Framework Agreement (FWA) for Consultancy Services for the Design and Supervision of Solar Water Pumping Stations

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.

The objective of this Framework Agreement is to hire a consultant or firm to design and supervise the construction of solar water pumping systems for pump stations located in Bekaa, Baalbek-Hermel, Nabatieh, and South Governorates. The consultant shall provide engineering services as detailed below:

2. SPECIFICATION OF SERVICES REQUIRED

The objective of this Framework Agreement is to engage a qualified consultant or engineering firm to provide comprehensive design and supervision services for the construction and installation of solar water pumping systems for designated pumping stations in the South, Nabatieh, Bekaa and Baalbeck-Hermel Governorates of Lebanon.

The aims to establish fixed pricing under a one-year Framework Agreement, with the possibility of extension.

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 station: The Consultant shall conduct full design of the solar water pumping system and chlorination system including the preparation of all tender documents for the project as technical drawings, technical specifications, scope of work, and bill of quantities.

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 Lebanon Water Establishment: The Consultant shall support Oxfam in ensuring that the handover of the system to the concerned water establishment 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, are complete, verified, and in order.

1. 1. SCOPE OF THE WORK

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

The scope of this Framework Agreement shall cover the provision of consultancy services for the design and supervision of solar power systems of varying capacities. The expected range of system capacities is between 50 kWp and 220 kWp, subject to site-specific assessments and project requirements.

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, technical specifications, Bill of Quantities, and scope of work.
3. Provide regular progress work, monthly as deemed necessary by the project manager.
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 WE.
6. Review and approval of the material submittals and shop drawings submitted by the contractor.
7. Supervise and ensure the compilation of the Operation and Maintenance (O&M) manual and training of the WE technical personnel by the Contractor, as part of the handover process.

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 panels, pump, main pipes, electrical installation, control systems, steel structure, and civil works, and should include the following:

a. Detailed engineering costs.

b. Broken down the cost into direct costs and indirect costs (Cost shall include materials, labour and equipment required)

c. 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 the concerned water establishment (WE).

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. Project activity milestones.
6. Location maps.
7. Defining the works that need to be completed, considering cost efficiency.
8. 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.
9. Pumps that need to be supplied and installed.
10. Valves and hydraulic accessories that are required to fit the new system.
11. Electrical equipment including cables, control panels, transformers, stand-by generators, and the subscription to EDL.
12. 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
13. Control and monitoring system (on site and online) including all needed accessories.
14. Finishing works of the existing electromechanical and chlorination room such as block works, plastering, tiling, painting, electrical and mechanical works
15. The consultant (if required) will support Oxfam in the tender evaluation for the selection of the most suitable contractor to carry out the works.
16. With Oxfam, share the design with Water Establishment and municipalities.
17. Proposed Activity Implementation Plan with recommended methodology and approaches
18. 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.
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, bidding forms.
5.  The consultant (if required) will support Oxfam in the tender evaluation for the selection of the most suitable contractor to carry out the works.
6. 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.

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. Tentative schedule, per site, as follow:
   • 1 field visit before the designing,
   • 12-14 days for designing,
   • 2-3 field visits to monitor the implementation
     • 1 inspection visit for the civil works,
     • 1 inspection visits for the solar system implementation for each site (including electrical and electromechanical works)
     • 1 final visit for the capacity building and handover of the system.

Oxfam’s Engineer will support the weekly field visits and inspection 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.

• 1. 6. Deliverables
• 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.

Design and tender documents: The Consultant is expected to submit the draft 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 and final design and tender documents

• Monthly 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.

• 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.

1. APPLICATION PROCESS

Submission instructions

Quotations and applications must reach Oxfam no later than [6/1/2026 midnight, Beirut time].

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

The subject of the mail should be: [Consultancy Services for THE design and supervision of solar water pumping Stations + [Name of bidder]

Any questions, remarks or requests for clarification can be sent up to 4 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants.