Terms of Reference for Service Contracting

TERMS OF REFERENCE FOR SERVICE CONTRACTING

Assignment / Construction of a water supply system for asylum seekers settled into the no man’s land and in Syria.
Location / Rukban area.
Duration / 2 months.
Reporting to / Chief, section WASH

1. JUSTIFICATION/BACKGROUND

UNICEF is engaged in the provision critical emergency water supply and sanitation services, as part of its emergency response to an estimated 78,000 Syrian asylum seekers residing at the temporary settlements locations at Rukban and Hadalat. During the past couple of months, there have been a series of discussion with the GOJ in the direction of relocation of the asylum seekers in Rukban some 7km north west to their current location. Part of those asylum seekers will go back beyond the Syrian berm, while others will remain into the so called “no man’s land”.

To accompany the relocation of asylum seekers, UNICEF will build a new water supply system (WSS), as described in this Term of Reference. The water supply system aims at delivering an average 500 m3/day of quality water to asylum seekers, both settled inside the no man’s land and in Syria. The main components of the WSS will be located in Jordan in a demilitarised zone (DMZ), while main pipelines and delivery points will be located into the no man’s land, between the Jordanian and Syrian berm.

To implement this project, UNICEF is looking to contract a company with high quality expertise and experience in constructing water supply networks, robust logistics expertise, and ability to negotiate and obtain access permits with Jordan Armed Force (JAF) to work in the project location.

2. OBJECTIVE, PURPOSE AND EXPECTED RESULTS

General objective: to construct and commission an operational water supply system (WSS) capable to provide at least 85 m3/hour (and 500 m3/day) of quality water to an estimated 70.000 Syrian asylum seekers.

Expected results:

1) The water supply system is constructed as per UNICEF technical requirements (Annex 1)

· A full equipped pumping station is constructed and operational, at the hedge of Jordan berm;

· Two main 6” HDPE pipelines are supplied and adequately laid down and buried across the no man’s land, between Jordan and Syria berm (4.5 km distance for each line);

· Two main T-distribution area are constructed. Each T-distribution area has control valves and supplies water to asylum seekers through 10 branches. In total 20 water lines are operational.

· All water network areas are fenced with appropriate security protection.

· 20 small HDPE water storage tanks of 5 m3 each are supplied to site.

2) The WSS is commissioned, and operates as per UNICEF technical requirements

· The WSS is interconnected and tested;

· The WSS is capable to supply at least a water flow of 85 m3/hour, with a residual pressure of at least 0.7 bar at final delivery point to consumers.

3) The contractor operates and adjust the WSS for a period of 2 weeks, and train UNICEF’s contractor to operate the system.

· The WSS is technically adapted and modified to increase its performance;

· UNICEF contractor in charge of operating the network will be briefed and trained to operate the new WSS.

3. DESCRIPTION OF THE ASSIGNMENT – SCOPE OF WORK

The contractor will be responsible to provide all tools, equipment’s, heavy machinery, materials and required qualified staff to construct the water supply system as detailed in Annex 1 and attached BoQ. Below is a summary of the scope of work:

The contractor will be requested to operate the WSS for a period of two weeks, and proceed to all technical adjustments to improve the water network efficiency.

The contractor will be requested to brief and train UNICEF current contractor for operating the WSS. A technical and operational hand-over is requested from the contractor.

In addition to this technical scope of work, the contractor needs to be able to negotiate and obtain all required permits to work in the project area, which is a DMZ. The contractor will be in charge of negotiating with the Jordan Armed Force the appropriate and required security protection during work construction.

To optimize the understanding by the contractor of the scope of work to be undertaken, and to able the selected contractor to propose detailed specification of the water supply system to be constructed, the following steps are proposed:

- Call for proposal issued by UNICEF supply section,

- 2 days after the call for proposal is issued, a general meeting will be organised at UNICEF office in Amman to answer all questions from bidders, and provide full detailed technical explanation.

