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Vacancy: TERMS OF REFERENCE: Consultancy services to undertake detailed engineering designs, contract documents preparation, procurement, and supervision of contractors for the provision of WASH facilities for communities and schools in Ashanti Region of Ghana.

Date 20 Nov 2023
Job Type Contractor/Consultant
Industry NGO/IGO/INGO
Description


Company Profile


Water & Sanitation for the Urban Poor (WSUP) is a not-for-profit company that helps transform cities to benefit the millions who lack access to water and sanitation.  We work alongside local providers, enabling them to develop services, build infrastructure and attract financing so they can reach low-income communities. As an urban specialist in water and sanitation, we are committed to sharing evidence and approaches so that our innovations can enable change around the world. To learn more about our work, values vision and approach please visit www.wsup.com.  

 


WSUP started working in Ghana in 2010 and since then, has been working in partnership with cities, utilities, the private sector, and municipalities. WSUP is currently working in partnership with CWSA, IRC and Safe Water with funding from Hilton Foundation on the Rural Water Utilization Project. 



Job Description




TERMS OF REFERENCE



Consultancy services to undertake detailed engineering designs, contract documents preparation, procurement, and supervision of contractors for the provision of WASH facilities for communities and schools in the Ashanti Region of Ghana.




 




A. Introduction to WSUP and the Consultancy Assignment


Water & Sanitation for the Urban Poor (WSUP) is a not-for-profit company that helps transform cities to benefit the millions who lack access to water and sanitation. 

 


We were created in 2005 as a response to the unprecedented urban explosion that has left cities unable to provide basic services, such as access to toilets or drinking water, in low-income communities. We work in seven countries in sub-Saharan Africa and Asia, supported by an office in the UK. Since inception, we have helped over 29 million people access improved water, sanitation, and hygiene services.

 


In Ghana, WSUP has implemented programs in Kumasi, Sunyani, Accra, and Tamale, as well as multiple adjacent peri-urban areas. For more information on WSUP's vision and approach, see www.wsup.com.

 


Sustainability remains a challenge for water supply systems and sanitation service facilities in Ghana particularly in peri-urban, small towns, and schools resulting in the non-functionality of most of the existing facilities in schools and communities and others needing repairs. WSUP, with support from its partners, is implementing a project, entitled Improved WASH services in communities and schools in the Ashanti region. The overall objective is to provide safe water supply, community sanitation, and school WASH facilities in three (3) selected low-income communities in the Ashanti region, and to strengthen the capacity of mandated institutions to support continued WASH service delivery in schools with effective community and school management model to ensure sustainable service delivery.

 


Building on the successful provision of improved water and sanitation services to communities and schools in Abofour, Asankare, Kyekyebiase, and Serebourso all in the Ashanti Region, this intervention will extend work to a further three locations, improving water supply to communities and WASH in schools while supporting all six communities to improve access to onsite household toilets.

 


This will be done through the construction of new community water systems and school WASH facilities run under financially sustainable management models. We intend to build community resilience through engagement and hygiene campaigns and training of community and school facility managers. The project seeks to develop community systems building of capacity for comprehensive WASH delivery and engage District and Regional stakeholders for effective monitoring and coordination of WASH facilities.

 


The project will provide a safe water supply to the community residents of Abofour, and improve WASH facilities in basic schools in the communities of Bomfa, Ofoase, and Abofour. Across these three locations and a further three communities: Asankare, Kyekyebiase, and Serebourso, WSUP will support the development of community supply chains to improve access to household sanitation.


 


There is therefore the need to conduct feasibility and baseline studies in the proposed communities, and further undertake robust engineering designs, procurement of a contractor(s), and supervision of works to ensure the effectiveness and sustainability of water service delivery and school WASH infrastructure in each community.

 


The service of a consultant and/or agency is therefore required to undertake detailed designs of appropriate water supply schemes and school WASH facilities, considering the needs and limitations of the communities, in each of the proposed beneficiary communities, prepare tenders and contract documents, facilitate the procurement process leading to selection of contractors and supervise the selected contractors to deliver the proposed water supply systems and school WASH facilities and train facility managers within the project timelines.

 


The Consultant will also facilitate the establishment and reorganization of community management committees in Abofour, Bomfa, and Ofoase to ensure representation and activate the already established Community Management Committees in Serebuoso, Asankare, and Kyekyebiase. District environmental health officers will be mobilized to select and train local artisans to promote, sell, and oversee the construction of toilets in households.

