Section 7.

Terms of Reference Request For Proposal(RFP)

Section 7. Terms of Reference

Detail Study and Design of Jijiga Town Water Supply Project

1. Background

Provision of clean water supply is one of the major factors that greatly contribute to the
socioeconomic transformation of a country by improving the health thereby increasing the
productivity of the society. But, however most of the developing country like Ethiopia has
still have very little coverage of potable water supply and sanitation that has resulted the
citizens to be suffered with water born and water related diseases.
In order to ensure the availability of sufficient quantity and acceptable quality of water
supply, it becomes imperative in a modern society to plan and build suitable and affordable
water supply schemes, which will provide water to the various sections of the community in
accordance with their demands and requirements.

The major challenges faced during implementation of the projects which need to be addressed
during this projects are;
a. The role of participation and decision making of the Town Water Boards and utilities at all stages
was not as required for assuring sustainable implementation of the projects.
b. Extended delay of projects mainly due to delay in source confirmation and correspondingly in
design, supply and installation of Electro Mechanical Equipment.
c. Existence of large variation of works and goods and consequently extended duration to complete
the projects as the consultants were not able to carry out their service to the highest degree of
technical standard by deploying the experts according to the contract and due to less follow-up by
the clients and the user town water boards and utilities during study and design as per the
contracts.
d. Detail appraisal of study and design documents before proceeding to the next step was not
properly undertaken participating the user town boards and the utilities at town level in checking
whether the documents are related to the situations on the ground.
e. Administration of contracts with all parties carrying out duties and responsibilities as per the
provisions of the contract documents and having proper documentation of events was not as
required so that the completion of projects was extended which also has effect on its cost and
quality.
f. Less attention to planning and implementation of sanitation facilities for urban.
g. The capacity building and preparation and practicing of Business plan for assuring satisfactory
services at town level with full cost recovery level was also given less attention during the
implementation of the projects.
 3. Background Information of the Existing Water Supply and Sanitation System:
Jijiga town is found in Jijiga Woreda, faafan zone of Somali Regional State. It is the principal trade
and capital centre for region that make up the regional capital. The woredas have strong
administrative, social service, market and infrastructure linkages with Jijiga town. The relative
geographical proximity, service catchments such as colleges and health facilities, market, interaction
in terms of passengers and freight flow and the administrative influence of these areas enable them to
have significant influence on the project town. Accordingly, many woredas are considered to be the
influence areas of Jijiga town.

Jijiga city with the total population of 125,584 (ECSA 2007) is found 630km away from the capital
city of the country Addis Ababa towards the east.

The climate of the city is classified under semi-arid (National Atlas of Ethiopia) which is characterized
by high temperature ranging from 25.240c in November to 29.390c in March while the mean
maximum annual average temperature is 19.540c, in spite of the minimum monthly temperature
ranging between 7.210c in November and 16.130c in July. The average annual rain fall of 675.8mm
per annum can be classified as low.
The existing water supply of Jigjiga town is in a position that cannot satisfy the current water demands
of the town in quantity. Hence, to avoid this problem, the Water Resources Bureau of Somali National
Regional State, has collect relevant information and available data as well as carry out surveying work
for the design of Jigjiga water supply system which is focused in driving water from the existing water
supply system of Jigjiga town.

In the previous design review made by the regional water resource bureau, two phases of design
horizon was considered phase I covers the time from 2010 -2020 and Phase II from 2020- 2030, The
maximum day demand was found as 207Lit/s for 2020 and 401Lit/s for 2030, but due to high
development progress of the town and due to population rise and migration of the town the town has
faced deficit of water before the design period has reached.
Currently the town has got water from eight boreholes which has a total of 91l/s, using 18hrs pumping
time and the production from 8 boreholes is 5,896.8 m3 per day but the current demands of the town is
found to be 19,100.9m3 per day.

