Provision Of A Detailed Design And Preparation Of Tender Documents For The ‘’Chtaura Water Network Rehabilitation And Expansion Project’’

1.         GENERAL 1.1       Introduction Following consultations and discussions with the Bekka Water Establishment (BWE) on requirements to enhance the water supply and demand management in the region, Oxfam GB Lebanon Country program (OGB) funded by the European Commission (EC) is inviting Engineering consulting firms (hereinafter referred to as the“Consultant”) to submit a proposal for the provision of consultancy services for the provision of a detailed design and preparation of tender documents for the ‘’Chtaura Water Network Rehabilitation and Expansion Project’’ located at  Chtaura, Bekaa Valley, Lebanon (hereinafter referred to as the “Project”) 1.2       Project Background and Rational Chtaura is a town in Lebanon in the fertile Bekaa Valley located between Mount Lebanon and the Anti-Lebanon mountain range. It is located halfway on the Beirut Damascus highway, 44 km from Beirut. Chtaura (and Bekaa more generally) is situated close to the Syrian Border and since the crisis in Syria has become ‘home’ for approximately 1000 Syrian Refugees as stated by the BWE in 2012 (source UNHCR). However a revised figure of 2000 refugees in 2014 is more likely. The population of Chtaura was only 5000 people before this influx. This has put tremendous strain on already fragile services and infrastructure including the water network, which is reflected in the following (indicative) observations:   Indicative figures / observations related to current water provision in Bekaa (source BWE):    Quantity of water provided per day per household: 1m3 (estimate Bekaa average)  Quality of the water supplied: deemed by the BWE to be acceptable, but unsupported by water testing data. Estimated leakages on the network: high (as much as 50%), but not supported with reliable input and output data. Estimated quantity of water theft: it is estimated that in some areas of Bekaa up to 60% of connections are illegal, and it is thought that this figure has gone up given the significant number of Syrian refugees. Rate of collection of the fee by the BWE: 514 subscribers in the targeted network for this project.  The rate of collection is only 41.5% (2013).   This project is expected to address the needs of 849 Lebanese households, in a move to provide comparable assistance to host communities as compared to assistance received by refugees, which is perceived by Lebanese communities as being unfair This project has been proposed by BWE following consultations and discussions and aims to rehabilitate and expand the water supply network of Chtaura, Bekaa. The approximate targeted length of network to be rehabilitated is 8 km (to be confirmed by the detailed design), servicing approximately 520 households. In addition, the project aims to target a minimum of 329 households in the network extension scheme achieving a total number of 849 household beneficiaries. Assuming an approximate 5 people per household, the total number of individuals sums up to 4200 people, however, the actual number of beneficiaries may be significantly higher due to the large number of Syrian refugees in Chtaura. Currently, only 514 subscribers pay subscriptions to the BWE. 2.         Objectives of the Consultancy Services The main objectives of this consultancy are:   To identify the current status of the existing water supply network, in particular: coverage, water source(s) capacity (available water quantity), water quality, water pressure in the system, existing household water connections, water demand and the existing Water Network layout and drawings. To design the most appropriate network rehabilitation and expansion plan including all drawings and a detail hydraulic analysis indicating the existing and additional households that can a/o need to be connected to the water supply system. To prepare tender documents and technical specifications.   3.         SCOPE OFTHE WORK 3.1       Desired Outputs / Deliverables The consultant is to coordinate all work assignments with OGB, and to conduct discussions and consultations the BWE, Chautra Municipality and other relevant stakeholders. The consultant shall deliver the following outputs under the agreed time frame. The consultant shall; Review all existing documents, data and information relevant to the Project, Review local water supply and management rules and regulations for adaptation where necessary and appropriate, Review and produce as built drawings for the existing water supply networks and relevant civil structures, Determine the physical condition and appropriateness of the existing network, water sources, number and location of households already connected, and number of households with and without water meters, Determine the overall available water quantity and existing water quality, Determine the total number of beneficiaries that can benefit from the Project, Provide a complete and comprehensive hydraulic analysis of the network, Provide a detailed technical design and specifications for an appropriate, efficient and cost effective network rehabilitation plan and a network expansion plan, including drawings. Identify the households that will stay connected or re-connected to the network, and the households that require new connection to the new/ expanded network. These shall be clearly shown in the provided technical designs and drawings of both the rehabilitation and expansion plans, Propose an appropriate technical methodology and management plan for the installation of household water meters, Conduct a current detailed water demand analysis and projected water demand analysis for the forecasted project duration, Conduct detail Hydraulic analysis and propose the most cost effective and efficient water pipe sizes and Types for the planned rehabilitation and expansion water network. Provide a detailed Bill of Quantities (BoQs), technical specifications and drawings, and cost estimates for each and all activity under the Project, Conduct risk analysis and recommend mitigation measures for consideration during the construction phase, Prepare all Tender Documents and Contract Agreements considering national and international rules & regulations for contracting the network rehabilitation and expansion works, Develop a detailed report for the Project, Organise and conduct a presentation of the Project findings and design for OGB, BWE, Chtaura municipality and other relevant stakeholders, 3.2       Water Demand The consultant shall conduct current and projected water demand analysis in the project area over a project design life of 25 years. In estimating the future demand, the following factors should be considered;   Population growth and land use change considering national development plans, especially the BWE, Chtaura municipality and other municipalities in the proposed project area. Any planned Governmental and private development projects and institutions in the area that might use water from the same water sources, National water policies, strategies, directives, and rules & regulations.   