Peace Winds Japan
Individual Consultant to Conduct Desk Review of existing reports, Field Data Collection, Supervise Borehole Survey and Hydrogeological Evaluation of existing boreholes, and Updating of Masterplan Report for Water supply Infrastructure in Kakuma Town, Kakuma Refugee Camp and Kalobeyei Integrated Settlement, Turkana County
Terms of Reference
1.0 Background and Rationale
Peace Winds Japan (PWJ) is an international non-governmental organization established in 1996. PWJ provides humanitarian and development assistance for people affected by conflict, forced displacement, and natural disasters in more than 20 countries in the world. PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by United Nations agencies, the European Union, and the Government of Japan. PWJ projects focuses on WASH (water, sanitation, and hygiene), sexual and reproductive health, livelihoods, shelter, logistics, and youth development. These projects are improving the well-being, self-reliance, and living environments of refuge and host populations in Turkana, Garissa and West Pokot Counties of Kenya.
PWJ in partnership with JICA with funding from the Government of Japan is implementing a project to improve water supply services in Kakuma Refugee Camp and Kalobeyei Integrated Settlement.
As part of the project PWJ will be implementing preparatory studies in Kakuma and Kalobeyei settlements in Turkana County.
PWJ therefore intends to engage the services of a water supply engineering consultant to provide the mentioned services.
2.0 Assignment Objectives
PWJ seeks the services of an experienced water supply consultant to support Desk Review of existing reports, Field Data Collection, Supervise Borehole Survey and Hydrogeological Evaluation of existing boreholes, and Updating of Masterplan Report for Water supply Infrastructure in Kakuma Town, Kakuma Refugee Camp and Kalobeyei Integrated Settlement, Turkana County
3.0 Scope of Work
(a) Desk Review and Field Data Collection
During assignment the consultant will be required to undertake the following activities.
- To undertake a desk review of the existing reports on water resources planning and water supply design
- Undertake field work to understand the project context, and conduct interviews with key stakeholders at county, UNHCR and camp levels to update gaps in existing data
- Update/ collect data with reference to the following information:
- Population projections
- Water demand forecasts
- Urban planning and water supply
- Infrastructure condition of existing water supply and distribution system
- Current Water Service organization, revenue collection system and operation and maintenance
(b) Borehole survey and conduct hydrogeological evaluation of existing boreholes
- Supervise borehole survey. The survey shall comprise pump-testing of existing 23 boreholes to determine hydraulic parameters of aquifer units and safe abstraction yields of boreholes. The scope of the survey shall include: A 3 hour calibration test conducted at maximum pump discharge to calculate the most suitable discharge rate for the constant discharge test, A constant discharge test, conducted at a discharge rate of 26.6 l/s over a 24 hour period and a recover test, where the water level recovery was measured to 97% of its original (pre pumping) level
- Generate a hydrogeological evaluation report of existing boreholes including a model of groundwater under current and projected abstraction conditions
NB. PWJ shall engage a contractor to undertake the borehole pump-testing activities.
(c ) Update Existing Water Supply Masterplan
The consultant shall utilize the information from activities (a) and (b) above to update the existing water supply masterplan. Under the master plan the consultant shall propose priority interventions following guidelines on water infrastructure planning by the Ministry of Environment Water and Irrigation. Priority interventions shall be costed.
4.0 Timelines for Deliverables
The timelines for the expected deliverables under this assignment are shown in the table below:
Deliverable
Format
Timelines
Inception Report
Work plan as Gantt Chart
0.5 Weeks after contract signing
Desk Review Report
Main Report & Executive Summary in MS Word + Hard copies (3), PPt Presentation,
MS Excel
Draft (1.5 weeks) & final (2 weeks) after contract signing
Borehole Survey and Hydrogeological Evaluation report & Draft Updated Masterplan
Main Report & Executive Summary in MS Word + Hard copies (3), PPt Presentation,
MS Excel
6 Weeks after contract signing
Final Updated Masterplan report with priority works
Complete set of documents complying with applicable standards in MS Word, PDF as applicable
8 weeks after contract signing
5.0 Anticipated Level of Effort (LoE)
This assignment will require an estimated Level of Effort (LoE) of 48 person-days as broken down below:
Activity
Time Input (man-days)
Inception Report
3
Desk Review Report
10
Field Data Collection & Borehole Survey in Kakuma
15
Draft and Final Reports (Updated Masterplan, Borehole Survey and Hydrogeological Evaluation)
20
6.0 Duration of the Assignment
It is anticipated that the assignment will take place over a period of 2 months (8 weeks) spread between November to December 2023.
7.0 Necessary Consultant’s Qualifications and Experience
The water supply engineering consultant shall comprise a team with an individual lead consultant (water supply engineer) and a hydrogeologist. The consultant shall be required to demonstrate experience of at least 15-20 years undertaking assignments of similar complexity and scope. In addition, the consultant must be personally available to undertake the work as and when required and will be accountable, for ensuring project deliverables.
