Commercialization and De-Risking for Agricultural Transformation Project

The Government of Rwanda has received financing from the International Development Association (IDA) toward the cost of the Commercialization and De-risking for Agricultural Transformation (CDAT) Project and intends to apply part of the proceeds for consulting services of hiring a Consultancy firm for detailed design study of Kageyo marshland

The Terms of Reference (TOR) related to this assignment are attached to this request for expressions of interest.

 

The Rwanda Agriculture and Animal Resources Development Board (RAB)/ Commercialization and De-risking for Agricultural Transformation (CDAT) Project now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the above Services. Interested Consultancy firms should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. Expression of Interest (EOI) will include: core business and years in business, relevant experience, technical and managerial capability of the firm.

 

The shortlisting criteria are:

1. The consulting firm should have at least 10 years of General experience in design and supervision of irrigation projects;
2. The firm should have specific experience in consultancy services related to the feasibility studies on irrigation projects proven by a certificates of good completion and signed contracts in large dams and irrigated command area;

The shortlist will contain Five (5) to Eight (8) firms.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Fourth Edition September,2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Consultants may associate with other firms to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.

A Consultant will be selected in accordance with the criteria set out in the Request for Proposals.

Expressions of interest must be delivered through e-procurement system on www.umucyo.gov.rw by the time indicated in the system.

Terms of reference for hiring a consultancy firm to undertake

Detailed Design of Kageyo Dam and Irrigation with 2,442 ha command area

Located in, Kageyo Sector, Kayonza District, Eastern Province

 

1. Background

The World Bank approved $300 million in financing under the International Development Association’s (IDA’s) grant, credit, and Scale Up Window to help the Government of Rwanda increase the use of irrigation and commercialization among producers and agribusiness firms in supported value chains, and to increase access to agricultural finance. 

The Commercialization and De-Risking for Agricultural Transformation Project (CDAT) will support the Government to provide services and create an enabling environment for the private actors throughout the agricultural value chain. It will finance public investments in the seeds sector, develop and rehabilitate irrigation systems on over 17,600 ha, and provide accompanying land husbandry development on about 11,000 ha in surrounding water catchment areas to increase productivity and promote climate-smart agriculture.

The project will also support commercialization by helping farmers access markets and availing matching grants for investments in mechanization, post-harvest infrastructure, and processing equipment.  A CDAT challenge fund will invest in particularly innovative solutions for the sector that can be brought to scale. The project is nationwide and is foreseen to directly benefit at least 235,000 households, including women and youth. In partnership with financial institutions, the Commercialization and De-Risking for Agricultural Transformation Project will seek to enhance access to affordable financial services and products in the agricultural sector by providing short and long-term financing and reducing risks and challenges faced by agricultural value chains through strengthening market linkages and scaling up agriculture insurance.

With the support of the World Bank, the Rwanda Agriculture and Animal Resources (RAB) through the CDAT Project will develop 17,673 ha multiple irrigation schemes across the country.  The Bank will finance the detailed design and irrigation development for Kageyo irrigation schemes, while the KIIWP has financed the Feasibility design study only.

1. Site Description

Kageyo dam site is proposed at the location of an existing small dam of 3.5MCM.  The new dam will be constructed on top of the existing dam incorporating it into its upstream slope.  The dam site is at the upstream end of the Kageyo village and will require some resettlement. The anticipated reservoir capacity according to the Feasibility Study is approximately 18 MCM for irrigating 2,442 ha command area, with a height of 11m, a crest length of 598m, and a crest width of 4m.  The salient features of the dam and command area taken from the Feasibility Study are illustrated below:

 

 Figure1: Dam layout and Cross Section

 

The command area is situated downstream of Rwinkwavu rice scheme and shares Rujuga Stream draining from Rwinkwavu dam located 18 km upstream. The command area lays between Rwinkwavu, Mwiri, Gahini and Murundi, sectors of Kayonza District, East Province of Rwanda. The irrigation development is planned to increase the present net irrigated areas from 500 ha to around 1500 ha net of rice crops and 942 ha of other crops on the piedmonts on both sides of the valley. The source of water for the planned irrigation system is Kageyo dam which collects runoff from the catchment area (152 km2) and excess floods from Rujuga stream catchment (214 km2); an existing Rujuga river diversion weir located at 8500m from Kayego dam with water catchment area is proposed to be upgraded to be able to divert flood flow to Kageyo dam for irrigating net command area of 2,442ha. The total gross area of the project covers 2,596 ha out of which 26.5% (688 ha) is currently used for rice cultivation, 19.4% (504 ha) is to be developed for rice cultivation and 45% (1169 ha) is on the piedmont (adjacent slopes) and is to be developed for other seasonal crops and 9% (235ha) to be rehabilitated for efficient water management. The area of each subdivision of Kageyo watershed is presented in table below.

Table Error! No text of specified style in document.‑1: Subdivisions of Kageyo watershed

Watershed subdivisions	Area (Ha)	% of Total
Catchment of reservoir	15,200	21
Catchment of diversion weir	21,400	31
Catchment of Command Area	31,860	45
Command area	2,442	3
Total Watershed	70,902	100

 

The hillsides in the Kageyo site are mainly occupied by cattle farmland and partly cultivated for subsistence crops such as sorghum, maize, vegetables, banana, and fruit plantations. By introducing irrigation in this area it is expected that the farmers will shift from subsistence agriculture to commercial systems growing mainly rice and increase the area under high-value crops such as vegetables and fruit trees, and sell the products to the local or international markets. Introducing irrigation in this area will lead not only to increase crop productivity but also to taking advantage of the dry season, which usually cannot be used for agriculture because shortage of irrigation water even the drying up of streams.  After introducing an irrigation system in the Kageyo area it will be possible to grow up to three crops each year, dramatically increasing the total quantities of vegetables and fruits in the Kayonza area and beyond. Further, other beneficial effects will be associated with the introduction of irrigation, such a an increase in farmers' income, a decrease in unemployment, and an increase of exports. The command area will receive support from land husbandry measures such as agroforestry tree plantations, infiltration ditches, and soil improvements by liming and applying organic compost/mineral fertilizer.