The existing water supply is reported to serve roughly 30% of the town’s population through a small
number of yard connections and house connection. The remaining majority of the population use
public tap.
The town showed rapid growth and development in all social, economic, political and cultural spheres.
Remarkable investment works in hotels, housing, education, access roads, agro-Industry and other
marketing infrastructures and services have been undertaken and are also in progress. On the other
hand, the dimension of water supply problems is increasing whilst new residential houses and business
activities are expanding in the town. Moreover, some of the existing system which is under serious
deterioration was constructed before 10 years.
 4 Objective of the Service

The general objective of the service is to implement Water Supply and Sanitation Project in
Jijiga town for an increased access to improved water supply and sanitation services for
residents of the town. It is to assist the client and the user town water board, municipality and
the utility in study and design, capacity building & preparation of business plan, social and
environmental safeguard and in supply and installation of equipment participating the key
stakeholders at all stages for implementation of sustainable water supply and sanitation
services in the town. Implementation of the project will also ensure social and gender
inclusions.
5. Scope of Service

The scope of the Services shall include all tasks necessary to achieve the objectives described
in Section 3 above. Thus, the Consultant shall expeditiously execute but not necessarily
limited to the following specific tasks:
Task 1- Review the existing Water Supply and Sanitation System [Stage I
activities]
 Review and update whether the towns water supply and sanitation services are well addressed
and agree to the plans, outputs and roles of the user town water boards (Review all secondary
data).
 Review and confirmation of the water sources selected at feasibility study stage.
 Need assessment for capacity building & preparation of business plan,
 Review, adopt and make use of the implementation of the designed project for the town and
for which the consultant shall assume complete responsibility.
 Conduct environmental and social impact assessment
 Properly review and strengthen or establish WaSH management structure
 Conducting consultations at town level to participate the user town water Boards and the
utility to assure as the services are carried out as per the need of users in conformity with the
existing situation before proceeding to the next step.
 Review existing condition of embankment dam which located upstream of town and
possibilities to use as additional source.

Task 2 - Water Supply and Sanitation System Study and Design and Tender
document preparation [Stage II activities]
1. This task is the core of the consultancy service. It comprises all the water supply system study and
design and associated activities. The major activities but not limited to are listed below:

(i) Detail Study and Design:

