Consultancy: Conducting Survey and Design of Community Water Supply System

 Terms of Reference (ToR)

Conducting Survey and Design of Community Water Supply System

1.    introduction 

Oxfam's vision for Nepal is a just society without poverty, in which all women and men live a life of dignity, enjoy their rights and assume their responsibilities as active citizens of Nepal. To contribute to this vision, Oxfam will continue its previous work on governance, gender equality and social inclusion. To to this there are three inter-connected program - gender justice, food and economic justice and disaster risk reduction. Oxfam has particularly a strong track record in supporting local partners for service delivery; water supply, sanitation and hygiene. It pioneered the service delivery role of NGOs in the sector and lately has placed an increased emphasis on learning, advocacy and influencing the sector. Oxfam is continuously working on water, sanitation and hygiene which are basic building blocks of public health. 

2. Background

Nuwakot is one of the severely earthquake affected district. Lots of water supply schemes, including HH, latrines and other structures have been partially and fully damaged.  OXFAM GB in Nepal, Nuwakot is supporting the lives of earthquake affected population by providing them safe and adequate water with the governmental standards. Oxfam is implementing water supply schemes in affected communities with in short period of time to support them quickly.

This Terms of Reference (ToR) is developed to solicit consultancy services from a qualified consultanting firm to undertake detailed feasibility assessment, design estimates, drawings, preparation of BoQs along with report of 15 water supply schemes on different VDCs of Nuwakot district. The survey will be conducted at Madanpur, Samundradevi, Samari Rautbesi, Ralukadevi, Buddhasingh, Shikharbesi VDCs of Nuwakot

Oxfam GB Nepal and its partners will be closely involved during these surveys. The consultant shall review all recent assessments including Post Disaster Needs Assessment undertaken in the same districts and VDCs.

3. Objective of the Assignment

The objective of the assignment is to conduct detailed survey, design, cost estimates, drawings, list of item wise materials as well as specification of materials, labor and preparation of BoQs of 15 water supply schemes in OXFAM’s working VDCs in Nuwakot. Survey and design of water supply system in Oxfam GB Nepal’s targeted response areas. This survey will inform the response priorities and plans and decision making to implement of water supply project.

4. Scope of Assignment        

·         Conduct detail survey, design, cost estimates, drawings list of item wise materials as well as specification of materials, labor and preparation of BOQs of 15 water supply schemes along with reports of gravity flow water supply system and private connection water supply system with appropriate technology.

·         Prepare detail survey Design, estimate and drawing of surveyed water supply schemes.

 ·         Ensure quality assurance of survey and design prepared, check validity of data surveyed; triangulate and verify where needed.

 ·         Develop and finalize all necessary tools and methodology for survey.

 ·         Manageall required human resources, survey equipments and tools to carry out the detail survey.

 ·         Ensure that technical aspects along with social dynamics, gender, social inclusion and protection issues are well documented during the detail survey and in the report.

 ·      Provide comprehensive report with reliable survey data, design and BoQ and referring current district rate (Nuwakot), recommendations to support in smooth implementation of the projects.    

5. Methodology

 This study will be based on desk review of recent assessments and the field survey in the selected VDCs. The assessment will involve water supply survey, Each team in the district shall consist of expertise with technical (engineering).The consultant can consider working with youth volunteers for implementation of water supply survey at local level. The consultant shall be responsible for orientating the local volunteers.

5.1 Coverage for Assessment

 Oxfam GB Nepal working VDCs shall be Madanpur, Samundradevi, Samari Rautbesi, Ralukadevi, Buddhasingh, Shikharbesi VDCs of Nuwakot district.

6. RESPONSIBILITIES OF PARTIES

 6.1. Responsibilities of Consultant

·         Finalize methodology and work plan in consultation with Oxfam GB Nepal.

·         Develop appropriate instruments necessary for the assignment.

·         Undertake field visits in the locations selected by Oxfam GB Nepal.