8.0 Consultant’s Qualifications
The qualifications, skills and experience required in the water supply engineering consultant team shall be as follows:
Lead Consultant (water supply engineer)
- Lead consultant shall possess at the minimum a bachelor’s degree in civil engineering, water engineering or related, with between 15 -20 years’ relevant experience; Registered as a professional engineer with the EBK (provide CV and valid practice certificate)
- Experience undertaking feasibility studies, detailed engineering designs for water supply interventions for at least 5 projects of similar nature and complexity
- Technical skills in preparation of engineering reports
Hydrogeologist
- Hydrogeologist with a minimum of bachelor’s degree in geology and masters in geology and 15-20 years relevant experience; Registered as a hydrogeologist by the Ministry of Environment, Water and Irrigation (provide CV and valid practice certificate)
- Experience in conducting of groundwater assessment and modelling studies and borehole surveys on at least 5 projects of similar nature
- Technical skills in preparation of engineering reports
9.0 Technical Proposal
The consultant’s technical proposal shall contain the following:
- Understanding of assignment and planned approach
- Work Plan with clear duties and responsibilities for each team member
- Summary of Consultants experience in undertaking assignments of similar scope and/or complexity (last 5 years)
- Qualifications and Experience of Consultant’s team
- Relevant practice certificates
- Sample reports (2 each of engineering studies and borehole survey/ groundwater assessments of similar nature)
- Detailed CVs indicating a minimum of 3 references from reputable organizations that the consultant has worked with over the past 5 years clearly indicating description of assignment, date/s of execution, name of organization and details of contact person (e-mail and telephone contact)
Note: The consultant’s technical proposal shall not exceed 5 pages. This excludes any annexes.
10.0 Financial Proposal
The consultant’s financial costing to undertake the assignment will be provided as part of the proposal and should cover all costs associated with execution of the planned activities, including professional fees and any other related expenses.
The consultant will utilize the following budget template for their financial proposal:
Description
Unit
Qty
Rate (KSh)
Amount (KSh)
Consultants professional Fees
man-days
Airport transfer costs
trips
Communication costs
LS
Taxes (indicate relevant tax)%
Total
11.0 Support to be provided by the client
PWJ shall facilitate the consultant with the following support while undertaking the assignment:
- Flight Travel (Nairobi – Kakuma)
- Provision of Transport to the consultant’s team while working in the field
- Provision of Meeting venue/s and/or desk space while in the field
- Accommodation while in the field
Scoring of Technical Proposal
The technical proposal shall be evaluated against a total mark of 80% with pass mark of 60%.
Criteria
Assessment
Total Score (%)
Demonstrates clear understanding of the terms of reference
excellent understanding ToR = 8 – 10
some gaps in understanding of ToR = 5 – 7
poor demonstration of understanding ToR <5
10
Clear methodology and approach to assignment
clear and detailed methodology which includes all critical aspects and comprehensive approach to assignment = 12 – 20
clear methodology but missing some details which are not critical to assignment = 8 – 12
methodology missing critical aspects < 8
20
Experience in undertaking assignments of similar scope and/or complexity (last 10 years)
Experience in 5 or more relevant assignment of similar complexity/ more advanced nature (over the last 10 years) = 12 – 20
Experience in at least 3 relevant assignments of similar complexity/more advanced nature (over the last 10 years) = 8 – 12
Experience in 2 or less relevant assignment of similar complexity/more advanced nature / not adequate (over the last 10 years) < 8
20
Experience and Qualifications of Lead Consultant (CV & practice certificate attached)
The Lead consultant meets the academic requirements with at least 15 years of relevant experience and 10 years or more conducting similar assignments = 8-12
The Lead consultant meets the academic requirements with at least 10 years of relevant experience and 5 years conducting similar assignments = 5-7
The Lead consultant meets the academic requirements with at least 8 years of relevant experience and 3 years conducting similar assignments <5
12
Experience and Qualifications of Hydrogeologist (CV & practice certificate attached)
Hydrogeologist meets the academic requirements with at least 15 years of relevant experience and 5 years or more conducting similar assignments = 3-5
Hydrogeologist meets the academic requirements with at least 10 years of relevant experience and 5 years conducting similar assignments = 2
Hydrogeologist meets the academic requirements with at least 10 years of relevant experience and 5 years conducting similar assignments <1
5
Realistic work plan attached
Detailed and comprehensive work plan which captures all the key activities = 4-5
Work plan misses some of the activities = 2-3
Work plan missing critical aspects or not included <2
5
Minimum of 4 Reports Provided
Minimum of 4 acceptable reports (2 engineering, 2 hydrogeological) provided as required =5
2 – 3 reports provided = 3
Only 1 report provided or none = 0
5
CV and Practice Certificates Attached
CV and practice certificates attached for each consultant = 3
CV and practice certificates not provided = 0
3
Scoring of financial proposal
The financial proposal for each bidder meeting the required pass mark for the technical evaluation shall be evaluated against a total score of 20% weighted using the following formula:
financial score = lowest priced passing bid/ price of other bid *20%
Computation of Total Score for evaluated Bids
Total score shall be computed by summing up the technical scores and the weighted financial scores.
total score = technical score of bidder + weighted financial score
Determination of Award
Award shall be made to the bidder with the highest evaluated total score as computed above.
13.0 Validity of Bid
Bidders shall clearly indicate that their bid is valid for a period of not less than 30 days from the date of submission.
14.0 Proposal Submission
The Technical & Financial Proposal shall be submitted comprising (a) Letter of submission duly signed by authorized bidder representative, (b) Main Technical & Financial Proposal document in PDF format, (c) Attachments to Technical Proposal in PDF (4 Sample Reports, CVs, Degree certificate, Practice license/s).
How to apply
All submissions should be made to [email protected] on or before 1 November 2023 at 3:00PM EAT.