Under this phase, the consultant is expected to perform, but not limited to the following
activities:
  Feasibility study have to carry out and prepare reports.
 The design reports are expected to be prepared first as a draft document and later as a
final.
 Comments on both documents will be provided from the client side in a planned time
frame.
 Data collection and Analysis: the consultant is expected to the following data collected and
analysed.
 as required the topographic survey for the layout of the water collector pipes, pump houses,
access road, transmission mains, reservoirs, distribution pipes and other relevant structures;
 as required profile survey along the pipe routes and prepare profile drawing;
 as required information about the water sources including: location of wells, yield
estimates, static and dynamic water levels, and quality of water;
 as required population data collected and on site verifications used for water supply system
design using most popular/accepted methods;
 Consultant should have to prepare as required maps for project area.
 as required geological, geotechnical and seismological investigation at all the sites;
 Hydrological and hydro geological assessment of the source area through review of the
existing hydrological study and well completion reports
(ii) The complete water supply data and detail system design:
Using the reviewed and updated data under item (i) above, the consultant is expected to
undertake detailed design components of the entire system that consists the following:
 Estimation/Projection of design population and design/projected demand with respect to
various modes of services;
 Estimate leakage and unaccounted for water as well as programs for leakage detection and
reduction.
 Detail design of the well field collector pipes well heads, control room, generator shelter,
collector pipe, valve chambers, thrust/anchor blocks, access roads, river/streams & road
crossing structures and collection chamber;
 Detail design of transmission mains and distribution systems;
 Detail design of electromechanical like generators, pumps and pumping stations with the
pumping houses;
 Hydraulic and structural design of all the distribution pipe network system with their routes
(with most familiar soft wares);
  Design of service reservoirs, ancillary buildings and associated civil structures;
 Detail electro-mechanical design for pumping stations, chlorination system, surge
protection, borehole submersible pumps & control system and others.
(iii) Preparation of engineering drawings, reports and cost estimates based on design and any
data required:
Following the engineering design of items (b), the consultant is expected to prepare drawings
and cost estimates of the reviewed entire project:
 Preparation of working drawings.
 Preparations of bill of quantities and cost estimates.
 Preparation of implementation schedule.
 Preparation of design reports
 Preparation of specifications and contract documents of all water supply components.
 Presentation of all reports at workshops and progressive meetings organized in consultation
with the client.
(iv) Preparation of Environmental and Social Impact Assessment (ESIA) and
Abbreviated Resettlement Action Plan (ARAP) reports:
The environmental and social safeguard screening of the Jijiga town water supply
project have to done and check and Ethiopian Somali Regional State Water Bureau done
screening and is approved by the region’s bureau of Environment. Accordingly, the
project is categorized as Category 2 as per the standard integrated Safeguard System
which requires the preparation of Environmental and Social Impact Assessment (ESIA)
and Abbreviated Resettlement Action Plan (ARAP). These documents will be prepared
by an independent consulting firm who are officially registered in the Ministry of
Environment, Forest and Climate Change and should have 8 high level experts in it. To
this effect, the consultant under consideration can sub contract the ESIA and ARAP part
to another consulting firm. The most important activities the sub contractor (consulting
firm) is going to do are to follow the national and standard guidelines on EIA processes
and deliverables. Major tasks of the consultants
 Ensure that the design of the project addresses adequately the social inclusion
and gender equality outcomes/outputs of the Project in accordance with the
Program Appraisal Report
  Review of applicable national and international laws related to social and
environmental issues of the project under consideration
 Proper Identification of all stakeholders and potentially affected groups
 Conduct public consultation in accordance with the principle of free, prior
informed and inclusive (women, business people, CSOs, community leaders,
PAPs…) to provide information on the project, its expected impact and secure
feedback that informs the preparation of the Environmental and Social Impact
Assessment and Abbreviated Resettlement Action Plan. The public consultation
will be conducted in the presence of Regional Water Bureau.
 Prepare abbreviated RAP, including, but not limited to, covering the type of
impact (physical and livelihood displacement), the nature of impact (temporary
and permanent) , the number of Households and people affected by type of
impact; the social economic characteristics of the people affected; identifying
the number of vulnerable people (FHH, CHH, elderly…) among the PAPs,
resettlement/rehabilitation actions to be undertaken in mitigation, positive impact
enhancement …
 Prepare the Environmental and social Impact Assessment detailing the expected
impacts, proposed mitigation measures, resources needed, responsible
institution, monitoring indicators for each mitigation measure and
monitoring/reporting processes.
 Ensure that issues covered in the ESIA are addressed in the project design

It should be noted that preparation of the Environmental and Social Impact Assessment and most
importantly the Abbreviated Resettlement Action Plan will be done parallel to the design

