Bomet County Integrated Development Programme
County Government of Bomet and The Kenya Red Cross SocietyBomet Integrated Development Programme Phase-II
Terms of Reference for Design of the Proposed Chebang’ang Water Supply Projectand Conducting an ESIA
Project Title: Bomet Integrated Development Programme Phase - II - Bomet County.
1.Introduction and back ground information
1.1Background
The Kenya Red Cross Society (KRCS) and the County Government of Bomet (CGB) are in the process of jointly implementing the Bomet Integrated Development Programme Phase II (BIDP-Phase II) and have entered into an agreement to jointly mobilize resources and implement the Projects within the programme. KRCS has submitted a proposal for funding with commitment from the Bomet County Government to provide additional funding.
The Design of Chebang’ang Water Supply Project will commence with funding from the CGB, and will help in mobilizing for more resources.
1.2Project Goal:
Improved health as a result of increased access to safe and reliablewater for domestic use for communities in Kimulot and Chepchabas Wards ofKonoin Sub County, Bomet County.
1.3Location:
Chebang’ang Water Supply Project is located in Kimulot Ward of Konoin Sub-County. The project area is located between Maramara and Kimari Tea Estates at the edge of South Western Mau Forest. The project is a gravity fed water supply scheme abstracting water from Kiptiget River which has got its catchment and tributaries originating from the Mau forest.
Figure 1: Location map of the project area
1.4Description of Project:
Chebang’ang Water Supply project was started in the year 1976, with the support fromEuropean Union (EU) and became operational in 1982 with the capacity to serve a population of approximately 5,000 people. The project has outlived its design life and over time, has undergone many repairs and extensions. Today, it performs below the required demand thus having populations of Chepchabas and Kimulot wards being underserved and water stressed. The system is owned and managed by a Community Based Water Management Committee who are entrusted to operate and manage the system. Despite their limited technical knowledge and resources, the Committee struggles to ensure constant supply to the community by making key decisions and actions to have the water supply run as smoothly as possible through routine maintenance, revenue collection, and customer communication.
The existing water supply system consists of a weir, a 7.7Km conveyance pipeline, various distribution pipelinesand storage tanks which supply raw water to its consumers. The production stands at approximately 500m3/day against current water demand of 4,000m3/day and an ultimate water demand of over 6,000m3/day based on the projections from KNBS 2009 population data. Also, the existing pipeline distribution system serves only a few villages and schools within Chebang’ang sub-location against a potential coverage for the entire Kimulot and Chepchabas Wards which a have a population of 54,011 people as per KNBS 2009 projections.
The proposed project will integrate a new intake, raw water pipeline, water treatment plant, expansion and rehabilitation of the distribution system so as to ensure that it provides safe water to consumers within a wider coverage area at an estimate cost of Ksh.250 million. The project has a potential to serve a wider geographical area reaching out to a population of 54,011 (current) people drawn from two Wards of Kimulot and Chepchabas and aprojected population of 92,022 people by 2039. This highlights the urgent need for augmentation of the water supply scheme to meet the current demand but also to be adaptable to serve a larger future population.
1.5Scope of Works
The overall scope of the assignment will be the design of water supply infrastructure which includes head-works, treatment plant, conveyance system, storage facilities, distribution network and communal water points. The treatment works will include Laboratory, Staff houses, Fencing, guard house, chemical store and mixing facilities, backwash system etc.
The specific tasks to be undertaken by the Consultant will be in two parts, part I(design & ESIA) and part II(supervision that will be awarded at a later date). These parts will include(but will not be) limited to the following:
Part I-Detailed Design
•Mapping of targeted beneficiaries and demand modeling; this will involve detailed population projections, and consumption requirements estimations in line with the code and industry practice.
•Detailed topographical survey for the Head-works, pipeline routes, treatment works area and storage tanks sites;
•Detailed Hydrological study of Kiptiget River and its catchment/source and obtain WRMA Permit;
•Water quality analysis;
•Conduct a detailed assessment for all the existing facilities that include intake works, piping, storage and other facilities to determine their status and weather they would be incorporated in the new design.
•Detailed design for rehabilitation and expansion of the head-works, pipeline, treatment works, and storage tank sites and all other facilities that will be required for the optimal performance of the water supply system.
