(Ref:01MR) Detail Engineering Study and Design of Water Supply Projects in Sarlahi and Rautahat

Consultant Assignment for  Detail Engineering Study and Design of Water Supply Projects in Sarlahi and Rautahat

Proposal Submission Deadline: 26 March, 2018   

Send Proposal to: consultancy_nepal@oxfam.org.uk 

Terms of Reference (ToR)

Detail Engineering Study and Design of Water Supply Projects in Sarlahi and Rautahat

Background

In last two decades, Nepal has made slow progress in providing its population with access to clean water supply facilities, instead putting greater emphasis on sanitation facilities. Despite the proportion of rural communities benefitting from a piped water system rising from 16.3% in 1991 to 38.9% in 2011, 41.1% of the rural population still depend on temporary sources of water like springs and private tube wells, and 20% have no reliable access to water facilities at all . In Terai, maximum dependencies is over shallow tube well which is often contaminated with high content of Iron and Arsenic. After 2015, Nepal government, in line with SDG, has aimed to achieve universal access to improved water supply in Nepal by 2030. 

Oxfam is contributing to support Nepal Government in achieving national goals in WASH. As a part of that, Oxfam in Nepal is planning to support the two rural communities of Pidari Village and Fatuha Maheshpur, in the Sarlahi and Rautahat Districts in the southern belt of the Terai Lowlands with Household water supply system. The project plans to pump safe drinking water from deep boreholes to overhead tanks and distribute the water at household and community (school, health post) level. These communities - along with others in the southern belt of the Terai - are currently forced to drink dirty, contaminated water because there are no boreholes accessing deeper, safe water.  

For the same, Oxfam in Nepal requires a detailed design, survey and estimate report for water supply scheme in these two identified areas.  

Objectives of the Assignment

The overall objective of the study is to formulate technically sound survey, design and estimate report for overhead water supply scheme in the above-mentioned locations. 

Target Areas

The project will focus on two specific location of Pidari Village in Sarlahi and Fatuwa Maheshpur in Rautahat district.

Scope of Services and Tasks and Activities to be completed

The detailed scope of the work mostly includes, but not necessarily limited to the following:

• to assess existing water supply structures in terms of their reuse in case of rehabilitation of existing systems;
• to carry out detailed engineering and socio-economic survey, prepare checklist for environmental parameters of the project area;
• to identify the source yield, pumping details, pumping types, design of deep boring well, overhead tank, feasibility of reservoir site, pipe alignment and number and location of private taps and other major structures.
• to clarify the community enthusiasm on the execution of the project and willingness to contribute for construction and undertake operation and maintenance responsibility upon commissioning;
• to identify appropriate interventions required to switch from handpump to private tap at household level, within the project area.
• to  identify HHs who are ready for private tap system and the HHs who want to share tap system. Oxfam will prioritise in using HH tap until unavailability of location or inability to pay of user.  

Manpower Setup

The consultant shall submit proposal for the study explaining in brief their capacity and experience to undertake the job, methodology to be applied and cost required for detailed engineering study and design report for each project. The selection criteria of the consultant shall be based on cost proposal, experience in water supply survey and design and quality of sample proposal and technical team composition. However, other relevant factors shall also be considered.

If employed, the consultant shall be required to assign appropriately qualified and experienced staff having adequate knowledge on technical water supply community participatory approach for the execution of the study. 

Approach and Procedures

Prior to the visit to the project area, updates shall be taken from ongoing geohydrological and geophysical survey to confirm the deep boring location. The consultant will perform detail survey in leadership of partner’s NGO or Oxfam’s staff. It is important that consultant shares the raw survey data and soft copy of design. Design should be correspondingly reported to Oxfam hiring manager. The methodology adopted for conducting detailed field study and survey for preparing a detailed engineering survey should be based on wide community participatory approach and detail investigation. The detailed study report should strictly follow the water supply design guidelines and GON directives. 

Technical Aspects

The technology adopted should be simple, socially, culturally and environmentally acceptable and its operation and maintenance should be affordable and manageable by the community. Standard structures should be used as far as possible and maximum utilization of locally available construction materials should be ensured for the ease of construction and operation and maintenance.

The detailed study report should be fairly described to the extent that it provides complete details on the following technical aspects required for the smooth implementation of the projects and sustainable operation and maintenance after execution.