Location map in sectors	A part of Layout for command area
Diversion weir from stream to Dam	Diversion weir in command area
Hillside on-canal regulating reservoir	Irrigation offtake from hillside canal

 

Existing irrigation infrastructures

The existing Kageyo scheme with 500ha of rice is irrigated by a small dam of 3.5MCM supplemented by drainage irrigation water from the Rwinkwavu scheme with 1,000ha irrigated by a dam of 6MCM, the table below summarize the status of existing hydraulic structures from Rwinkwavu to Kageyo scheme, however, the scope of this study includes only structures for Kageyo.

Infrastructure	Description	Current Status	Comments and Proposed Improvement
Rwinkwavu scheme (1,000ha) developed by RSSP 3 in 2015
Rwinkwavu Dam	Type: Earthen dam 6Mcm Height: 9.5 m; Crest Length: 197m; Storage capacity: 6,000,000m3; Related structures: sediment flushing gate, intake structure, spillway, dam is fed by runoff and money streams	Well operating	In recent years, many farmers started to pump from the reservoir and from the main canals to irrigate their crops on the hillsides. The dam does not spill often so raising of the dam may not be beneficial.
Kadiridimba Dam	Small dam just upstream of the scheme	Outlet gate not operational	Because Rwinkwavu dam is 11 km upstream of the command area, this small reservoir could be used as a regulating reservoir to better control the flows into the scheme for improved water management and to reduce spills which will help reduce the water shortage during the dry season.
Weir intakes from Main canal	Type: Masonry Number: 5 weir intakes	In good status and well operating	No improvement required
Main canal	Type: earthen; trapezoidal shape, length: 27km, longitudinal slope: 0.003,	Good and well operating with some erosion on embankment	Lining of parts or all of the canal needs to be assessed.  Lining will help reduce the water shortage during the dry season.  Measuring water loss from the canals may help to make this assessment.
Kageyo scheme 500ha developed by RCSP in 2020
Kageyo Dam (same location as the proposed Kageyo Dam)	Earth dam, height: 6 m, Crest length: 500m Storage capacity: 3.5MCM	Well operating	Since its completion farmers started to change from cattle farming to cropping and irrigating around the reservoir, and are still expanding rice and other crops downstream of the command area, the dam is no longer able to meet the increased irrigation water demand, Need to increase the storage capacity to 18MCM to meet existing and proposed expansion irrigation requirements.
Kageyo feeder canal	Type:  earthen trapezoidal shape, Length: 8.5 km from Rwinkwavu diversion to Kageyo Dam	Not operational	Needs to be enlarged, assessed for lining, a siphon added to avoid the model village, and inlet and outlet structures designed.
Weir intake on main canal	Type: masonry Number: 3	In good status and well operating	No improvement required
Main canal	Type: earthen; trapezoidal shape, length: 12km, longitudinal slope: 0.001,	In good status and well operating	Due to flat slope infiltration rate mainly from weir to piedmont is high, lining of this section could reduce infiltration and increase the velocity
Access roads	Earthen road of 23 km in total for Rwinkwavu and Kageyo	Moderately in good condition	Regular maintenance is done by WUA, some sections are not well drained. Improvement of drainage is required

Scheme management

Both schemes (Rwinkwavu and Kageyo) are managed by one Water Users Association (WUA - Tugane Heza) and one Cooperative (Koperative Indatwa Kayonza: KOIKA) have a total member of 4,648.  The existing WUA and Cooperative will continue to manage the scheme after its expansion. The chart below shows the organizational structure of the WUA and scheme arrangement.

 

1. Objective of the assignment

The objective of this assignment is to conduct an assessment of the existing Kageyo Feasibility Study, confirm the location and size of Kageyo Dam, size of command area, irrigation network layout, and to present the analysis and proposed improvement alternatives in the Interim Report for approval before preparing all Detailed Design documents including design report and drawings, bill of quantities, technical specifications, tender documents, irrigation operations and maintenance manual, self-standing plans for dam construction supervision, quality assurance, instrumentation, operations and maintenance, and emergency preparedness as required by OP 4.37.I. 

The study and designs should ensure the developments are technically feasible, economically and financially viable, socially acceptable and environmentally sustainable.

1. Scope of Work

The Consultant will conduct relevant technical investigations and studies to enable the Kageyo Dam with its command area irrigation scheme to be implemented.  The consultant team must revisit and refine the recommendations of the feasibility reports including the following:

• The proposed location and design of Kageyo Dam including the diversion works, irrigation outlets, bottom outlet, spillway, road, etc.
• The proposed command area and design of the irrigation networks for both hillside and marshland areas, post-harvest infrastructures, roads, etc. 
• Determine the irrigation water requirements of Kageyo and Rwinkwavu schemes including:

1. Existing irrigation schemes;
2. Expansion potential to Cyamusenyeri reservoir area and even further downstream if water supply allows;
3. Existing hillside irrigation including irrigation from Rwinkwavu reservoir, along the stream between Rwinkwavu Dam and the existing rice scheme, and pumping from canals;
4. And, potential expansion of hillside irrigation.

• Study the hydrology of the Kageyo and Rwinkwavu watersheds to determine the availability of water for:

1. Direct runoff into the new Kageyo dam;
2. Diversion of drainage water from Rwinkwavu scheme to Kageyo Dam through an upgraded feeder canal;

1. Raising Kadiridimba Dam and/or constructing a new dam about 2km upstream;

• Propose improvements to the Rwinkwavu scheme, and determine the amount of additional water that will be made available for use in both Rwinkwavu and Kageyo schemes, for the following:

1. Canal lining
2. Flow measurement and monitoring

1. Use of Kadiridimba Dam as a regulating reservoir
2. Raising Kadiridimba Dam and/or constructing a new dam about 2km upstream, etc.

• Consider an alternative to supply the Kageyo rice areas with water from the new hillside canals using low-head pipes and valves to deliver water to fields/tertiary canals, instead of supplying water from weirs along the main drain to open unlined canals as proposed in the feasibility study.  This could increase the water use efficiency of the rice irrigation system.
• Consider and propose other improvements to the Kageyo and Rwinkwavu schemes to maximize the use of irrigation water and areas for expansion.
• If a new dam near Kadiridimba looks promising and provides surplus water, the Kageyo irrigation system can be expanded accordingly.  A separate study will be carried out for this dam together with other improvements for the Rwinkwavu scheme, but the Consultant will prepare Terms of Reference for the feasibility and detailed design for this study.
• Carry out reservoir simulations for Kadiridimba, and new dam near kadiridimba

Present the above findings, alternatives, and recommendations in the Interim Report for approval before proceeding to detailed design.

