Technical water assessment, detailed design, BoQ preparation and rehabilitation supervision of 7 No. Surface wells in Jowhar district (Somalia) Full Time

Overview of the project

The consultancy is part of the AICS funded project ARISE – Agriculture, Water Resources, Food Security, and Gender Equity for the Communities of Jowhar District, Hirshabelle, Somalia

The overall objective of the action is to Improve the living conditions of the most vulnerable segments of the population affected by the humanitarian emergency in Somalia..

The specific objectives of the action is to respond to the needs of the local population to improve their resilience and living conditions. Food security and the creation of livelihood opportunities, access to water and basic services (primarily nutritional and maternal-child health), and social protection networks remain a key aspect of this Initiative.

In order to strengthen access to water, CEFA is implementing rehabilitation of shallow wells and promotion of O&M (operation and maintenance) of rehabilitated facilities in 7 pre-identified locations.

Objectives of the Consultancy

1. The objective of the consultancy is to: In collaboration with CEFA technical team, assess the feasibility of rehabilitation works of pre-identified 7 shallow wells within 7 villages in Jowhar district (Hirshabelle, Somalia);
   1. Carry out water demand for the selected villages vis a vis the potential sources of water;
      1. Provide detailed design, drawings and BoQ for all proposed infrastructures for 7 No. shallow wells (e.g., solar panels and solar submersible pump – pumping stations, storage tanks, water kiosks);
         1. Conduct the supervision of the works implemented by the selected contractor(s).
         2. Facilitate creation and registration of Water Users’ Associations (WUA) + facilitate Operations and Maintenance training of the beneficiaries, together with CEFA WASH field officer;

Scope of Consultancy:

This assignment will be executed in four (4) phases.

1. Phase one (1) will consist of technical/feasibility studies, and design,
2. Phase two A (2A) will consist of supervision of the construction works.
3. Phase two (2B) will consist of Defect Liability period
4. Phase three (3) will consist of Operations and Maintenance training of the beneficiaries (WUA)

Specific tasks per phase

Phase one (1) – Technical/feasibility studies and design

This phase will be characterized by initial stakeholder engagements, Site visits for the assessment of the already identified shallow wells in Jowhar, water sources assessment, water demand analysis, preposition of design alternatives, topographical surveys and mapping of sites, detailed design, drawings and development of bill of quantities.

In this phase the consultant will be expected to carry out the following tasks:

1. Engage the relevant stakeholders (Ministry of Health, Ministry of Energy and Water Resource and beneficiaries of targeted villages) in the final site assessment
2. The consultant will conduct technical feasibility of the proposed sites in terms of the rehabilitation needed.
3. Assess the beneficiary community domestic and livestock water needs and propose interventions to satisfy the water demand.
4. Carry out topographical survey and mapping of the location of proposed infrastructure
5. Propose sound engineering alternatives with cost estimates to be selected for the final design. The alternatives must be adequate to provide domestic water to the 7 selected villages
6. Conduct detailed design of the proposed infrastructure which could include but not limited to; Pumping stations, solar panels and solar submersible pump, storage tanks, water kiosks. Generate a detailed and accurate BoQ and Engineers estimate for the designed facilities
7. Develop manual that the WUA can use as reference.

Phase Two (2A) – Supervision of the construction works

In this phase the consultant shall perform the principal services of the engineer responsible for the supervision of the works in accordance with the FIDIC guidelines which will include but not limited to;

1. Represent the interests of CEFA under the Works Contract, in any manner related to the Works Contract and the proper execution thereof;
2. Review and comment or approve the Contractor’s work program, method statements, proposals for materials sources, quality management plan, including testing laboratories and procedures for testing. Engineer’s approval;
3. Be on site at all times during the construction and be present at critical stages of the work especially On-Site handover, on materials delivery, concreting, testing and commissioning etc.) to observe the progress and quality of the Contractor’s work.
4. Check and establish that the Contractor mobilizes and supplies to the site all materials, equipment and machinery that have been committed in its bid, and ensure that all such items remain on site until their release has been authorized. Ensure that the Contractor properly records all equipment, materials and labour which have been supplied under the Contract.
5. Provide timely assistance and direction to the Contractor in all matters related to the interpretation or clarification of the Works Contract.
6. Issue instructions, in accordance with the authority specified in the Conditions of Contract, to Contractors, such that works can proceed expeditiously;
7. Monitor progress against program, instructing the Contractor to revise its program as necessary in order to meet due completion dates;
8. Ensure that the Works are executed in accordance with the drawings and that the quality of workmanship and materials is in compliance with the technical specifications. Evaluate and determine acceptability of substitute or “equal” materials and equipment proposed by the Contractor;
9. Liaise with communities and project affected persons of the works undertaken under the Project; Mediate on any conflict or request between the Client, contractor, Land owners or community members.
10. Review and comment on, or recommend approval of, Contractor’s proposals for variations;
11. Prepare and submit reports on the progress of the Works, the Contractor’s performance, quality of works and the final reports after testing.
12. Review and certify all Interim payment certificates submitted by the contractor before forwarding to CEFA
13. Upon completion of the Works, carry out the necessary inspection, propose to CEFA /Project Engineer; a date for a joint inspection,
14. Prepare and issuance of the Certificate of Provisional Completion to the contractor
15. Review and comment on or approve as-built drawings prepared by the Contractor;
16. Prepare and Submit Inception, Monthly Progress, Final and Special Reports;
17. Perform all other tasks, not specifically mentioned above, but which are necessary and essential to ensure the successful supervision and control of all the construction activities, in accordance with the terms of the Works Contract.

