CONSULTANCY FOR THE DESIGN AND SUPERVISION OF THE CONSTRUCTION OF A SOLAR WATER PUMPING SYSTEM IN CHOUF

TERMS OF REFERENCE

Consultancy for THE design and supervision of the construction of A solar water pumping system in Chouf

With support from the lebanon humanitarian fund (lhf)

Oxfam Lebanon

1. Introduction

Oxfam is a global movement of people, working together to end the injustice of poverty through campaigning and responding to the needs of the poor. 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.  

Following consultations and discussions with the Beirut and Mount Lebanon Water Establishment (BMLWE) on requirements to improve the water supply to vulnerable communities, Oxfam with the support the Lebanon Humanitarian Fund (LHF), will install a solar water pumping system in the pump station located in Daraya (Chouf).

1.1 Projects description:

The site is located in the village of Daraya, Chouf Lebanon. The existing pump station (submersible pump in a shallow tank) is used to pump water to the main reservoir which in turn distributes water to end-users.

Oxfam is planning to equip the pump station with a solar water pumping system of 68-Kilowatt Peak (KWp, capacity to operate a 30 KW (kilo watt) submersible pump. The solar systems will include solar panels, steel structures, civil works, Variable Frequency Drive (VFD), and CCTV and an online control and monitoring system with all accessories and required electronic equipment to power the existing water pumping system. In addition, a new chlorination system will be installed and powered by a solar hybrid system. 

The PV panels will produce energy that will be directly used to power the pump with no battery storage. PV panels will produce DC power which will be converted to AC current via a variable speed drive inverter.

The solar panels will be installed in the tank station land 300 meters away from the pump station.

2. Overall Objective

Oxfam is seeking the services of a professional design / supervision consultant or firm with substantial experience in design, tendering and supervision of Solar Water Pumping System projects. The location of the pump station and its target reservoir are listed in the table below.

No.

Pump station

Location

GPS coordinates (Latitude, Longitude)

1

Daraya Tank

Daraya

33°38'21.8"N 35°30'09.6"E

2

Daraya Pump Station

Daraya

33°38'12.8"N 35°30'13.7"E

SPECIFIC OBJECTIVES

The objective of this contract is to hire a consultant or firm to design and supervise the construction of a solar water pumping systems in the pump station in Daraya. The consultant shall provide engineering services as detailed below:

Objective 1: Solar pumping system design and preparation of tender documents including assessment of the pump station: To design a solar water pumping system including the preparation of all tender documents for construction including technical drawings, technical specification, 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.

Objective 2: Supervision of works:  To supervise and commission the work of the construction firms that will be contracted to install the solar water pumping systems.

Objective 3: Hand over the system to Water Establishment: the consultant will support Oxfam in ensuring that the handover of the system to the WE, is done in the appropriate manner, and that all documentation is in order.

3. SCOPE OF THE WORK

The consultant is to 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, technical specifications, Bill of Quantities, and scope of work.
3. Provide regular progress work, monthly as deemed necessary by the project manager.
4. With the 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.
5. Supervision of construction works for the solar water pumping system including the provision of monthly progress report and final report with visual documentation.
6. Supervise the commissioning of the solar water pumping system and handover to the Water Establishment.
7. Review and approval of the material submittals and shop drawings submitted by the contractor.
8. Ensure and supervise 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.
9. Conduct a risk analysis and recommend mitigation measures for consideration during the construction phase.
10. Ensure the completion of the construction of the solar water pumping system within the timeframe of the project.

3.1         Estimated Costs

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 capital 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, 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. Taxes as per the local rules and regulations.
   4. Physical contingency where applicable.
   5. Price contingency where applicable.

3.2         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.

3.3         Assessment, Draft Study and Design Report

The consultant shall prepare the detailed study and design work and related documents to be submitted to Oxfam for the appraisal and approval together with the Water Establishments.

Daraya Pump Station

The assessment, study, and design phase for equipping the pump station with

1. solar power for the water pump 
2. a new chlorination system including the solar power system to run it

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

• Collecting information and mapping out the different components of the water system
• Assessing the condition of the existing components
• 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.
• Detail engineering analysis including the water demand analysis.
• Project activity milestones.
• Location maps
• Defining the works that need to be completed, considering cost efficiency
• Generating detailed design drawings for the solar water pumping and chlorination systems (including civil and electromechanical works), a detailed proposal of implementation plan, construction scope of work, BoQ, drawings, technical specification, as needed
• Pumps that need to be supplied and installed
• Valves and hydraulic accessories that are required to fit the new system
• Electrical equipment including cables, control panels, transformers, stand-by generators, and the subscription to EDL
• 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
• Control and monitoring system (on site and online) including all needed accessories.
• Finishing works of the existing rooms such as block works, plastering, tiling, painting, electrical and mechanical works
• Preparing a workshop to present and discuss the Concept Design to the Water Establishment, municipalities, and other stakeholders
• Proposed Activity Implementation Plan with recommended methodology and approaches
• Any other works deemed necessary

3.4         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:

• The detailed design of the items including design drawings for the solar system, as well as electromechanical and civil works.
• 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.
• 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
• 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
• 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.

