LRFP - 2018 - 9142147 - Operation and maintenance of the complete water supply infrastructure at Rukban to provide water to 50,000 people

TERMS OF REFERENCE FOR SERVICE CONTRACTING

Assignment: Operation and maintenance of the complete water supply infrastructure at Rukban to provide water to 50,000 people.

Location: Rukban, Mafraq Governorate, Jordan.

Duration: 12 months.

Start Date: October 1st, 2018.

End Date: September 30th, 2019.

Reporting to: WASH Officer, WASH section.

1. JUSTIFICATION/BACKGROUND

   UNICEF is the Lead Agency for Humanitarian interventions in the Water, Sanitation and Hygiene (WASH) sector in Jordan. Under this responsibility, UNICEF provides water, wastewater and hygiene facilities and services to Syrian refugees living in Za’atari, Azraq and King Abdullah Park refugee camps, and in the temporary settlement at Rukban, at the north-eastern border with Syria.

   As Lead Agency for Humanitarian interventions in Jordan, UNICEF took over the responsibility of water provision to Rukban in April 2016. Since then, UNICEF has progressively expanded the infrastructure and modality of water delivery. Owing to the particular nature of Rukban, the infrastructure was expanded in phases, as circumstances changed and needs increased. The initial works in Rukban involved the construction of water storage facilities (Water Station 1) approximately 4 km from the point of distribution, with a pipeline and elevated tanks constructed to distribute the water along the berm. The water system was later expanded through the construction of additional storage facilities (Water Station 2) and in September 2017, UNICEF completed the construction and installation of a new borehole, reverse osmosis treatment and pipeline/distribution system. Up until this time, water was supplied from Ruwayshed Water Treatment Plant over 100km away, and later supplemented by water from Hadalat, over 100km away, and was limited to approximately 650 m3/day. The current water supply system provides an average of 950 m3/day of treated water to an estimated 50,000 people through the two water distribution networks. The water is pumped from the post-treatment storage tanks along a 12.8 km pipeline connecting the Borehole/Reverse osmosis site to Water Station 1 and Water Station 2. From these water stations, water is pumped across No Man’s Land to elevated water storage tanks and from these tanks, along mini water networks via hoses and tapstands.

In view of the challenging water situation at Rukban, and the critical importance of maintaining a consistent supply of water, there is need for a robust and consistent operation, maintenance and repair of the water supply infrastructure in a secured environment to ensure reliability of service and consistency of supply. On this basis, UNICEF seeks the services of a highly qualified and experienced Contractor to ensure reliable operations, maintenance, repairs and security of the complete Rukban water system, comprising one borehole, reverse osmosis treatment system, pipeline and distribution systems, and associated infrastructure, for a period of one year. The duration of the contract will be based upon the needs and the population at Rukban, and may be extended or terminated, and required volumes increased or decreased, as per the needs, funding availability and the performance of the Contractor.

Bidders should carefully take note of the exact location of the water system, which is located at the Jordanian-Syrian border in the North East of Jordan, which is a closed military zone.  Part of the water supply system is across the No Man’s Land zone between Jordan and Syria. The successful Contractor will be expected to work inside this No Man’s Land, under JAF protection however, it is not expected that regular visits will be required, just occasional visits to the water storage tanks and the pipeline to check on the integrity and in the event that there are any issues reported or suspected.

As the complete Rukban water system is in a designated military area, access for personnel, equipment and vehicles is restricted, with access permitted only through a strict permit system. Rukban is accessible through either Hadalat or Karama/Bustana checkpoints (subject to confirmation of permission). The route via Hadalat is paved for 110 km and via Karama/Bustana is paved for 70 km, thereafter it is a track through the desert, for 46 and 75 kms respectively, which can be impassable during rains or dust storms.

Currently, the daily volume of water (approximately 950m3) is produced through the operation of the borehole and reverses osmosis plant for approximately 20 hours per day (in winter this may reduce to 13 to 14 hours/day as water consumption decreases). Water is pumped along the pipeline from the post-treatment tanks for approximately 20 hours per day. Most of the water (approximately 650 m3/day) is distributed through the pipeline across No Man’s Land from Water Station 1, with approximately 300 m3/day distributed from Water Station 2. UNICEF is investigating options to increase the daily production rate and to further increase the volume of water flowing pumped across No Man’s Land through Water Station 1. Water is supplied from Water Station 1 across No Man’s Land for approximately 8 hours per day, and for approximately 4 hours per day from Water Station 2.

Owing to the remoteness of the location, there is no connection to the electricity grid. The power for all of the equipment is provided by specific generators at the respective location (Borehole/Reverse Osmosis site, Water Station 1 and Water Station 2) which will be operated and maintained under this contract.

There is no Jordanian mobile phone coverage at Rukban. To facilitate communication, UNICEF will provide UHF radios for all three sites, and for the Project Manager, and one UHF set will be assigned to the UNICEF Focal Point to facilitate easier communication.

