SayPro RFP – Consultancy for supervision and certification of irrigation infrastructural works. FSSFS CEFA 2022-08

REQUEST FOR PROPOSAL – Professional consultancy for supervision and certification of irrigation infrastructural works in Puntland-Somalia

Organization: CEFA

Opening Date: 25 April 2022

Closing Date: 25 May 2022

Please see complete REQUEST FOR BIDS and BIDDING DOCUMENTS at the following link:

https://e-fop.org/posts/626691802255ac0018632ba7

Tender No: REF: FSSFS-CEFA 2022 08

SECTION 1–LETTER OF INVITATION TO SUBMIT TECHNICAL AND FINANCIAL PROPOSALS

To:

(Name of consultant) 25/04/2022

Re: Professional consultancy for supervision and certification of irrigation infrastructural works in Puntland-Somalia.

Dear Madam/Sir:

1. CEFA – European Committee for Training and Agriculture has received financing from the International Fund for Agricultural Development (“the Fund”) and the Italian Agency for Cooperation and Development (AICS) for the implementation of the “FSSFS-Food Security and Sustainability in Fragile Situations” Project and intends to apply a portion of the proceeds of this grant to eligible payments under this contract. No parties other than CEFA shall derive any rights from the financing agreement or have any claim to financing proceeds.

2. The “Food Security and Sustainability in Fragile Situations” – FSSFS is a four-year project that will be carried out in the regions of Bari and Nugal in Puntland State of Somalia. It includes three main components:

a. Component A: IRRIGATION AND CLIMATE-SMART TECHNOLOGIES DEVELOPMENT

i. Support to the sustainable management of the irrigation infrastructures.

ii. Construction and Rehabilitation of irrigation infrastructures.

iii. Application of climate smart technologies for irrigation infrastructures.**

b. Component B: SUSTAINABLE AGRICULTURE AND LIVESTOCK DEVELOPMENT

· B1: SUSTAINABLE AGRICULTURE DEVELOPMENT

i. Training farmers on sustainable agriculture practices and techniques, with a specific focus on the palm dates value chain.

ii. Support in developing a private sector led supply of inputs.

iii. Value chain capacity building for private sector traders, businessmen and producers.

iv. Establishment of a date processing unit.

· B2: SUSTAINABLE LIVESTOCK DEVELOPMENT

i. Value chain capacity building for private sector traders, businessmen and producers**

ii. Introduction and adoption of a ‘Holistic Natural Resources Management’ (HNRM) approach for sustainable management of rangelands

iii. Increase small ruminant productivity through genetic improvement and feed technology.**

iv. Capacity building for public (Veterinary Officers) and private (CAHWs – Community Animal Health Workers) and public veterinary service providers on disease control.**

v. Deployment of a methodology for Livestock Body Condition Scoring and Assessment**

c. Component C: CAPITALIZATION OF KNOWLEDGE MANAGEMENT

i. Promote and strengthen collaboration with agricultural extension service providers and local authorities through short courses, workshops and provision of critical research inputs.

ii. Capitalization of Knowledge and Documentation of Best Practices.

1. CEFA invites consultants to submit technical and financial proposals in accordance with the documents attached to this letter and the annexed Terms of References (TOR).**
2. The Client intends to hire a consulting firm or a non-profit organization (the “Consultant”) to provide Professional consultancy for supervision and certification of irrigation infrastructural works in Puntland-Somalia. The works have been subdivided into the following lots

FSSFS CEFA 2022-02-LOT 1A

Rababble and Shimbirely

Construction of Irrigation Network in Rababble and Shimbirely- Puntland, Somalia

3 months of construction plus 3 months of Defect liability period

FSSFS CEFA 2022-02-LOT 2A

Rababble and Shimbirely

Shallow well protection and solar works in Rababble and Shimbirely- Puntland, Somalia

3 months of construction plus 3 months of Defect liability period

FSSFS CEFA 2022-02-LOT 2B

Jilab-Garowe and Barokhle

Solarization of Borehole and Shallow well in Jilab-Garowe and Barokhle Puntland, Somalia

3 months of construction plus 3 months of Defect liability period

The consultant will be selected under Quality and Cost-Based Selection (QCBS) *method in accordance with the procedures set out in the IFAD Procurement Handbook which are provided on the IFAD website^[1]. **

1. Objectives of the consultancy

The main objective of the consultancy is to ensure proper quality to the physical implementation of the civil works for construction/rehabilitation of targeted infrastructures as per the design within the stipulated time frame and budget.