The Consultant will also provide Terms of Reference for hiring both the contractor and construction supervisor and all documents required for tendering construction of the works. 

4.1  Topographic survey

The Consultant will carry out a detailed topographic field survey for all structure site plans at 1:500 scale with survey points taken on a minimum 25 x 25m grid for no more than 0.5m contour intervals for the proposed dam site, diversion works, hydraulic structures, post-harvest facilities and other infrastructures of the scheme. Topographic surveys for the irrigation area and any roads will be carried out at 1:1000 scale with survey points taken on a minimum 25 x 25m grid for no more than 0.25m contour intervals on the flat valley bottom areas and no more than 1.0m contour intervals on steep areas. 

High-precision survey equipment will be required for these irrigation systems with almost flat slopes that rely on precise designs for water distribution.  Survey methods will include traditional total station surveying, GPS (Global Positioning System) of high accuracy, and endorsed with more advanced technologies like LiDAR (Light Detection and Ranging) or drone-based surveys with Horizontal Accuracy of 0.1 to 0.5 meters and Vertical Accuracy of 0.02 to 0.1 meters.

Upon completion of the surveying, the Consultant shall produce the following deliverables:

a) General plan showing the infrastructure and alignment of the proposed catchment areas and the dam and reservoir. (These shall be prepared in AutoCAD format as well as superimposed on Google Earth, Arc GIS readable format. The plans shall show features such as rivers, streams, farms, valleys, marshy areas, gullies, rocks (if visible), roads, settlements, etc.)

b) Provide detailed layouts of the command area showing all canals, drains, roads, structures, etc. that will also be the basis for any leveling and grading works by the contractors.

c) Prepare detailed plans and long section drawings for the main and secondary canals, main and secondary drains, and roads with not more than 500 meters per sheet. For the profiles, the vertical and horizontal shall have an appropriate scale ratio of no less than 1:5.

All data on actual survey points shall be provided in soft copy in a format readable by AutoCAD, Civl3D, ArcGIS and other standard software design and surveying packages. All survey points shall have an x, y and z value tied to the local coordinate system.  All font size used shall be readable on A3 drawings.

1.  Marshland irrigation

Drawings include topographical layouts and hydraulic structures drawings.

Topographical layouts (A0) include:

• Overall layout at 1/10,000 scale

• Topographical layouts (planimetry and altimetry) at the appropriate scale (1/2,000 or when necessary 1/1,000) of perimeter (gross area) including the inevitable excesses in the Piedmont).

The topographical layouts will include also:

• Names of places and localities (provinces, districts, sectors and cells);
• The general boundaries of perimeter;
• Roads and access roads, foot paths including those adjacent to the agricultural area;
• Layout of emissaries / collectors and ends of tributaries;
• Existing hydraulic structures and proposed new hydraulic structures materilized on ground by reinforced concrete benchmarks (20x20cm wide and 50cm long protruding 10cm above the ground) with a number engraved on top corresponding to a table listing the coordinates for each benchmark.  In addition benchmark will be required throughout the command area to assist the contractor during construction. 
• Other major features: highlands and thalwegs, slope failures, settlements, water courses, utilities etc.

1. Dam and Diversion Weir

The drawings include:

• Topographical layouts (on A0 format) at 1/500 scale;
• Detailed drawings and sections at 1/50, 1/100 and 1/200 scale as appropriate for the Dam, the Diversion Weir and the crossing structures (bridges).

1. Implementation layouts (A0 format)

Implementation layouts will be developed on the basis of topographical layouts and all the basic data allowing, on one hand to accurately calculate the volume of excavation related to constructing irrigation canals (primary and secondary), drainage channels and roads as well, and on other hand to determine the number of structures and estimate the size and the quantity. These include:

• Implementation layout at an appropriate scale showing the irrigation and drainage network, the roads network and the location of civil structures (drops, intakes, side weirs, aqueducts, culverts, bridges, etc);
• Longitudinal sections of the main and secondary irrigation and drainage canals; the profile of canal will be materialised by wooden pegs spaced on 20m, its top coinciding with the center line of the canal
• Typical cross sections of the main and secondary irrigation canals, river channel and other drainage channels;
• Plans and sections of the hydraulic structures: 1/25, 1/50 and 1/100 scales as appropriate.

1. Quality Assurance

Quality assurance procedures are crucial to ensure the accuracy and reliability of topographic survey data for irrigation systems. The key steps and considerations for implementing quality assurance in topographic surveying for Kageyo irrigation project include but are not limited to the following:

1. Field Procedures:
   • Consultant should train surveyors on proper field procedures and use of equipment.
   • Conduct a thorough reconnaissance of the survey area.
   • Establish control points using accurate and reliable methods (GPS, total station).
   • Follow standard field procedures for data collection, ensuring systematic coverage of the entire area.
2. Instrument Calibration:
   • Regularly calibrate survey instruments (total stations, GPS receivers) to ensure accurate measurements.
   • Document and keep records of calibration procedures.
3. Data Validation and Quality Checks:
   • Implement real-time data validation during field data collection to identify errors promptly.
   • Conduct periodic quality checks on collected data to identify outliers or inconsistencies.
4. Data Processing:
   • Use reputable and calibrated software for data processing.
   • Verify that data processing steps align with industry standards and best practices.
   • Cross-check processed data against field notes to identify any discrepancies.
5. Error Analysis and Correction:
   • Analyze potential sources of errors, including instrumental, environmental, and human factors.
   • Implement corrective measures for identified errors and inconsistencies.
6. Documentation:
   • Maintain detailed documentation of survey procedures, methodologies, and any deviations from the original plan.
   • Keep records of control points, benchmarks, and reference information.
7. Quality Control Review:
   • Conduct a comprehensive quality control review of the entire survey dataset.
   • Involve a second surveyor or team in crosschecking data independently.
8. Data Deliverables:
   • Clearly communicate with client any limitations or uncertainties associated with the survey data in the final deliverables.
   • Provide metadata and documentation accompanying the final data sets.
9. Continuous Improvement:
   • Establish a feedback loop for continuous improvement based on lessons learned from previous survey day.
   • Update procedures and training materials based on the feedback and evolving technologies.

