Programme Upgrade/Physical Infrastructure
And Procurement Intervention
Objective
201 – All Construction of Physical infrastructure and procurement of furniture and equipment shall have direct bearing to teaching and learning.
Percentages for allocations for construction projects and procurements
202 – Beneficiary institutions shall utilize at least 70% of its allocation for construction related projects while 30% shall be applied towards procurement related projects.
General requirements for Accessing TETFund Yearly Allocations
203 – For Physical Infrastructure/Equipment/Furnishing-Based Interventions, the Beneficiary shall:
- Fully complete the previous year’s intervention projects with release of the Final Tranche;
- Submit proposed projects to the Fund to the sum of the allocated
amount in line with the beneficiary institution’s core mandate and relevant to teaching, learning and research; including the learning and teaching environment;
- Justify the proposed projects and attach the total cost to each item. Details shall be attached in the appendices to the submission;
- Obtain an Approval-in-Principle (AIP) subject to the satisfaction of the vetted submission of the proposed project;
- Ensure that due Process of Consultant and vendor engagement is in compliance with the Public Procurement Act (PPA) 2007 and on conclusion; all relevant details of the proceedings are presented to the Fund for vetting in this regard; and
- The release of funds in tranches follows the satisfactory conclusion of the Due Process.
Merger of allocations
204 – Beneficiaries in arrears of unaccessed dedicated allocations may apply to the Board of Trustees for a merger of up to but not more than (4) years of the unaccessed allocations, subject however to the satisfactory completion and verification of any outstanding year’s intervention projects. However, the Fund does not approve of intervention projects of different years to run concurrently.
Requirements for obtaining Approval-In-Principle
205 – (a) For Programme Upgrade/Physical Infrastructural (Construction-related) Projects the Beneficiary shall provide:
i Geophysical survey report duly endorsed by a registered Engineer;
ii Detailed Architectural Working Drawings, with seal of Architect and signed, including evidence of Practice License;
iii Detailed Engineering Design Working Drawings (Structural, Electrical and Mechanical), sealed and signed by the Design Engineer. Design should integrate result of soil test in engineering design;
iv Detailed Bills of Quantities (BOQ), devoid of Prime Cost (PC) items and Provisional sums, especially of works measurable from the drawings. A Registered Quantity Surveyor shall append his professional seal on the BOQ;
v Where Consultants are engaged, submission to TETFund shall include copies of letters of commissioning of the consultants, their acceptance, certificate of Registration of the Consulting Firm with their Professional Regulatory Bodies and Practice License. The details of consultancy fees and the process of engagement in compliance with the Public Procurement Act (PPA) -2007; and
vi The project shall be fully functional – built, finished, furnished and equipped/installed in the case of equipment.
(b) For projects with multi-level floors, and those involving high volume of monolithic reinforced concrete materials such as lift walls and raked theatre floors, and for constructions involving roofing with steel structures, the beneficiary institution shall be required to provide a certificate of Supervision of Structural and Reinforced Concrete works, issued by the Consultant Civil/Structural Engineer, who shall be a certified and Registered Professional, attesting to the under-listed items. This shall be component of the renditions for the subsequent release of funds:
i Quality of Reinforcement (verified with test result);
ii Adequacy of reinforcement;
iii Adequacy of spacing of reinforcement as observed on site;
iv Quality of concrete mix (verified with cube test result);
v Adequacy of concrete cover;
vi Quality of formwork;
vii Adequacy of duration for reinforced concrete to set and cure after casting; and
viii Adequacy/level of compliance with designed size specification of all concrete elements-slabs, columns, beams, staircase and lift walls.
Need for consultant’s name and other details on Bill of Quantities
206 – The certification mentioned in Section 205 shall be contained on the Consultant’s Company letter-headed paper, bearing the Name, Signature and Seal of the Consultant Civil/Structural Engineer. This shall be a pre-condition for release of the next tranche of funds.
