EXPRESSION OF INTEREST SAFETY REVIEW OF RAILWAY OPERATIONS BY RIFT VALLEY RAILWAYS (KENYA) LTD OVER THE CONCEDED RAILWAY NETWORK IN KENYA The Kenya Railways (KR) is a State Corporation established under the Kenya Railways Act Cap 397. The Corporation is mandated to provide rail and inland waterway transport service. KR has a total railway network of 1920 kilometres single track meter gauge. The existing railway network is used to provide freight transport services, commuter rail services in Nairobi and long distance passenger services from Nairobi to Mombasa. The Government of Kenya (GoK) and Kenya Railways (KR) conceded railway operations in a vertically integrated arrangement covering all railway Operations and Maintenance (Technical, operations and commercial) to Rift Valley Railways (Kenya) Ltd (RVRK) in November 2006. The concession is contracted under three sets of documents, namely; Kenya Concession Agreement 2006 (KCA), Kenya Direct Agreement (DA) and Interface Agreement (IA) for the two countries Kenya and Uganda who undertook a joint concession. Following a spate of serious railway accidents, the compliance with the obligations critical to rail safety under the Kenya Concession Agreement by RVRK as the Concessionaire is now a subject of safety review. To implement this safety review the grantor of the concession (GoK/KR) seeks responses from suitably qualified, experienced consultancy firms/joint ventures to undertake the safety review of RVRK railway operations. KR therefore invites eligible firms to express their interest to provide the above consultancy services. 1. OBJECTIVES OF THE ASSIGNMENT The goal of the safety review exercise is to establish the concessionaire s level of compliance with safety of operations requirements in railway transport services and to propose/recommend actions to be taken for safety improvement. 2. SCOPE OF SERVICES The Consultant shall carry out safety review of all railway assets used in the provision of railway services; the adequacy of the safety programs applied; the operating standards, procedures, rules and regulations; the competency and aptitude of management and staff in-charge of safety critical areas in the provision of the railway services. The scope of the project will include but is not limited to review/investigation in the following areas of performance by the concessionaire: Page 1 of 11
a) Review status of development and implementation of effective safety management system with safe operation, Rehabilitation and Maintenance standards and procedures which also ensure that safety-critical and safety-related posts are staffed by suitably trained, qualified and experienced persons; b) To establish if all RVRK s safety-related operation and maintenance information is promptly distributed and that personnel and sub-contractors are adequately briefed to ensure safety of operations; c) To ascertain if there is safe provision, control, operation and performance of the railway Services; d) To establish if there is safe provision, installation and management of infrastructure and facilities; e) To establish if Conceded Assets are maintained in a safe condition and in accordance with its obligations under the Concession Documents; f) To establish if the concessionaire Complies with the lawful directions of KR and/or a railway regulator pursuant to the provisions of the Laws of Kenya; g) To examine security status and requirements contributing to safety of operations; and h) Establish if concessionaire discharges its obligations as to health and safety duties and obligations under the Laws of Kenya." In addition, the consultant is also expected to review the following: i. RVRK's status with respect to required safety approvals and certification. ii. RVRK's Safety Policy Standards and Guidelines. iii. Planned Safety Inspections. iv. Risk and Occurrence management. v. Human Factors management. vi. Engineering and Operational Systems. vii. Materials and supplies. viii. Interface management. This review shall cover the period since the start of concession in 2006 to 30 th May 2016. The safety review shall be carried out in accordance with TORs, KCA, KRC Act, OHS Act, Original Equipment Manufacturer (OEM) specifications and KR adopted rule books in the case of locomotives and rolling stock and for train operations. The consultant will carry out examination of equipment, undertake train tests, investigate operation controls, management and staff interviews and RVRK's operating and maintenance information and records as the consultant considers necessary under the circumstances. In conducting the safety review, special attention should be paid Page 2 of 11