4.2   Geotechnical Investigations

Geotechnical investigations are crucial in civil engineering projects to understand the subsurface conditions and provide essential information for design and construction. For Kageyo dam and command area the following key standards will be used but not be limited to:

1. ISO 22475 series: Geotechnical investigation and testing:

• This series of standards provide guidelines for sampling, testing, and reporting of soil and rock in geotechnical investigations. Key documents in this series include:
  • ISO 22475-1: Sampling by drilling and excavation methods.
  • ISO 22475-2: Sampling by permeability testing.

1. ASTM D1586 - Standard Test Method for Penetration Test and Split-Barrel Sampling of Soils:

• ASTM D1586 provides guidelines for the Standard Penetration Test (SPT), a common method for obtaining subsurface soil samples.

1. BS 5930: Code of Practice for Site Investigations:

• Published by the British Standards Institution (BSI), this code of practice provides guidance on the planning, execution, and interpretation of geotechnical site investigations.

1. ASTM D4429 - Standard Test Method for CBR (California Bearing Ratio) of Soils in Place:

• CBR is a crucial parameter for the design of flexible pavement structures. ASTM D4429 outlines the procedure for determining CBR of soils in place.

1. EN 1997 - Eurocode 7: Geotechnical Design:

• Eurocode 7 is a European standard for geotechnical design and provides a comprehensive framework for the design of structures involving geotechnical considerations.

The scope of the required services for the Geological and Geotechnical investigations include geological mapping, test pit excavation with excavator/drilling rig, collection, and preservation of soil samples and accurate logging of the soil profiles for proposed Kageyo dam. The investigations include, but are not limited to the following activities:

• Review of the existing pertinent geological/structural geological maps and feasibility reports, aerial photographs, and/or satellite images, topographic maps, etc. of the dam site and a reconnaissance site visit to the proposed Kageyo dam site.
• Produce detailed investigation methodologies and reports.
• Carry out regional structural, geological and geomorphologic maps for the project at a scale of 1:25,000.
• Produce surface geological and engineering geological mapping at main project structure areas with relatively larger scales of up to 1:5000 when appropriate topographic base maps are made available with the topographic surveying program of the project.
• Advise the client on the appropriate machinery for excavation (preferably excavator or a drilling rig) and also assist in the preparation of technical specification required for procurement purposes.
• Determine the litho-stratigraphic succession and analyzing the geology and geological structures of the dam area and evaluating their effects.
• Undertake the appropriate number of exploratory test pits using excavators/drilling rigs, boring to characterize the subsurface geological and structural conditions at the dam site and undertake in situ testing. The geotechnical sample will be taken one at each side of the dam, one at the spillway, and two in the middle with depths of 10m on sides and spillway and 35m in middle.  However, the number and depth of test pits could be changed based on the field observation with recommendations given by the dam engineer in agreement with the client.
• Test pit excavation at the reservoir inundation area for determining the volume of overburden and existing reservoir natural blanketing material.
• Test pit excavations at engineering sites and borrow areas for construction material site identification and delineation to determine the types, quantity, and quality of local construction materials (embankment, sand, aggregate, stone and rockfill) at proximity to the structure sites; show also available access road routes on the location map.
• Collecting representative soil and rock samples from trial test pits and quarry sites required for physical and engineering properties determinations, bearing capacities of foundations, slope stability analysis, permeability estimation, piping through foundations and retaining structures.
• Laboratory testing of representative soil and rock samples of foundation and construction materials and determination of engineering properties as per international standards.
• Construction material appraisal and suitability evaluation.
• In consultation with the dam engineer, prepare detail designs of the excavations, filling, compaction, lining, and finishing required ensuring that the dams are able to retain water with minimum infiltration and indicate a recommendation of geotechnical design parameters.
• Producing reports (factual and geotechnical reports).

NB: The tasks for the execution of this assignment have been outlined as detailed as possible. However, the Geotechnical Expert shall bear in mind that the list of tasks and activities can by no means be considered as a complete description of the Expert's duties. It is the Expert's responsibility to critically verify the scope of services indicated and to extend, reduce or amend it wherever deemed necessary in their own professional judgment and in agreement with the Client. It is to be understood that the Expert shall perform all work as necessary to meet the objectives of the project.

4.3   Review of Hydrology Studies

The consultant will revisit the hydrology part provided in the feasibility studies reports for both the Rwinkwavu and Kageyo watersheds and carry out the following:

• Revisit rainfall data that has been used to determine the extreme rainfall events and runoff for each scheme;
• Review the Feasibility Study reports related to the peak discharge and volume for an extreme event;
• Revisit and refine sediment transportation and dam reservoir sediment estimates, and reservoir sediment distribution;
• Revisit, and refine, if necessary, the feasibility estimates for drainage coefficients, probable maximum floods and design floods;
• Confirm the design flood recurrence intervals (of a return period appropriate to the type and size of structure involved); 
• Collect and analyse the available hydrological data and prepare an estimate of the availability of water for irrigation paying special attention to daily low flows of Rujuga stream from Rwinkwavu catchment and taking account of all prior commitments upstream and downstream (including the requirement for environmental flows);
• Where a dam is proposed, refine the feasibility study inflow estimates and revise the long-term reservoir simulation. All estimates to be at an agreed level of risk of failure (20 percent or less);
• The consultant will carry out analysis of dam break and downstream inundation and recommend preventive and safety measures.

4.4  Review of Agronomy Study

Revisit and refine soil investigations, selected crops and corresponding cropping patterns report provided by the feasibility study. Confirm the cropping patterns according to the selected irrigation systems for the scheme with a focus on the crop rotation and budgets for the proposed crops. Revisit crop water requirements and irrigation water requirement to confirm the size of the irrigation system provided in feasibility study.  Revisit and refine the estimates of irrigation requirements for the selected irrigation technologies to be applied, taking into account of various irrigation efficiencies that are likely to be achieved, prepare as separate file one for marshland other for hillside.