3.5         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:

• Reviewing the Contractor’s work program for compliance with major planning standards and techniques
• Ensuring that the project is planned and implemented effectively
• Assigning a delegate to attend and actively participate in the meetings, where follow up, approvals, and review of contractors’ submittals should be undertaken by the consultant’s representative.
• Assigning a delegate to attend bilateral meetings with stakeholders, to review, approve and sign off contractor’s submittals and other coordination requirements
• Identifying potential problem areas and obstacles that may affect the works and progress, and recommending appropriate actions
• Monitoring construction progress to ensure compliance with the agreed construction schedules and proposing measures to expedite implementation.
• Tentative schedule as follows: 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 for the complete solar system to be compatible with the approved submitted documents and drawings) and 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

4. 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 particular 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 in two (2) hardcopies and one (1) electronic copy. 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 reports, highlighting the progress, the accrued construction costs, 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.

5. Timeline and mandatory field visit

• Submission of offers and documents by November 17, 2022, 17:00 Beirut Time
• A mandatory meeting will be held at the Oxfam Beirut office premises on 14th of November 2022 at 9:30am, to present the project requirements and allow for a Q&A for interested bidders. A mandatory site visit to the location in the same day at 10:30am will be facilitated by the Oxfam technical team.
• Failure to attend the meeting and site visit can result in rendering the absent bidder ‘non- eligible’
• Visits by individual prospective tenderers, other than this meeting, cannot be permitted during the tender period.
• The deadline to express interest in participating in the site visit is November 11th, 2022 17:00 Beirut Time
• Bidders should contact  SHeneskehian@oxfam.org.uk  to participate in the field visit.
• The winning bid shall be notified by no later than November 25th, 2022. Rejected bids shall be notified by November 29th, 2022.

6. Period of Implementation of Tasks and reporting

• The allocated timeframe for the delivery of the design and tender documents is 2 weeks.
• The timeframe to reply to Oxfam’s questions is 3 working days
• All documents should be submitted as editable files.
• Tentative start date: November 28, 2022
• 1 week for the preliminary design, after the signature of the contract.
• 1 week for the detailed design and tender documents, after receiving approval on the proposed works (preliminary design).
• 5 months (about 22 weeks) for supervision, in parallel with the works of the Contractor (tentative).
• The timeframe to reply to the contractor submittals is within 5 days.

7. Submission of quotations and Questions

Submission of quotations and any requests for clarification may be submitted by email to lebanonprocurement@oxfam.org.uk Ccing   SHeneskehian@oxfam.org.uk before November 17,2022 at [17:00, Beirut].

Content of Administrative Package

The administrative offer should include:

• Consultant profile.
• Certificate of registration at the Ministry of Finance and VAT, if available
• List of similar works performed in the last 3 years with their corresponding amounts, in addition to work completion certificates, and references
• Names and CVs of key personnel proposed for the implementation of the consultancy.
• Detailed work plan, including delivery date of each deliverable.
• Any other information considered useful.

Content of Financial Package

• The currency for the bid shall be in US Dollars
• Items against which no rate or price is entered by the Bidder will not be paid for if executed, and shall be deemed covered by the other rates and prices
• All duties, taxes (except the VAT) and other levies payable by the Bidder under the Contract, or for any other cause, as of the date of the deadline for submission of bids, shall be included in the rates and prices
• Any other expense such as insurance, transportation, or phone bills should also be included in the above rates and prices. No additional expenses will be covered
• The bid shall be for the works specified in this ToR and shall be broken down as per the table below.

Daraya pump station

Objective

Task Description

Unit

Cost Total (USD) excluding VAT

Objective 1: Solar pumping system and chlorination system design and preparation of tender documents

Design Works for the solar water pumping system including, drawings, calculations, details etc.

Lump sum

Prepare the tender documents for the construction of the solar water pumping systems including specifications, BoQ and Conditions of Contracts

Lump sum

Design and BoQ for chlorination system including operating it on solar power

Lump sum

Objective 2: Supervision of works:  To supervise and commission the work of the construction firm that will be contracted to install the solar water pumping systems.

Supervision of the construction works of the solar water pumping systems

Lump sum

Provision of monthly progress report and final report with visual documentation.

Lump sum

Review and Approval of the Material Submittals and Shop Drawings

Lump sum

Ensure and Supervise the Compilation of the Operation and Maintenance manual

Lump sum

Objective 3: Hand over the system to BMLWE: the consultant will support Oxfam in ensuring that the handover of the systems to the BMLWE are done in the appropriate manner, and that all documentation is in order.

Ensure Training of the BMLWE technical personnel by the Contractor, as part of the handover process. And Provide commissioning of the solar water pumping and chlorination systems and handover to water establishment.

 Lump sum

Total cost

8. REPORTING AND CONTRACT PERIOD

The consultant shall commence the consulting service upon the effective date of the contract notice to proceed and shall complete the service within timeframe of the project days.

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 OXFAM.

9. Payments Schedule

Oxfam will release the payments in Fresh USD, the payments will be disbursed as per deliverables.

10. CONFIDENTIALITY STATEMENT

All data and information received from Oxfam, the Water Establishment and Municipalities 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 OXFAM.

11. OVERSIGHT

Oxfam Lebanon county program in collaboration with Water establishment and municipalities, shall exercise oversight over the service performed by the service provider under this Terms of Reference. The consultant, however, shall be solely responsible for the quality and integrity of its services including the deliverable outputs.