(v) Tender Document preparation component based on design review and any updated
data:
After completion of the design phase, the consultant should prepare contract packages
and tendering documents for all water supply components according to the Public
Procurement and Property Administration (PPA) guidelines. However, during this
stage of service, the consultant is expected to work in close consultation with the client.
The consultant will prepare confidential work package documents and provide
(indicative but not limited to) the following services:
 Contract packaging and Draft Procurement Plan
 Bidding documents for works and goods (including prequalification documents and
notices)
 Detail breakdown of engineering cost estimates for all water supply components and any
associated structures
 Preparation of implementation schedule;
 Provision of tendering assistance;
 During tender period, the consultant shall set prequalification criteria and prepare
response to tender queries in collaboration with the bureau.
 The consultant shall prepare invitations for tenders including instructions for tenders, the
format of contract documents and the standard conditions of contract to be used which
shall be agreed beforehand with the client,
 The invitations for tenders, contract documents, drawings, and specifications shall be
adequate in all respects to assure competitive tendering, provide quality control of
equipments, materials and construction to avoid unexpected costs to the extent possible,
maintain an efficient construction schedule and ensure that the project satisfies the
expectations of the client,
 Prepare a notice to invite for competitive bidders that to be advertised in newspaper and
which should contain essential information about the project and also process the
advertisement in coordination with the client,
 Advise the client during the tender opening and evaluation. Up on receipt of tender, the
consultant shall guide the evaluation committee during evaluation of the tender in
accordance with the accepted rules & regulations of procurement. Being a secretary of the
evaluation committee the consultant shall also prepare a bid evaluation report with
recommendations and submit it for the client for its approval,
 After the approval of the contractors’ selection the consultant shall prepare contract
agreement and facilitate its signing.
Task 4 - Training and Knowledge transfer
The consultant shall develop training and workshops which are helpful for smooth
implementation of the project and for capacity building component. The training and
workshops to be provided should be within high level quality standard to strengthen the
capacity of the participant.
Throughout the contract period, the consultant shall periodically hold workshops and trainings
which are directly related to the project purpose.
The consultant shall note feedback obtained from the project owners for consideration prior to
finalizing the tasks. In addition to this, the consultant shall provide training, and the courses
will primarily be held for professionals directly involved in the execution of the project. The
Training shall include theoretical and on – job - training. The transfer of knowledge and skill
can be accomplished through:
Appropriate documentation of each and every activity
Seconded staff and water utility staffs must be part of the field visit and discussion together
with the consultant
Scheduled training and capacity building session has to be planned
On – the – job training
The consultant shall accommodate, organize training time, training venue and provide training
material to all participants. The course materials will be professionally developed and
packaged. They will also be available electronically on a compact disk (CD). The CD will
also include PowerPoint presentations and other course delivery materials. The consultant
shall provide training certificate to all competent participant. The certificate should be color
printed, signed by an authorized person from the project owner and delegated by the
consultant and stamped.
The consultant shall also undertake activities such as preparing additional manuals, giving on
job trainings on system operation, etc.

In addition to the capacity building component of the project listed above, the consultant shall meet
the participation of at least two counterpart staffs for skill transfer.

6. Deliverable of the Service

As an outcome of this service the following deliverables are expected at the end of the
contract
i) Fully detailed study and design water supply and sanitation System with all requirements.
ii) Procedural/Operational manuals for the town water utility
iii) Detail designs and drawings
iv) Procurement packages and bid documents
v) Inception report including methodology that will be used to prepare the assignment
as well as the work plan
vi) Abbreviated RAP prepared in accordance with the standard format
 vii) Environmental and Social Impact Assessment in accordance with the standard
format
viii) A project design and business plan that adequately addresses the social
inclusion and gender equality agenda of the program

7. Staffing Requirements

The Consultant shall provide suitably qualified and experienced competent personnel for the
services, who shall be managed by the Project Manager (Team Leader) and who will
represent the Consultant in performing the services.
The Consultant’s personnel shall include, but not limited to, the following key professionals.
It should be noted that the Consultant is responsible to fix the number of man-months of
personnel for the satisfactory performance of the service required. All staffs shall be fluent in
the written and spoken language of the contract which is English, and shall be fully computer
literate.
Notwithstanding the above comments, the minimum qualifications and experience for the key
staff required by the Client are given here below.

6.1 Project Manager (Team Leader): (Estimated Man month: 6)

 B.Sc./M.Sc./PhD in civil/ water supply/ Hydraulic/ Construction technology and

management/ water resource engineering, with 12/10/ 8/ years' experience in carrying
out, the design and construction supervision of water supply project..
 Experience and personal competence in training
 Minimum of four years' experience, as team leader or project coordinator or resident
engineer, on design and construction of the civil work project is also required.
 He/she shall have renewed professional license.

