Terms of Reference - Installation of Deep Tube Wells

Terms of Reference

Installation of Deep Tube Wells

In

Nepal Water Supply Corporation - Lahan branch office, Lahan Municipality

1.  Introduction:

WaterAid is an international not-for-profit organization, established in 1981, determined to make clean water, decent toilets and good hygiene normal for everyone, everywhere within a generation. We change millions of lives every year, working in 28 countries to provide clean water, decent toilets and good hygiene.

Since we started in 1981, we’ve remained resolutely focused on tackling these three essentials that transform people’s lives. Without all three, people can’t live dignified, healthy lives. With all three, they can unlock their potential, break free from poverty, and change their lives for good. Children grow up healthy and strong, women and men get to earn a living, whole communities start to thrive. It sounds normal and it should be.

By inspiring people and sparking chain reactions we help deliver lasting change in what’s normal. By working closely with partners internationally and on the ground in some of the toughest places in the world, we help achieve widespread change. Millions of people have already taken control of their lives and built better futures.

WaterAid has been working in Nepal since 1987. Our work in Nepal spans across 4 districts. We team up with local partners, technical experts, governments, and communities to support the delivery of integrated WASH services in hard-to-reach communities, helping to transform lives.

2.  Background:

WaterAid Nepal is currently implementing the Project entitled “The Beacon Project: Municipality Wide equitable WASH Services in Lahan: A joint initiative of Anglian Water, their Alliance partners, WaterAid, and Nepal Water Supply Corporation (NWSC)” in Lahan municipality, Siraha District of Nepal. The overall objective of the project is to support Nepal to achieve the Sustainable Development Goal for water and sanitation by implementing the WASH sector plan. The specific objectives are to:

1. Model a municipal-wide approach in Lahan as part of the district-wide model for Siraha district.
2. Support the efficiency and expansion plans of NWSC in Lahan with a focus to reach marginalized and poor communities
3. Leverage the model in Lahan for district and national benefit.

In the current context of Nepal, where majority of the rural areas are in transition to transform to the small towns of municipal towns, their needs are also changing accordingly. In these contexts, the unsystematic and unsupervised borehole drilling and construction that were done in the past years needs to be changed and come up with new mode of thinking technically and systematically. In this regard, WaterAid visualized that the technical endeavours in borehole drilling, and its supervision is of paramount importance if one thinks of their sustainability and appropriateness technically.

Beacon project aims to support technically to NWSC to increase the efficiency of the existing tube well system and add four more deep tube wells to supply the safe water to the increasing population of Lahan Municipality.

3.  Rationale:

Under The Beacon Project, one of the integral components is Water Resources. This component aims to ensure the improved water production, monitoring, and prevention of possible contamination. This can be attained with the greater functionality and sustainability of water sources which in Lahan mostly are boreholes. Under this component, Beacon project aims to support technically to NWSC in the construction of model boreholes in Lahan municipality for its replication and scalability to other branches and within Lahan as well.

It is crucial that boreholes are delivered in a cost-effective manner. Cost effectiveness means getting the long-term best value for money invested, i.e., boreholes continue to function through the lifespan of 20 to 50 years. One of the best ways to tackle the poor borehole construction is to improve the quality and professionalism of water well drilling including supervision (Rural Water Supply Network (RWSN), 2014). In addition, ensuring compliance with the relevant Nepal standards and/or Indian standards regarding the material quality also ensures the standardised product. Thus, it is desired to bring the competitive and excellent drilling company to undertake drilling and construction of Deep tube well for NWSC Lahan as part of support from Beacon project.

NWSC currently have six functional boreholes as their key production sources namely OC3, OC8, BHA2, TCN1, TCN2 and Ashram1 located at different locations. Discharge of each well is used to serve population. As per the increase in population additional tube well need to serve for the municipality.

Increasing population in the years to come may create water stress. Therefore, the need of water per household needs to decide the number of future tube wells. So, additional tube well needs for increasing population and rehabilitation of the existing well, if possible, could be the reasonable solution.

4.  Objective:

The overall objective of the work is to improve the supply of safe water to the networks of NWSC Lahan. The specific objectives of the work will be to:

• Install four deep tube wells in four locations of NWSC Lahan facilities. (Refer Annex I - Detail technical specification and Bill of Quantities) (Refer Annex V – Maps showing location of proposed boreholes)
• Develop well and perform pumping test/recovery test as per the technical specification.

5.  Scope of the Assignment

The scope of the contractor shall include, but not be limited to, the following activities over a period of 5 Months.

i.   Assure the timely installation of four Deep Tube wells at the locations provided by NWSC.

ii.  The Vendor will follow up with the concerned authorities, legal, statutory, and administrative formalities, permits/approvals for delivering/installing the deep tube wells.

iii. Proper health and safety measures shall be ensured amongst the workers following the Government's and WAN's safety guidance for working during Covid-19 and Dengue situation.

iv.  The Quality control will be made with the regular supervision by NWSC, WAN and Consultant.