to the KCA provisions with respect to RVRK's mandatory obligations in safety management. 3. QUALIFICATION REQUIREMENTS Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. The shortlisting criteria are: i) The consultant firm must comprise a multidisciplinary team of Professional Railway Experts with at least 10 years experience in railway operations and maintenance and registered with EBK. ii) The firm must provide evidence of experts having practiced: railway safety inspection, railway maintenance engineering of tracks/rolling stock/signals/operations as a requirement in order to deliver on KR expectations. iii) The consultant must comprise a team that shall have as a minimum Traction/Rolling stock Engineer, Track Engineer, Train operations Expert and Signalling and Communications Engineer to ensure key issues for safety assessment are handled by appropriate specialists. iv) Proof of experience (CVs) in performing assignments similar in nature for reputable organizations in the past as an employee or consultant shall be submitted for Key experts. v) List of current and past railway safety engagements, names of the organizations, contacts and nature of the assignment shall be attested to in the expert CV. vi) The lead expert shall be required to possess the following:- a. Relevant Engineering Degree or equivalent; b. Prior professional experience in similar exercises; c. Should have undertaken at least three (3) assignment of a similar nature in the past; d. Excellent writing, communication and analytical skills; e. Good team leader f. Proficient in English; proficiency in Kiswahili but not essential; g. Be a person of high integrity. vii) The consultancy firm should be registered with the Engineers Board of Kenya as an Engineering Consulting Firm. viii)the Consultant or Consortium shall provide professionally qualified staff to provide the services with the Team Leader/Key Experts listed in Table 1 below as a minimum requirement. The CV s of each Expert shall be given in the format of Form 3, Appendix A4. In addition, as a sign of commitment each of the Five Experts will be required to complete the Declaration of Staff Availability form (Form 4 Appendix A5). Page 3 of 11
Table 1: Minimum Qualifications and Experience of Team Leader/Key Experts Team Leader/Key Expert 1 Team Leader/Lead Expert 2 Key expert 1: Traction and Rolling Stock Expert Minimum Education University degree in any of the areas for the key experts. University degree in Mechanical/Electrical engineering. Specialisation and Experience Experience in Railway Safety Inspectorate work inclusive of safety analysis and reporting General management experience Experience in design, construction and maintenance of railway traction and rolling stock. Railway accidents investigation experience. Years of Experience Number of Related Projects/ Assignment 10-years 3 10-years 3 3 Key expert 2: Railway track and structures expert r University degree in civil engineering. Experience in design, construction and maintenance of railway tracks and structures. Railway accidents investigation experience. 10-years 3 4 Key expert 3: Signalling and telecommunications expert University degree in Electrical/related engineering with specialization in railway signalling and/or telecommunications. Experience in design, construction and maintenance of railway signalling systems and/or telecommunications. Railway accidents investigation experience. 10-years 3 5 Key expert 4: Train operations expert University degree in related fields. Experience in railway traffic operations. Railway accidents investigation experience. 10-years 3 Page 4 of 11
ix) The consultancy firm should provide a list of names and CV s of Key Personnel expected to take part in the assignment, with minimum of ten (10) years relevant working experience each and duly registered with the relevant professional bodies. x) The consultancy firm should provide a certified copy of certificate of incorporation; xi) The consultancy should provide copies of PIN and VAT Registrations and Valid Tax Compliance Certificate. xii) Consultants may associate with other firms in the form of a joint venture or a subconsultancy to enhance their qualifications. Local consultancy firms will qualify for standard preference marks in line with PPAD Act 2015 clause 86(2). Applicants who download the EOI from the website and intend to submit EOI MUST register their interest immediately by sending an email to procure@krc.co.ke stating their