4.5 Review of Land Husbandry Study

The consultant will revisit the land-husbandry part provided in the feasibility studies reports for both the Rwinkwavu and Kageyo watersheds and carry out the following:

• Review and confirm the existing feasibility report of land-husbandry
• Identification of areas that need urgent and more attention for erosion control, dam and irrigation network siltation,
• Recommend and design intervention required,
• Identify and size the buffer zone around the dam, irrigation canal, and main drain
• Propose the vegetative control measures in the buffer zone

4.6 Interim Report

Prepare the Interim Report including reports for topography, geotechnical, hydrology, and agronomy.  Present findings of alternative analyses for improvements to the Rwinkwavu scheme including benefits of a new dam and improved water control, expansion of the command area by pumping, and amount of water that can be diverted to Kageyo dam for each alternative.  Present finding of alternative analyses for Kageyo dam and irrigation area including but not limited to; dam design, water storage, sediment dead storage, irrigation alternatives, command area expansion options, irrigation and feeder canal lining, flood protection, economic and financial analysis and land husbandry of the catchments.

4.7  Detailed design of the dam and related infrastructures

The design will include identification of houses and need to be removed and designs will be provided for any utilities and roads that need to be relocated.

 

Designing irrigation infrastructures and irrigation dams involves adherence to specific codes and standards to ensure safety, reliability, and efficiency. During this stage of Kageyo dam and irrigation system design, the following codes will be referred to and followed:

1. Irrigation Dam:

• ICOLD (International Commission on Large Dams) provides guidelines for the planning, design, construction, and maintenance of large dams. These guidelines cover various aspects of dam engineering, including those related to irrigation.
• The USBR (United States Bureau of Reclamation) provides design standards and criteria for various aspects of water resource projects, including dams for irrigation purposes.
• Eurocode 2 (EN 1992) Design of Concrete Structures provides design rules for concrete structures, including those used in dam construction, and may be applicable in European regions.
• ACI 350: Code Requirements for Environmental Engineering Concrete Structures, issued by the American Concrete Institute (ACI), provides requirements for the design of concrete structures, including those related to environmental engineering, which may be relevant for irrigation dams.
• ASCE 7: Minimum Design Loads for Buildings and Other Structures, published by the American Society of Civil Engineers (ASCE), provides minimum design loads for various structures, including dams.

1. Irrigation Infrastructures:

• ISO 11266:1994 - Determination of hydraulic conductivity of water-saturated porous materials in the laboratory. This International Organization for Standardization (ISO) standard is essential in designing efficient irrigation systems.
• ASABE EP405.2: Design and Installation of Microirrigation Systems. Published by the American Society of Agricultural and Biological Engineers (ASABE), this standard provides guidelines for the design and installation of microirrigation systems, including drip and sprinkler systems.
• ICID (International Commission on Irrigation and Drainage) provides various standards related to irrigation and drainage, including guidelines for the design and operation of irrigation systems.

1. Seismic hazard consideration for dam design:

Seismic design considerations are critical in the design of irrigation dams, as earthquakes can pose a significant threat to the stability and safety of such structures. Here are key seismic design considerations for Kageyo irrigation dam design to be analysed and confirm the safety of the dam:

1. Seismic Hazard Assessment:

• Conduct a comprehensive seismic hazard assessment for the dam site to determine the expected ground motions during an earthquake.
• Consider local seismicity, fault lines, and historical earthquake data.

1. Confirmation of selected site:

• Avoid locating dams in areas with high seismic risk whenever possible.
• Consider the potential for liquefaction and other site-specific seismic hazards.

1. Geotechnical Investigation:

• Conduct a thorough geotechnical investigation to understand the subsurface conditions and the seismic vulnerability of the foundation material.
• Evaluate soil liquefaction potential and dynamic soil properties.

1. Dam Type and Configuration:

• Choose dam types that are suitable for seismic regions, such as reinforced concrete gravity dams or embankment dams with appropriate seismic considerations.

Consider the geometry and configuration of the dam to minimize vulnerability to seismic forces.

1. Dynamic Analysis:

• Perform dynamic analyses, including response spectrum analysis and time-history analysis, to assess the dam's response to seismic forces.
• Evaluate the dynamic behavior of the dam and its components.

1. Foundation Design:

• Design foundations to resist seismic forces and mitigate settlement and sliding.
• Consider the use of base isolation or other foundation improvement techniques.

1. Structural Design:

• Design dam components to withstand seismic forces, including the dam body, spillway, outlet works, and other appurtenant structures.
• Implement reinforcement detailing to enhance ductility and prevent brittle failure modes.

1. Seismic Retrofitting:

• Consider retrofitting designed dams in seismic-prone areas to meet current seismic design standards.
• Retrofitting measures may include adding mass, improving foundation conditions, or modifying the dam structure.

1. Emergency Preparedness:

• Develop emergency response plans that include procedures for dam inspection and assessment following an earthquake.
• Recommend the Implementation early warning systems to alert downstream communities in the event of a seismic event.

1. Regulatory Compliance:

• Ensure compliance with local and international seismic design codes and standards.
• Collaborate with relevant regulatory authorities to obtain approvals and permits.

1. Monitoring and Instrumentation:

• Recommend the Installation of monitoring and instrumentation systems to continuously assess dam performance during and after seismic events.
• Design and recommend the Implementation automated data collection systems for rapid response if necessary.

1. Public Awareness and Education:

• Recommend emergency response plans, and the safety measures in place for the public, stakeholders, and local communities about seismic risks,

4.7.1  Main intake structures, reservoirs and access roads

Revisit the proposed design and prepare the detailed design of the key water-intake structures (weirs, pipes and canals…). Provide detailed designs and drawings for different components including: (a) intake structure from the dam’s water reservoir, (b) diversion weirs; (b) main delivery pipes; (c) flood protection and sedimentation control structures, (d) on-canal regulating reservoirs, and; e) ancillary infrastructure such as electricity if necessary and access roads. Efforts should be made to design simple cost-effective structures and equipment that can easily be operated and maintained by the farmers.  Assessment should be made of the need for cost-effective canal lining where technically required.

4.7.2  Main canals, secondary pipes and main delivery pipes

Prepare detailed designs for the main canals and related structures. The design should be prepared using (a) slope stability analysis for prevention of landslides along the canals; (b) hydraulic analyses including; and (c) suitable design parameters for the canals/pipes including side slopes, cross-sections, and freeboard, diameters, friction losses, protection drainage, crossing points etc.  Assessment should be made of the need for cost-effective canal lining where recommended.

