El Meri Pump Station

TERMS OF REFERENCE

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.

OVERVIEW

Title and brief description of the requirement

Oxfam is seeking a supplier to replace the submersible pump set of El Meri pump station.  

Delivery location

El Meri, Marjaayoun

Contract start date

30 October 2025

How to apply

Interested candidates are invited to submit:

1. A quotation describing goods and the financial offer.

See section ‘6. Application Process’ for further details

Deadline for submission of offers

26 October 2025

Specific considerations

Mandatory Site Visit on October 22 2025

1. BACKGROUND AND CONTEXT

Oxfam is a global movement of people, working together to end the injustice of poverty. Oxfam has been working in Lebanon since 1993. We provide humanitarian assistance to vulnerable people affected by conflict, and we promote economic justice and good governance, and women’s rights. Oxfam also works with local partners to contribute to the protection and empowerment of marginalized women and men.

2. SPECIFICATION OF GOODS REQUIRED

Oxfam is seeking a contractor to replace the old existing submersible pump set in El Meri by a higher capacity unit. Currently the exiting pump set is pumping water at a flow rate equals to 5m3/h which is not enough to cover the needs in the village. Oxfam has received a letter referred by SLWE sent from the Municipality requesting a new pump of 30m3/h capacity; knowing that the municipality has confirmed that the well can pump water at this flow rate. The contractor must perform the task as specified below:  

1. Dismantling:
   1. The supplier shall dismantle the existing pump set ensuring safe removal.
   2. Safe extraction of existing pump, motor, cable, and other fittings.  
   3. The supplier shall dismantle and lift the pump set in the presence of the South Lebanon Water establishment representative and the Municipality representative.

2. Supply and Installation of a New pump Set:
   1. Pump Type: Borehole submersible centrifugal pump.
   2. Pump duty point: H= 410 m, Q = 30 m3/h
   3. The pump shall fit inside the existing well casing of 14 inch.
   4. Total depth of the well = 250m, depth of the pump set = 235m.
   5. Motor type: Submersible water‑filled, rewindable.
   6. Motor rating: not less than 60 kW, 400 V, 3‑phase, 50 Hz, IP68.
   7.  Pump shall be approved by Oxfam and SLWE Engineer prior installation.
   8. The contactor shall use the existing pipe and cables in the connection of the new pump set.
   9. Available riser pipe is a 3 inch galvanized pipe and the available cable is 3x35mm.
   10. As requested, and confirmed by SLWE, the contractor can use the same existing pipe and  cable no need to provide new cable or riser pipe.
   11. The contractor shall supply, install, and commission a control panel of solar drive type, suitable for operating a 60 kW, 400 V, 3-phase, 50 Hz submersible pump motor (IP68).
   12. The control panel shall be of heavy duty and mounted to the wall and of powder-coated steel or equivalent corrosion-resistant material.
   13. The control panel shall include motor protection (overload, short-circuit, phase failure, under/over-voltage, earth leakage), surge protection, emergency stop, local/remote operation, digital metering (V, A, kW, PF, running hours), and alarm indications. Minimum enclosure protection class: IP54 (indoor)
   14. The control panel type shall be approved by SLWE engineer before installation.
   15. All components to be CE/IEC compliant.

3. Valves:
   1. Supply and installation of one (1) 3-inch non-return valve, flanged, PN40. Valve to be ductile iron with epoxy fusion coating and stainless-steel internal parts. Face-to-face and flange drilling to match existing pipeline.
   2. Supply and installation of two (2) 3-inch gate valves, flanged, PN40. Valve to be ductile iron body with resilient/seated gate or OS&Y rising stem type, stainless steel trim for wetted parts recommended. Flanges to match existing pipeline; provide flange gaskets and bolts.
   3. All valves shall be installed with new flanges.
   4. The valves shall be of heavy duty and high-quality brands (EU origin or equivalent)
   5. The valves shall be compliant with EN 1074 standard

4. Documentations:
   1. Data sheets of the pump, motor, valves, and control panel components
   2. Factory test certificates (ISO 9906), electrical components datasheets, and panel schematic.
   3. Commissioning report with measured Q, H, current, voltage, power factor, and water level logs.
   4. All submitted data sheets and documents shall comply with ISO 990 (for pump), and IEC 60034 (for motor)

5. Inspection and Testing
   1. All works including dismantling, installation, and operation shall be witnessed by Oxfam Engineer, SLWE and Municipality representatives.
   2. After installation, the contractor shall operate the pump and train the pump station operator and submit O&M manuals.

6. Health and Safety:
   1. Compliance with OSHA‑equivalent safe lifting/rigging; confined‑space procedures if applicable.
   2. Lock‑out during electrical works.