UNICEF has engaged a local non-profit company, Better World, to oversee the supply of water on the Syrian side, and to undertake basic measurements of water quality (conductivity and FRC), and to carryout basic repairs to the system.

A map of the general location, and detailed layouts of the five sites (and pipeline routes and distribution systems) are given in Annex A. Technical details are given in respective Annexes, as detailed below.

1. OBJECTIVES

This key objective of this contract is to ensure the consistent delivery of treated water as per Jordanian drinking water quality standards to an estimated 50,000 people from the borehole/treatment system at Rukban, across No-Man’s Land, to the distribution network along the Syrian border. The Rukban system is expected to be operational every day, with operational hours sufficient for the daily water supplied. Currently, the water supplied is around 950 m3/ hour, pumped over a period of 16 hours from the post-treatment tanks to Water Station 1. However, the Contractor is expected to operate during, but not limited to, the core pumping hours between 7:00 a.m and 5:00 p.m (from Water Station #1) or until the determined water quantity has been delivered for that day, determined as needed.

This contract aims at ensuring reliable and consistent treated water supply to an estimated 50,000 people in Rukban throughout the period of the contract. The specific objectives include:

1. To ensure the safety and security of installations and equipment along the complete water system at Rukban
2. To ensure effective operation and maintenance of the complete water system/infrastructure at Rukban
3. To proactively undertake routine preventive maintenance of the complete water system at Rukban, and associated infrastructure including (but not limited to) the borehole, water treatment, water storage, pipeline infrastructure, water distribution, generators and automated dataloggers (discharge rate, water level, pH, turbidity and conductivity)
4. To ensure that the water delivered meets the Jordanian National Drinking Water Standards and is consistently treated (including chlorination)
5. To promptly undertake required repairs of all installations and anticipate when these are required
6. To monitor the water levels, discharge and water quality parameters, taking corrective action when required
7. To measure, record and analyse the agreed parameters relating to pumping regime, water levels and water quality
8. To maintain the prefabricated WASH blocks (4 doors) at the UNICEF-supported Health clinic in Rukban (adjacent to Water Station 2)

   This project will target the entire population at Rukban, which is currently estimated at 50,000 people, and is subject to rapid change (influxes and possibly returns) in addition to the water supply needs for the humanitarian agencies and clinics in the Service Area.

1. SCOPE OF THE WORK (WORK ASSIGNMENT)

The Contractor is expected to perform the following activities at the stated frequency and location and provide status updates and reports monthly, and whenever required and requested by UNICEF:

1. Maintain safe and secure environment at three sites (borehole/RO site; Water Station 1 and Water Station 2)

The Contractor is expected to ensure the security of all locations and infrastructure sites of the complete water system (24 hours a day and seven days a week). CCTV cameras have been installed at the borehole, Water Station 1 and Water Station 2 and these need to be monitored and action taken as required. In addition to providing security, the staff should maintain a daily entrance logbook and ensure that all visitors, including the Contractor’s staff, log all movements into and out of the facilities and that there is no entry by unauthorised personnel. The key activities are as follows:

• Provide security to the complete water system and related facilities 24 hours/day, seven days a week
• Immediately report any security breach to the Jordanian Military and UNICEF
• Control access to all water supply infrastructure, and maintain a log book for tracking all personnel, vehicles and materials movement in and out of the sites
• Coordinate and liaise regularly with the security forces
• Properly maintain the records of CCTV cameras and make security analysis wherever and whenever needed.

1. Operate the equipment at the Borehole/Reverse Osmosis site as per the operation procedures

In accordance with the technical and standard operating procedures established by the respective construction companies (for the borehole, treatment system, storage area, pipeline and filling area), and any subsequent addendum by UNICEF or its designate, the Contractor will fully and properly operate the equipment at the Borehole/Reverse Osmosis site[1]. The operation of the borehole shall include any future modification in design and operating procedures as deemed necessary by UNICEF or agreed with the Contractor, during this operation.

In the event of a technical fault with the main transmission pipeline, the filling station at the Borehole/Reverse Osmosis site will be operated under this contract. UNICEF is responsible for the arrangement and supply of fuel to all three sites. In the event of a technical fault with either pipeline across No Man’s Land, flow will be diverted to the alternate Water Station.