·         Prepare draft report based on Table of Content agreed with Oxfam GB in Nepal, Nuwakot  and debriefing through presentation

·         Finalize and submit the report incorporating comments from OXFAM GB in Nepal, Nuwakot

·         Be responsible to provide all kind of supports during implementation, if found any confusions, missing or mistakes in technical report.

6.2 Responsibilities of Oxfam GB Nepal

·         Provide support on finalization of the methodology

·         Select VDCs/municipalities and districts for assessment

·         Provide Oxfam relevant internal documents

 ·         Provide timely inputs and comments on draft reports

7. Key Deliverables and Outputs

 ·        A draft final report and presentation after a week from signing of the contract that explains; understanding of the assignment, detail methodology with all necessary instruments and timeline for commencing of the assignment.

 ·         A draft report is expected by 11th October, 2016. 

 ·      A high quality comprehensive report comprising of (Survey data, designs, estimates     with material breakdown and full specification of materials and drawings) with strong     recommendations to support in implementation 

8. Reporting Line

 The consultant will report to Oxfam GB in Nepal, Nuwakot’s WASH Team Leader.

9. Time Frame

The consultant will undertake the assignment between 21st September, 2016 with draft report completed by 11th October, 2016 followed up by final report on 14th October, 2016. The total duration of this contract will be 23 days.

Action

No of days required

Who

By when

Submission of proposals by the consultant

7 days

Consultant

By 19th September, 2016

Review of proposal, discussion and finalization and signing contract with consultant

2 days

Oxfam

By 21st September 2016

Preparation of equipments and necessary items for survey and deploy to field

4 days

Consultant

By 25th September 2016

Detail survey of water supply schemes

15 days

Consultant

10th  October 2016

Draft Final report submission and presentation

1 day

Consultant

11th October, 2016

Review of Final report and return back to consultant with comments for preparation of final report

1 days

Oxfam

12th October,2016

Final report submission

 2 days

Consultant

14th October, 2016

10. Required Qualification

·    The consultant/consulting firm should have experience on qualitative and quantitative Water supply engineer; clear understanding on survey, design and experiences on community pumping water supply system and private connection water supply system design and techniques. proposal without giving any verbal and /or written rationale

    All reports and documents prepared during the assignment Team Leader should        have at least relevant Bachelors Degree with extensive experiences on undertaking  similar assessments. The team members should have of technical (civil engineering)  and social expertise. Experience in WASH, emergency, disaster risk reduction will be  an added advantage.

11. Terms and Conditions

 ·         Oxfam GB reserves the right to accept & reject if any

·   Oxfam will evaluate not only in bidding amount but also evaluate on basis of performance, timely delivery and quality of service.

·         will be treated as Oxfam’s property

·       Oxfam will provide additional Tax and VAT at source according to the government policy.

·   If any disputes arise, both parties will sit together and settle down in mutual understanding and agreement or otherwise free to seek the legal treatment

 12. Facility and Payment Procedure

Payment will be released after submitting outcomes as described in article 5 above. Government of Nepal's tax regulation will apply and tax will be deducted at source.

All the accommodation and fooding charges need to be managed by Consultant itself from the same budget. Consultant is proposed to prepare similar report of 15 water supply schemes.      

Break down of cost to prepare report of 1 water supply schemes inclusive of all taxes

S.N

Description

Quantity

Unit

Rate

Amount

Remarks

1

Civil engineer

2.5

days

Travel days to reach and back in one VDC

2

days

2

Civil Sub engineer/ draft person

2.5

days

Travel days to reach and back in one VDC

2

days

3

Sociologist

2.5

days

Travel days to reach and back in one VDC

2

days

4

Stationary, Photocopy, printing

1

Job

5

Volunteers for survey

10

man days

6

Survey Tools and equipments

1

job

7

Transportation

3

man trips

8

Laptop computer charges

1

job

Total

VAT and local taxes will be added in the estimated cost @15%              

Total per scheme (NPR)

Responses

Interested firms are requested to send their proposal clearly mentioning the title of assignment in their email subject line by 19 September 2016 via mail to recruitment_nepal@oxfam.org.uk. Please send the legal documents including Company registration certificate, VAT registration document and Tax clearance document along with your proposal.