Requirements for procurement proposals
207 – For Procurement-related Projects; the Beneficiary’s proposal shall contain the following:
- Inventory of items to be procured shall be submitted and it should contain quantity of items to be purchased, unit rate and total cost. Unit rates should consider importation cost (where applicable, and taking the official exchange rate into consideration), cost of clearance at port, relevant statutory charges, transportation to site, installation cost, training cost (where applicable), profit margin;
- Genuine and relevant Proforma Invoice, with Cost submission quoted in the Nigerian Currency – the Naira and not in foreign currency. All conversions shall have been done, taking into consideration the factors highlighted in 207(2) (a) above. The proforma invoice should be consistent with the manufacturers’ catalogue and shall show quantity and unit price, among others;
- Submission of Manufacturer’s Catalogue/Brochure of technical specifications, showing sample photographs of the equipment, unit cost, and other technical specifications of the equipment which should include, but not limited to make and model;
- Sample Photographs of the items to be purchased. Dimensioned drawings of sketches of furniture are also acceptable;
- Inclusion of VAT where applicable. Withholding Tax (WHT) inclusion is not acceptable;
(f) Installation requirements with cost (where applicable);
(g) Consumable and disposable items are not acceptable.
Specific Technical Requirements for Physical Infrastructure
208 – (a) All drawings (i.e. Architectural, Structural, Electrical and Mechanical) are to be done in A3 Format.
(b) The Sheet should have Title Panel showing the details of the project, including scale, date, drawing title, consultant (where applicable), sheet in serial number.
(c) The drawings shall be original (i.e. not photocopy) and in full colour with all dimensions legible, and shall be sealed and signed by relevant professional.
Architectural Requirements
209 – The following documents shall be required:
i Site Location in Institution’s Master Plan;
ii Site Topographical layout Plan showing spot heights;
iii Site Plan showing the proposed development with access road(s), landscaping and existing Municipal Services – water and power lines;
iv Working drawing of all Floor Plans with visible dimensions and
specifications;
v Detailed section drawings taken through relevant, seemingly difficult areas of plan, well annotated and showing relevant finishes specifications;
v Roofing Plan;
vi Elevations as harmonized with the Floor Plan(s) and Sections;
vii Schedule of Doors & Windows;
viii Check for inclusion of Expansion Joints especially for buildings longer than 30metres;
ix Schedule of finishes;
x Drawings showing soft and hard landscaping, Parking, Drainages, Kerbs and other external design features;
xi Architect’s Seal on drawings with signature;
xii The placement of APRN on each sheet of the drawings;
xiii Copy of valid Practice License; and
xiv Copy of certificate of Registration of the consulting firm with ARCON.
210 – Civil/Structural Engineering Requirements:
- Site soil investigation analysis report duly stamped by registered Engineer;
- Foundation plan;
- Ensure foundation design is consistent with geophysical report;
- Structural design of columns, and their bases with reinforcement details;
- Ditto for beams and lintels;
- Framing plan for each floor up to roof;
- Plans correlated with architectural and mechanical features;
- Typical sections and details to define construction features;
- Arrangement of bars to permit placement of concrete;
- Sections, bar type and numbers clearly indicated;
- Staircase reinforcement details (where applicable);
- Structural design of floor slabs;
- Detailed structural design/specification of steel roof structure;
- Bending Schedule;
- Calculation sheets duly endorsed by a registered Structural Engineer with affixed seal;
- Culvert design for external works (where applicable);
- Drainage system showing peaks and slope direction with gradient;
- Check for expansion and movable joints (where applicable);
- Ensure drawings are dimensionally correct and in compliance with other disciplines;
- Ensure specifications are correct, complete and consistent with drawings;
- Specification of structural material shown on drawings;
- Opening, drops, etc. clearly shown;
- Professional seal on the drawings shall be very legible;
- Copy of certificate of registration of the consulting firm with professional Regulatory Body; and
- Copy of practice license of consultant Structural/Civil Engineer.