Technical specifications of each of the components and the site layout are given in Annex B. The key activities are as follows:

• Safely operate the submersible pump, lifting/booster pumps, generators, reverse osmosis units, filtration units, storage tanks, filling stations etc as per standard operation procedures and as per needs
• Operate chlorinator with the appropriate concentration of chlorine, and other dosing systems to ensure water is supplied in accordance with national standards
• Undertake water quality monitoring in accordance with the water quality monitoring framework (recording of pH, conductivity, temperature and turbidity of the raw and treated water every hour). Measurements to be recorded in templates provided by UNICEF
• Monitor and record the level of Free Residual Chlorine of the discharge point into the pipeline every hour. Measurements to be recorded in templates provided by UNICEF
• Collect water quality samples for comprehensive analysis from raw and treated water, as requested by UNICEF and/or Ministry of Health
• Measure and record basic aquifer and borehole production data (water levels, pumping rate, daily pumping hours and related information) on an hourly basis, document, analyse and report any trends
• Oversee the borehole datalogger (recording water level, pH, conductivity and temperature) to ensure that it is continuously functional and recording accurately
• Coordinate with the teams at Water Stations 1 and 2 in the event that there are any issues reported with water quality or supply, taking corrective action as necessary
• Control the flow along the pipelines
• Facilitate the filling of water tankers in the event that there is an interruption to the pipeline, recording the quantities and times
• Facilitate any investigation/assessment requested by UNICEF e.g. down the hole inspection of the borehole
• Safe operation of all equipment and fire prevention
• Ensure T95s are kept in a clean and hygienic condition, and are disinfected each month and lids are properly covered, secured and maintained
• Conduct daily routine checks and preventive maintenance of the plumbing and other connections to the T95 tanks. Conduct repairs of the tanks in case of leakage. Ensure routine checks for T95 tanks and roof appropriate anchorage. Conduct appropriate repair of leaking pipes or roofs (mostly HDPE pipes, from 1” to 6” size) (UNICEF has some stock of steel roofs and liners)
• Ensure a hygienic environment at the site and along the pipeline (including proper drainage, solid waste management etc)
• Ensure that the water station is protected against extreme weather (heavy rain/precipitation, extreme temperatures etc)
• Collate the data and analyse for any trends, alerting UNICEF of any areas of concern, and submitting reports to UNICEF of the data monthly, and as specifically requested
• Monitor the consumption of key consumables e.g fuel, oil, chlorine etc
• Maintain a robust contingency stock of essential supplies for at least one month and keep proper records of all consumables
• Receive and store the fuel provided by UNICEF
• Inform UNICEF at least two weeks in advance of new deliveries of fuel required, and the required quantities
• Fully participate in all coordination meetings and any other related event requested by UNICEF.

Currently, there is basic accommodation at all three sites (largest capacity is at Borehole/Reverse Osmosis site).

1. Operate the equipment at Water Station 1 as per the operation procedures

In accordance with the technical and standard operating procedures established by the respective construction companies (for the storage area and pipeline), and any subsequent addendum by UNICEF or its designate, the Contractor will fully and properly operate the equipment at Water Station 1 to ensure that water is supplied across No Man’s Land as per the agreed quantities, and as per the agreed water quality standards. The water for Water Station 1 is supplied from the post-treatment storage tanks at the Borehole/Reverse Osmosis site and as a result, the Contractor must ensure good communication between the two locations to ensure that there are no issues with closed valves or interruptions to supply.

Technical specifications of each of the components and the site layout are given in Annex C. The key activities are as follows:

• Operate the valves along the pipeline from the Borehole/Reverse Osmosis site to ensure water is received at Water Station 1 as per the agreed delivery schedule
• Operate the pumps and valves along the pipeline from Water Station 1 to ensure flow across No Man’s Land as per the agreed delivery schedule
• Manage the filling, emptying and maintaining of water levels in the storage tanks (for Water Stations 1 and 2) as per the agreed water delivery schedule
• Undertake water quality monitoring in accordance with the water quality monitoring framework (recording of pH, conductivity, temperature of the raw and treated water every hour). Measurements to be recorded in templates provided by UNICEF
• Monitor and record the level of Free Residual Chlorine of the discharge point into the pipeline (across No Man’s Land) every hour. Measurements to be recorded in templates provided by UNICEF
• Coordinate with Better World and UNICEF in the event that there are any issues reported with water quality or supply
• Coordinate with the team at the Borehole/Reverse Osmosis site in the event that there are any issues reported with water quality or supply
• Operate the pipeline between Water Station 1 and Water Station 2, and the storage tanks for the latter section of the pipeline at Water Station 1
• Ensure a hygienic environment at the site and along the pipeline (including proper drainage, solid waste management etc)
• Ensure that the water station is protected against extreme weather (heavy rain/precipitation, extreme temperatures etc)
• Ensure T95s are kept in a clean and hygienic condition, and are disinfected each month and lids are properly covered, secured and maintained
• Conduct daily routine checks and preventive maintenance of the plumbing and other connections to the T95 tanks. Conduct repairs of the tanks in case of leakage. Ensure routine checks for T95 tanks and roof appropriate anchorage. Conduct appropriate repair of leaking pipes or roofs (mostly HDPE pipes, from 1” to 6” size). (UNICEF has some stock of steel roofs and liners)
• Monitor the consumption of key consumables e.g fuel, oil, chlorine etc
• Maintain a robust contingency stock of essential supplies for at least one month and keep proper records of all consumables
• Divert the flow to Water Station 2 in the event that there is an interruption to the pipeline or network across No Man’s Land
• Divert the flow from the water storage tanks for Water Station 2 to Water Station 1 in the event that there is an interruption to the pipeline or network across No Man’s Land at Water Station 2
• Receive water tankers and facilitate their offloading in the event that there is an interruption to the pipeline or the borehole, recording the quantities, times and water quality parameters
• Receive and store the fuel provided by UNICEF
• Inform UNICEF at least two weeks in advance of new deliveries of fuel required, and the required quantities.

