Solar Pumping Consultancy in Anqoun and Hallousieh Villages

Please refer to the attached Terms of Reference (ToR) for full details

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

Consultancy Services for the Design and Supervision of Solar Water Pumping Stations Construction in the South

Delivery location

Anqoun village

Hallousiyeh village

Contract start date

17th December 2025

How to apply

Interested candidates are invited to submit:

1. A quotation describing services and the financial offer.

See section ‘6. Application Process’ for further details

Deadline for submission of offers

10th December 2025

Specific considerations

A mandatory site visit will take place on 5 December 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 consultant / firm to design and supervise the construction of solar water pumping systems for the pump stations in Anqoun and Hallousiyeh villages, South Lebanon.

GPS for the Pump Stations:

• LOT 1: Anqoun: 33.5047,35.4297
• LOT 2: Hallousiyeh: 33.3061,35.3305

The consultant shall provide engineering services as detailed below:

Task 1: Solar pumping system design and preparation of tender documents including assessment of the pump stations: The Consultant shall conduct full design of the solar water pumping system including the preparation of all tender documents for the project as technical drawings, technical specifications, scope of work, and bill of quantities. The consultant (if required) will support Oxfam in the tender evaluation for the selection of the most suitable contractor to carry out the works.

Task 2: Supervision of works:  The Consultant shall be responsible for supervising and approving all executed works to ensure compliance with the specifications and contract requirements.

Task 3: Hand over the system to South Lebanon Water Establishment: The Consultant shall support Oxfam in ensuring that the handover of the system to SLWE is conducted in an appropriate manner, and that all required documentation, including but not limited to as-built drawings, operation and maintenance manuals, test and commissioning reports, and training records, is complete, verified, and in order.

2.1. Scope of Work

The consultant will conduct discussions and consultations with the Water Establishment, municipalities, and other relevant stakeholders in full coordination with Oxfam.

1. Review all existing documents, data, and information relevant to the Project.
2. Prepare tender documents for the construction of the solar water pumping system, including all necessary designs manually and using engineering software, drawings, technical specifications, Bill of Quantities, and scope of work.
3. With Oxfam Engineer, review the survey of the lands selected and verify that the position of the well and the area of the land is suitable for the implementation of the solar pumping systems.
4. Supervision of construction works of the solar water pumping system including the provision of progress reports and final completion report with visual documentation.
5. Supervise the commissioning of the solar water pumping system and handover to the SLWE.
6. Review and approval of the datasheets, material submittals and shop drawings submitted by the contractor.
7. Ensure and supervise the compilation of the Operation and Maintenance (O&M) manual and training of the SLWE technical personnel by the Contractor, as part of the handover process.
8. Conduct a risk analysis and recommend mitigation measures for consideration before and during the construction phase.
9. Ensure the completion of the construction of the solar water pumping system within the timeframe of the project.

1. 1. 1. Estimated Costs

The Consultant shall submit detailed cost estimation of the project.

For the tender documents to be prepared by consultant under this agreement, all Bill of Quantities will provide a detailed cost estimate of capital with a degree of accuracy of 90%.

For the proposed Technical Assessment and Constructions works, the cost estimates shall be made for the different project components including, but not limited to, the solar panel, pump, main pipes, electrical installation and control systems, steel structure, fencing, concrete footings, and should include the following:

1. 1. Detailed engineering costs.
   2. Broken down the cost into direct costs and indirect costs (Cost shall include materials, labour and equipment required)
   3. Price and physical contingency where applicable.

1. 1. 2. Risk Allocation and Mitigation. 

The Consultant shall prepare a risk assessment and risk mitigation scheme for the implementation of the project. Possible risks to be considered include the following:

1. Financial Risks
2. Water quantity and quality risks vs water demand
3. Design Risks
4. Construction and Completion risks
5. Operation and maintenance Risks
6. Market and revenue risks
7. Availability of local/international solar water pumping contractors and construction material risks
8. Force Majeure risks

Based on the risk analysis, the consultant shall also identify and recommend mitigation mechanisms/measures for each identified risk.

1. 1. 3. Assessment, Draft Study and Design Report

The consultant shall prepare comprehensive and detailed study and design and all the related documents to be submitted to Oxfam for the appraisal and approval together with SLWE.