•Detailed design for the new Water Supply System ( T-Works, Pipelines, Storage Tanks) and all other facilities that will be required for the optimal performance of the water supply system;
•Coming up with a sustainability model in terms of the number and qualification of staff required at different levels: revenue collection, water production, data collection and analysis, and Non-Revenue Water Management;
•Provide specifications and quantity required for laboratory equipment;
•Training of the LAB operators on the use of the LAB Equipment, data collection, analysis and reporting of the results, to include formulation and production of reporting tools required.
Environment Impact and social assessment
•Conducting an ESIA and obtain NEMA license;
(A full proposal should be provided and this will be undertaken concurrently with the design by the consulting team/consortium)
- A detailed TOR is annexed
Part II- Construction supervision
•Construction supervision and contract management for the construction works to include ensuring that the Contractor Produces all the required As-Built Drawings within the required timeframe;
(This assignment is provisional at this stage and the consultant should project the scope of the assignment and provide for the staffing and other resources required. The proposed costing should be valid for the next 12 months so that upon completion of design the consultant many be engaged for this assignment)
- A detailed TOR is annexed
- The TOR may be revised if so need be once the final design has been concluded and there is evidence of a change in scope.
Note: The consultant will also advice the client on any land acquisition that is deemed necessary to ensure the success of project and avoid delays during construction.
In view of these, the Kenya Red Cross Society and the County Government of Bomet would like to procure Consultancy Services from registered and qualified consultingfirms toprepare detailed designs and tender documents including drawings for the implementation of the above Chebang’ang Water Supply Project as well as the ESIA and to provide a proposal for construction supervision.
The Consultant will also prepare Operation and Maintenance Manuals and build capacity of the relevant water facility management arms in the required O&M practice. These O&M guidelines should also demonstrate and articulate clearly the O&M requirements for the designed systems and show the projected lifetime costs associated to the facilities.
The Consultant will also assist the client and the Water Service Provider (WSP) during pre-handover period (not less than two months) to ensure that the operators and other staff understand, operate and maintain system according to the design standards.
1.6Pre-Proposal Site Visits
A pre-proposal site visit to the project area is a mandatory requirement for the assignment. All interested bidders will carry out a site visit to assess the project sitefrom the existing intake to beneficiary locations, this will help the participating bidders to understand the scope of works and prepare an appropriate bid.
The consultants must familiarize themselves with local conditions and take them into account in preparing their proposals.
The Client through the BIDP Manager will arrange for prospective consulting firms to be shown the proposed project site on the 9thMay 2018.As it is the rainy season, rains in the area start at 10 am, and it is therefore advisable that the prospective bidder be on site by 8am to avoid inconveniences. Interested bidders should contact Miss. Vivian on Mobile Number 0725910676 or Mr. Waikwa on 0721223364 before the above visit date.
Each Consultant will meet his/her own cost for site visits and all associated costs.
2.Outputs of the Consultancy:
Upon the receipt and acceptance of the following outputs of the consultancy exercise, this contract is deemed complete
Part I-Detailed Design
(a)Final detailed design report for Chebang’ang Water Supply systems. This will include detailed design report, detailed hydrological report and WRMA Permit acquired;
(b)Detailed drawings forthe Water Supply system including, but not limited to - Project layoutsdrawings for entire project, intake and treatment works. Detailed and structural drawings for head-works, Treatment works (including all its auxiliaries), pipeline appurtenances, storage facilities, water kiosks and communal water points and longitudinal pipeline profiles;
(c)Tender documents complete with a schedule of technical specifications and Priced Bills of Quantities for each system (broken down into civil, electromechanical works, and pipe supply or as directed) clearly marked “CONFIDENTIAL”;
(d)A set of required Operation and Maintenance practices and requirements for the design systems and show the projected lifetime costs of the options for the water facility. (This includes support facilities e.g. labs, staff housing, staffing levels, routine activities, vehicles, motorcycles and other equipment.)
(e)O&M manual to include O&M tools with specifications and quantities for optimum O&M practice;
(f)Oral presentation at various stages of the design process will be expected to be the norm to inform design decisions. Ultimately, a full oral and pictorial presentation of the preliminary and final design shall be provided by the consultant at a location of choice by the client before the tendering process commences.
Environment Impact and social assessment
As per the ESIA TOR annexed
Part II- Construction supervision
As per the supervision TOR annexed
Final submissions
All of the above related documentation are expected to be presented in Fourhard copy print outs and Two soft copies in Flash Diskfor archiving. The drawings should be in AutoCAD and PDF formats while the reports to be presented in Microsoft office applications and PDF as appropriate.
3.Role of KRCS and CGB
KRCS will be the contract holder for these works and will undertake to facilitate payments for works done under this scope of works as per the agreement entered into with the incumbent consulting firm.
