Preliminary technical assessment, BoQ preparation and supervision of rehabilitation/construction of VIP latrines in schools and IDP camps in Johwar

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 Toilets and promote Hygiene, CEFA is implementing rehabilitation/ Construction of VIP latrines in schools (4) and IDP camps(3). A total of 118 latrines constituting male, female and PWDs with installation of water, soap points and solar lighting.

Objectives of the Consultancy

1. The objective of the consultancy is to, in collaboration with CEFA technical team, assess the feasibility of rehabilitation/ construction works of pre-identified toilets within 4 schools and 3 IDPs camp in Jowhar District (Hirshabelle, Somalia);
   1. Carry out water demand for the selected project vis a vis the potential sources of water;
      1. Provide detailed design, drawings and BoQ for all proposed infrastructures
         1. Conduct the supervision of the works implemented by the selected contractor(s).

Scope of Consultancy:

This assignment will be executed in Three (3) phases.

1. Phase one (1) will consist of technical/feasibility studies, survey and detailed design,
2. Phase two A (2A) will consist of supervision of the construction works.
3. Phase two B (2B) will consist of supervision / Inspection during the defect liability period (DLP)

Specific tasks to be undertaken by the Consultant in each per phase

Phase one (1) – Technical/feasibility studies, Survey and Detailed Design

This phase will be characterized by initial stakeholder engagements, Site visits for the assessment of the already identified sanitation facility to be constructed / rehabilitated in Johwar, preposition of design alternatives, topographical surveys and mapping of sites, detailed design, drawings and development of bill of quantities.

During Phase-1 of the assignment, the consultant will be expected to carry out the following tasks:

1. Engage relevant stakeholders and beneficiaries of targeted camps/ schools in the final site assessment;
2. The consultant will conduct technical feasibility of the proposed sites in terms of the rehabilitation / Construction Works needed;
3. Assess the beneficiary community water needs and propose interventions to satisfy the water demand (according to SPHERE standards);
4. Carry out topographical survey and mapping of the location of proposed infrastructure;
5. Conduct detailed design of the proposed infrastructure. Generate a detailed and accurate BoQ and Engineers estimate for the designed facilities; The design should include dedicated latrines for PWD as well as accessibility features
6. Identify negative Environmental and social impacts the proposed project may pose to the environment and community

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

During 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 provisions of 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 works in particular during Site handover, setting out of works, materials delivery, concreting, testing and commissioning and to observe and report to the Client 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 including drawings and specifications.
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 Project Manager
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 upon completion of works;
15. Review and comment on or approve as-built drawings prepared by the Contractor;
16. Prepare and Submit Inception Report, Monthly Progress Reports and Final Report and any Special Reports as may be required by the project manager;
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 provision of condition for contract works.
    

    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; 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 and issuance of the End of Defects Liability Certificate to the Contractor at the End of Defects Liability Period;
7. Review of contractor’s Final Statement of accounts and Submission of the same to CEFA Project Manager at the End of Defects Liability Period completion to the contractor upon completion of works;
8. Prepare as built drawings for the completed works

Summary of Deliverables

The expected deliverables are as follows:

Phase 1-Design Phase

All reports including design calculations will be submitted to 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

1. 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 assignment; General information about the firm/individual including physical facilities available for this assignment; Detailed work plan and activity schedule with clear 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 including location maps.
2. It is only upon review and acceptance of the Inception Report by the Project Manager that the Consultant will be deemed to have completed this deliverable of the assignment.

2) Feasibility study and draft design report

This report will be submitted within 6 weeks after signing the contract. The report will consist of the following:

1. Synopsis of the assignment including inception;
2. Design criteria and considerations for the proposed sanitation and water supply systems (;
3. Location maps of the proposed projects sites;
4. Layout of proposed water supply systems;
5. Design Consultation for water demand modeling, pipeline hydraulics and sizing etc;
6. Calculation for solar design and pump sizing;
7. Detailed analysis of project alternatives including preliminary cost estimates for sanitation and water supply in both schools and IDP camps;
8. Proposed most suitable alternatives with clear justifications in line with the local prevailing situation;
9. Draft BOQs for the proposed most suitable options or alternatives;
10. Draft Detailed Drawings including layouts for the most suitable options or alternatives;
11. It is only upon review and acceptance of the Feasibility Study and Draft Design Report by the Project Manager that the Consultant will be deemed to have completed this deliverable of the assignment.
12. The Consultant will be required make one presentation of this report (in person or on-line) to the client and relevant stake holders.

3) Final Design Report – Sanitation facilities and Water Supply Systems

1. Design criteria and considerations for the proposed sanitation and water supply systems;
2. Detailed location maps and layouts for the proposed sanitation facilities and water supply systems;
3. Detailed construction drawings for the proposed rehabilitation / construction works for water supply and sanitation works to include for both Civil and Electromechanical works;
4. Detailed Bills of Quantities and Engineers Estimates for the proposed sanitation facilities and water supply systems;
5. Detailed specifications of materials, equipment and construction methodologies for the proposed works in-line with local and international standards for the same;

II. Phase 2-Construction supervision

The objective of construction supervision is to ensure quality implementation of physical works 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 report shall be submitted within two (2) weeks after site handing over to the Contractor.

The inception report will comprise but not limited to the following:

1. The Contractors’ state of mobilization.
2. Any changes to the composition of the Consultant’s team.
3. Proposed methodology for carrying out the services, including quality, progress and cost control,
4. Proposed site communication procedures and recordkeeping.
5. Detailed program of work, showing time, duration and personnel, as well as inter-relationship between activities;
6. Site handing over certificate (Fully signed);
7. Revised contractor’s work plan and method statement (Annexed)
8. Format of Monthly Progress Reports;
9. Format of measurement sheets;
10. Format of site instruction sheets; and
11. Format of daily record sheets including for weather, mobilization, etc

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 but not limited to the following:

1. Physical progress of works within the reporting month for each item works / BOQs;
2. The cumulative progress of works up-to the end of the reporting month with cumulative percentage progress for each item of works / BOQs;
3. Financial progress of the works and comparisons with as-scheduled progress, in tabular and graphical form.
4. Contractor mobilization;
5. Quality contractor during of construction;
6. Activities of the Consultant;
7. Activities of the Contractor(s);
8. Information on Contractor’s equipment, personnel and materials on site;
9. Copies of site meetings;
10. 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:

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