1. Operate the equipment at Water Station 2 as per the operation procedures

In accordance with the technical and standard operating procedures established by the respective construction companies (for the storage area and pipeline), and any subsequent addendum by UNICEF or its designate, the Contractor will fully and properly operate the equipment at Water Station 2 to ensure that water is supplied across No Man’s Land as per the agreed quantities, and as per the agreed water quality standards. The water for Water Station 2 comes from the storage tanks at Water Station 2 and as a result, the Contractor must ensure good communication between the two locations to ensure that there are no issues with closed valves or interruptions to supply. In the event of any interruption to the pipeline to Water Station 2, the water will be filled at the Filling Area at the Borehole/Reverse Osmosis site, and transported to the tanks at Water Station 2.

Technical specifications of each of the components and the site layout are given in Annex D. The key activities are as follows:

• Operate the pipeline between Water Station 1 and Water Station 2, and the storage tanks for the latter section of the pipeline at Water Station 1, as per the agreed delivery schedule
• Operate the pumps and valves along the pipeline from Water Station 2 to ensure flow across No Man’s Land as per the agreed delivery schedule
• Manage the filling, emptying and maintaining of water levels in the storage tanks as per the agreed water delivery schedule
• Undertake water quality monitoring in accordance with the water quality monitoring framework (recording of pH, conductivity, temperature and turbidity of the raw and treated water every hour). Measurements to be recorded in templates provided by UNICEF
• Monitor and record the level of Free Residual Chlorine of the discharge point into the pipeline every hour. Measurements to be recorded in templates provided by UNICEF
• Coordinate with Better World and UNICEF in the event that there are any issues reported with water quality or supply
• Coordinate with the team at the Borehole/Reverse Osmosis site in the event that there are any issues reported with water quality or supply
• Ensure T95s are kept in a clean and hygienic condition, and are disinfected each month and lids are properly covered, secured and maintained
• Ensure a hygienic environment at the site and along the pipeline (including proper drainage, solid waste management etc)
• Ensure that the water station is protected against extreme weather (heavy rain/precipitation, extreme temperatures etc)
• Conduct daily routine checks and preventive maintenance of the plumbing and other connections to the T95 tanks. Conduct repairs of the tanks in case of leakage. Ensure routine checks for T95 tanks and roof appropriate anchorage. Conduct appropriate repair of leaking pipes or roofs (mostly HDPE pipes, from 1” to 6” size). (UNICEF has some stock of steel roofs and liners)
• Ensure the supply of water to the Service Area (offices and clinics) through the filling of the allocated seven elevated water tanks (each of 2m3 capacity) adjacent to the perimeter wall
• Monitor the consumption of key consumables e.g fuel, oil, chlorine etc
• Maintain a robust contingency stock of essential supplies for at least one month and keep proper records of all consumables
• Receive water tankers and facilitate their offloading in the event that there is an interruption to the pipeline or the borehole, recording the quantities, times and water quality parameters
• Receive and store the fuel provided by UNICEF
• Inform UNICEF at least two weeks in advance of new deliveries of fuel required, and the required quantities.

  Maintain and repair of all water infrastructure and the general area (including the WASH facilities at the UNICEF clinic)

• Develop and maintain (regularly update) a comprehensive asset inventory of water supply infrastructure
• Undertake flushing and backwashing of treatment units, and replacement as necessary to ensure the efficiency of the system
• Undertake routine maintenance and repairs of all equipment as and when required
• Proactively diagnose any issue and share with UNICEF, proposing an appropriate technical solution
• Undertake major works on the infrastructure, in agreement with UNICEF
• Carry out any repairs to the pipeline across No Man’s Land and at the final distribution point (security to be provided by JAF for any works undertaken in No Man’s Land)
• Ensure all needed plumbing maintenance and repair for water network and sewage system inside the Service Centre is carried out
• Provide required supplies for operation and maintenance for all the facilities
• Conduct regular preventive maintenance to all components of the system
• Diagnose system failures, identify faulty or damaged components and conduct repairs/replacement as agreed with UNICEF
• Prepare and maintain an updated list of contact details and agreements of third party agents for repairs and supplies of components
• Maintain all of the areas in a sanitary condition, undertaking cleaning, maintenance and repair of the area as necessary (e.g. solid waste management, drainage system, repair of trucks filling area, fence, pump/chlorination rooms etc) with prior-approval from UNICEF designated WASH designated representative
• Ensure all equipment is calibrated and checked regularly
• Maintain records of fuel received and consumed
• Maintain the prefabricated WASH blocks (4 doors) at the UNICEF-supported Health clinic in Rukban (adjacent to the Water Station 2).