211 – Electrical Services Engineering Design Requirements:
- Lighting Points design;
- Power/Socket Outlet design;
- Fire Detection/Fire Alarm layout;
- Load Analysis;
- Communication and emergency alarm system;
- Comprehensive legend showing full description of all symbols;
- General Schematic Distribution Diagram;
- General External Lighting designs of the site;
- Professional Seal on drawings; and
- Copy of certificate of Registration of the consulting firm with COREN.
212 – Mechanical Services Engineering Design Requirements:
i Site Plan showing Soil waste drainage system;
ii General Water Supply and distribution Layout;
iii Roof drainage layout;
iv Water Tank details (where applicable);
vi Air-conditioning system layout (where applicable);
vii Fire Extinguisher layout (where applicable);
viii Fire Detection and Fire Alarm layout (where applicable);
ix Septic tank/Soak away pit design;
x Professional Seal on drawings; and
xi Copy of certificate of Registration of the consulting firm with COREN.
213 – Quantity Surveying/Bills of Quantities (BOQ) Requirements
- Use of Standard Method of Measurement (SMM), presented in Excel format. Hand-written entries are not acceptable;
- Ensure clarity of description of works in the bills and bills should harmonize with specifications and quantities in the design drawings;
- Preliminaries should be broken down in details and fully priced;
- Rates of works shall be realistic and consistent all through;
- Rates should be reflective of the market prices in the location where institution is situated;
- Quantities should be accurate and consistent with the relevant drawings;
- Inclusion of State Taxes in the bills is not allowed. Only VAT, Preliminaries and Contingencies are allowed;
- All PC sums should be measured and priced; likewise Provisional sums where applicable;
- Professional Seal on the Bills of Quantities; and
- Copy of certificate of Registration of the consulting firm with QSRBN.
Post Approval-In-Principle (AIP) Stage and Requirements for Disbursement of Funds
214 – Funds disbursement shall be done after the AIP has been granted and the Due Process requirements have satisfactorily taken place. For Construction-related projects, disbursements shall be done in three (3) tranches of 50%, 35% and 15%; while for Procurement-related projects, disbursements shall be in two tranches of 85% and 15%. The Due Process leads to accessing the First (1st) Tranche of funds and shall be carried out in line with the provisions of the Public Procurement Act 2007.
Due Process Requirements:
215 – The following are the Due Process Requirements for Accessing the First (1st) Tranche of Funds other AIP:
i Advert shall be in at least two (2) National Newspapers and the Federal Tenders Journal and should run for the at least 6 weeks or BPP approval for selective tendering or sole sourcing;
ii Advert shall state criteria/conditions upon which interested bidders would be assessed for pre-qualification. The conditions shall be in line with the provisions of the Public Procurement Act 2007;
iii Evidence of observance (copy of advertisement) shall be submitted to the Fund. The copy shall be clear, legible and shall show clearly the Name of the Newspaper, the date and the page number;
iv Post-First Tranche Documentation: Beneficiary should immediately after release of 1st tranche forward the following to the Fund for records and ease of project monitoring:
(a) Letter of Award of Contract,
(b) Letter of Acceptance from the Contractor(s);
(c) Contract Agreement;
(d) Contract Drawings;
(e) Contract Bill of Quantities; and
vi Approved work programme.
Pre- qualification of Contractors
216 – The Technical and Financial capabilities of Expressers of Interest (E.O.I) are evaluated at the Pre-Qualification stage. The Pre-Qualification stage is very important, as it is the stage where technical and financial competences of bidders are measured. Beneficiaries (i.e., the Procuring Entity) should be wary of persons/companies in receivership, who are insolvent or are bankrupt. Evidence of the Pre-Qualification exercise shall be submitted to the Fund alongside other documents. Beneficiary institutions should endeavor to carry out due diligence on the bidders and submit report to the Fund.