names and address. Please note that any clarification or additional information will only be sent to firms that will have so registered. Expressions of Interest shall be returned in a plain sealed plain envelope, bearing one (1) original and five (5) copies of the EOI, shall be clearly marked KRC/PLM/38/15-16: SAFETY REVIEW OF RAILWAY OPERATIONS BY RIFT VALLEY RAILWAYS (KENYA) LTD OVER THE CONCEDED RAILWAY NETWORK IN KENYA" addressed to: THE MANAGING DIRECTOR KENYA RAILWAYS P.O. Box 30121-00100 NAIROBI And shall be submitted in the Tender Box on the Ground floor, Kenya Railways Headquarters, Workshops Road off Haile Selassie Avenue, Nairobi, not later than 10.00 am (East African time), on April 09, 2016 Interested Firms may seek further clarification or information by sending an email to procure@krc.co.ke or in writing to the above address to be received not later than March 31, 2016. L. NJOROGE PROCUREMENT MANAGER DATE: 09-03-16 Page 5 of 11
APPENDIX A: INFORMATION & GUIDANCE TO APPLICANTS FOR COMPLETING EOI 1. DEFINITIONS Similar Assignment : means an assignment in railway safety undertaken in the railway industry. Related Projects : means assignments related to the required specialisation and experience of the Experts indicated in Table 1. Lead Firm If in consortium, firm that will assume leadership of the consortium for and on behalf of consortium and submit the EOI on their behalf. Page 6 of 11
2. FORMAT FOR THE SUBMISSION OF CONSULTANT/LEAD FIRM S EXPERIENCE (FORM 2) Using the format below, provide information on EACH similar assignment for which the lead firm either individually, as corporate entity or in association was legally contracted [see item 3 (iv) and (v) of the EOI] Form 2: Firm s Experience Assignment name: Location of assignment within country: Name and reference of Client: Country: Professional Staff provided by Your Firm entity (profiles) Client s contact person for the assignment: Address of Client: No. of staff-months; Duration of the assignment (months): Start date (month/year): Approximate value of Services provided (Kshs): Completion date (month/year): Name of associated consultants, if any: No. of months of Professional Staff provided by the 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 within the assignment: Signature of the authorized representative of the firm: Full name of authorized representative: Date: NOTARY PUBLIC/ COMMISSIONER OF OATHS NAME: STAMP: DATE: Page 7 of 11
3. FORMAT FOR THE SUBMISSION OF CURRICULUM VITAE (CV) FOR EACH OF THE PROPOSED TEAM LEADER/KEY EXPERTS (FORM 3) Proposed Position: Name of Firm: Name of Key Expert: Profession: Date of Birth: Years of experience in Railway Operations: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications & Experience: (Give an outline of Key Expert s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by Key Expert on relevant previous assignments and give dates and locations). Education: (Summarize college/university and other specialized education of Key Expert, giving names of schools, dates attended and degree[s] obtained.) Employment: (Starting with present position, list in reverse order every employment held. List all positions held by Key Expert since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.) Certification: I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience (Signature of Key Expert): Date: (Signature of the authorized representative of the firm): Date: Full name of Key Expert: Full name of authorized representative: Page 8 of 11
4. FORMAT FOR THE DECLARATION OF STAFF AVAILABILITY FOR TEAM LEADER/KEY EXPERT (FORM 4) I, the undersigned, certify that should we be awarded the contract for the CONSULTANCY SERVICES FOR SAFETY REVIEW OF RAILWAY OPERATIONS BY RIFT VALLEY RAILWAYS(KENYA) LTD OVER THE CONCEDED RAILWAY NETWORK IN KENYA, I shall be available for the assignment as (state position) [see item 3(viii) of the EOI]. (Signature of key expert): Date: (Signature of the authorized representative of the firm): Date: Full name of key expert: Full name of authorized representative: Page 9 of 11
5. FORMAT FOR THE ADDRESS & CONTACT DETAILS FOR CONTACT PERSON (FORM 5) I, the undersigned being the Authorized Representative of the Consultant/Lead Firm, certify that the undersigned of details given below shall be our contact person for the purpose of this EOI. Name of Contact Person: Physical Address or Post Office Box of Contact Person: Telephone: Email: Fax: Name & Signature of the Authorized Representative of the firm. Date: Page 10 of 11
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