   

Note 1: All required supplies (ad hoc) and any additional works shall be negotiated and agreed with UNICEF prior to their commencement, except otherwise explicitly stated by UNICEF in writing.

Note 2: Overhead and profit will only be paid for supplies, water quality samples and additional works.

1. EXPECTED DELIVERABLES

1. Detailed operation and maintenance plan for the complete water supply system
2. Daily production, treatment, storage and management of safe water as per system operational capacity, production schedule and agreed standards
3. Updated list and agreements with third party agents to undertake specific works which cannot be undertaken by the Contractor directly
4. Maintained and accurate daily records (as per UNICEF’s template) on the operation of the system (including FRC, turbidity, conductivity, pH, flowmeter data (inflow and outflow from tanks), generator operating hours and fuel/consumable consumption)
5. Maintained prefabricated WASH blocks (4 doors) at the UNICEF-supported Health clinic in Rukban (adjacent to Water Station 2) including:

   - Weekly inspection of the functionality of prefabricated WASH facilities (tanks and 4-door latrines) (check on door handles, locks, pipe connections, drainage pipes, water connections, taps, heaters etc)

6. Daily reports to UNICEF (as per UNICEF’s template)
7. Monthly report on:

   - Daily water production (borehole) and supply (to each point on the network or trucks)

   - Daily water quality parameters (Free residual chlorine, Turbidity, conductivity, pH etc.)

   - Daily water levels and downloaded data logger readings

   - Monthly detailed raw water and treated water quality results

   - Daily consumption of chlorine

   - Monthly diesel and lubricant consumption and fuel deliveries

   - Monthly report of operation schedule and malfunction of each component of the system

8. Routine security management and report
9. Received comprehensive water quality analyses from the designated laboratory
10. Monthly report of operation schedule and malfunction of each component of the systems
11. Completion of minor repairs within 24 hours
12. Reporting of major issues within 30 minutes to UNICEF (UHF radios will be provided)
13. Incident reports to be provided within 24 hours

1. REALISTIC DELIVERY DATES AND DETAILS ON HOW THE WORK MUST BE DELIVERED

Please refer to Annex 1.

The Contractor’s staff are permitted to stay overnight in Rukban. It is the Contractor’s responsibility to obtain the necessary permits from JAF and MI in Ruwayshed for all team members, equipment and vehicles to enter the area, and to stay overnight. As the sites are located in a closed military zone, JAF strictly forbid all movements at night.

1. OFFICIAL TRAVEL INVOLVED

   Not applicable.

1. DESIRED QUALIFICATIONS, SPECIALIZED KNOWLEDGE OR EXPERIENCE

The bidder should have established credibility in working in the development and/or humanitarian context, or utility/private sector experience. The successful bidder will require the selection of key experts and may sub contract only the major repair components of work, ensuring that the resulting quality of work is maintained, with the responsibility for the works remaining with the Contractor. Qualifications of key experts are identified under these Terms of Reference.

The bidder must have the following experience;

• Programme management
• Human resource management
• Experience in working with the UN system, other humanitarian agencies, private sector, government or utilities
• Demonstrated experience operating boreholes, treatment systems and water supply networks.

The successful Contractor is expected to undertake the bulk of the work under this contract and may only sub-contract work with the express permission of UNICEF.

The Contractor must have, or be able to have, the necessary systems in place to ensure that the required entry permits for the staff and equipment/vehicles are available as needed, for the duration of the contract. The Contractor will be responsible to obtain all requested permits and to ensure that these are valid, and renewed as necessary to ensure there is no interruption to access.

All requests, queries and correspondence from UNICEF should be responded to immediately if there is a critical situation at any of the boreholes and within 24 hours if non-critical.

1. Institutional Classification

The Contractor must have:

• The company to have a classification as a First or Second grades (A or B grades) as per the Ministry of Public Works and Housing of Jordan, in one or more of the following specializations, namely; Electro-mechanics, Water & Wastewater etc
• Registered with the Ministry of Water and Irrigation
• Registered with the Ministry of Industry and Trade
• Any other necessary registration as per government of Jordan guidelines
• At least five years of experience operating boreholes and water distribution systems
• At least five years of experience operating water treatment systems.

1. Key experts

Each of the principal staff/key experts, but not limited to the following functions, provided by the bidder should have the following minimum qualifications.