• Existing situation of water supply in the project area in relation to issues of quantity and quality of water available, hardship, individual consumption, waiting time and mode of collection (type of source);
• Water demand in community and level of adequacy;
• Coverage data on households, population and institutions in terms of additional coverage or reinstatement of service;
• Components, technology and methodology adopted in system designing;
• Remedies for water quality improvement, if any, based on the quality analysis of the samples of selected source/s;
• Structures used for water supply system;
• Alternatives, if any, in terms of technology and/or structures;
• Availability and distances for transportation of local materials, the nearest market and road head and distances involved for importation of materials;
• Check list for environmental parameters of the project area;
• Major environmental consequences likely to occur due to construction of the project;
• Detailed hydraulic designs of transmission and distribution pipelines; HDPE pipes shall be used as far as possible;
• Analysis of rates consistent with norms and approved district rates for materials and labour;
• Layout of the project showing relative positions of deep boring, overhead tank reservoir/s, pipe alignment with appurtenances provided, HH posts, extension points, prominent landmarks and community dwellings, provided bench marks etc.;
• Soil testing report of the land where deep boring is to be done.
• Schematic water flow diagram from deep boring to the last point of distribution;
• Longitudinal sections of transmission and distribution pipelines following ground profile with static water head and hydraulic gradient lines between water flow points like intake, reservoir, break pressure chamber, distribution chamber, public tap stand posts;
• Complete and standard technical drawings of the structures proposed;
• Detail quantity and cost estimates to implement the project;
• Financial analysis and affordability in terms of sustainable operation and maintenance of the system  by users committee and tariff for sustainable maintenance ;
• Suggestion for WTP with its type, if required 

The following methodology should be adopted

Overall Project Planning

• Overall planning of the project components will be carried out by the Team-leader and will be looked after by Oxfam WASH coordinator
• Preference should be given to cover the area by private connections for the schemes. Connection cost from distribution line to house yard shall bear by the individual household.   
• Perception over meter system will be looked into. 
• Pipe traverse through foot tracks should be preferred;
• Points for taps households should be clearly identified. 
• Saddle points should be protected by vehicular movement  

Surveying

• Survey equipment shall properly be calibrated;
• Topographic survey will be carried out using level instrument or Total Station for fixing alignment for transmission and distribution pipelines. Bench marks should be established at the source, the reservoir site/s, along transmission and distribution pipelines and other major feature/s by painting enamel paint on permanent features like big rocks, a house, big tree, etc. The established bench marks should be clearly mentioned in the reports. Transmission and distribution routes should be marked by arrows painted preferably by using red enamel paint;
• Distance measurements will be carried out using a fibre glass tape and measurements will follow the ground profile.
• The survey should be clear on the location of each structures, pipe alignment and HHs or combined HHs tap should be identified in project inception phase.  

Social Aspects

A general mass meeting is held in the ward or municipality concerned and through wide participatory discussions the community members are apprised of the project activities and their duties and responsibilities prior to study.  

Following details should be worked out during the survey and explicitly highlighted in report

• Identification of social and technical implications in the selected water source/s or area due to flood or probable secondary hazards;
• Demographic features within the project area like total households and population, distribution of population by gender, distribution of households and population by caste and ethnicity, occupation, average and distribution of family income both in terms of cash and kind, etc.
• Number of households and population below poverty line;
• Percentage of total cost and the list and approximate value of item works for which the community is willing to contribute (not less than 20%);
• Willingness to pay for the water supply and sanitation services by the community;
• Commitment to contribute towards establishing a maintenance  fund as specified by the department;
• General attitude of users on implementation of the project and their willingness towards solving problems that might arise during implementation;
• Confirmation of felt need of the project;
• Any other prominent social features that might have a marked bearing on the project.

Following methodology is suggested for various item works 

Demographic Features

• Data will be collected through household surveys, focus group discussions and interviews with key informants. These data will be cross checked with VDC census data; 

Users' commitment

• A mass meeting of beneficiaries will be organized.  Project features/ implementation modalities/pre requisites and requirements to be fulfilled by community, 0&M issues, etc. will be briefed to the community by the engineer.  Quick Reference Tools (QRT) for component costing developed by the department will be used for arriving at approximate project cost.
• Comments from beneficiaries in listed aspects will be encouraged and noted; women and weaker segments will be prompted to express their views.
• A users committee will be formed on consensus or through democratic selection process by the beneficiaries
• The users committee will provide signed letters of commitment/s on acquiring required water rights for selected source/s, community contribution, land facilities, responsibility of O&M, establishment of a maintenance fund, construction of household toilets, nomination of VMW/s, sanitation motivator/s, etc. 

 Expected Deliverables

Detailed Engineering Study and Design Report

The detailed study report will highlight all the listed issues and preferably include the site map marked on a district map. The report shall comprise four sections with major headings and sub-headings below.