To achieve the stated objective, CEFA wishes to engage a qualified and experienced Consulting Firm to execute the assignment on contract basis. The consultant shall have a proven track record and extensive hands-on experience in feasibility study, planning, design and supervising construction of irrigation and solar projects in developing countries especially in East Africa. The consultant shall have good knowledge and understanding in working within smallholder farmers in implementation of irrigation projects in Somalia. Specifically, the individual MUST have successfully undertaken supervision of at least two (2) irrigation construction supervision projects.

2. Description of the works

The main works to be undertaken by contractors and to be supervised by the consultant comprise the following:

1. Construction of Irrigation Network in Rababble and Shimbirely- Puntland, Somalia-FSSFS CEFA 2022-02-LOT1A

1. HDPE pipes

i. Conveyance-125m long-63mm Diameter Pipe

ii. Mainline- 220 m long-63 mm diameter pipe

iii. Submains- 1149 m long -40mm diameter pipe

iv. Bubbler lateral tubes 608 m 12 mm diameter

1. Installation of 152 bubblers together with accessories

2. Provision of valves and valve boxes at locations shown in the drawings

2. Shallow well protection and solar works in Rababble and Shimbirely- Puntland, Somalia -FSSFS CEFA 2022-02-LOT2A

1. Construction of concrete cover to protect the shallow well from flood water

2. Construction of a ground Solar mounting structure

3. Installation of solar driven submersible pump,

4. Installation of Draw off pipe from the shallow well

5. Installation of PV-solar panels, inverter, and other installation materials

3. Solarization of Borehole and Shallow well in Jilab-Garowe and Barokhle Puntland, Somalia -FSSFS CEFA 2022-02-LOT2B

1. Construction of a ground Solar mounting structure

2. Installation of Draw off pipe from the shallow well

3. Installation of PV-solar panels, inverter, and other installation materials

4. Laying of conveyance pipes 370 m long

Location of the proposed locations

The proposed works will be in:

1. Rababble -located approximately at Latitude 8.282644° N and Longitude 48.295783° E

2. Shimbirely -located approximately at Latitude 8.604457° N and Longitude 48.800392°E

3. Jibal-Garowe-located approximately at Latitude 8.420528° N and Longitude 48.535303°E

4. Barokhle-located approximately at Latitude 10.515489° N and Longitude 49.23228E

3. Scope of the consultancy

The scope of services for all the construction supervision will be:

· Construction supervision;

· Post construction supervision services.

3.1. Construction supervision

The consultant will be tasked to conduct the following three main duties:

1. Inspect and verify that the materials supplied by the contractor meets all the specifications and are of the correct measurements and quality.

2. Ensure and confirm that the construction and installation process and methods meet internationally acceptable standards

3. Ensure and confirm the completed works is adequately tested and both the solar and irrigation components work harmoniously. The Consultant will prepare, sign and issue a works completion certificate to the Contractor and the client, certifying that the irrigation network is properly operational and all construction works are completed.

To achieve the above main objectives the consultant will undertake the following specific tasks as the Engineer responsible for the works:

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. Visit the site on critical times as necessary during the construction (Especially On-Site handover, on materials delivery, testing and commissioning) 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 businesses affected by any 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. Upon completion of the Works, carry out the necessary inspection, specify and supervise any remedial works to be carried out and, upon completion, propose to CEFA /Project Engineer; a date for a joint inspection, prior to the issuance of the Certificate of Substantial Completion;

13. Monitor the implementation of the ESMP via a checklist and ensure compliance with the Environmental guidelines given by CEFA

14. Review and comment on or approve as-built drawings prepared by the Contractor;

15. Prepare and Submit Inception, Progress, Final and Special Reports; and

16. 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.**

3.2. Post construction services

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

1. Inspect the Works at appropriate intervals during the Contractor’s Defects Liability Period; and, prior to expiration of the Defects Liability Period, prepare a final deficiency list, supervise remedial works and recommend to CEFA/Project Engineer the date of the Final Inspection of the Works;

2. Carry out the Final Inspection of Works together with representatives of CEFA /Project Engineer and the Contractor;

3. Prepare and issue the Final Acceptance Certificate in consultation with CEFA /Project Engineer and the collaborating agencies; and

4. Prepare the Final Payment Certificate.

5. Prepare as built drawings for the completed works

4. Reporting/Deliverables

The Consultant shall prepare and submit to CEFA the following reports and documents, in English, and in a format approved by CEFA/Project Engineer. Electronic copies shall be in Microsoft Office format and in Adobe pdf format. All reports and documents relevant to the services, including maps, field survey notes, computer programs, shall become the property of CEFA.

4.1. Inception Report

The Inception Report for the construction supervision services shall be submitted within 2 weeks of the last site handing over to the contractor. It shall include the following:

· 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, and ensuring compliance with environmental protection and other requirements;

· Proposed site communication procedures and recordkeeping;

· Detailed program of work, showing time, duration and personnel, as well as inter-relationship between activities;

· Contractor mobilization status and any preliminary progress of works

· Format of Lot Completion Reports and progress report.