6.  Methodology:

The vendor will be contracted for all the installation, development, and test of four deep tube wells. The contractor will work closely with the team of NWSC, WaterAid Nepal and Consultant.

7.  Job Completion time

Contractor will undertake the assignment for Five months from the time contract signed. The Contractor must have two drilling rigs running at a time.

8.  Quotation documents

8.1.  Content of quotation documents

In addition to the cover letter, the quotation documents include:

• Terms of Reference (TOR)
• Technical Specification and Bill of quantities & drawings (Annex I)
• Form for Submitting Self- Declaration (Annex II)
• Form for Pre-qualification (Annex III)
• Scoring Criterions for evaluation (Annex IV)

8.2.  Clarification of quotation documents

The bidder is expected to examine the sealed quotation documents. Failure to furnish all information required by the quotation documents or submission of a sealed quotation not substantially responsive to the quotation documents in every respect may result in the rejection of the bid.

A Pre bidding meeting among WAN and interested vendors will be made to clarify the technical specification. This will help in uniformity in understanding amongst the vendors before submitting the quotation.

A prospective bidder may request clarification on the quotation documents in writing through email at nepal-procurement@wateraid.org to be eligible for pre bidding meeting before 28 September 2022. The pre bidding meeting will be held on 30 September 2022 through virtual medium or physical medium based on the Covid-19, Dengue situation and prevailing regulations.

8.3.  Language of bid

The quotation prepared by the bidder, and all correspondence and documents relating to the bid exchanged by the bidder and WAN, shall be written either in English or Nepali Language.

8.4.  Quoted rates

The contract shall be entered for the goods and services described in scope of supply based on the quotation submitted by the bidder (including subsequent negotiation if any). The bidder shall submit the technical and financial proposals separately following the two envelop system based on the technical specification, Bill of quantities & drawings as stipulated in section 8.1 – Annex I and propose the rates and prices for all items of the works in Nepali Rupees.

All duties, taxes, and other levies payable by the contractor under the contract shall be included in the rates, prices and total quoted price submitted by the bidder

8.5.  Quotation validity

The quotation shall remain valid for the period of one year.

8.6.  Defect Liability period

Contractor shall be responsible for one-year defective liability period and its necessary maintenance to make it functional within agreed quality standard.

8.7.  Format and signing

• The original copy of the quotation shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to sign on behalf of the bidder. Such authorization shall be indicated by written power-of-attorney accompanying the bid.
• All bid documents shall bear official stamp of the bidder.

9.  Submission of quotation

9.1.  Sealing and marking of bids

• Due to Covid-19 and Dengue situation, the scanned copy of all the quotation documents shall be submitted to WAN before the closing time for submission of the quotation through email in PDF format will be entertained.
• The selected bidder shall submit the hard copies of all the bid documents.
• Quotation submitted by Telex/Telegram/Fax/Email will be entertained.
• Two envelop system shall be followed with separate technical and financial proposals.
• Each bidder shall submit only one quotation either by itself, or as a partner in a Joint Venture.

10.  Evaluation of quotation 

10.1.  Process to be confidential

Information relating to the examination, clarification, evaluation and comparison of quotations and recommendations for the award of a contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced.

10.2.  Clarification of quotation

• To assist in the examination, evaluation and comparison of quotation, WAN may, at WAN’s discretion, ask any bidder for clarification of the bidder’s quotation, including breakdowns of unit rates. The request for clarification and the response shall be in writing or by facsimile, but no change in the price or substance of the quotation shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by WAN in the evaluation of the quotation.
• Any efforts by the bidder to influence WAN in the quotation evaluation, quotation comparison or contract award decisions may result in the rejection of the bidder’s quotation. If the bidder wishes to bring additional information to the notice of WAN, one should do so in writing.

10.3.  Preliminary examination of bids/ responsiveness

• Prior to the detailed evaluation, WAN will determine the substantial responsiveness of each quotation to the quotation Documents including supplying capability and acceptable quality of the Goods and services offered. A substantially responsive quotation is one, which conforms to all the terms and conditions of the bidding Documents without material deviation. A material deviation or reservation is one (a) which affects in any substantial way the scope, quality, or performance of the Works; (b) which limits in any substantial way, inconsistent with the quotation documents, WAN’s rights, or the bidder’s obligations under the contract; or (c) whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive bids.
• A bid determined as not substantially responsive will be rejected by WAN and / or WAN and may not subsequently be made responsive by the bidder by correction of the nonconformity

10.4.  Corrections of errors

WAN will examine the quotations to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. Errors shall be corrected by WAN as follows:

• where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and
• where there is a discrepancy between the unit rate and the line-item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted shall govern, unless in the opinion of WAN there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line-item total as quoted shall govern, and the unit rate shall be corrected.

