REQUEST FOR PROPOSALS

FOR THE DESIGN AND BUILD OF ACOUSTIC TREATMENT AND SOUNDPROOFING OF

AUDIOLOGY ROOM
14th march 2023
Terms of Reference (TOR)
1. Background
Kenyatta University Teaching, Referral & Research Hospital invites proposals for the
design and construction of services (including Acoustic Treatment and
Soundproofing) within the Audiology Center situated on the third floor of the main
hospital building at KUTRRH. The proposal must comply with the specified scope of
work and terms and conditions outlined in this document.
2. Scope of works
The firm shall be responsible for delivering comprehensive services encompassing
Acoustic Design, Soundproofing Design, preparation of estimates and costings,
preparation of Bill of Quantities (BOQ), Technical Specifications, and supervision of
work.
Primary responsibilities will include, but are not limited to, the following:
1. Reviewing all architectural drawings, technical documents, and relevant materials
for errors, omissions, and discrepancies prior to implementation at the site. Any
identified issues shall be promptly reported to the Program Manager.
2. Reviewing initial test reports of the space, as provided in the attached document.
3. Preparation and provision of detailed working drawings, sketches, and notes to
elaborate on the design for execution, if required. This includes clarification,
interpretation, and coordination of acoustic and soundproofing design with other
relevant services, utilizing the architectural layout provided as reference.
NB: The architectural layout is for reference only and not intended as working
drawings. It is the supplier's responsibility to review the design and make
necessary amendments to ensure sound barriers prior to costing.
a) Reviewing construction details, schedules, product information, material
specifications, and test results submitted by the contractor for compliance
with contract drawings and documents.
b) Recommending and suggesting changes to the KUTRRH regarding the design
based on factors such as site conditions, construction difficulties, and value
addition purposes.
c) Ensuring all construction work complies with Acoustic and Sound Design,
drawings, and specifications. Any deviations or errors shall be promptly
 reported to KUTRRH for rectification.
d) Assisting KUTRRH in the selection of acoustic and soundproofing finishing
materials for the project.
e) Submitting periodic progress and accomplishment reports as required.
f) Implementing the agreed-upon design as per the scope of works, drawings,
and bills of quantities.
g) Providing measurements of echoes and demonstrating a reduction in
reverberation time.
h) Offering advisory support for the execution of theater facilities within the
contract period.
3. These duties outline the firm's commitment to delivering high-quality acoustic and
soundproofing solutions in alignment with the project's objectives and requirements.
Duration of the Design and Construction:
 Presentation of Preliminary Proposals: Within 7 days from the date of
invitation.
 Financial Proposal Submission: Within 14 days from the date of invitation.
 Construction Period: 4 weeks.
4. Preliminary Presentation:
The university shall furnish architectural drawings to the contractor, who will
then conduct a PowerPoint presentation. The presentation should emphasize the
following:
 Previous experience in designing and implementing acoustic solutions.
 Methodology for measuring decibel levels before and after soundproofing
treatment.
 Presentation of samples of materials intended for treatment.
 Identification of performance indicators expected by the client for successful
project completion.
 Project timelines and a detailed program of works.
5. Financial Proposal:
The consultant is required to provide a breakdown of costs for professional
services in accordance with the scope of work. The financial proposal will be
divided into two phases:
 Treatment of the ceiling on the inner roof.
  Treatment of the walls.
Testing and Commissioning of the Space:
NB: MANDATORY SITE VISIT REQUIRED:

PAYMENT TERMS
1. 25% Payment for completed design and commencement of construction
2. 65% payment short term certified works.
3. 10% Retention to be paid after 6 month of use of the facility

EVALUATION CRITERIA
Item Description Score

A Mandatory Requirements

1. Provide copy of Company Registration Certificate. (Be a 

registered company incorporated in Kenya under the
companies Act CAP 486).

3. Current Trade License / Local Authority Permit. 

4. Provide a copy of Valid Tax compliance certificate. 

5. Bid Bond-2% of tender sum from reputable bank or approved 

Insurance company

6. Site visit (Ensure to sign attendance list) 

TECHNICAL EVALUATION

1. PRESENTATION EVALUATION

A PowerPoint presentation shall be delivered to the management of Kenyatta University

Teaching, Referral & Research Hospital regarding the conceptual design. In this segment,
the contractor is required to showcase their proficiency in acoustic design and provide
assurance of the outcomes by presenting evidence of comparable projects completed.
Item Description Score

A Concept design presentations

1. Provide work performed for each project for the last five years. 10

Must have done 2 similar design projects before of the nature.

Show the results of the decibels achieved after construction.
( give references, before and after pictures, references to any
ongoing works.)
2 projects - 10 points
1 project - 5 points
None - 0 points
2. Must demonstrate how to measure reverberation time and give 10
project done.-
Provide demo or methodology - 10 points
Methodology only – 5 points
None - 0 points
3. Must provide acoustic designs for similar projects done in the 10
last two years.
- Show designs and have simulation software installed- 10
points
- Show designs but no simulation - 5
- none – 0 points
Total points 30
points

2. Experience of Work Score

a) Provide total Monetary Value of construction work performed 10
for each project for the last five years.
( The average value per project in a year should be equal or
more than

Ksh 10M)
 More than Ksh 10M – 5 Points
 Between 5- 10M - 2 Point
 Not provided - 0 points
b) Have completed a minimum of two Projects of similar nature 10
(acoustic design implementation) and complexity in the last two
years, each of which must have done the Architectural acoustic
design and or acoustic design.( attach copy drawing and contact
of the client) be of a value of at least Kshs. 2 million. (Enclose
certificate of completion / Award letters indicating clients’
contacts) of each Project. (Enclose completion certificates and or
letter of award).

 2 projects-10 points
 1 project- 5 points
c) Provide information on current / on-going work in a table 5
format for similar work previously performed. All current /
ongoing work should be indicated irrespective of whether it is
of similar nature or not. Indicate time frame of the contract.
(Enclose letters of Awards and proof documents

3. Equipment for carrying out work

a) Outline major items of equipment proposed to carry out the

contract and an undertaking that they will be available for the
10
contract. (Include copies of logbooks or other ownership
documents).

 Provide simulation software eg. Odoen – 10 Points

 Not provided-0 points
4 Qualification and Experience of Key Technical Personnel

Provide detailed proposal of key technical members for the

proposed project, copies and CV of the proposed team, Enclose
detailed certificate. At least Five (5) years’ experience in the 10
position

 Project Manager (Minimum qualification is degree in

r project management field – 5 points.
 Electrical engineer (Minimum qualification is degree
in electrical engineering field) – 4 points.
 Acoustician engineer (Minimum qualification is five
years’ experience in sound engineering and
acoustic field) – 3 points.
 Foreman (Minimum qualification is diploma in related
civil engineering field) – 3 points.
6 Litigation History

-State whether there are any disputes

Attach list of disputes, name of contract, type of resolution 5

method, date of dispute, settlement and amount in dispute if
any. Please note that this will be verified independently and
disclosure shall lead to disqualification of tender.

7 Total points 50 points

8 Financial Status of the Company
a) Show adequacy of working capital for this contract (access to 15
lines of credit availability and other financial resources). Enclose
copies of current Bank statements and other proof of financial
status.

( Credit Lines + Company cash in account should be equal or

more than Two Million Shillings)

 Equal or more than Ksh 2M and copies attached 15

Points
 Equal or more than Ksh 2M and No copies attached 5
Points
 If below – 0 Points
b) Provide letter of authority to seek references from tenderer’s 5
bank (letters addressed to specific Banks giving authority to the
Client to verify the bank statement).

Total points 20 points