Phase Two (2B) – Defects Liability Period

During this phase the Consultant’s tasks shall include the following:

1. Inspect the Works at monthly during the Contractor’s Defects Liability Period which be two months; and,
2. Prepare a final deficiency list monthly during DLP in cases where remedial work is required
3. Supervise any remedial works and satisfy himself and the Client that the defects have been corrected satisfactorily
4. Carry out the Final Inspection of Works together with representatives of CEFA /Project Engineer and the Contractor
5. Prepare and issue the Final Acceptance Certificate in consultation with CEFA /Project Engineer and the collaborating agencies;
6. Prepare the Final Payment Certificate.
7. Prepare as built drawings for the completed works

Phase Three (3) –Operations and Maintenance training of the beneficiaries

This phase will be done during the defect liability period; The consultant will be expected to hold meetings with beneficiaries to train them on critical aspects of operations and maintenance of the water system. This will be achieved through

• Organizing lectures on different topics of water use, water management, operation and maintenance of the water system, pumping stations, and all related topics;
  • Organize practical technical lessons in the water system site;

Specific tasks will be

1. Prepare and submit to CEFA for approval comprehensive training modules on the following topics
   • Management and use of the water
     • Technical aspects of operation and maintenance of the designed shallow wells
2. Train 15 for each of the 7 WUA committees using lectures and practical demonstration in the field
3. Create together with the WUA members an operation and maintenance monitoring schedule of the water system and infrastructure.
4. Preparation of final training report with pre and post training questionnaire analysis.
5. Preparation of comprehensive operations and maintenance manual

Summary of Deliverables

The expected deliverables are as follows:

Phase 1-Design phase

All reports will be shared with the project manager on or before the designated time and in appropriate formats including word, excel, pdf

Inception Report

This report will be submitted within 2 weeks after signing the contract to confirm that the team has been established and has started working. The report should detail out how the consultant intends to undertake the work; General information about the firm/individual including physical facilities available for this assignment; Detailed work plan and activity schedule with time frame; Any other information, conditions or restrictions that the Firm considers necessary to carry out the stipulated activities. The inception report will also include the findings and minutes of initial start-up meetings together with results of preliminary site visits.

Feasibility study and draft design report

This report will be submitted within 1 months after signing the contract. The report will consist of the following:

• Situational analysis of proposed sites
• Description of project location
• Analysis of household information and population
• Current water access levels per proposes village
• Anticipated impacts of the proposed project
• Water demand analysis
• Future population growth projections
• Calculation and quantification of the amount of water needed for the 7 shallow wells
• Description of proposed interventions
• Technical details of proposed water supply works
• Preliminary Engineering Alternatives, economic and financial analysis
• Carry out a preliminary design of different alternatives (at least 2 alternatives) to implement within the project areas;
• Prepare an economic and financial analysis based on all proposed alternative engineering designs options and assess project worthiness indicators.
• Technical recommendations on the best feasible alternatives

Final Design Report

This report will be submitted within 2 months after signing the contract and will consist of the following:

• Topographical surveys maps of the intended area of intervention.
• Site location maps for the infrastructure
• Detailed designs for the rehabilitation of shallow wells Engineering designs of all structures including but not limited to: pumping stations, tank, among other as necessitated by the design.
• Detailed specifications and Bills of Quantities for the proposed shallow wells.
• Project layouts and construction drawings.

Phase 2-Construction supervision

The objective of construction supervision is to ensure quality physical implementation of the project structures as per the design within the stipulated time frame and budget.

The reporting in this phase shall be as follows:

Inception Report (2 weeks after site handing over to the contractor)

• Inception meetings
• The Contractor state of mobilization.
• Any changes to the composition of the Consultant’s team.
• Proposed methodology for carrying out the services, including quality, progress and cost control, and ensuring compliance with environmental Health and safety (H&S),
• Proposed site communication procedures and recordkeeping.
• Detailed program of work, showing time, duration and personnel, as well as inter-relationship between activities.
• Format of Monthly Progress Reports.
• Formats of instruction sheets, supervision framework and others as needed

Monthly Progress Reports

Monthly Progress Reports shall be submitted during the construction period, within five days after the end of each reporting month.

These reports shall cover:

• Physical and financial progress of the works and comparisons with as-scheduled progress, in tabular and graphical form.
• Quality of construction.
• Environmental, health and safety issues and mitigation measures.
• Activities of the Consultant.
• Activities of the Contractor(s).
• Information on Contractor’s equipment, personnel and materials on site.
• Copies of site meetings.
• Site photographic plates.

Final Completion Report

Within 2 weeks after completion of the Works, the Consultant shall prepare a Final Report which will form a comprehensive record of the construction works including any changes or modification of designs, problems encountered and solutions, recommended operational procedures, expenses and variations. The Final Report shall include the following among others:

• Financial and physical summary of the Works.
• Summary of contract data and variation orders.
• Engineering report.
• As-built drawings, in hard copies and soft copies.
• Copies of important Project records, properly indexed and presented as annexes to the Main Report.
• Relevant comments on the Project that may help in the future implementation of similar projects.
• Picture album.

Tagged as: European Committee for Agricultural Training, Somalia