Project Manager

The Project Manager is responsible to oversee the complete operations at Rukban. This person can be based in Ruwayshed or Rukban but must be dedicated to the project on a full-time basis. This role will be to coordinate the teams and to ensure that all of the necessary staff, supplies and permits are available in a timely manner and to regularly assess the operations to ensure that the systems are optimised and maintenance is being carried out as required. The Project Manager will be responsible for all daily communication and reporting to UNICEF and will be the main Focal Point for UNICEF.

The minimum requirements for this role are:

• Advanced degree in mechanical or electrical or electromechanical engineering
• A minimum of five years of progressive professional experience in the related fields
• Track record of operation, maintenance and repairs of water supply systems, including borehole pumping, multi-stage water treatment and distribution
• Knowledge and experience in supervising staff
• Knowledge and experience in water quality monitoring
• Demonstrated skills is communication (Arabic and English), oral and writing (especially reporting)
• Adaptability and flexibility, client orientation, confidentiality, initiative, concerns for accuracy and quality;
• Previous relevant experience with UNICEF and/or with other UN/humanitarian agencies an advantage
• Demonstrated coordination capacity
• Strong analytical and conceptual thinking, and problem solving capacity.

Electricians/Operators

The Contractor shall hire skilled Electricians/Operators for each site for all water supply systems to ensure a consistent water supply is maintained as per agreed operational hours, seven days a week. The operation time of the borehole, treatment system and water station may be up to 24 hours per day, seven days a week, depending on the needs. The Electricians/Operators are required to operate the electro-mechanical installations and undertake the necessary maintenance and repairs. The Electricians/Operators must be capable of completing basic logbooks and reports. The Electricians/Operators should have the following minimum qualifications:

• Basic relevant qualification and minimum of five years of progressive professional experience in the related fields
• At least five years of experience in the operation, maintenance and repairs of water supply systems, including borehole pumping, multi-stage water treatment and distribution
• Demonstrable experience undertaking rehabilitation of boreholes and assessing when this is required
• Knowledge and experience in water quality monitoring, testing and maintaining the chlorine dosage as per standards
• Good understanding of electrical panel and generator operations and maintenance
• Facilitation skills e.g. facilitating visits of government line agencies for inspection of boreholes, water sampling etc.

Plumbers

The Contractor shall hire skilled Plumbers to conduct all necessary plumbing repairs and works with different materials including steel, galvanised iron, PVC, HDPE and other items. The Plumbers must have recognised qualifications in the field of Plumbing and have at least 5 years of experience in plumbing

General support staff

The Contractor shall hire support staff to manage help in managing the system and maintaining hygienic conditions at all sites, and the smooth operation of the sites.

All staff must be dedicated to this contract on a full-time basis, and UNICEF will conduct regular head counts to ensure that all staff are effectively present on site. Owing to operating hours and remoteness of the site, the Contractor must ensure the regular rotation of staff while ensuring that the above numbers are maintained. Contractors can suggest an alternative staff structure in their technical proposition and will be expected to clearly explain and detail their proposed roles and responsibilities.

The Contractor will be responsible to provide the following (as a minimum):

• Two 4X4 vehicles appropriate for travel to/from/around the sites (for off-road conditions), in good mechanical order, and all safety related equipment; and all needed fuel and knowledge/skills of driving and operating in desert conditions
• Protective equipment for work
• Ensuring the safety and security of staff
• All needed electrical, plumbing, equipment, tools and supplies
• All office related work equipment (computers, printers, internet etc) and administrative support
• Staff allowances, transportation, food and accommodation

The Contractor is required to ensure that all staff engaged to work on any UNICEF site is familiar with, and abides by, UNICEF’s Code of Conduct and PSEA and PSHAA requirements.

UNICEF will provide two UHF radios for each site to facilitate communication at Rukban and one UHF for the Project Manager.

1. INDICATORS FOR THE EVALUATION CONTRACTOR’S PERFORMANCE DURING THE CONTRACT

The primary objective of this contract is to ensure the predictable and consistent delivery of water from two water stations to settlements across No Man’s Land through a distribution system. The borehole, water treatment system, water storage, pipeline, two water stations, distribution systems from the storage tanks at the Berm, and the water/wastewater system in the Service Area are required to be effectively managed, operated, maintained and repaired, as necessary. The performance of the Contractor will be assessed by:

• Quantity of water supplied as per the agreed distribution plan from UNICEF (volumes and schedules) with minimum interruption to supply
• Consistency of water quality supplied which meets the required standards
• Integrity of the system and consistency of operation (due to good maintenance and operation systems and adherence to permit requirements)
• Adherence to developed operations and maintenance procedures for the installed infrastructure
• Demonstrated proactivity and organization/planning
• Coordination between all parts of the system to ensure delivery schedules are met
• Coordination with Better World and feedback integrated on any issues
• Coordination with the authorities to ensure that access is maintained for all staff, equipment and vehicles
• Responsiveness to system repair and major works
• Number of system failures observed and recorded (Target: Maximum 2 times per contract period)
• Maximum duration of system down times (Target: 72 hours)
• Mobilization time to address any system failures (Target: not later than 36 hours)
• Accuracy, adequacy, quality, reliability and timeliness of reports and records
• Accuracy of financial (invoicing) reports
• The site is secured and no unauthorized people access the site or the equipment
• Coordination and responsiveness to UNICEF and Jordanian Military
• Adherence with UNICEF’s Code of Conduct, PSEA/PSHAA guidance, army and national rules and regulations

