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Benard Lango
Jomo Kenyatta University of Agriculture and Technology
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Some of the authors of this publication are also working on these related projects:
Proposing Kenyan guidelines for installation of portable smoke detectors View project
Benard Lango Disaster Management Projects Series: Nairobi, Kenya View project
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Terms of Reference
Purpose: The purpose of the assignment is to conduct a Road Safety Audit for the Thika Superhighway.
Objectives:
1. Identify the current Road Safety Measures in place along the Thika-Superhighway and document how these
measures can be improved.
2. Identify and document potential risks to road users including persons, services, and buildings within Thika
Superhighway and the possible solutions for the same.
3. Assess the current emergency response procedures in place in cases of risks along the Thika-Superhighway
and propose an improvement on the same.
4. Propose a Road Safety standard measures that would be deemed basic for the Thika-Superhighway and the
users of the same road.
5. Document sustainable remedies to address the identified gaps providing an estimated cost to each of the
proposed remedies.
The Interpretation
The proposal for the above terms of reference can be presented in the following norm but it is not lost to the writer
that some TOR provides the contents of the expected proposal. Again the expected contents will more or less be in
tandem with the following contents.
4. Scope of Work
In this section define the specific activities which will be undertaken in order to achieve the stated objectives under
the understanding of terms of reference. In a nutshell, for each of the stated TORs, indicated the activities that will be
undertaken to achieve them and the area of coverage at the end of each activity. It cannot escape this writing that most
of the proposals submitted by companies re-write the TORs in doing word to accomplish this section’s requirement.
As a starter in the proposal writing, the scope of the proposal document activities to be undertaken for each and every
TOR listed in the Request for Proposal document in order to achieve the broad objective.
5. Proposed Methodologies
In this particular section, propose the method or set of methods you would be using to execute the project stating
clearly what each and every method intends to achieve. Each and every TOR can be executed using an independent
method but this will depend with the kind of project being undertaken. For purposes of the above TORs the methods
will be interdependent and run concurrently. The proposed method would therefore be:
a) Preliminary meeting with the road safety managers; the users, property owners, and security officers;
b) Observation;
c) Reconnaissance survey;
d) Site interviews;
e) Review of reference materials;
f) Review of road safety agency documents and other secondary documents.
7. Deliverables
On the basis of the methodologies stated, this section lists the tangible outcome as a result of execution of each of the
TORs. This section should lists these outcomes based on the requirements of the TORs and where there is none a
generic one should be developed focusing on the TORs execution. The following are the typical deliverables for each
project being executed:
a. An Inception Report
b. Draft Findings Report
c. Draft Findings Report Incorporating comments from proponent
d. Final Report
Once the activities have been listed as above, the proposal then tags a timeline that it will take to achieve the stated
activities. Each activity listed must be given a time duration and this duration computed to give the total time the
project would take to its completion.
11. Payment
An easily forgotten section of the proposal, it is always important to indicate the mode of payment and the credit
period for which you can allow payment to extend. In cases where the project requires a percentage payment before
commencement, it is also in this section where this is noted.
12. Appendix
These are supporting documents attached to the proposal mainly relevant to this particular proposal. This documents
will include:
a) Company certificate of incorporation,
b) Kenya Revenue Authority Tax PIN
c) Kenya Revenue Authority Tax Compliance Certificate
d) CV of Professionals attached to the project
e) List of Recent Similar Assignments and Contact Persons.
f) At least three relevant contract or LPOs copies.
g) Statement of Integrity – Very important in Kenya today.
The contents described above should help you develop a standard proposal based on a set of Terms of Reference and
with time this can be improved to your company specific such that it is unique. There are professionals with skilled
training in proposal drafting and fund sourcing and most would see this content as too basic. But this writing is meant
for business start-ups with little knowledge in proposal writing, otherwise too much knowledge does not unite the
brain with the desires of the heart.