- Technical and final evaluation of proposals. Contract signed with successful bidder

- Kick-off meeting with the successful contractor (general arrangement, contract management and conditions)

- UNICEF recommend that a one day field visit is organized with the successful contractor, after contracted signed and kick-off meeting. This field visit will give the contractor a better view of the local context, in terms of geography, topography, access to the sites, and permits. This one day visit will allow the successful contractor to re-submit to UNICEF revised timeframe, and technical specification for final approval.

- Upon UNICEF approval of timeframe and all requested specification and layouts, construction work starts under UNICEF supervision.

4. EXPECTED DELIVERABLES

The expected deliverable are the construction of the water supply system as per detailed in Annex 1 and attached BoQ, and a technical handover note about operating procedures of the system, and technical recommendations.

UNICEF will receive the site as per the following criteria:

- General construction done as per agreed layout, technical specification, and BoQ

- Quality of construction, and quality of equipment’s, materials supplied,

- Adequate operating performance of the system. The water system will be required to supply 85 m3/hour, with the two centrifugal pumps operating in parallels,

The site will be received by UNICEF staff who will quality check on site with the contractor the construction work for the pumping station (Jordanian berm).

As UNICEF staff do not have access inside the no man’s land, the construction work done into the no man’s land (pipelines, T-Distribution systems and outlets), will be technically evaluated (1) by detailed photography provided by the contractor, and (2) by a Third Party partner that will quality check the construction work done.

Payments will be done against BoQ and per actual delivery on site. A retention amount of 10% (balance) will be paid on acceptance of the completed works after a period of six months warranty.

5. REPORTING REQUIREMENTS

When contract is signed with the successful bidder, a kick-off meeting will be held at UNICEF Office to clarify contract conditions, ways of working, technical concerns, logistic and operational arrangements to perform the work assigned. Ideally, a one day field visit with contractor is conducted to clarify sites locations, logistic and permits constraints ect.

Maximum four days after this kick-off meeting, the successful bidder will have to submit to UNICEF for approval a detailed timeframe, as well as all requested technical designs/layout, and list of all technical equipment to be purchased. A separate list of equipment to be imported from outside Jordan will be submitted to UNICEF approval. All equipment purchased under this contract needs UNICEF technical approval.

The successful bidder will have to provide UNICEF technical team with a weekly report, indicating progress of work, main challenges, and planned work for the next week.

6. LOCATION AND DURATION

The project location is in Rukban area, North East of Jordan, on the Syrian border. Bidders should note that the entire project location is in a military closed zone (DMZ), and specific permits and security protection are requested to access the area.

The exact location of the pumping station to construct is 33°16’32.8941”N / 38°37’42.5072”E. The pumping station is some 7 km west from Rukban, at the hedge of Jordan Berm.

The exact location of the T-Distribution systems to construct is 33°18’8.801”N / 38°35’38.376”E (two locations, inside the no man’s land). Successful bidders should perfectly understand that this location is into the no man’s land, between the two Syrian and Jordanian berm, as per described in ANNEX 2.

UNICEF operational and technical team is based in Ruwayshed. All technical and operational meetings will be held in Ruwayshed.

The estimated duration of this project, from signature of the contract to complete completion of the assigned work is 6 weeks.

7. OFFICIAL TRAVEL INVOLVED

NOT APPLICABLE.

8. CONTRACT MANAGEMENT

Operational and technical level for this contract management:

ð UNICEF WASH Team based in Ruwayshed. Focal Point Joachim Peeters, WASH Specialist.

Administrative management of the contract:

ð UNICEF WASH Team based in Amman, Focal Point Esmaeil Ibrahim, Chief of WASH section.

9. FREQUENCY OF PERFORMANCE REVIEWS AND PERFORMANCE INDICATORS

UNICEF staff will monitor contractor performance on site, on a daily basis. A weekly meeting will be held in Ruwayshed to evaluate progress in the work, quality performance, challenges, and step forwards for the next week.