10.5.  Comparison of quotation

Only the quotations that are determined to be substantially responsive in accordance with preliminary examination are considered for evaluation and comparison.

Final evaluation shall be made on two stages. First the technical evaluation will be made and the bidders eligible from technical evaluation will only be then entered into financial evaluation. The basis of evaluation will be:

• Consistency with technical and business requirement of WAN
• Time of delivery
• Economy
• Reliability of quoted rate
• Experience of the organization for similar works.
• Technical capability of the vendor for operation orientation
• Experience of drilling deep tube well
• Experience of installing 300/200 diameter Deep tube well more than 150m depth.
• Complete drilling equipment with bore hole logger’s list in the company’s name. At least two drilling rigs with 200m capacity must be in the name of company’s name.
• List of the drillers and supervisors with their qualification and experiences in Nepal and abroad.
• Experience in installation of DTW for International agencies/NGOs

Refer Annex III for Pre-Qualification and Annex IV for Detail evaluation sheet.

11.  WAN’s right to accept any bid and to reject any or all bids

WAN reserves the right to accept or reject any quotation at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for WAN’s action.

12.  Award and notification

WAN shall award the contract to the bidder who has offered substantially eligible criteria and evaluated quoted Price, provided that such bidder has been determined to be eligible

Notification/ Letter of intent for procurement shall be issued to the successful bidder with details of contract cost and timeline. The successful bidder shall be required to furnish a letter of acceptance within 2 days of issue of the letter of intent /Notification by WAN.

13. Contract

After receiving the acceptance letter from the successful bidder contract will be signed between WAN and successful bidder on terms and condition of installation of deep tube wells and mode of payment.

14.  Responsibilities of the bidder

• The bidder shall be responsible to fulfil his/her obligations as per the requirement of the ToR and applicable law of Nepal.
• The bidder shall not carry out or cause to carry out the following acts with an intention to influence the implementation of the procurement process or the procurement agreement:
  • Give or propose improper inducement directly or indirectly,
  • Distortion or misrepresentation of facts
  • Engaging or being involved in corrupt or fraudulent practice
  • Interference in participation of other prospective bidders.
  • Coercion or threatening directly or indirectly to cause harm to the person or the property of any person to be involved in the procurement proceedings,
  • Collusive practice among bidders before or after submission of bids for distribution of works among bidders or fixing artificial/uncompetitive bid price with an intention to deprive WAN the benefit of open competitive bid price.
  • Contacting WAN with an intention to influence WAN with regards to the bid or interference of any kind in examination and evaluation of the bids during the period

15.  Documents to be submitted by the bidder

In addition to quotation document detailed out in 8.1 following documents are required to be submitted by the bidders:

• A copy of company/firm registration
• A copy of Tax clearance certificate (latest FY)
• VAT and PAN registration
• Statements and documents, if any, acknowledging the individual and/or company’s capability for carrying out the similar kind of supplies
• A signed and stamped Self Declaration Form that supplier does not have any conflict of interest and independent with any bidder. (Annex – II)
• A signed and stamped Pre – Qualification form (Annex -III)
• Joint Venture Authorization/ Agreement (if any)
• Separate technical and financial proposal in two envelope system (In PDF formats) and in hard copies
• Company profile with work experience of similar nature.
• Method of statement of drilling deep tube wells.
• Any other relevant documents

16.  Management of work

The selected company/firm shall manage the assessment and be accountable for the timely delivery of the expected quality goods and services. The selected company/firm shall deliver the materials in coordination with administration and logistic department.

17. Termination of contract

Procurement committee may terminate the agreement, if the company/firm commits a breach in the performance or observance of any of its obligations under this.

18. Confidentiality

During the performance of the assignment or any time after expiry or termination of the agreement, the company/firm shall not disclose to any person or otherwise make use of any confidential information which the company/firm has obtained or may obtain in the course of the project to the Procurement Committee, the respondents or otherwise.

19. Quotation submission

The quotation should reach the address below via courier, hand delivery or through the provision detailed out in section 9.1 by 21 October 2022.

WaterAid Nepal

Nakhipot 14, Lalitpur, Nepal

Email Address: nepal-procurement@wateraid.org

Attachments:

• Terms of Reference
• Annex ABC
• Annex D
• Annex IV
• SPECIFICATION FOR DRILLING OF DEEP TUBEWELL-Lahan
  
• Full Specification
  
• BOQ