IMPLEMENTATION OF RAINWATER HARVESTING SYSTEMS UNDER KIRIWATSAN PHASE I: DESIGN, AND SPECIFICATION
GOVERNMENT OF KIRIBATI AND UNICEF KIRIBATI
DECEMBER 15, 2012 updated in May 25, 2014
Title :This technical design and specification, prepared jointly by MPWU Government of Kiribati and UNICEF for implementation of rain water harvesting in 16 outer islands under Kiriwatsan project phase I . The project is funded by European Union .
Government of Kiribati / UNICEF / European Union------
KIRIWATSAN I INSTALLATION OF RAINWATER HARVESTING SYSTEMS
Summary description
1. Background
Rainwater harvesting is one of the key components of the EU-funded, Water and Sanitation project in the Outer Islands of the Republic of Kiribati , under Phase 1 (KIRIWATSAN I). Its objective is to increase volume of rainwater safely harvested, stored and used in 70 selected villages in 16 outer islands. Under the leadership of the Ministry of Public Works and Utilities (MPWU) and with technical support from UNICEF, the component will be implemented based on the results of the hydro-geological/water resources assessment and community mobilization and capacity building components. Data collected under the water resources assessment component will guide the potential sites for the installation of facilities. The preference will be given to the areas where the GW water is not available or inadequate. The community action plans has been developed during the community mobilization which will guide where and how to install them to keep the RWHS sustainable and properly used by the communities.
2. Elements of Rainwater Harvesting Systems
Rainwater harvesting systems, includes the following elements[1]:water tank (including mosquito screen), water tank basement (reinforced concrete), down pipe with first flush arrangement, gutter, transmission pipes, stand post with taps, pipes and valves, water collection chamber and other accessories. In villages where there are no buildings with an existing appropriate roof cover for rainwater harvesting (corrugated iron sheets), replacement of roofing material might be considered.
3. Procurement, delivery and Installation
A contractor will be hired for the procurement, with the support from UNICEF Suva to delivery and installation of rainwater harvesting systems (package) under the guidance of MPWU /UNICEF and the respective islands councils in 17 outer islands . MPWU has expressed its preference for hiring of local contractors to build the local capacity and has sent a letter to UNICEF Suva dated December 15, 2012.
Scope of work:
I. Procurement of Rainwater harvesting system materials
· Procure materials, those are ; Water tanks, gutters, transmission and downpipes, first flush , pipes, taps, valves, fittings, cement, reinforcement bars, sand and gravel, as per the provided specification for the installation of 250 Nos rainwater harvesting systems in the 50-55 target villages of the 12/14 Gilbert Islands.
· Make all necessary arrangements for material testing in South Tarawa prior to distribution, based on standards and procedures agreed with MPWU and UNICEF. Materials such as gutters, pipes, valves, taps, cement and others will be quality controlled as per the specification by MPWU/UNICEF Kiribati. Tanks will be visually and physically tested using prepared check lists, with UNICEF-supported monitoring by MPWU.
· Procure and supply of miscellaneous materials if required to complete construction, under prior approval of UNICEF.
II. Distribution of rainwater harvesting system materials
· Once inspection is completed the contractor will make all arrangement in coordination with respective outer islands as per the distribution attached in annex 01 for commence installation. It is important to initiate all the activities as quick as possible to prevent wasting of time which will delay the overall project implementation. MPWU/UNICEF Kiribati will provide necessary support and liaison with outer islands and the contractor.
· Deliver materials from the source to all installation sites in the selected 50-55 villages of the 12/14 Gilbert group as per the specification and the distribution plan / schedule.
· During distribution of the materials proper documentation to be completed as advised by MPWU and UNICEF for security and loss of materials and accessories. It will be the sole responsibility of the contractor for any loss of materials at any point of time on the process.
III. Installation of rainwater harvesting systems.
· Sites handover to the contractor will be conducted in coordination with Village Welfare Groups (VWG), MPWU Island Water Technician (WT) prior to the commencement of installation work. UNICEF and MPWU will facilitate the process.
· Installation of rainwater harvesting facilities in selected public and, exceptionally, private building (maneabas, churches and others), supporting strong engagement and collaboration of village WASH caretakers, and in accordance with community action plans in each of the 50-55 target villages as per the basic drawings.
· Arrange and provide labour, machinery and all required equipment for construction and installation and commissioning works at site. Hiring of local labour, identified by the community, including WASH caretaker’s technicians, will need to be involved and promoted.