All documents must conform to the requirements of national guidelines and procedures and shall include, but are not limited to, the following:

1. Collecting information and mapping out the different components of the water system.
2. Assessing the condition of the existing components (pump size, power consumption, well condition, geographical conditions,)
3. General information including, but not limited to, estimated project cost, basic technical designs, findings on the existing water system and proposed engineering solutions, institutional arrangements, design, and study methodologies.
4. Detail engineering analysis including the water demand analysis.
5. A list of project activity milestones along with an estimated duration required to complete the entire project.
6. Defining the works that need to be completed, considering cost efficiency.
7. Generating detailed design drawings for the solar water pumping system (including civil and electromechanical works), a detailed proposal of implementation plan, construction scope of work, BoQ, drawings, technical specification, as needed.
8. Pumps that need to be supplied and installed.
9. Valves and hydraulic accessories that are required to fit the new system.
10. Electrical equipment including cables, control panels, accessories, transformers, stand-by generators, and the subscription to EDL.
11. Piping system, flowmeters, water level monitoring (piezometers), electrical panels and fixtures, emergency power units, as well as all necessary electrical, mechanical, instrumentation, and control details to be included in the design.
12. Control and monitoring system (on site and online) including all needed accessories.
13. Finishing works of the existing electromechanical and chlorination room such as block works, plastering, tiling, painting, electrical and mechanical works.
14. Share the design with Water Establishment and municipalities in collaboration with Oxfam.
15. Proposed Activity Implementation Plan with recommended methodology and approaches.
16. Any other works deemed necessary.

1. 1. 4. Tender Documents:

The consultant shall prepare all tender documents for the project considering national and international rules and regulations. The tender phase, of this project includes the following:

1. The detailed design of the items including design drawings for the solar system, as well as electromechanical and civil works.
2. The preparation of the complete technical specifications including the details of all materials and execution works, as well as the details for procuring and installing the equipment needed for the works.
3. The consultant shall estimate the work quantity for each of the project components according to the most suitable work breakdown structure to allow the prospective bidder (Contractor) to determine a competitive unit price and estimate of the total construction cost. The consultant should also prepare a cost estimate.[HW1] 
4. Other documents include, project summary, bid selection criteria for contractors, invitation to bid, instruction to bidders, draft contract including terms and conditions, minimum performance standards and technical specifications, any technical recommendation and conclusion, and bidding forms.
5. Any other works deemed necessary.

The consultant shall submit the draft tender documents to OXFAM for their review and consultation of governmental bodies before it is finalized.

1. 1. 5. Supervision and Handover

The consultant is expected to provide technical assistance in the form of site supervision and contract administration during the construction period of the assigned supervision contract; this shall include the following:

1. Reviewing the Contractor’s work program for compliance with major planning standards and techniques.
2. Ensuring that the project is planned and implemented effectively.
3. Assigning a delegate to attend meetings with stakeholders, to review, follow up, approve, and sign off contractor’s submittals and other coordination requirements.
4. Identifying potential problem areas and obstacles that may affect the works and progress and recommending appropriate actions.
5. Monitoring construction progress to ensure compliance with the agreed construction schedules and proposing measures to expedite implementation.
6. Inspecting all executed works to ensure compliance with the required quality standards and in accordance with the contract specifications.
7. Tentative schedule, per site, as follow:
   • 1 day for field visit before the design
   • 12-14 days for designing,
   • 2-3 days field visits to monitor the implementation:
     • 1 day for inspection visit for the civil works (for each site)
     • 1 day for inspection visits for the solar system implementation for each site (including electrical and electromechanical works)
     • 1 day for final visit for the capacity building and handover of the systems.

Oxfam’s Engineer will conduct daily field visits and perform inspections in coordination with the consultant.

• Being available and represented on the site during critical times of implementation (milestones), and this should not exclude weekends and holidays
• Approving the materials supplied by the Contractor, based on the specifications.
• Approving the as-built drawings prepared by the Contractor during construction.
• Approving the operation and maintenance manuals prepared by the Contractor during construction.
• Supervising the commissioning of the works and handover to the Water Establishments.
• Signing off provisional and final taking-over certificates and preparing contract closure
• Preparing monthly progress reports to be submitted at the beginning of each subsequent month, in addition to a completion report at the end of the project.
• Any other works deemed necessary.

All final and draft reports shall be submitted in two hard copies and a soft copy.

0. 1. 6. Deliverables
1. Preliminary design report: The Consultant should submit the preliminary design report 1 week following the signature of the contract. The report should include the different proposed alternatives, in addition to a preliminary cost estimate of the proposed works.
2. Detailed design and tender documents: The Consultant is expected to submit the draft detailed design (including detailed drawings, report, and calculation notes) and draft tender documents (including conditions of contract, general and specifications, BOQ, cost estimate, etc) within 1 week after receiving approval on the preliminary design works. After receiving feedback (if there are comments), the Consultant is expected to submit the final design and tender documents within 1 week. The outcomes of all the steps mentioned in the Design Phase and the Tender Phase should be incorporated in the draft [EK2] and final design and tender documents
3. Progress reports: The consultant is expected to provide monthly progress reports, highlighting the progress and any delays or challenges faced during the different phases of implementation.
4. Completion report: to be submitted within 2 weeks from the hand over to the Water Establishment. This report shall be submitted, after the completion of the construction and supervision works, describing in detail the final taking-over and the time of issuing the completion certificate. The other chapters of this report will be documenting all aspects of the administrative closure and project completion. All monthly progress reports should be appended to the completion report and should be submitted in two (2) hardcopies and one (1) electronic copy. The outcomes of all the steps mentioned in the Supervision Phase should be incorporated in the completion report.