1. FREQUENCY OF PERFORMANCE REVIEWS

• Monthly, based on the submitted invoices and actual work undertaken.
• As and when required and requested by both UNICEF and the Contractor.

   

1. CALL FOR PROPOSALS

Interested Contractors are requested to submit a technical and financial evaluation, and these bids MUST be submitted separately. The Technical evaluation will be allocated a weighting of 70% and 30% for financial. Any technical bids which contain financial pricing will be automatically disqualified.

Technical evaluation

The Tenders shall be evaluated on the basis of the criteria below. Only bids from companies which present the necessary registration documentation and evidence of the required classification, will be technically evaluated. In making the final decision, UNICEF considers both technical and financial aspects and will be weighted as 70/30%, respectively.  Only financial bids from technically compliant vendors (which have met the minimum technical score of 49 points) will be opened. The proposal obtaining the overall highest score after adding the scores for the technical and financial proposals is the proposal that offers best value for money and will be recommended for award of the contract.

The following documentation is required to be submitted to enable a Technical Evaluation to be undertaken. Please submit separate files marked as File A, File B, File C and File D under the technical evaluation submission.

File A – Proposed project staffing

• Team composition, numbers and estimated resource requirement per each category of personnel, including Curriculum Vitae (CV) for key personnel e.g. Project Manager, Operators/Electricians

As part of the evaluation process, UNICEF may ask to meet the actual people proposed for the assignment.

File B - Company/Institution Profile

The Contractor must provide the following background information about the institution.

• Date and country of incorporation/registration
• Company structure
• Litigation history over the last three years
• The company to have a classification as a First or Second grades (A or B grades) as per the Ministry of Public Works and Housing of Jordan, in one or more of the following specializations, namely; Electro-mechanics, Water & Wastewater
• Registered with the Ministry of Water and Irrigation
• Registered with the Ministry of Industry and Trade
• Outline of experience operating boreholes and water distribution systems
• Outline of experience operating water treatment systems (Reverse Osmosis)
• Last three years’ company financial/bank statements/transactions.

File C - References

The proposer shall provide a minimum of three references of clients for whom the bidder has carried out similar scope of work (and must include projects relating to each of the following: water supply, water treatment and distribution). UNICEF may contact references for feedback on services provided by the bidder to support similar projects.

• Name and description of client organization
• Names of senior individuals in the client organization who were involved in the project who are knowledgeable of the work undertaken by the bidder
• Scope and scale of the previous projects undertaking the operation of boreholes, treatment and water distribution systems

File D - Project documentation

• Section 1: Detailed explanation of how the Contractor will undertake day to day security, operation and maintenance of the complete water infrastructure
• Section 2: Proposed strategy to plan and undertake routine operation and maintenance of the water supply infrastructure
• Section 3: Proposed strategy for measuring, monitoring and analysis of water quantity and water quality parameters, and performance indicators
• Section 4: Contingency plan (how would the Contractor respond in case there is a breakdown, etc. Contractors internal arrangements or proved of affiliation with a competent body is required)
• Section 5: Estimated timeframe and operational plans for major repairs including:

1. Replacement of pumps (submersible and surface)
2. Replacement of generator
3. Replacement of membranes
4. Replacement of sand filter media
5. Replacement of datalogger

• Section 6: Project Operational Plan

 

1. REQUEST FOR PROPOSAL EVALUATION AND WEIGHTING CRITERIA

The scoring for the respective Technical and Financial offers shall be as follows:

Technical -         70%

Financial -          30%

Total        -          100%

Technical offer

Technical Evaluation Criteria (Technical Evaluation = maximum 70 points)

Only proposals from bidders meeting the registration and grading minimum requirements shall be technically evaluated (The company to have a classification as a First or Second grades (A or B grades) as per the Ministry of Public Works and Housing of Jordan, in one or more of the following specializations, namely; Electro-mechanics, Water & Wastewater etc; registered with the Ministry of Water and Irrigation and registered with the Ministry of Industry and Trade.

The Minimum technical score for Financial Evaluation will be 49 points (70% of 70 points).

Bidders are requested to submit complete electronic files (marked as File A, File B, File C and File D containing the information below). Details on the scoring are given in the attached file.