The KRCS in collaboration with the CGB will provide all logistics in the field, relevant program documents and be the link between the consulting firm and the project target communities and stakeholders. KRCS and CGB will also review all reports and comments on the recommendations before final documents are submitted.
The consulting firm will be responsible for conducting the research (desk review), condition survey, topographical survey, designs, water sampling, testing to inform the design process as well as preparation of reports and outputs as stipulated in the scope of work and output.
4.Payment Terms:
Payments shall be based on delivery of the agreed upon milestones as listed below for each assignment and shall be based on the time and resource employed to be achieved the milestones as presented in the invoices by the consultant.
Milestones schedule:
Detailed design
No. / milestone / Amount1 / Submission of draft design reports / 20%
2 / Submission of the draft final design report / 50%
3 / Submission of final report with all annexes as required. / 30%
ESIA
No. / milestone / Amount1 / Submission of ESIA scoping report / 20%
2 / Submission of the draft ESIA report / 20%
3 / Submission of final ESIA report / 40%
4 / Submission of ESIA license / 20%
For Construction supervision the consultant will be expected to bill on a monthly basis as per the schedule of human resources required as provided for in the proposal and agreed in the contract. We estimate the works to take approximately 12cmonths and the consultant may use this for planning purposes and for their quote.
5.Time Frame:
Tender opening for the proposal will be on 23rd of May 2018. The project is expected to commence in early June 2018. Submission of the drawings, designs and BOQs will be3 Months from the date of award.
6.Technical Proposal (detailed Design)
The bidder is expected to submit a technical proposal with their bid which shall include and not limited to:
1.A submission letter,
2.Particulars of the consulting firm including curriculum vitae of the proposed experts and personnel to be included in the execution of the work.
3.Registration documents showing the firm is a registered Civil Engineering firm. Also, include copies of registration proving the lead Engineer is registered professional engineer with the Engineers Board Of Kenya (EBK) and an Engineer - if the firm has more than one such an Engineer who will form part of this team, we encourage all these certificates be included with the CVs to score higher in evaluation. Note - we expect all CVs (and related Registration Certificates) submitted to be of team members who will be physically involved in the design and present through the design process on the ground.
4.Comments and suggestion of the consulting firm on the terms of reference, personnel, facilities and other requirements expected for the work.
5.Description of the methodology and work plan for performing the assignment and time schedules.
6.Any proposed staff to assist in the assignment.
7.Work plan for the assignment
The consulting firm is expected to submit this as an attached document to the bidding documents. After the technical and financial evaluation the winning consultant shall be communicated to for negotiations and planning of the assignment.
7.Financial Proposal. (technical Design)
The financial proposal shall be prepared and submitted by the consulting firms and shall contain the following.
1.A submission letter indicating the total fees
2.Summary of costs - we would like a format detailing the following:
3.
a.Breakdown of consultancy professional fees - based on the man days/months of personnel being proposed to undertake this assignment to its fruition
b.Breakdown of any reimbursable costs or expenses that the consulting firm expects to incur during this assignment. Unit rates for each reimbursable as well as the projected total cost of the same, basedon past experience of such works, should be detailed in totality to enable the client make a competitive choice of award
4.Any miscellaneous expenses that may be expected
5.A final total contract sum MUST be submitted with a list of assumption made to obtain the figure - the bidder should carefully consider this as this figure will be used for cost comparison and award purposes.
8.Tender Submission, Analysis & Award.
Tenderers are required to follow submission accompanying this TOR. This advice details the addressee of the tender, the time and date of tender closure and the location of the tender box.
Tenders should be complete with both Technical and Financial bids submitted. Both these documents need to be placed in a sealed envelope addressed as instructed and placed in the tender box before the time deadline as detailed in the invitation to bid.
On the set date for opening, all appropriately labelled tenders will be opened in the presence of bidders or their representatives (should they choose to attend) and checked for compliance (both technical and financial proposals submitted) and accepted bids will be announced publicly. The financial proposal will be also opened and the proposed total cost for each bidder will be declared and recorded.
Note:The bidders should state the bid amounts for each of the three assignments separately in the submission letter so that they will be read out and recorded individually. They must be accompanied by a cost breakdown in the format provided in each TOR. These are:
- Detailed Design & ESIA
- Construction supervision
9.Tender evaluation
Technical scoring will be based on the documentation provided and will earn a weighted maximum of 80% of the marks while the financial will be weighted to 20% after the evaluation described below.