The current and projected water demand shall be categorized into domestic, commercial, industrial, institutional and tourism uses, as well as estimated non-revenue water. The demand shall also be broken down by geographical area, sub-city, cluster or group (as per local nomenclature). Average daily demand, maximum daily demand and peak hour demand shall be determined and projected. Demand shall be compared with the available water and analysis shall identify the gap in-terms of quantity, if there is any. 3.3       Detail Technical Studies (Engineering Surveys and Investigation) To produce the Detail technical outputs, the consultant shall carry out the following surveys and investigations a.    Geophysical analysis of the existing water source and water pumping systems. The consultant shall study the status of the water source and available water pumping system as well as identify any engineering activities that need to be conducted to maximize the efficiency of the water source as well as the overall water supply. b.    Water quality assessment of the water sources The consultant shall assess the quality of the raw water at the sources in-terms of, but not limited to, PH, colour, turbidity, hardness, mineral content and total dissolved solids using National and International standards and guidelines for drinking water quality.   3.4       Estimated Costs For the proposed rehabilitation and expansion works, the consultant shall prepare the Bill of Quantities and provide a detailed cost estimate of capital, operational and basic maintenance (O&M) costs with a degree of accuracy of 10%.   For the proposed rehabilitation and expansion works, the capital cost estimates shall be made for the different project components including, but not limited to, the main pipes, network pipes, water meters, valve chambers, water meter chamber boxes, and should include the following:    Civil structures and Water Pipe works                               i.    Detailed Engineering construction costs,                              ii.    Broken down in to Direct costs and indirect costs (Cost shall include materials, labour and equipment required),                             iii.    Taxes as per the local rules and regulations,                             iv.    Physical contingency where applicable,,                              v.    Price contingency where applicable. O&M cost estimates shall include for every year of the design life of 25 years;                               i.    Personnel services                              ii.    Operation and administration services-utilities, supplies, materials and other services                             iii.    Repair and Maintenance services-including annual and periodic maintenance of the infrastructure components.   3.5       Risk Allocation and Mitigation The consultant shall evaluate the risks in implementing the proposed Rehabilitation and Expansion of the Chtaura network and determine the appropriate valuation and allocation among the stakeholders, (OGB, BWE, Municipality, Ministry of Energy and Water, households and community in general) and provide appropriate risk mitigation measures. The risks to be evaluated shall include, but not limited to, the following;   Financial Risks Water Quantity and quality risks Vs Water demand Design Risks Construction and Completion risks Operation and maintenance Risks Market and revenue risks Political Risks Availability of local/international water contractors and Construction material risks Force Majeure risks   Based on the risk analysis, the consultant shall also identify and recommend mitigation mechanisms/measures for each identified risks.   3.6 Draft Study and Design Report The consultant shall prepare the draft detail study and design work and related documents to be submitted to OGB for the appraisal and approval together with the BWE. These documents must conform to the requirements of National guidelines and procedures and shall include, but not limited to, the following; General Information including, but not limited, estimated project cost, basic technical designs, findings on the existing Water networks and proposed engineering solutions, institutional arrangements, design and study methodologies, Detail Engineering analysis including the water demand analysis, Hydraulic analysis, and beneficiaries analysis, Report on the existing water network situations, layout plan Vs the proposed one, A detailed proposal of implementation plan (methodologies and approaches), construction scope of work, BoQ, drawings, technical specification Previous households connected and proposed households to be connected to the water system with water meter cost and material estimates, Proposed Activity Implementation Plan with recommended Methodology and approaches. Risk Allocation Matrix, Project activity milestones, Location maps,   All final and draft reports shall be submitted in 3 Hard and soft copies.   3.7       Tender Documents The consultant shall prepare all tender documents for the project considering National and International rules and regulations, including the bid selection criteria for the contractors. These documents shall consist of the following;   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   The draft contract shall, among other things, clearly define the obligation of the local governmental bodies; the winning bidder/contractor, payment methodology, delivery, construction, implementation methodology and equitably allocate risks between parties and specify rules and procedure and non-performance of contractual obligations   The consultant shall consult the key stakeholders and project owners to obtain their comments on the content of the draft tender documents, especially the terms and conditions of the draft contract.   The consultant shall submit the draft tender documents to OGB for their review and consultation of Governmental bodies before it is finalized. 