and locations. Use about half a page]
__________________________________________________________________________

Education:

[Summarize University/university and other specialized education of staff member, giving names of
schools, dates attended, and degree obtained. Use about one quarter of a page.]
_____________________________________________________________________________

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 positions held, and locations
of assignments. For experience in last ten years, also give types of activities performed and Employer references,
where appropriate. Use about two pages.]

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CTM DEPARTMENT, KNUST

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.]

_____________________________________________________________________________________

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly
Describe me, my qualifications, and my experience.

_______________________________________________________________ Date: ________________

[Signature of staff member and authorized representative of the Consultant Day/Month/Year

Full name of staff member: _______________________________________________________

Full name of authorized representative: ______________________________________________

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CTM DEPARTMENT, KNUST

3G. TIME SCHEDULE FOR PROFESSIONAL PERSONEEL

MONTHS/WEEKS/STAFFDAYS (IN THE FORM OF A BAR CHART)

NAME POSITION REPORTS 1 2 3 4 5 6 7 8 9 10 11 12 NUMBER OF
DUE/ACTIVITIES MONTHS/WEEKS/STAFFDAYS

Subtotal (1)

Subtotal (2)

Subtotal (3)

Subtotal (3)

Full-time: _____________ Part-Time: ______________________

Reports Due: _____________ Signature: ______________________

(Authorized representative)

Activities Duration _____________ Full Name: _____________________

Title: __________________________

Address: _______________________

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CTM DEPARTMENT, KNUST

3H. ACTIVITY (WORK) SCHEDULE

A. Field Investigation and Study Items

[1st, 2nd, etc. are month/weeks/staffdays from the start of assignment.]

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

________________
________________

________________
________________

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 Final Report

4. Final Report

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CTM DEPARTMENT, KNUST

Integrated Project 2023/24 Academic Year pg. 30

CTM DEPARTMENT, KNUST

SECTION 4. - FINANCIAL PROPOSAL – STANDARD FORMS

4A. Financial Proposal Submission Form

4B. Summary of Costs

4C. Breakdown of price per activity

4D. Breakdown of Remuneration Per Activity

4E. Reimbursable per Activity.

4F. Miscellaneous Expenses.

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CTM DEPARTMENT, KNUST

4A. FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Employer]

Dear ladies/Gentlemen,

Title: _________________________________________________________________________

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 (Technical and Financial
Proposals). Our attached Financial Proposal is for the sum of [Amount in words and Figures]. This
amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures].

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract
negotiations, up to expiration of the validity period of the Proposal, i.e., [Date].

Commissions and gratuities, if any, paid or to be paid by us to agents relating to this Proposal and
Contract execution, if we are awarded the Contract, are listed below:

Name and Address Amount and Purpose of Commission

Of Agents Currency or Gratuity

___________________ ____________________ _____________________

___________________ ____________________ _____________________
___________________ ____________________ _____________________

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours Faithfully,

Authorized Signature:
Name and Title of Signatory
Name of Consultancy:
Address:

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CTM DEPARTMENT, KNUST

4B. SUMMARY OF COST

Cost Currency (ies) Amount(s)

Subtotal

Local Taxes

Total Amount of Financial Proposal _________________________

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CTM DEPARTMENT, KNUST

4C. BREAKDOWN OF PRICE PER ACTIVITY

Activity No.: _____________________ Activity No.: _____________________ Description:_______________________

Price Component Currency (ies) Amount(s)

Remuneration

Reimbursable

Miscellaneous Expenses

Subtotal ____________________________

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CTM DEPARTMENT, KNUST

4D. BREAKDOWN OF REMUNERATION PER ACTIVITY

Activity No. _________________________________________ Name: _____________________________________

Names Position Input (Staff Months/Staff Remuneration Currency(ies) Amount

days as appropriate) Rate

Regular Staff

Local Staff

Consultants

Grand Total ________________________

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CTM DEPARTMENT, KNUST

4E. REIMBURSABLE PER ACTIVITY

Activity No: ________________________________________ Name: _______________________________

No. Description Unit Quantity Unit Price In Total Amount In

1. International Flights Trip

2. Trip
Miscellaneous travel expenses
3. Day
Subsistence Allowance
4.
Local Transportation Costs
5.
Office rent/accommodation/
Clerical assistance