6.2. Geotechnical Engineer (Estimated Man month: 3)

 B.Sc. /M.Sc./PhD [Geotechnical/Civil or related field] and a minimum of 10/8/6 years in the
Geotechnical investigation design and supervision of town water supply and sanitation
projects.
 He/she shall have renewed professional license.

6.3. Hydrologist (Estimated Man month: 2)

 B.Sc. / M.Sc./PhD in civil/Hydraulic engineering or hydrology or in any other related field and a
minimum of 10/8/6/ years working experience in carrying out the hydrologic study and design
of town water supply projects.
He/she shall have renewed professional license.

Experience and personal competence in training

6.4..Electrical/Mechanical Engineer (Estimated Man month: 2)

B.Sc./M.Sc./PhD in electrical and mechanical engineering and a minimum of 10/8/6/ years'
experience in design, inspection supervision of the installation of electromechanical
equipment for water supply sources and transmissions.
He/she shall have renewed professional license.

Experience in conducting training

6.5 GIS Specialist (Estimated Man month: 2)

 B.Sc./ M.Sc. in Geo-information science and earth observation or other related fields
and a minimum of 6/4 years in mapping of water supply and sanitation or irrigation
projects.
 Experience in conducting training in GIS

6.6 Socio Economist/management specialist (Estimated Man month : 3)

M.A/M.Sc./PhD in Management, economics, sociology, or other related fields and a minimum of

10/8/6/years' total experience in business plan preparation and socio-economic analysis and
study in WaSH projects.
He/she shall have renewed professional license.

Experience in conducting training

6.7 Safe Guard Specialist(Environmentalist) (Estimated Man month : 2)

B.Sc./M.Sc./PhD in environmental science, environment and development or other related fields
and a minimum of 10/8/6/ years' experience in environmental impacts assessment and
mitigation analysis in water supply and sanitation projects.
He/she shall have renewed professional license.

Experience in conducting training

6.8 Surveyor (Estimated Man month : 5)

 The minimum requirement for surveyor is CD/B.Sc. in surveying or other related fields and a
minimum of 8/6 years' experience in topographic surveying of water supply and sanitation or
irrigation projects.

6.9 Structural Engineer (Estimated Man month : 3)

BSc/MSc/PhD [Structure/Civil or related field] and a minimum of 10/8/6 years in the Structural
design and supervision of town water supply and sanitation projects.

He/she shall have renewed professional license.

6.10 CAD Expert (Estimated Man month : 1.5)

The minimum requirement for CAD expert is CD in drafting or other related fields and a
minimum of 4 years' experience in drafting of water supply and sanitation or irrigation
projects.

6.11 Hydrogeologist (Estimated Man month: 3)

B.Sc. / M.Sc./PhD in Geology/Hydrogeology or in any other related field and a minimum of
10/8/6/ years working experience in carrying out the hydrogeological or ground water study
and design of town water supply projects.

He/she shall have renewed professional license.

Experience and personal competence in training

Table1. Proposed experts by person-months

Item Proposed position No. Person-Months Total Remark

No Head Project person
office center months
  Stage I&II          
1 Team leader (civil or water supply engineer) 1 3 3 6 For lump
2 Geotechnical Engineer 1 1.5 1.5 3 sum
contract
3 Hydrologist 1 1 1 2
4 Electromechanical engineer 1 1 1 2
5 Hydrogeologist 1 1.5 1.5 3
6 Socio-economist/management specialist 1 1 2 3
7 Safe Guard Specialist 1 1 1 2
8 Structural engineer 1 1.5 1.5 3
9 Cad expert 1 1.5 0 1.5
10 GIS expert 1 1 1 2
11 Surveyor 1 2 3 5
Total for lump sum contract.   16 16.5 32.5
7 Time Frame and Reporting requirements

The Consultant is expected to finish the assignment within 6 months for study and design of
town water supply project. The consultant should avail his staff during the consultancy
service for proper execution of the service. The consultant shall prepare & submit monthly
progress report at the end of each month within five days of the following month using the
format agreed by the parties.

