Introduction
AATF is a not-for-profit African led technology- transfer organization that provides farmers in Sub- Saharan Africa (SSA) with practical technology solutions to overcome farm productivity constraints. Founded in 2003, AATF is driven by the vision of a prosperous, resilient, food and nutrition-secure Africa, where smallholder farmers’ livelihoods are transformed through agricultural innovations.
1. AATF Head Office Construction Project
AATF plans to construct its Headquarters in Nairobi. The management would like to engage a qualified Individual Consultant(s)/Consultancy Firms to the role of Project Mechanical Engineer to manage the construction project.
In any large-scale construction project, the role of Mechanical Engineer is critical to the project’s overall success. Engaging a professional consultancy firm with specialized expertise in Mechanical Engineering services ensures that the project is executed with the highest level of technical competence.
In line with industry’s best practices, the Mechanical Engineering Consultants are the ones in charge of all aspects of mechanical design and supervision of works, including plumbing and drainage, from the design phase through to final handover. This role encompasses not only technical and operational responsibilities but also the critical task of maintaining clear communication among all project consultants.
2. Overall Role of Project Mechanical Engineer
The consultancy firm, serving as the Mechanical Engineering Consultants, will oversee the designs and execution of mechanical works for the project, ensuring that milestones are met within the agreed timelines, budgets are adhered to, and quality standards of execution are maintained. Their duties extend across several domains, including:
- Outline Designs: Production of schematic mechanical designs.
- Detailed Designs: Production of detailed mechanical designs
- Specifications: Development of mechanical specification, details and bills of quantities in coordination with project consultants, particularly the PM, the Project Architect, the QS, and the Electrical Engineer, the Interior Designer, the Landscape Architect, etc. to ensure that project costs and budgets are aligned.
- Procurement: Procurement of mechanical subcontractors and specialist suppliers of mechanical components.
- Design Coordination: Ensuring that Mechanical designs are accurately interpreted and executed while collaborating with the other consultants to ensure coordinated design and execution.
- Construction Management: Overseeing the on-site management of contractors and subcontractors, ensuring accurate execution of mechanical works.
- Compliance and Quality Assurance: Ensuring that all project activities comply with local regulations, industry standards, and contractual obligations.
- Reporting and Communication: The Mechanical Consultant will provide regular progress reports to the Project Manager. This includes detailed updates on milestones, budget utilization, risk assessments, and any challenges that may require high-level interventions. By leveraging their technical expertise and industry experience, the consultancy firm will ensure that all technical aspects are handled with precision and professionalism, ultimately delivering a project that meets AATF’s standards of excellence.
3. Project Feasibility and Scheme Design
- Client’s Brief: Engage with the client to discuss their requirements, including timelines, financial constraints, and key objectives. Provide recommendations on how to proceed with the project’s electrical works.
- Produce scheme designs and outline costs for evaluation by the client and the project team.
- Site Visit : Conduct a thorough appraisal of the project site and determine the implication for power supply and other electrical design matters.
- Outline Costs: Develop outline costs for electrical works for the project.
4. Detailed Design and Tender Action
Develop detailed mechanical drawings, specification and costs for purposes of tendering for mechanical works.
| Item | Description |
| Specifications & Drawings | Collaborate with consultants (Architect, QS, Engineers) to review and finalize drawings and technical specifications. Obtain quotes for specialized work. |
| Outline Electrical Costs | Provide outline mechanical works costs for the project for consideration by the Project Manager, QS and Client. |
| Construction Detail Drawings | Provide detailed construction information for mechanical works, including material specifications and installation instructions, to aid the tendering process. |
| Electrical Bills of Quantities | Provide detailed specifications and comprehensive costs of all mechanical works. |
| Contract & Contractors | Advise on contract types (e.g., lump sum, cost-plus), and identify potential subcontractors, and suppliers for the project. |
| Tender Process | Prepare a list of approved sub-contractors, invite tenders, and review the submissions. Provide the client with recommendations based on technical and financial merit. |
| Award | Recommend the best sub-contractor for Mechanical works based on their tender submission and oversee the awarding of the contract. |
5. Construction Supervision
The Mechanical Consultants plays a pivotal role in supervising the construction phase, ensuring that all aspects of mechanical works are delivered according to the approved timeline, budget, and quality standards. The Consultant will also liaise with the Project Manager and other consultants to ensure smooth project execution.
| Item | Description |
| Contractor Appointment | Advise the client on selecting and appointing the Mechanical sub-contractor, ensuring roles and responsibilities are clearly defined. |
| Building Contract | Prepare and manage the contract signing process, ensuring all parties agree to the terms before construction begins. |
| Contract Administration | Oversee the management of the construction contract, ensuring that all work is carried out according to the contract terms. This includes supervision, approvals, issuing of certificates for electrical works, and quality control. |
| Site Visits | Conduct regular site visits to inspect progress of execution of electrical works, ensure adherence to quality standards, and address any arising issues on site. |
| Completion of Works | Oversee the contract close-out process of Mechanical works, including final inspections, snag lists, and ensuring any defects are remedied. |
6. Post-Construction
Post-construction, the Mechanical Engineer will work with the client to establish a framework for building operations, maintenance, and tenant management, ensuring that the project continues to deliver value after its completion.
| Item | Description |
| Building Services Setup | Assist in establishing operational procedures for mechanical building services. Ensure that all systems are fully functional and integrated. |
| Maintenance Plan | Develop a detailed maintenance plan for all building mechanical services and systems, ensuring that regular inspections, servicing, and repairs are scheduled and documented. |
| Post–Occupancy Evaluation | Conduct a post-occupancy evaluation to assess the building’s performance, functionality, and occupant satisfaction. |
7. Application Requirements
Interested Individual consultants/consultancy firms are expected to submit the following:
A. Technical Proposal (Not more than 30 Pages excluding annexes/attachments)
- Proof of experience in handling similar projects by providing a list of past and present clients for which the consultant/firm conducted similar projects.
- Indicate years of experience in the field of construction, the minimum experience post registration is Ten Years (10 Years).
- Submit names of the lead team and support team, with their CVs, academic, professional certificates and functional responsibilities of the key people to be engaged.
- Submit at least three Certificates of completion/recommendation letters from previous most recent clients and include contract information.
- Company Profile.
- Applicable statutory documents to construction projects e.g., valid NCA certificates, tax compliance certificate, Registration Certificate, CR12 etc.
- Any other information to support your proposal.
B. Financial Proposal (Not more than 10 Pages)
- Budget should be clearly broken down and justified including estimated days of working, and expenses related to every phase.
- Be comprehensive and inclusive of all applicable taxes.
- Indicate terms and conditions of payment.
8. Application Submission
Interested applicants should send their proposal (Technical and Financial) together with other supporting documents to the Procurement Office through Procurement@aatf-africa.org by COB 5th August 2024 with the subject head “HOC MECHANICAL ENGINEER”.
9. Terms and conditions of the proposal
AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal. AATF reserves the right not to make any appointment from the proposals submitted.
Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without prior written approval.
AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.
10. Confidentiality statement
All data and information received from AATF for the purpose of this assignment are to be treated confidential and are only to be used in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to AATF.
Only successful candidates will be contacted.