Grand Total _______________

_________________________

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CTM DEPARTMENT, KNUST

4F. MISCELLANEOUS EXPENSES

Activity No. ______________________________________ Activity Name: ____________________________________

No. Description Unit Quantity Unit Price Total Amount

1. Communication costs between

___________________ and
_____________________

2. Drafting, Reproduction of Report

3. Equipment: vehicles, computers, etc.

4. Software
_____________________

Grand Total

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CTM DEPARTMENT, KNUST

SECTION 5. TERMS OF REFERENCE

CONSULTANCY SERVICES FOR CONSTRUCTION OF 2R. 4-BEDROOM RESIDENTIAL
FACILITIES FOR THE CTM DEPARTMENT, KNUST IN ACCRA

1.0 BACKGROUND

The CTM Department of KNUST intends to apply part of its Budgetary Allocation from the Ghana
Education Trust Fund for Consultancy Services for the Construction of some infrastructural development
projects. An approval has been given by the GETFund to procure a Quality Assurance Consultant to
manage the projects.

The CTM DEPARTMENT, KNUST now invites proposals from shortlisted Consultancy firms for the
above assignments.

2.0 OBJECTIVES

The overall objectives of this Consultancy service are to;

a. Provide, manage and supervise the procurement and supervision of the works/projects to be
undertaken in the University named in Section 3.3 of this document.
b. Ensure quality of works, materials and value for money invested is assured at all times throughout
the project period.
c. Ensure the works and reports are delivered in timely manner throughout the project period.

3.0 SCOPE OF SERVICES

The scope of services of the consulting firm shall include but not limited to the following:

3.1 PRE-CONTRACT

i. Study the supplied set of drawings and other pre-contract project documentation.
ii. Visit the proposed sites in the Greater Accra Region to appreciate the location and nature of the
site and its environments.
iii. Carry out detailed site investigation including geotechnical studies at the locations.
iv. Review the supplied drawings (if any) and other pre-contract project documentation, informed by
the results of the site investigations and Geotechnical reports
v. Prepare and agree with the University the Detailed Designs and documentations such as detailed
cost plan, estimates and project plans;
vi. Prepare tender documents which shall be based on the provisions of the Public Procurement Law
(Act 914 as amended) and its accompanying Standard Tender Documents, (STD). the Tender

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CTM DEPARTMENT, KNUST

Document shall include but not limited to Bills of Quantities, Tender Drawings, Condition of
Contract, special Conditions of contract, specification, Tender Data information, forms of
securities/ guaranteed and any other documents to facilitate the tendering process
vii. Carry out evaluation of tenders in consultation with the University and recommendations for
contract offer.
viii. Prepare contract Documentation after acceptance of offer for contracting

3.2 POST-CONTRACT

i. Be responsible for the regular supervision of the construction of the construction works during the
construction and maintenance periods of the contract which will include but not limited to:
• site introduction
• orientation and setting out the structure
• day-to-day supervision
• general contract administration
• review of contractors programme of works
• commissioning and testing of materials
• installations and equipment
• preparation of as built drawings

ii. Monitor, analyze and give necessary advice for project costs control during the pre-contract,
construction and maintenance periods.
iii. Perform any other duties assigned by the Employer or related to the assignment that will ensure
good planning, smooth implementation and completion of the works within agreed duration and
of the quality required for the achievement of overall objectives of the projects.

3.3 PROJECT DETAILS

The University intends to procure a Consultant for the Design and Construction of 2Nr. 4-Bedroom
Residential Facilities

4.0 DURATION

The selected consultant shall be expected to commence work not later than two (2) weeks after the
issuance of letter of commissioning.

The consulting service period is estimated to last Seventeen (17) months (i.e. from commencement of
review of the existing documentations to end of defects liability (maintenance) period considering the

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CTM DEPARTMENT, KNUST

project with the longest duration. However the contract can be extended depending on the prevailing
conditions at the time and also to include other salient works necessary for the University.

5.0 EMPLOYER’S INPUT

a. The Employer will introduce the consultant to the relevant sites.
b. The Employer will facilitate the payments for the Services and Works done by the Consultant.