4.7.3  Secondary, tertiary canals and other hydraulic control structures

Review and refine the design capacity of the irrigation systems; prepare the design of secondary, tertiary and other distribution control structures; conduct hydraulic and stability analysis of the individual structures to ensure proper distribution of water in the canal/pipe networks for better valorisation of plots. Hydraulic and distribution structures are to be designed for their ability to  control flows to their respective command areas. Determine suitable locations and prepare detailed design for structures that may be required along the canal/pipe. Recommend the type of construction materials to be used for structures such as culverts, road crossings, outlets, bridges, inverted siphons, flumes and drop structures. Use standard type of structures to facilitate future operation and maintenance.

It is to be noted that the consulting firm should estimate the quantities and identify the source and location (with coordinates) of materials to be used during construction.

4.7.4  Irrigation detail design

Prepare detailed design drawings including longitudinal plans, profiles, and cross-sections of the main, secondary and tertiary canals/secondary pipes and typical designs for their respective structures. Prepare the detailed design of representative marshland and hillside irrigation blocks including tertiary canals and secondary pipes and appropriate on-farm distribution systems

4.7.5  Drainage and flood control structures

Prepare the detailed design of drainage and flood control networks. These will be mostly surface drainage and flood control structures. Sub-surface drainage may be proposed and designed when deemed necessary. 

4.7.6  Post-harvest and office structures

Following the post-harvest and office structures need assessment conducted during feasibility stage, the Consultant will prepare the detailed design of such structures that meet community/users needs including roads, power, water distribution networks and office buildings, post-harvest and handling facilities with basic utilities, etc. 

4.7.7  Technical specifications

Prepare suitable technical specifications for the use of materials, workmanship, inspection schedules, equipment, etc. Reference to brand names, catalogue numbers or other details that limit any materials or items to a specific manufacturer is not allowed unless the term “or equivalent” is used.

4.7.8  Cost estimates

Consultant shall prepare bills of quantities and project cost estimates for the final detailed design report based on unit price market survey.  Lump sum quantities should be avoided as much as possible. The market survey report will be attached to the report as an appendix.

4.7.9  Implementation schedules

The consultant shall prepare a detailed implementation schedules for activities to be carried out by the contractor.

 

4.8 Environmental consideration

The detailed design should consider and fulfil the following key environmental considerations to ensure sustainable and responsible development:

1. Ecological Impact Assessment

•Conduct a comprehensive ecological impact assessment to understand the potential effects of the irrigation project on local flora and fauna.

•Identify and protect sensitive habitats, endangered species, and biodiversity.

2. Water Quality Management:

•Implement measures to monitor and manage water quality in the irrigation system.

•Consider sediment control, nutrient runoff, and the potential use of agrochemicals, aiming to minimize negative impacts on water quality.

3. Sustainable Water Use:

•Design the irrigation system to promote efficient and sustainable water use.

•Incorporate water-saving technologies in accordance with project viability, precision irrigation methods, and water recycling practices.

4. Soil Conservation and Erosion Control:

•Implement soil conservation measures to prevent erosion and maintain soil fertility.

•Use appropriate land management practices to reduce the risk of sedimentation in water bodies.

5. Wetland and Riparian Zone Protection:

•Preserve and protect wetlands and riparian zones to maintain ecosystem functions.

•Establish buffer zones along water bodies to protect against pollution and habitat disruption.

6. Climate Resilience:

•Consider the potential impacts of climate change on the irrigation system.

•Design infrastructure that is resilient to extreme weather events, changes in precipitation patterns, and temperature fluctuations.

7. Waterway Crossings and Aquatic Habitat Protection:

•Implement measures to protect aquatic habitats during the construction of waterway crossings.

•Consider fish-friendly designs for culverts bridges and weir intakes.

8. Community Engagement and Social Impact:

•Engage with local communities to understand their concerns and expectations.

•Address social and cultural impacts, ensuring that the project benefits local populations and respects their rights.

9. Invasive Species Management:

•Implement measures to prevent the introduction and spread of invasive plant and animal species.

•Develop strategies for the control and eradication of invasive species if they pose a threat.

10. Habitat Restoration and Enhancement:

•Develop plans for habitat restoration and enhancement in areas affected by the irrigation project.

•Consider re-vegetation programs and the creation of wildlife corridors.

11. Energy Efficiency:

•Incorporate energy-efficient technologies in the irrigation system.

•Explore renewable energy sources for pumping and distribution.

12. Waste Management:

•Develop waste management plans for construction and operational phases.

•Minimize the generation of construction waste and implement recycling practices.

13. Compliance with Environmental Regulations:

•Ensure compliance with local, national, and international environmental regulations and standards.

•Obtain necessary permits and approvals from regulatory authorities.

4.8. Operation and Maintenance Manual

To ensure the safe and efficient functioning of all infrastructure, the consultant will produce an operation and maintenance manual for the dam and irrigation system.  The manual will provide the below general outlines that will be updated by the contractor after completion of construction considering the as-built documents.

1. Introduction:

1. Purpose of the Manual
2. Overview of the Dam and Irrigation System
3. Contact Information for Responsible Parties

1. System Description:

1. Overview of the Dam Structure
2. Description of the Irrigation System
3. Technical Specifications
4. Design Drawings and Schematics

1. Operations:

1. Start-up Procedures
2. Normal Operation Guidelines
3. Emergency Operation Procedures
4. Shutdown Procedures
5. Role and Responsibilities of Operators

1. Maintenance:

1. Routine Maintenance Procedures
2. Preventive Maintenance Schedule
3. Inspection Checklists
4. Repair and Replacement Procedures
5. Lubrication and Greasing Guidelines