The following performance indicators will be measured:

o Quality of revised technical design proposed, quality of equipment/materials provided, quality of work construction,

o Compliance to the timeframe proposed, no delays,

o Expertise and experience of team dedicated to the project,

o Quality, clarity and effectivity of communication between UNICEF and the contractor,

o Flexibility of the contractor to adapt to new changes in the local context.

UNICEF will receive the site as per the following criteria:

- General construction done as per agreed layout, technical specification, and BoQ

- Quality of construction, and quality of equipment’s, materials supplied, adequation to agreed specification,

- Adequate operating performance of the system. The water system will be required to supply 85 m3/hour, with the two centrifugal pumps operating in parallels,

The site will be received by UNICEF staff who will quality check on site with the contractor the construction work for the pumping station (Jordanian berm).

Payments will be done against BoQ and per actual delivery on site. A retention amount of 10% (balance) will be paid on acceptance of the completed works after a period of six months warranty.

10. DESIRED QUALIFICATIONS, SPECIALIZED KNOWLEDGE OR EXPERIENCE

The bidder should have established credibility in working in the humanitarian and/or development and/or municipal context. The bidder must have experience in working in insecure environments, and needs to be able to obtain permits from the Jordan Armed Forces to access the project location, which is in a military closed zone.

The proposed team must have the following experience;

o At least five years of demonstrated technical experience in water network construction, in civil engineering, electromechanical expertise;

o Programme management;

o Human resource management

o Experience in working with the UN system, other humanitarian agencies or government;

o Solid experience in logistics and coordination of construction work in a remote, isolated and climate hostile environment.

Key staff to mobilize:

The list of staff and qualification bellow is indicative, but the bidder should make sure that his proposed team includes at minimum:

- 1 project manager. He will be responsible for the overall management of the project. He will be UNICEF operation team main focal points. With a civil/hydraulic engineering background, this project manager needs to have at least 10 years of experience in similar work.

- 3 technicians. The technician will be in charge of daily work on the ground. They have at least 5 years of similar experience, and have a civil engineering background as well as hydraulic engineering. They have managerial skills to supervise workers.

- 1 electromechanical technician. He is in charge of installing to the best state of art all electrical components of the project, from generators, to control panels and centrifugal pumps. He has at least 5 years of relevant experience.

- 2 plumbers, and 2 assistants. They have to be expert in plumbing.

- Workers.

Institutional Classification

As part of contract requirements and to ensure effective operations, UNICEF must issue a no-objection statement before the Contractor engages in any sub-contracting with a third party. The contractor is responsible to resolve any issues with sub-contractors.

11. PROPOSED PAYMENT SCHEDULE

Select proposed methodology Upon deliverables

The following works to be undertaken, as outlined in the BoQ:

- Stage 1: Mobilise to site staff and all equipment, materials, machinery to site,

- Stage 2: Supply to site all equipment and materials for the pumping station, including genset, control panel, centrifugal pumps, ect. As per BoQ

- Stage 3: Construct and finalise the pumping station at per agreed standards and specifications, including site preparation, electrical work, civil work, tank installation, diesel tanks, and fencing,

- Stage 4: Construct the two T-distribution systems and protected areas into the no man’s land, as per agreed standards and specifications,

- Stage 5: Supply and install the two main 6” pipelines across the no man’s land as per agreed standards and specifications. Interconnection of the system.

- Stage 6: operate and adjust the water supply system for a two week period.

The proposed payment schedule is as follows:

Completion and acceptance of Stage 2 works: 30% of the contract value (to be billed on actuals)

Completion and acceptance of Stage 3 works: 20% of the contract value (to be billed on actuals)

Completion and acceptance of Stage 4 works: 20% of the contract value (to be billed on actuals)

Completion and acceptance of Stage 5 works: 10% of the contract value (to be billed on actuals)

Completion and acceptance of Stage 6 works: 10% of the contract value (to be billed on actuals)

Retention amount: 10% (balance) to be paid on acceptance of the completed works after a period of six months

12. STRUCTURE AND EVALUATION PROCESS OF THE PROPOSAL