7. General Terms:
   1. The Contractor’s relationship will directly be with OXFAM staff.
   2. The contractor is responsible for the complete installation including all mechanical fittings and accessories.
   3. An Oxfam staff or a representative will be responsible to inspect and confirm the work.
   4. The contractor must be capable of completing this task within 10 days.
   5. Oxfam has the right to increase or decrease quantities at the same unit cost.
   6. Any item not complying with the specs will be rejected.

8. Warranty:
   1.  The Contractor shall provide a warranty of not less than 12 months from the date of commissioning covering manufacturing defects, performance, and workmanship for the complete pump set. During the warranty period, the Contractor shall repair or replace defective parts at no additional cost.

9. Site Visit
   1. All bidders are required to attend a site visit to the El Meri Pump Station to review the site details and consider the existing conditions when preparing their bids.
   2. The site visit will take place on 22 October 2025 and is mandatory for the submission of quotations.

If the supplier wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam ´s objectives) these must be considered as an alternative offer. The Supplier must make alternative offers in a separate letter to accompany the offer. OXFAM is under no obligation to accept alternative offers.

Bill of Quantity:

Item

Description of items

Quantity

Unit

Unit price $

Total price $

1

Supply, installation, testing and commissioning of a complete submersible pump set (pump, motor, and accessories) capable of delivering Q = 30 m³/h at H = 410 m.
Motor rating: not less than 60 kW, 400 V, 3‑phase, 50 Hz, IP68.

1

set

2

Dismantling of the existing pump set

1

LS

3

Supply, installation and commissioning of a wall mounted control panel (solar drive type) suitable for operating a 60 kW, 400 V, 3-phase, 50 Hz submersible pump motor (IP68).   
the installation shall include all needed connection and accessories.

1

LS

4

Supply and installation of 3-inch non-return valve, (ductile iron, with flanges), PN40

1

Pcs

5

Supply and installation of 3-inch gate valves, (ductile iron, with flanges), PN40.

2

Pcs

Total

VAT (11%)

TOTAL (after VAT)

3. TIMEFRAME AND PAYMENT SCHEDULE

The supplier must dismantle the existing pump and install the new one within one day.

The supplier shall complete the installation 10 days after signing the contract.
Payment: 100 % after submitting all required documents, completing the work and approval from SLWE

4. APPLICATION PROCESS

Submission instructions

Quotations and applications must reach Oxfam no later than [26/10/2025, midnight Lebanon time,].

Responses must be submitted in English, electronically or by hand to: lebanonprocurement@oxfam.org.uk

The subject of the mail should be: [El Meri Pump + [Name of bidder]

Any questions, remarks or requests for clarification can be sent up to 2 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants.

Administrative requirements

To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application:

Documents to be submitted

Importance

1

Supplier Quotation/Proposal (description of the goods/services/works provided as per the specification, including any details of quality, brand and a clear indication of pricing

• All prices must appear in USD with unit prices, (specify the VAT rate if applicable).
• Date and validity of quote must be included

• Supplier shall submit comprehensive technical data sheets and reports showing specs and features. For the pump, motor, valves, and control panel.
• Warranty letter.  

Mandatory

2

Proof of registration: The bidders also must include a copy of their registration.

Mandatory

3

Evidence of previous work, the bidders shall have at least three years of experience in same domain

(List of similar projects with INGO’s, Water Establishments, private sector,..)

Mandatory

4

Reference list showing company name, contact name, and phone number.

Mandatory

5

Work Plan showing delivery date

Mandatory

Evaluation and award criteria

The quotations will be assessed according to the following criteria and distribution of points:

Award Criteria

Max. points

Technical criteria

Capability / competence of bidder to perform the work / service required

Demonstrated expertise and experience in the same domain (The bidder shall have a minimum 3 years of recent and proven experience in the supply, installation, or replacement of submersible pumps and related electromechanical works.

70

Previous experience with the NGO sector / Oxfam / Water Establishments/ Private Sector

Reference list

Quality of products/ services and ability to meet requirements

Data sheets compliance for the pump set (including motor and control panel)

Data sheets for the valves (EU origin or equivalent)

Warranty & After Sales services (1 year written warranty letter)

Ability to meet delivery dates (workplan)

Financial criteria

Financial offer

Total cost of the offer, all services included (without added tax)

 30

TOTAL:

100

Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential suppliers and their teams.

5. OTHER CONDITIONS

Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding

6. CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards, and expect all Oxfam suppliers to demonstrate commitment towards them.

All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that suppliers must follow.

[1] Non-Staff Code of Conduct applies for any self-employed individuals or contracted employees of suppliers who are working on Oxfam sites, or who have access to Oxfam materials, or who may represent Oxfam in any manner but are not part of Oxfam’s legal entity)