1. Safety Procedures:

1. Emergency Response Plan
2. Evacuation Procedures
3. Safety Equipment and Gear
4. Hazard Identification and Mitigation

1. Environmental Considerations:

1. Environmental Impact Assessment
2. Mitigation Measures
3. Compliance with Environmental Regulations

1. Water Quality Management:

1. Water Sampling and Analysis
2. Water Treatment Procedures
3. Sediment and Debris Management

1. Monitoring and Control Systems:

1. Instrumentation and Control Devices
2. Data Collection and Monitoring
3. Alarm Systems and Alerts

1. Record Keeping:

1. Daily Operation Logs
2. Maintenance Records
3. Incident and Accident Reports
4. Up-to-date Documentation

1. Training and Certification:

1. Training Programs for Operators
2. Certification Requirements
3. Continuing Education

1. Communication Protocols:

1. Internal Communication Procedures
2. External Communication Protocols
3. Reporting Channels

1. Emergency Response:

1. Emergency Contacts
2. Emergency Shutdown Procedures
3. Crisis Communication Plan

1. Legal and Regulatory Compliance:

1. Relevant Regulations and Standards
2. Compliance Requirements
3. Permitting and Reporting Obligations

1. Appendices:

1. Glossary of Terms
2. Contact Information
3. Additional Resources
4. Revision History

4.9  Preparation of draft detailed dam and irrigation designs Reports

• Conduct all investigations and prepare draft detail designs of Kageyo dam and related infrastructure.
• The draft detailed designs include assessment of the dam location, dam catchment areas, the nature of soils/rocks and coverage, the runoff (mean and in exceptionally dry years), the storage capacity of the dam and the relative water availability in the year round (mean and exceptionally dry), type of dam, type of soil under the dam and excavation/foundation depths, expected dam’s siltation and life cycle, draft detailed designs of dam embankment, spillway, etc.
• Note that the preliminary investigations shall include geotechnical investigation through drilling/digging to investigate type of soil/rock under the dam.
• The design of the dam will include the instrumentations for monitoring and surveillance.
• According to the feasibility study, Kageyo dam will have 11m height with 18McM storage capacity.  In order to meet the requirements of the World Bank safeguard policy on safety of dams (OP 4.37) for dams of 10 to 15 m high with more than 1 million cubic meters storage volume, consultant will prepare self-standing plans for dam construction supervision, quality assurance, instrumentation, operations and maintenance, and emergency preparedness,
• It is also recommended that the Expert test the quality of any surface water available in the area for a period to be recommended by the Expert to be sure of the quality.

4.10  Conduct stakeholder meeting/coordination workshop

To ensure stakeholder wide appreciation and ownership of the assignment outputs and recommendations, the consultant is expected to organize a coordination workshop to present the draft designs to the client and stakeholders. The client will ensure all related logistics of participants for the workshop.

4.11  Preparations of final designs, costed BOQs and technical specifications

Based on the comments provided on the draft detailed designs and outcome of the stakeholder workshop, the consultant shall prepare detailed designs of Kageyo dam and irrigation and related structures. These include preparations of detailed drawings, detailed BOQs, technical specifications, cost estimates, O&M manuals, dam safety plans, and bidding documents.

4.12  Conduct stakeholder meeting/coordination workshop

After incorporating the comments in the final designs, the consultant is expected to organize a technical workshop to present the final designs and outputs to the client. The client will ensure all related logistics of participants for the workshop.

4.13. Monitoring and Adaptive Management:

•Implement monitoring programs to assess the environmental impacts during and after construction.

•Develop adaptive management strategies to address unforeseen environmental issues.

1. SCHEDULE OF REPORTS AND DELIVERABLES

While conducting this assignment, the consultant will provide the client with short periodic progress updates. However, the client may request the consultant at any time to present any desired clarification about the progress of the assignment when it is determined to be necessary.

The Consultant will produce a series of reports in English during the assignment.  All the reports will be prepared in Word format with tables and graphs prepared in Excel format as well as Maps and design drawings in shapefile and CAD formats. All reports to be of internationally accepted standards. All the raw data (calculation notes) collected during the three Phases will be submitted to Client (RAB) during final design submission.  The reports will make full use of diagrams, Gantt Charts, photos, tables etc to make the reports accessible to a wide readership, also whose first language might not be English. The report will be submitted to SPIU-CDAT/RAB in printed copies, along with an electronic copy for evaluation and approval.

The Consultant shall arrange and make PowerPoint presentations, of the reports, maps, and drawings, to the Client and other key stakeholders at workshops no more than 2 weeks after each submission.

1. Inception report (1 month from receiving notification letter for commencement).
2. Interim design report (3 months from receiving notification letter for commencement) will provide preliminary findings of the investigations on all aspects of the project. It will include all preliminary calculation notes, layout maps, drawings, bills of quantities, and financial analyses.  These reports will be the basis for the client to decide on an option that will go to the next step.
3. Draft final detailed design report (Month 5 from receiving notification letter for commencement).  The draft final report for Phase 2 will provide details of in-depth investigations on all aspects of the project. It will include all calculations notes, layout maps, drawings, bill of quantities, and updated financial analyses.  These reports will be the basis of engineering works that will be conducted by the contractors.
4. Final detailed design report (Month 6 from receiving notification letter for commencement).  Following comments from the Client, the Consultant will prepare and compile tender documents incorporating general, specific, and technical conditions of the contract, specifications, bill of quantities, tender drawings, and operation and maintenance manuals.

1.  RESPONSIBILITIES OF THE CONSULTANT FIRM

The Consultant will:

1. Carry out the Detailed design in a professional manner in keeping with internationally accepted standards; using qualified and appropriate staff. They shall to endeavor to implement the assignment with diligence and within the time agreed upon in the contract. In this regard, the Consulting firm shall furnish to the project the full curriculum vitae of each of the members of the team it proposes for the Study.
2. Be responsible for providing his staff with all payments including salaries, freight, and travel including visas. The consultant shall replace any staff member who is unable to carry out the work or is considered by the client to be unsuitable. As per the rules in keeping with internationally accepted standards for assignments of this nature, the replacement of any of the consultant's staff should be by a person of equal competence at the same cost and subject to the approval of the client.
3. Be responsible for its office costs, the cost of housing and other services for its staff whilst in Rwanda, and procurement and transport of all office, technical equipment, machinery, and hire of vehicles needed for the study.
4. Be responsible for arranging and meeting the cost of all but not limited to supporting services for assessments, topography surveys, soil surveying, geotechnical investigation, laboratory analysis, hydrological and meteorological measurements, and for the production and printing of all reports.

1. RESPONSIBILITIES OF THE CLIENT

The Client will:

1. Ensure free access to all sites and locations connected with the execution of the study.
2. Provide the Consultant with any and timely assistance as the Consultant may be entitled to in accordance with the Terms of Reference.
3. Provide the consultant with all documents, information reports, data, any existing photographs, and other information pertaining to the study that are available, and do not withhold any information pertinent to the Consultant’s work.
4. Facilitate the access of documents that may be required for the import and export of any required equipment, supplies, and soil samples.