Bids Actions
217 – The following is the procedure for treating Bids:
i Successfully pre-qualified bidders should be formally communicated and issued Tender documents for pricing;
ii, Invitation to Tender should state Closing Date and Time and copies of this should be submitted to the Fund;
iii TETFund should be invited to witness Opening of Tenders, with such invitation reaching the Fund not later than two (2) weeks to the date of the event;
iv Record of Attendance of all those present at the Opening of Tenders should be taken in the handwriting of all attendees. Each person should sign the attendance register, indicate the organization they represent, with contact phone numbers and email address;
v Copy of the attendance record should be submitted to the Fund in raw form; and
vi Copy of Bid return sheet duly endorsed by representatives of bidders present at the opening.
Bid Evaluation
218 – The following is the procedure for treating Tenders:
- All opened and validated bids shall be evaluated and analyzed by the relevant professionals on the most responsive and lowest evaluated bid (not necessarily the lowest tender). Authenticated copy of the Bid Evaluation report should be submitted to the Fund along with other relevant documents;
- The Tenders Board of the Procuring Entity shall approve the winning bids within their threshold of approval;
- In instances where thresholds exceed the approval limit of the procuring entity, a higher approval should be sought – that is, Ministerial Tenders Board (MTB) or the Federal Executive Council (FEC), depending on the cost of the project; and
- Copy of Minutes of Tenders Board meeting and where applicable, the MTB should be forwarded to the Fund, including, where applicable, the “Certificate of No Objection”/Federal Executive Council (FEC) approval of award.
Need for Letter of Commitment from Beneficiaries
219 – All beneficiaries shall include a Letter of Commitment in their Due Process submission to the Fund. The Letter of Commitment is an undertaking from the beneficiary to immediately commence the project execution on receipt of the first (1st) tranche of funds. This is to discourage the practice of keeping money in fixed facility over a period before commencing the project. TETFund strongly objects to the practice of money fixing by the beneficiary institutions.
Rehabilitation/Maintenance of TETFund Projects
(Construction-Related)
Objective
301 – Project Maintenance Intervention is for the comprehensive renovation of any existing TETFund dilapidated buildings on the campuses.
Documents required for Assessing Funds for TETFund Project Maintenance
302 – The documents for assessing funds for Project Maintenance are as follows:
(a) Photographs showing the current state of the facility to be rehabilitated/renovated;
(b) Schedule of Dilapidation, which should be prepared and endorsed/sealed by a Registered Architect, with copy of his valid Practice License attached;
(c) For projects that involve conversion, submission of the as-built drawings and Structural integrity report signed and sealed by Registered Structural Engineer;
(d) Submission of the drawing showing the new proposed development;
(e) Bill of Quantities which shall be consistent with schedule of dilapidation and drawings of the proposed development; and
- For rehabilitation, conversion and upgrade proposal, a verification visit will be carried out by the Fund before issuance of approval in principle.
Entrepreneurship Study Centre (ESC)
Objective
401 – This Intervention shall be applied for the construction of a physical structure/procurement of equipment for skills acquisition programme for students. Only universities can benefit from this intervention.
Requirements for accessing funds for Entrepreneurship Study Centre
402 The requirements for Approval-In-Principle for programme upgrade/physical infrastructure (construction related) projects as contained in section 205 shall apply. For procurement related proposals, the requirements in section 207 shall apply.
Fabrication Intervention
Objective
501 – This intervention is aimed at improving Equipment fabrication innovation skills of Students. Only Polytechnics can benefit from this intervention.
Documentation for accessing funds for Fabrication Intervention
502 – For fabrication Intervention Projects, the Beneficiary’s proposal shall provide details of the following:
(a) Executive Summary
(b) Background of project
(c) Justification of fabrication project
(d) Design view. (Isometric sketch of design inclusive)
(e) Design drawing to scale
(f) Materials and methods of fabrication
(g) Specification of components
(h) Priced bills of quantities
(i) Fabricators profile (CV)
(j) Any other relevant information/documents.
Requirements for accessing funds for Fabrication Intervention
503 The requirements for Approval-In-Principle for construction related projects as contained in section 205 shall apply. For procurement related proposals, the requirements in section 207 shall apply.