· In villages where there is no building or maneaba with appropriate roof cover for rainwater harvesting, replacement of the existing local roof cover of buildings identified under the water resources assessment and community mobilization components with a corrosive resistant and appropriate material for rain water harvesting as per specifications provided.
· If the catchment areas are big two/four/five each 5000/6000 Litres Rain water tanks will be fixed to provide community drinking water. However if the catchment areas are not sufficient single tank could be installed
IV) Testing of water quality: One water quality test Kits will be provided to the water technicians by the project with training so that they will be able to carry out water quality testing as per the defined country standard parameter decided by MPWU. The bacteriological and other specified water quality will be tested other than the chemical test. Testing will be carried out by water technician and the contractor has to ensure all precaution arrangements are made so that the water quality of the water in tanks remains safe. This will not be the part of the contract but the project will facilitate having the quality check of the water for drinking by the communities.
V) Quality control and monitoring
· Upon received the work order the contractor will produce the tanks and other accessories and will make ready for quality inspection. A team assigned by the MPWU/UNICEF will conduct a quality check for all the materials for physical, design dimension and specification, if necessary, the chemical test could be conducted. After successful quality inspection the team will mark all the items as “quality pass” and will provide written approval for delivery to the sites. However the total liabilities will remain with the contractor until hand over the systems after the warranty period for any damage and pilferage. The final quality will be checked after installation and tanks are in use. Any damage and leakage found at the tanks or other materials the contractor should replace the items immediately.
· Arrange, supervise and monitor works as per the agreed design and specification and monitoring schedule including roles of foreman, carpenters and plumbers among others, will need to be agreed with MPWU and UNICEF.
· Maintain documentation of daily work progress and liaise and share weekly progress summary notes with the Water Technician (technical monitoring) and Island Development Committees (progress monitoring).
· Provide a “Certificate of Completion” of the structures duly verified by /MPWU for soundness and integrity of all elements of the installed facility and other accessories.
· Formal documented “Hand-Over” of the facilities in functional condition to the community, in coordination with VWG, as required.
· Remedial works during the warranty period (6 months after hand-over) at contractor’s cost and risk.
· Attend progress/site meetings with PMU staff, Ministry of Public Works and Utilities, Island Council, Water Technician and Island Development Committee members and prepare and circulate copies of minutes thereof.
· Prepare certificate for payment, showing clearly the breakdown of accomplished works, quantity of utilized materials along with necessary invoices and sketches.
· Bill will be submitted to UNICEF Kiribati in lot of 10 or more after completion of all related work and submission of the certificate
VI) Reporting
· Draft and share with MPWU/UNICEF an inception report, quarterly progress reports, commissioning report, and make stage-wise and final accounting once the work is completed in the format agreed upon with UNICEF.
· Prepare a final report and present results to MPWU and UNICEF as well as the project steering committee.
4. Specification and Bills of Quantities
Draft Specification and Bills of Quantities are prepared for three types of systems: i) Maneabas with proper roof cover for rainwater harvesting ii) Maneabas with thatched roof cover iii) Churches.
All buildings for rainwater harvesting system installation are existing structures, each with varying dimensions. As all these existing structures have no drawings, preparation of BoQ are tentative. A separate sheet /delivery note /invoice could be used and signed by the caretaker of each sides which has to be counter signed by the island council.. The detail measurement will be undertaken by MPWU/PMU for payment of the actual work done at the field , and quantities of materials for system installation. The detail specification and BoQs are in Annex A attached.
5. Variation
In the draft BoQ, quantities of materials consider installation of one RWH system. If better bigger roofing /building are found will be connected for two or more tanks. Possible alternatives for few smaller systems on different buildings across long villages may be explored if context/existing building quality so allows, but as a standard option would be too costly under the current budget. Preference for either maneaba or church building is to be determined by the community in community action plans. Attached BoQs are prepared on the community decision making on preferred buildings. Therefore dimensions are an estimate only and the BoQ and amount of work may present variation.
Variation and other such Works and items outside of the lump sum scope will only be commenced and paid with prior written approval of UNICEF. For Works related to Variations for new roofing or repairing of roofing catchment areas. The contractor needs to quote per square meter and billing will be done on actual work done. Contractor will keep/ maintain proper and accurate records that will be taken into a Measurement Book maintained by the Contractor in which the actual and accurate measurements of variation items upon certification and verification by respective personnel from MPWU/PMU .