7.1 Inception Report.

The Inception Report, describes the planning which the Consultant have established for the
project, staffing, detailed program and methodology of executing the work, preliminary
recommendations, system to be adopted, format of different reports and such other remarks
as are deemed appropriate.

7.2 Progress Reports.

Progress reports shall be prepared-monthly using standard format to detail progress

against the implementation program in respect of all project elements and hard outputs.
The reports shall give a brief statement of works performed during the preceding month
and a schedule of work for the next month. During contract supervision and contract
administration period, progress report including information on measurement of the work
executed, equipment and material supplied to the site, used and/or stored, quality test on
earth work, concrete work, construction materials and equipments, labor force, variation
order (if any), payment made to the contractor, acceptance test of structures, problem
encountered and recommendations made by the consultant, photograph recording the
progress of works.

7.3 Workshop and Training Materials and Report

 The Consultant shall prepare as appropriate the necessary documents and materials for
workshop and training to be conducted during the service period. In addition, the
consultant shall report its assessment on the result of the workshop and training.

7.4 Final Report

The Consultant shall prepare a report dealing with the tasks carried, deliverables,
recommendation and lessons learnt.

The Consultant shall submit the reporting and documents in the following number of
copies and periodicity indicated in the table below:

No of copies
No Reports (soft and hard) Estimated submission date
Draft report Within 1 calendar month of
1 5 effective date; Final within one week after
Inception Report
receipt of comment from the owner
Monthly within first week of the following
2 Progress Report 5
month
Monthly within first week of the following
3 Quarter and annual report 5
quarter and the following year
Detail study and design report
(Water supply and sanitation,
Draft Within 5 months effective dates,
ESIA, ARAP, hydrological, Hydro
6 5 Final within one week after receipt of
geological, existing water supply
comment from the owner
evaluation report, Business plan,
socio economic, complete
 No of copies
No Reports (soft and hard) Estimated submission date
drawings)
Draft Within 5 months effective dates,
BoQ and Bid document
7 5 Final within one week after receipt of
(in appropriate packages)
comment from the owner

8 Information catalogue and photos 5 Up on client request

8 Services and Facilities Provided by the client

1. The Somali region water resource bureau and Jijiga water supply and sewerage
Enterprise (JTWSSE), will avail to the consultant free of charge all available
documents relevant to the project.
2. The employer will provide liaison with other Ministries/Departments of the
Government in order to introduce the consultant. The Consultant shall be fully
responsible for collection of data and information from these agencies, as required.
3. The employer will, if required, assist the Consultant in obtaining the necessary
information from Regional Water Resources Development Bureaus, contractors and
consultants.
4. The employer may assign two staff to the Consultant for training in the various aspects
of the Consultant’s duties. Moreover, the employer will assign an appropriately
qualified counterpart to assist the town water supply and sewerage enterprise in his
duties.
5. Pay consulting fee in time as per the agreement
6. Approve and timely give feedback on reports presented by the consultant and reply all
matters that require clients response.
7. Create conducive environment for knowledge transfer and capacity building
9 Additional Responsibilities of the Consultant

 The Consultant shall carry out virtually all element of the services based in Ethiopia.
To this end, the Consultant is required to arrange his own office close to the owners
Headquarters to adequately accommodate his staff. The associate costs for the
provision of office, office equipment, etc. shall be detailed in its financial proposal.

 The Consultant shall provide all staff, labor, offices, accommodation, furniture,
equipment, stationery, transport, utilities and any other resources necessary for the
execution of the services.

 The consultant shall be responsible to arrange the residential accommodation, medical

provisions and other related matters.

 The cost of providing all the consultant’s resources and facilities shall be shown in the
Consultants financial proposal and if not shown shall be deemed to be included in
other costs.

 The consultant shall submit a program of works which shall be approved by the client

 The consultant may provide additional expert required for any overlooked services not
indicated in this ToR.