3.8       Capacity Building During the Engineering Design and study period, the consultant shall involve selected BWE and OGB staff in all the technical process and shall share technical experience/skills, as a part of capacity building for local governments, especially BWE. 4.         REPORTING AND CONTRACT PERIOD 4.1                   The Consultant will report directly to Oxfam GB Lebanon EC Project Manager, Karen Arakalyan, and his delegate Lama Abdul Samad, who will supervise the assignment. Contact address; E-Mail:karakalyan@oxfam.org.uk and labdulsamad@oxfam.org.uk, Bekaa program area,   4.2                   The consultant shall commence the consulting service upon the effective date of the contract notice to proceed, and shall complete the service within 90 days.   4.3                    All reports and communication shall be made in writing and shall be in English.  The Consultant will provide an electronic version of all the required deliverables.  The reporting will be completed in form and substance acceptable to OGB.          4.4                    The consultant shall submit to OGB three copies of the following reports, including soft copies, no later than the deadline indicated;   Report Deadline from Effective dates Inception Report-covering the detailed work plan and initial observations on the Services 14 days Short Interim report-covering the status of the existing water network and proposed plan for the detail study 30 days Draft overall study and design report of the consultancy work (covering all the agreed activities) 75 days Final Design and study report considering all comments and feedback given by the OGB and other stakeholders 90days   4.5            The consultant shall also make audio-visual presentation of the Project findings and design to OGB, BWE, Municipality and other related stakeholders, just after submitting the draft Report to Oxfam, and shall be organized in consultation with OGB-Bekaa program team   5.         REQUIRED EXPERTISE The consultant shall be registered by a recognizable governmental agency and shall be composed of qualified staff with sufficient skills and experiences necessary to undertake the range of tasks set out in this Terms of Reference.   An indicative list of key personnel to carry out this Consulting Services is shown below. The key personnel should be supported by adequate technical and administrative staff;           IN Key Personnel Responsibility 1 Project Manager Overall direction and management of the study plus contact person. 2 Water supply Engineer Design of Water supply schemes, hydraulic analysis. 3 Civil Engineer Civil related design of the project components 4 Electro-Mechanical Engineer Design of the electrical and mechanical component of the project, if needed. 5 Cost/Specification/contracts Engineer Preparation of detail cost, BoQ, Specification and technical aspects of the bidding and contractual documents 6 Engineering software experts (Basically, AutoCad, WaterCAD or Epanet expert) For the preparation of detail drawings and Water Demand and Hydraulic analysis together with the Water Engineer 7 Geologist/hydrologist For Geological/Hydrological analysis of the water source, if needed. 8 Surveyor Detail Engineering Surveying works for the proposed pipe layout plan   The consultant shall be eligible to work in Lebanon The consultant shall be registered from the authorized Governmental Agency The consultant shall provide proof of previous related services/experience in Lebanon and in other Middle-east countries. (Note that high priority will be given for those firms who have the same experience within Lebanon) The consultant shall provide an up-to-date renewed consultancy service legal certificate   6.         CONFIDENTIALITY STATEMENT All data and information received from OGB, BWE and Municipality for the purpose of this assignment are to be treated confidentially and are only to be used in connection with the execution of this Terms of Reference. The contents of written materials obtained and used in this assignment may not be disclosed of to any third parties without the expressed advance written authorization of the OGB.   7.         OVERSIGHT OGB Lebanon county program in collaboration with BWE and Chtaura Municipality, shall exercise oversight over the service performed by the consultant under this Terms of Reference. The consultant, however, shall be solely responsible for the quality and integrity of its services including the deliverable outputs.   Expression of Interest (EOI) FOR THE Provision of a Detailed design and preparation of tender documents for the ‘’Chtaura Water Network Rehabilitation and Expansion Project’’   Oxfam GB Lebanon Program (OGB) funded by the European Commission (EC) invites consultancy firms to submit their proposals/bids to undertake the following consultancy service with the experience and skills recommended above;   Interested bidders, including all its joint venture members, must be officially registered and licensed, for at least 2 years, to conduct business from an authorized governmental agency and shall be eligible to work in Lebanon. Interested Consultants must submit their bids, in two sections (i) Technical Proposals and (ii) Financial proposals. Bids should be received by the deadline, 4th May 2015 at 5:00 P.M (Lebanon Time) to the address mentioned below. A CV and experience letter of the individuals and the firm must also be attached with a minimum of 2 references with full contact address. If necessary, Oxfam GB together with BWE may hold a pre-bid meeting at a time and place to be announced by OGB, to discus and address the consultants’ questions regarding the project. Interested Bidders are requested to contact Acting Project Manager, Karen Arakelyan, karakelyan@oxfam.org.uk, and Lama Abdul Samad labdulsamad@oxfam.org.uk, no later than 3 working days before the submission deadlines for any clarifications. Oxfam GB will evaluate the proposals using the Quality-Cost Based Evaluation procedures. Oxfam GB Lebanon Program reserves the right to reject any and all bids, including the Bidding processes, or not to award the contract at any time, without thereby incurring and liability to the affected Bidders. Please submit the EOI and other documents (as mentioned above) by 4th May 2015 at 5:00 P.M Lebanon time to lebanonjobs@oxfam.org.uk, mentioning “Provision of a detailed design and preparation of tender documents for the Chtaura Water Network Rehabilitation and Expansion Project’’ in the Subject line.