Request for Proposal (RFP)
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Technical assessment for canals, preparation of BoQs and construction supervision in Jowhar District, Somalia
Duration of the action: Phase 1 (design)-1 months, phase 2 (supervision)-5 months
Objectives of the action
Water assessment and study, design, BoQ and supervision for the establishment/rehabilitation of 4 irrigation primary canals
Overview of the project
The consultancy is part of the AICS funded project “**REBOOT – (dib u bilaw) – From Food Security Emergency Relief to Economic Development of Jowhar’s Agricultural Sector** led by CEFA
The overall objective of the actions to to contribute to strengthening the resilience to recurrent climate, economic and social shocks of rural communities in food insecurity in Somalia.
The specific objectives of the action to strengthen and diversify the livelihoods of rural communities at risk of severe food insecurity (CPI 2-4) in Jowhar District through the adoption of sustainable agricultural production and water management practices**
Jowhar District‘s irrigation system depends on the water resources of the Shabelle River, from which it is fed through a network of primary and secondary canals. Following the recent floods in May and April 2020, and due to the heavy load of sediment deposited by the Shabelle River in the primary and secondary canals, the lack of routine maintenance of complementary irrigation infrastructure (locks, floodgates, embankments), many infrastructures and primary canals require structural rehabilitation, accompanied by the adoption of a more sustainable irrigation infrastructure management and maintenance system and irrigation practice, in this contest CEFA with AICS funds want to intervene.
Objectives of the technical assessment, study and supervision
The objective of the consultancy is to:
1) Identify the already existing infrastructures along the selected canals to be rehabilitated and recommend any new structures to be constructed.
2) Carry out a water study and define the design and the BoQs of the works;
3) Conduct the supervision of the works implemented by the selected contractor(s).
This assignment will be executed in two (2) phases. Phase one (1) will cover feasibility studies, design, measurements and preparation of tender documents and phase two (2) will cover supervision of the construction works.
Specifically, the collaboration will aim at achieving the following objectives:
a. The assessment will cover at least four primary canals in Jowhar Somalia, Kalundi and Gafai locations, where the four proposed canal sites were identified during the baseline survey, namely Khwan, Ahmed Issei, Abdi Issei, Qarfaxya canal measuring 13 km in total.
b. The consultant will conduct technical assessment of condition of the existing infrastructures as well as potential for improvement and development of new structures along the selected canals.
c. The consultant will determine and measure the water levels on Shabelle River with a view to design and position intake structures appropriately to allow passage of water to the canal for the most part of the year. The consultant will work with local communities and other secondary data available to establish the initial dimensions and levels of the silted canals in order to propose sound rehabilitation plan.
d. Assess the existing condition of the canals, quantify rehabilitation works in terms of but not limited to: bush clearing, desilting, and embankment among others.
e. The consultant will produce drawings, cross sections and profiles showing the water levels and flow of water in the rehabilitated canals, drawing for the culverts, intakes and other structures necessary for the rehabilitation works. Each canal will have at least one intake structure and one culvert crossing.
f. Map the targeted irrigation land area and produce a suitable layout the approximate total area targeted for the 4 canals is approximately 500 ha.
g. Prepare bills of quantities for the proposed interventions together with engineers estimate with the most current market rates and bid/tender documents for construction of the works with detailed specifications, project layouts and construction drawings.
h. During the assessment and working with beneficiaries the consultant will identify other potential canals (may be, secondary or tertiary canals) to be rehabilitated through cash for work program, where beneficiaries will conduct the rehabilitation under the supervision of the consultant.
i. The consultant will propose and recommend proper farmer-oriented operation, management and maintenance mechanisms to ensure the rehabilitated canals remain useable in future.
j. The consultant will provide detailed photographic plates with marked locations for the current status of the canals to be used as a baseline for comparison after rehabilitation including targeted area for cash-for-work programme.
k. The consultant will be required to assist CEFA in procuring suitable contractors in Jowhar Somalia. The involvement will include preparing and/or reviewing tender documents, analyzing the competences and prices of the bidders and recommend to CEFA the suitable contractors for award of contract considering the cultural dynamics of Jowhar community.
l. The Consultant shall perform the principal services of the engineer responsible for the supervision of the works in accordance with the FIDIC guidelines. These services will include;
· The general management of the construction site to ensure the work is completed within the stipulated project period and to the standards specified in the design for the irrigation scheme and other structures in the design
· Issue guidance and variation orders and approve requests by the contractor
· Participate in the site meetings and take minutes
· Prepare timely monthly progress reports
· Prepare work measurements on monthly basis
· Prepare final works measurements
Duration and Timeline
The duration of the contract is 1.5 months for the phase 1 (design) and 5 months for phase 2 (supervision)
Summary of Deliverables
The expected deliverables are as follows:
I. 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 and AutoCAD (.dwg) for drawings.
1) Inception Report
This report will be submitted within 1 week 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.
2) Final Design Report
This report will be submitted within 1.5 months after signing the contract and will consist of the following:
· Background information of physical resources, existing canal inventory, land use and irrigation systems.
· Detailed designs for the primary irrigation canals to be rehabilitated including scheme water needs, water sources, canal design, infrastructure design among others.
· Layout maps of the intended area of intervention.
· Detailed specifications and Bills of Quantities and Engineers estimates for the proposed rehabilitation works
· Farmer based operation and maintenance guide
· Bid/tender documents for construction of the works with detailed specifications, project layouts and construction drawings.
· Supervision plans.
II. 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:
1) Inception Report (2 weeks after site handing over to the contractor)
· The Consultant’s 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,
· 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.
2) 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.
· 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.
3) 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.
Qualifications and Experience
The consultancy firm must have handled at least 2 projects in irrigation and drainage projects of similar magnitude and nature especially in Somalia.
1) Team Leader (Civil or Agricultural Engineer)/ resident Engineer
The Team Leader must have a bachelor’s degree in Civil or Agricultural Engineering with over 5 years progressive experience working in a developing country, two (2) of which must have been on irrigation and drainage development and rehabilitation projects. After the completion of the design, the team leader will be the resident engineer responsible for supervision of the works.
2) Irrigation officer
He/she should have a Degree/diploma in Agricultural Engineering or equivalent with over 3years’ experience in the irrigation and drainage field. The person must have undertaken at least three (2) irrigation/drainage projects of similar nature performed in Somalia. He/she will assist the team leader in data collection, field measurements and analysis of data for design.
3) Engineering Surveyor// GIS Specialist
Engineering Surveyor / GIS Specialist shall have a bachelor’s degree or diploma in land/topographical/engineering surveying or GIS. He/she shall have at least 5 years’ experience in the field of water/irrigation engineering assignments.
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How to apply:
Please submit your Technical and Financial Proposal using the forms provided for this purpose within this Request for Proposals (RFP). Your proposal should comprise one (1) original and one (1) copy of both the technical and financial proposals to the address provided below.
The Technical and Financial proposals shall be submitted no later than 5.00pm EAT of 18/11/2019 to the address below:
CEFA Regional Office in Nairobi
General Mathenge Lane, off General Mathenge Drive
Attention to: Francesco Riedo– CEFA Program Manager
Or alternatively to the following email address: email@example.com