6.0 KEY PERSONNEL FOR THE ASSIGNMENT

The minimum required experience of proposed professional staff is:

Project Manager/Team Leader

Must have a minimum of a first degree in Building Technology, Construction Technology and
management, Quantuty Surveying and Construction Economics or Architecture (in this event a
Post – graduate Diploma in Architecture would be required) and must be registered with a relevant
Project Management Professional body and in good standing. Additionally, must have experience
in management of (10) projects of similar nature, scope, complexity and at least ten (10) years post
qualification experience

Quantity Surveyor
Must have a minimum first degree in Building Technology or Quantity Surveying and must be a
member of the Ghana Institution of Surveyors. Must have at least five (5) years post qualification
experience in Cost Management, Contract Administration and Quantity Surveying duties on
Projects of similar nature, complexity and scope.

Electrical Services Engineer

Must have a minimum first degree in Electrical Engineering. Additionally, must be a member of
the Ghana Institution of Engineers or Chartered Institute of Building Services Engineering. Must
have at least five (5) years post qualification experience in Designing and Supervision of Electrical
Systems for Projects of similar nature, complexity and scope.

Mechanical Services Engineer

Must have a minimum first degree in Mechanical Engineering. Additionally, must be a member of
the Ghana Institution of Engineers or Chartered Institute of Buildings Services Engineering. Must
have at least 5 (5) years post qualification experience in Designing and supervision of Mechanical
Engineering systems for projects of similar nature, complexity and scope.

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CTM DEPARTMENT, KNUST

Land Surveyor
Must have a minimum first degree in Geodetic/Geomatic Engineering or a related field and must
be a registered member with the Ghana Institute of Surveyors in good standing. Must have at least
Five (5) years post qualification experience in topographical surveying of similar nature,
complexity and scope.

7.0 OUTPUT/REPORTING REQUIREMENTS

The Consultant shall be expected to produce reports and the identified outputs in the forms and at the
times indicated, and shall in all matters requiring consultations, report to the Head, CTM Department,
KNUST or his designated representative.

The Consultant shall:

a) Prepare an inception report which shall comprise inter alia

(i) A geo-technical survey report, if applicable;
(ii) Physical site investigation report;
(iii) Commentary and critique of the supplied drawings and
(iv) A general project implementation plan.
b) Prepare and agree reviewed preliminary designs and related cost and time plans.
c) Prepare complete sets of production drawings (Architectural, Structural Engineering,
Mechanical and Electrical Engineering installations) and other detailed production
information, including a cost plan and estimates and the updated project implementation plan.
d) Prepare Three (3) complete sets of tender documents comprising Two (2) hard copies and one
(1) soft copy for discussion and agreement with the Principal as the case may be.
e) Prepare Eleven (11) complete sets of the agreed/final tender documents comprising Ten (10)
hard copies and one (1) soft copy to facilitate the tendering process.
f) Implementation duties will include: organization and reporting periodically on; meetings,
material and installations testing, preparation of valuation/ certificates claims and project cost
plans, estimates and schedules.

Milestone/Reports

The following milestone and regular reports would be submitted in three (3) hard copies and one (1)
soft copy each,

1. An inception Report which shall be submitted within three (3) weeks after commencement of
assignment
2. Monthly report consisting progress report, financial report, challenges and recommendations.
3. Final Project completion Report which shall outline, in detail, the final accounts of the project, any
operations manuals for the installations, as-built drawings of the whole structure especially the
building service. The report shall be issued not less than two (2) months after expiry of the

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CTM DEPARTMENT, KNUST

maintenance period and shall be accompanied by the certificate of making good all defects and the
final Project completion certificate.

Item Output Salient Content Due date for

Required Submission
1 Inception • Physical site Survey 3-weeks after
Report report commencement of
• Geo-technical Survey the assignment
report (if applicable)
• Critique Report on
Supplied Designs and
Document on Phase 1
• Implementation Plan
2 Monthly • Project progress report Not later than 7-days
Report • Relevant drawings and in the following
documents month being reported
• Projects financial on
statement
• Challenges
• Recommendations
• Record of minutes
3 Project • Detailed, the final Not later than 2-
completion accounts of the projects, months after expiry
report any of the defects and
• Operating manuals for liability
the installations
• As-built drawings of the
whole structure
especially the building
services.
• Certificate of making
good all defects
• Final project completion
certificate

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