4.2. Summary Progress reports

A summary progress report will be produced by the consultant upon completion of at least 50% works by the contractor. This report will form the basis of making interim payment to the contractors. Progress reports shall be submitted for each lot.

These reports shall cover:

· Project Summary information

· Physical works completed at the time of report

· Social, Environmental and Monitoring checklist duly analysed with recommendations and action points

· Interim Payment Certificate

· Progress Photographs.

4.3. Lots completions reports

Lots Completion reports shall be submitted within two weeks after at the end of construction for each lot.

These reports shall cover:

· Project Summary information

· Physical and technical aspects of completed works specific to a particular site location

· Financial summary on the contractors

· Interim Payment Certificate

· Quality of construction;

· Schedules of change of scope, variations orders and claims;

· Discussion of major problems and recommendations to address same;

· Supervision activities carried out for the lot

· Social and Environmental issues addressed within the project

· Photo plates for the construction process and final product

· Site handing over certificates

4.4. Final Completion Report

Within two weeks completion of the Defect liability Works, the Consultant shall prepare a Final Report for each lot which will form a comprehensive record of all the construction works for all farms 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:

· Project Summary information

· Financial and physical summary of the Works;

· Final payment certificates

· Summary of contract data and variation orders;

· Engineering report;

· Schedules of change of scope, variations orders and claims;

· List of defects and remedial measures taken by contractors

· As-built drawings, in hard copies and CDs;

· Copies of important Project records, properly indexed and presented as annexes to the Main Report;

· Photo plates for the construction process and final product

· Completion certificates

5. Academic Qualifications and Experience of the consultant

5.1. Lead Consultant/supervisor (Civil/Agricultural Engineer)

· The Consultant will be a qualified and competent professional in Civil/ Agricultural/ Water/ Environmental/ Hydraulic Engineering with a minimum of 10 years’ experience in design and supervision of irrigation projects. The lead consultant/Supervisor must have designed or supervised at least 2 pressurised irrigation projects of a similar nature, in sub-Saharan African countries within the last 5 years.

· The candidate must posses a BSC. Degree in Civil/ Agricultural/ Water/ Environmental/ Hydraulic Engineering from a reputable institution of higher learning.

· He/she will be responsible for the overall coordination and management of the site’s Contractor’s services to ensure the satisfactory fulfilment of the requirements. He/she shall perform all the functions of the Engineer’s Representative, as defined in the construction Contract. Specific duties and responsibilities will include but not limited to:

· To be the link between CEFA and the consulting Firm, and CEFA and the selected contractors

· Coordinate, direct and supervise the professional and technical staff in the performance of their specific duties;

· To accept and execute any delegated duties by CEFA project manager and represent CEFA interests in the execution of the works

· Provide overall supervision and contract administration of the construction Works;

· Approve the Contractor’s work program, monitor progress of Contract implementation, and in case of delays advise on remedial actions as required;

· Prepare Inception, progress, completion reports and Final Reports;

· Liaise with CEFA/Project Engineer in all matters relating to the implementation of the Scheme and ensure that CEFA /Project Engineer is adequately appraised of all happenings on the Scheme site;

5.2. Inspector of works

· The Inspector of works will be a qualified and competent professional/technician in Civil/ Agricultural/ Water/ Environmental/ Hydraulic Engineering with a minimum of 6 years’ experience in design and supervision of irrigation projects. The Inspector of works must have supervised or constructed at least 2 pressurised irrigation projects of a similar nature, in sub-Saharan African countries within the last 5 years.

· The candidate must possess a Minimum of Diploma in Civil/ Agricultural/ Water/ Environmental/ Hydraulic Engineering from a reputable institution of higher learning.

· He/she will work under the direction of the Lead Consultant or supervisor to implement decisions of the supervisor in coordination and management of the site’s Contractor’s services to ensure the satisfactory fulfilment of the requirements.

· Specific duties and responsibilities will include but not limited to:

· Take part in the site handing over

· Observe construction work on site to ensure they are compliant with specifications and BoQs

· To be present at each site during critical installations as the supervisor may deem necessary.

· Provide technical guidance to the contractors in executing the works

· Communicating to the contractors the directions, orders, variations given by the lead supervisor

· Take field measurements and accreditation/Certification of the completed works and report to the lead supervisor

· Participate in final inspection of the Works;

Please see complete REQUEST FOR BIDS and BIDDING DOCUMENTS at the following link:

https://e-fop.org/posts/626691802255ac0018632ba7