A)Project Summary    

B)  Abstract of Costs and Quantities

C) Drawings

D) Appendices 

 A) Project Summary

a)   Salient features:

• Salient Features of Project
• Scheme-wise Salient Features

 b)   Project Costs:

• Summary of Project Costs
• Scheme-wise Costs
• Operation and maintenance costs: sustainability analysis and scientific tariff fixation

c)Introduction/ Background Information/ Brief Description:

• Project area: location, accessibility
• Physical features: topography, climate, vegetation etc.
• Socio-economic conditions: ethnic composition, gender distribution, occupation, educational and health services, socio-economic activities etc.
• Existing water supply situation: quantity, general quality, hardship

d)   Project Features/Details:

• Proposed scheme/s: name of scheme/s, type of system
• Proposed water source/s: yield, location, protection and conservation measures, water right guarantee
• Water quality: physical, chemical and microbiological qualities, remedies for quality improvement
• Technology adopted: Deep boring 
• Design criteria:  give justifications  if necessary
• Population coverage
• Water Demand- review geophysical survey updates and discuss with community on how much water they want (65 lpcd if possible) 
• Components of the project
• Physical, Social, Chemical, Cultural, Environmental consideration where applicable: impacts and mitigation measures
• Construction materials: availability and distances  for transportation  of local materials, nearest market and road head and distances involved for importation of materials
• Remarks and conclusion 

e) Annexes

Annex 1 General Information

Annex 2 Existing situation of Water Supply and Sanitation in the project area and VDC.

Annex 3Proposed Water Sources

Annex 4House hold and population Survey

Annex 5Existing school public institutions in the project area 

Annex 6Household and population projection

Annex 7Total water demand and water flow calculation

Annex 8(A) Deep boring size/pump design/hybrid pumping design(solar& electric) 

Annex 8(B)Overhead tank sizing (Intermittent system)

Annex 9Hydraulic design of Pipe line

Annex 10Layout Plan

Annex 11Schematic flow diagram

Annex 12Financial analysis and affordability

Annex 13Checklist of the environmental parameter of the project area

Annex 14Name and Persons contacted during the survey

Annex 15Tracing of main structure and pipeline alignment in GPS

Annex 16Social map 

Methodology

• Standard water supply guidelines will be followed;
• Population projections will normally take into account the VDC growth rate, site specific growth rates may be used if it is validated by household survey;
• Scheme layout plan (not to scale) and schematic flow diagram will be drawn on A4 size paper separately for each scheme;
• Standard formats will be used for the annexes. Layout plan and schematic flow diagram of all schemes will be arranged in sequence as Annex-1O and Annex-11 respectively.  

B)Abstract of Costs and Quantities

a)  Abstract of Costs and Quantities shall consist of

• Cost estimate
• Quantity estimate
• Rate analysis: basis for calculations 

Methodology

• Rates of locally available construction materials such as stone, sand, aggregates and timber are worked out summing up the cost of collection of materials and transportation cost (manual or vehicular);
• Rates of labour and non-local construction  materials are adopted from district approved rate adding the transportation cost (manual or vehicular);
• Unit rates of relevant work items are developed according to the GON and departmental norms adding 15% contractor's overhead in the total cost of materials and labours;
• Quantities of items for each component are calculated from corresponding drawings;
• Fittings with required size and quantity for each component are estimated separately;
• The costs of proposed components are estimated using worked out unit rates separately for each component with an addition of 13 percent value added tax (VAT) in total cost;
• Provisions of costs for pre-construction, VMWs, motivators and post construction training and  costs for the  construction  of institutional  toilets  should  be made for each scheme according to the departmental norms and guidelines;
• Scheme costs are worked out summing up the costs of components included in the scheme; and the project costs,  summing up the costs of the schemes;
• The costs for detailed survey and detailed study report, project appraisal and agreement and sanitation awareness program should be included in the total project costs;
• Grand total of the project cost should be worked out adding up 5% as contingencies for miscellaneous minor expenses, 10% price adjustment contingencies and 10% physical contingencies on the total project costs;
• The cost to be borne by GON and the community in each scheme and project in total should be summarized in a separate sheet listing the item of works and estimated costs for community contribution. 