1. ORGANIZATION AND MANAGEMENT

The detailed design will be under the supervision and control of the Rwanda Agricultural and Animal Resource Development Board (RAB), through SPIU -CDAT Project. The Ministry of Agriculture and Animal Resources (MINAGRI) is the owner of the study.

The Consultant shall appoint a team leader who will be responsible for liaison with the Client and for the organization and management of the study.

1. GENERAL CONDITIONS OF THE FIRM

1. The firm should have at least 10 years of general experience in Consultancy Services and 3 Years of specific experience proven by a completion certificate and signed contract in the dam and irrigated command area.
2. The firm should have specific experience in consultancy services related to the feasibility studies on irrigation projects.
3. The expected duration of this assignment is 6 months

1. Qualifications and Experience Required for key personnel

Given the level of complexity of the proposed studies, it is envisaged that a multidisciplinary team will be required. The key staff (i.e., excluding support staff), as well as their required qualifications and experience, will be as follows:

ANNEX 1:KEY PERSONNEL AND EXPERTISE REQUIRED

Profession	Required Professional Discipline	Responsibilities	Required Minimum Years of Experience	Time input (Months)
Irrigation Specialist &Team Leader	MSC in Irrigation Engineering, Civil engineering/ soil and water resource engineering and or management / hydraulic engineering / Irrigation & Drainage engineering.	Team coordination, synchronizing the project studies within the different disciplines, guiding the team to perform the various activities in each project development stage/phases, organize reports and establish synergies within the different disciplines, together with the whole team, the TL will perform hydraulic design of irrigation structures and other duties associated with irrigation component.	Having general experience of at least 15 years, with specific experience of at least 5 years with proven  experience as team leader in studies of planning design and implementation of irrigation projects in developing countries	6
Civil Engineer	BSC in Geotechnical engineering /Structural Engineering or Civil engineering	Perform detail design works for selected technology/alternative for the respective schemes. Specific design work include: foundation design, structural design and reservoir design and access road network facilities, post-harvest, office building within the command areas of the respective schemes, perform all geotechnical assignment related to the different infrastructures.	Having general experience of at least 10 years, with specific experience as civil Engineer of at least 3 years with proven experiences as structural engineer in studies on planning design and implementation of irrigation projects in developing countries	3
Hydrologist	MSC in Water Resources Engineering/ Hydrology engineering/ soil and water engineering.	Revisit and refine both meteorology/climate and hydrometric/hydrograph data used in feasibility studies for available gauging stations within the project area and in the vicinity of the respective schemes; review and refine the analysis works on water sources potential for the watersheds of the respective schemes performed during feasibility studies; revisit and refine dependable water sources/base flows, fix design floods/peak flows for watersheds of the respective schemes; perform analysis for fixing drainage modules for command areas in the respective schemes; use different models for hydrologic simulation works and select appropriate model that best suits the project area for the respective schemes; revisit and refine sediment transportation and dam reservoir sediment estimates, and reservoir sediment distribution for scheme.	Having general experience of at least 10 years, with specific experience of at least 3 years with proven similar experience as a hydrologist on studies for the planning, design, and implementation of irrigation projects in developing countries	1
Agriculturalist	BSC degree in soil science /in Plant Science /in crop production.	Revisit and refine soil investigation, selected crops, and corresponding cropping patterns report provided by the Feasibility Studies report. Design the cropping patterns according to the selected irrigation systems for both schemes focusing on the crop rotation and cost estimation for the proposed crops.	Having general experience of at least 8 years, with specific experience of at least 3 years with proven similar experiences in agriculture projects, preferably in Rwanda.	1
Land husbandry specialist	BSC degree in soil science /agroforestry/Environmental management.	Revisit and refine the land-husbandry Feasibility Studies report. Design the land husbandry intervention technologies for the hot spots and buffer zones and cost estimation for the proposed technologies.	Having general experience of at least 8 years, with specific experience of at least 3 years with proven similar experiences in land-husbandry projects, preferably in Rwanda.	1
Surveyor Engineer & AutoCAD/GIS Crew supporting	BSC in Surveying Engineering; Geomatics and Remote sensing engineering; Drafting/AutoCAD/GIS technology.	Carry out a detailed topographical field survey for the selected blocks at 1:100; 1:500; and 1:1000 scales for different following structures but not limited to this proposed dam axis locations, diversion works, hydraulics structures networks, drainage structures, access roads, post-harvest facilities and other different infrastructures of the schemes. Provide detailed layouts, plans, maps which will be the basis for any levelling and grading works by the contractors and contracting engineers. Perform the base maps and drawing albums for the scheme	Having general experience of at least 7 years, with specific experience of at least 3 years with proven similar experiences in agriculture projects, preferably in Rwanda.	3

 

1. COSTS, FEES AND CONTRACT DETAILS

Proposals should indicate how the funds will be best utilized to achieve the objectives of the assignment. Whilst all of the Consultant’ costs incurred in their participation, supporting the arrangement and running of national and district workshops must be included in the Consultant’s financial proposal, the costs of holding the workshops themselves (costs of venue, stakeholder participants’ expenses such as transport and accommodation, materials etc.) will be met by the Client and should not be included in the Consultant’s financial proposals. The costs of all other consultations, meetings etc. required by the Consultant to adequately complete the assignment must be included in the financial proposals.

The Consultant shall operate their own project office and shall bear all accommodation, local transportation, visas, and other costs necessary to carry out the assignment.

The Consultant's fees shall cover the salaries of the entire staff of the Consultant employed on the study. The fees will include provision for all supporting staff and services necessary to carry out the work; hire of vehicles; procurement of equipment and direct costs for travel, freight, accommodation, report production and other expenses. The contract will be for a fixed lump sum and the Consultant will not claim any additional payments to compensate for exchange rate fluctuations or price escalation and delays in payments of not more than 90 days on the part of the Client.

The amount and schedule of payment of fees will be in accordance with the terms and conditions of the contract agreement finally made between the Consultant and RAB/SPIU/CDAT Project. Notwithstanding this, the following schedule will be used as a basis for negotiation:

 

Payment Number	Event	Percentage (%)
1	Submission of approved inception Report, after addressing the comments from presentation workshop	20
2	Submission of approved Interim Report, after addressing the comments from presentation workshop	30
3	Submission of approved final design Report, after addressing the comments from presentation workshop	50