1) Overall Response (5 points)

• general adherence to Terms of Reference and tender requirements

  2) Company and Key Personnel (35 points) – Files A, B and C

• team member(s) meet academic requirements
• company meets minimum 5 years of experience
• company has previously conducted similar work
• Company is properly registered as per Jordanian laws and has required certifications and classification, memberships from relevant authorities.

  3) Proposed methodology and approach (30 points) – File D

• deliverables are addressed as per TOR
• proposed timelines as per Project Plan

  Financial offer

Financial Evaluation (maximum 30 points)

 

The financial proposal needs to be submitted against the BoQ provided by UNICEF (as in Annex 2), and as per the provided forms. The Contractor may add or modify items as per their anticipated requirements. UNICEF is tax exempt and invoices are not liable to sales tax.

The monthly invoices will include the costs for staffing, consumables/supplies, repairs/maintenance, water quality samples. The consumables/supplies, repairs/maintenance and water quality samples will be undertaken on a cost plus plus basis, using the nominated % below. The unit costs are inclusive of all supporting costs (including transportation, logistics, admin, etc).

Any items incurred during the course of this contract, not included in the lists below, shall have the nominated % for plus plus for repair/maintenance applied.

The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those invited Contractors which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g.:

                                                   Max. Score for price proposal * Price of lowest priced proposal

Score for price proposal X =         ---------------------------------------------------------------------------

  Price of proposal X

1. INDICATION OF HEALTH STATEMENT AND CERTIFICATE OF GOOD HEALTH HAS BEEN RECEIVED PRIOR TO SIGNING THE CONTRACT

Not Applicable

1. UNICEF RECOURSE IN CASE OF UNSATISFACTORY PERFORMANCE

In case of unsatisfactory performance, the payment will be withheld until quality deliverables are submitted. If the firm/individual is unable to complete the assignment, the contract will be terminated by notification letter sent 30 days prior to the termination date. In the meantime, UNICEF will initiate another selection in order to identify appropriate candidate. In case of unsatisfactory performance, UNICEF reserves the right to deduct an amount up to 10% of Contractor monthly invoice. 

1. INDICATION THAT THE CONSULTANT/INDIVIDUAL CONTRACTOR HAS RECEIVED A COPY OF THIS DOCUMENT OR. ALTERNATIVELY, AN EXPERT OF RELEVANT PROVISIONS INCLUDING THOSE CONCERNING LEGAL STATUS, OBLIGATIONS AND TITLE RIGHTS.

Not applicable

1. CONDITIONS

• The Contractor will be responsible for all costs related to personnel, including transportation, allowances and food etc
• The Contractor is responsible to obtain all of the necessary permits for the entrance and exit of personnel, equipment and vehicles and to ensure that these are processed to ensure the smooth operations of the system
• The Contractor will work using the company’s own computer(s), printers, scanner and use its own office resources and materials in the execution of this assignment. The Contractor’s fee shall be inclusive of all office, reporting and administrative costs
• The Contractor MUST submit a detailed operation plan with the staff category and number to UNICEF for approval
• The Contractor shall thoroughly vet all staff and provide a detailed list of his personnel (names, age, background)
• The Contractor shall be responsible for the safety and security of fuel and will be responsible for the provision of fire extinguishers and other such safety measures for each site
• The Contractor will be responsible for any vandalism or break ins at the sites. The Contractor will cover the cost associated with any theft and/or vandalism which takes place to all the equipment within the facilities as a result
• The Contractor shall be responsible for the safety and wellbeing of all staff. UNICEF will not be responsible for any work-related injuries to any staff
• The Contractor shall be responsible for all damages to persons or property that occur as a result of fault or negligence, and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others during the project
• The Contractor shall be responsible and accountable for the conduct and behavior of its employees on site, and to fully comply with the established Military and Government rules and regulations, and UNICEF Code of Conduct and PSEA/PSHAA guidelines
• The Contractor must coordinate with UNICEF and liaise with JAF
• Performance penalties will be applied at a rate of 0.1% of the contract value per day of delay for any excessive delays (outside of those stipulated in this ToR) to a maximum of 10% of the contract value
• In the event that the population move from Rukban and there is no longer any need for the provision of water, UNICEF may terminate the contract or reduce the operational modalities significantly, with notice as per UNICEF conditions of contract
• The Contractor should submit a performance bond to UNICEF (10% of contract value) as performance assurance and satisfactory implementation of the tasks here in this tender. UNICEF reserves the right to cash the bond if the Contractor fails to perform the tasks under this contract to cover any liquidated damages caused due to break in service delivery, labour disputes trouble, unsatisfactory implementation or negligence
• The incumbent shall confirm in writing in his offer the ability to mobilize and commence the work within ONE WEEK from the date of signing the contract. If the Contractor fails to mobilize within the stated period, then the contract will be terminated and UNICEF will not be responsible for any legal or financial expenses incurred due to contract termination.
• Please also see UNICEF’s Standard Terms and Conditions attached.