C)Drawings

The following drawings, complete and clear shall be submitted in the report:

 a)Location map: District map shall be used for location map. The main structures shall be located in contour map

b)Layout Plan: The plan shall be drawn free of scale in separate sheet for each scheme and should give the following information:

• Name, type and safe yield of the source;
• Location of deep boring, overhead tank, solar panels and HH taps.
• Pipe lengths and relevant elevation difference between the structures provided.
• Name of village/ community, ward no.;
• Prominent community buildings and institutions;
• Natural water bodies such as river, stream, lakes and ponds, if any;
• Major roads, highways

c)Water flow diagram: The diagram should contain the following information:

• Pipe length and size, type and class of pipe used in each segment as per design;
• Water flow direction in each segment from intake to last point of distribution;

d)L- section of Pipe line: Longitudinal profile should be plotted for complete pumping, transmission and distribution pipelines with detail topographic elevations in a vertical scale of 1:1000 to 1:2000 and horizontal scale  of 1:5000 to 1:10000. It shall show the following:

• Static hydraulic line and hydraulic gradient line;
• Intake, reservoir, sedimentation tank, break pressure and distribution chambers, air valves, washouts and taps;
• Elevation, total length, partial length, type of soil, discharge and size, type and class of pipe.

e)Structural Drawings: Structural and working drawings of relevant civil structures in a scale as specified in Standard Drawings and Design Guidelines. Type design shall be used as far as possible.  

D) Appendices 

It shall contain the following documents:

a)  Name of users committee members, VMWs, Sanitation motivators, etc.;

b)   No source dispute guarantee from VDC;

c)Assurance letter from VDC and users committee for land provision for construction;

d)Community contribution guarantee letter from Users Committee;

e)Guarantee letter from Users Committee for undertaking the responsibility of project operation and maintenance upon commissioning;

f)Approved district rates of materials and labours. 

Reporting Line Manager

This work is to be delivered to the WASH Team Leader in order to ensure full delivery and timeliness.

Duration: Start date and completion date

The assignment period shall be for 40 days.  

The design and estimate report for the water supply scheme should be submitted no later than April 30, 2018.   

Detail Budget breakdown 

Terms of Payment

1. Oxfam will pay the Professional Fee indicated by the Research Team subject to 10%   consultancy tax. 

 2. Inclusion in Professional Fee are every other cost that may be incurred in the normal execution of the tasks to this Terms of Reference, for example, travel, , accommodation, food, materials, field work and professional fee. 

 3. Payment Schedule: Professional fees will be released following the payment schedule stated below: 

 a. 30 % after signing of contract  

      b. 20% after survey completion 

b. 50 % after signing off final overall report to Oxfam Hiring Manager  

Documents for submission

Technical and Financial proposal with the udated Cvs of the lead consultants

VAT registration certificate 

Tax clearance certificate of FY 2073/74 or extension letter

Company registration certificate (if applying through company/Firm)

All the documents should be in PDF format with consultant signature and company stamp

Qualification

 The consultant / consulting firm is expected to have the following expertise and experience:

1. At least 10 years of experience working in survey, design and estimate of different water supply scheme. 
2. At least 2 Experience in the survey, design and estimate of deep boring pumping system .
3. Strong analytical, writing and presentation skills
4. Preference shall be given for those with Proven track records of carrying out survey and design study of deep boring  

Confidentiality / Non disclosure

All material issued in connection with this ToR shall remain the property of Oxfam and shall be used only for the purpose of this procurement exercise. All information provided shall be either returned to Oxfam or securely destroyed by unsuccessful applicants at the conclusion of the procurement exercise.

During the performance of the assignment or at any time after expiry or termination of the Agreement, the Consultant shall not disclose to any person or otherwise make use of any confidential information which s/he has obtained or may in the course of this agreement relating to partner organization/Oxfam, the respondents or otherwise.

The consultant will be required to sign a non disclosure / confidentiality agreement as part of their undertaking of this work. 

Intellectual property, Copyright, and Ownership of all prepared information

The Consultant shall retain all rights to pre-existing (background) intellectual property or materials used by the Consultant in the delivery of this study. All arising intellectual property, ideas, materials, processes or processes formed in contemplation, course of, or as result of this study shall be passed to Oxfam without restriction.

The Consult shall warrant that all arising Intellectual Property, materials and/or products produced in pursuit of this study shall be original, and shall not infringe on any third party’s claim. All technical or business information, in whatever medium or format, originated, collated or prepared by or for the Consultant in contemplation, course of, or as result of this assignment shall be transferred to Oxfam without restriction on completion and shall not be used by the Consultant for any other purpose without express written permission of Oxfam’s Head of Programme Funding.

Copyright of all arising documents, data, information or reports produced by the Consultant under this agreement shall belong to Oxfam and will be passed to Oxfam without restriction. Such documents, data, information and reports shall not be used by the Consultant for any other purpose other than in conjunction with this assignment, without the express written permission of Oxfam’s Head of Programme Funding.