6. Supervision and Monitoring
Monitoring and supervision of the installations will be carried out in collaboration with MPWU’s Water Engineering Unit (WEU) with technical and financial support by UNICEF (overall supervision), Outer Island Water Technicians (technical supervision) and IDC’s (progress supervision).Island councils will oversee the rainwater harvesting systems installation with the technical and timely progress reports from the Water Technicians and IDCs based on contractor’s weekly progress reports.
7. Training and Capacity Building and Distribution of Tools Spare Parts.
In addition to the scope of work under this contract, as part of the community mobilization and capacity building component of KIRIWATSAN I, two WASH caretakers (WASH artisans) from each village will be trained and provided with relevant IEC materials on operation and maintenance of the rainwater harvesting systems and will be equipped with necessary tools and spare parts.In addition to that one whole day awareness sessions will be conducted for 50 participants one from each household on importance of Rainwater use and sustainability. This training and distribution of spare parts could be handled under a dedicated specialists carrying out the work. This helps the contractors to focus on the installation of the systems/scope of work presented above.
8. Sustainability :
The project will emphasis for sustainability of the systems so that are appropriately handled by the users, which implies that they are efficiently maintained, effectively used and have a lasting positive impact. Sustainability depends on Quality of the materials and supplies, quality of installation and workmanship, community involvement, maintenance plan and generation of small funding, Community responsibilities including the choice of technology, local traditions, organizations, social, economic, natural, and political environment as it does on the real distribution of decision-making power between the project partners. During the project phase community will be developed through social mobilization/ during installation so that the community understand the importance of the RWHS systems since other alternative technologies are difficult. Therefore, the contractor will not just install the systems, will need to create a social relationship so that spare parts supply chain and understanding is developed between community and supplier for future O&M and maintenance. Community will be encourages to generate funding for repair and maintenances. During the training the contractor will discuss with community and will agreed upon the modality to generate the funding and taking over full responsibility in relation for sustainability .
Time Frame for completion of the work : The time frame will be 180 days from the date of signing the work order by the contractor .
Specification for Installation of Rain Water Harvesting systems in outer islands in Kiribati under Kiriwatsan Phase I:
Rainwater harvesting requires a metal roof, gutters and downpipes to collect the water, Water Tank, Base platform, Water Collection chamber stand post and water tap. The specifications of all the above components /materials areas follows. Apart from the specification for implementation of the RWH project need to follow the RAINWATER HARVESTING GUIDELINES: DESIGN, CONSTRUCTION AND SPECIFICATION For GOVERNMENT OF KIRIBATI published dated July 2011. If there are any technical issues which are not clear and not covered in the specification and guidelines should be discussed to the MPWU/UNICEF before participation of the tender. It is estimated a total no 250 numbers 5000/6000 litres RWH tanks will be installed .. The Tanks to be made of food-grade Polyethylene (or other similar material), UV-stabilized, complete with mosquito-proofed water inlets and outlets (e.g., overflow) and molded lifting lugs capable of supporting the weight of an empty tank, as well as the completion of two demonstration tank installations (if necessary) Technical Specifications. Tanks will be supplied, installed and connected to the community buildings or households dwellings located in the outer islands of Kiribati based on the decision of the island councils . The Government of Kiribati and UNICEF jointly conducting an assessment on the total need at household/ community level at 17 outer islands. The total nos 250 numbers of 5000/6000 litres need to join for community /10000/12000/20000/24000/25000/30000 litres (Two/ four/five 5000/6000 capacity tanks can be connected based on the assessment and availability of bigger catchment and community size). In this documents there are several options kept for submission of rate like Tanks volume/size, Gutters, Basement, and Taps including a few other materials. The contractors are requested to quote set and individual items for additional use of materials based on the field situation. Based on the rate and the assessment of the villages final order will be made with exact type and quantity. Since certain situation of the field is not yet clear therefore the contractor need to be flexible to accommodate certain changes if arise at the field during installation with mutual discussion with MPWU and UNICEF with written communications. However this tender is for 250 numbers tanks and most of the materials calculated and estimated as single tanks with a provision that two or more tanks can be installed together for the community structures. When two or more tanks will be connected in one location only one tool box and spare parts set will be distributed. However if one singe tank is installed in one single household to share the drinking water, each tank one tool box and spare parts set will be delivered . Overflow pipe should be connected min 20 mm below the intake pipe of the Tank .