 


Proposed Communities for the Assignment










































Community



District



Project Intervention



Abofour



Offinso Municipal Assembly – Offinso



Provision of 1no. the community water system, 2no. school WASH facilities and household toilet promotion and construction



Bomfa



Juaben Municipal Assembly – Juaben



Provision of 1no. school WASH facility and household toilet promotion and construction.



Ofoase



Asante Akyem South Municipal Assembly – Juaso



Provision of 2no. school WASH facilities and household toilet promotion and construction.



Kyekyebiase



Asante Akyem Central Municipal Assembly – Konongo



Household toilet promotion and construction.



Asankare



Asante Akyem South Municipal Assembly – Juaso



Household toilet promotion and construction.



Serebuoso



Atwima Mponua District Assembly – Nyinahini



Household toilet promotion and construction.




 


 



B. Objective of the Consultancy


The objective of the assignment is to design water supply systems and school WASH facilities in accordance with Community Water and Sanitation Agency (CWSA) standards, Metropolitan, Municipal and District Assemblies (MMDAs), and Ghana Education Service (GES) guidelines and regulations, and facilitate the selection and training of community-based household toilet construction artisans towards ensuring sustainable and affordable water supply system, school WASH facilities and household toilets to the beneficiary communities and schools.

 


The overall objective of the project is to improve access to safe and affordable water supply services to a large portion of Abofour residents, a growing community with a current population of approximately 16,000. A feasibility and baseline studies will be conducted in the 3 new communities by the Consultant. Using the data from these assessments, a location-specific hydrogeological study will be conducted to ascertain the groundwater availability in Abofour to design and construct a comprehensive water system that is suitable for the population. The proposed project infrastructure in Abofour will ensure that approximately 55% of the population will be able to access water, using the standard of being no more than 500m from the household. In addition to this, the proposed project will explore solar technology to be installed for the system. A hybrid water pump will be used with the capacity to utilize the solar system as the primary energy source but with the ability to switch to the national grid when necessary. The project will provide four standpipes fed by a gravity system from an elevated tank, with multiple shared taps for the community and 100 household connections and/or local institutions example health care facilities. The design and size of the water system should ensure that the system can easily be expanded with a further distribution pipeline, additional taps, and household connections this means that a high-yielding water source is required in order to accommodate these potential future modifications.

 


Access to safe school WASH facilities will involve the design and construction of five school WASH blocks for basic schools in Ofoase (two blocks), Bomfa (one block), and Abofour (two blocks). These will be a minimum of 14-seater toilets including handwashing facilities, separate chambers for boys/girls/teachers, changing rooms and showers for girls during menstruation, and a mechanized borehole to ensure continuous water availability for the facilities at the schools.

 


The service of a consultant is therefore required to conduct feasibility studies and undertake detailed designs of appropriate water supply schemes and school WASH blocks, considering the needs and limitations of the communities, in each of the proposed beneficiary communities, prepare tenders and contract documents, facilitate the procurement process leading to the selection of contractors, supervise the selected contractors to deliver the proposed water supply systems and school WASH blocks within the project timelines and to acceptable quality standards and facilitate the selection and training of community-based artisans for promotion and construction of household toilets.

 

C. Tasks


Task 1: Inception Activities, and Feasibility and baseline study in Proposed Communities (approx. 15 days) 


The consultant will present a brief preliminary report not more than 5 pages to the client within 5 calendar days of the contract signing. The report shall detail the understanding of the assignment, proposed methodology (data collection, analysis process and tools, and engagement of stakeholders), team composition with clear roles and responsibilities, and the plan of action for accomplishing the task. The preliminary report should also provide summarized preliminary findings based on the following tasks:

 


The Consultant will also establish baseline data on the selected communities to be used as a reference for reporting project impacts during and after intervention. It would also establish a clear definition of measurement for project results, and how they would be reported in the future.

 


i. A review of key project documents (e.g., project agreement, previous project implementation reports, existing baseline on the communities, existing WSUP designs for WASH blocks and piped supplies) 


ii. Community entry and district Assembly visits and engagements.


iii. Carry out a social, economic, cultural, political, and geophysical analysis of proposed communities to inform the design required for a sustainable groundwater supply service. Conduct water quality tests (bacteriological and chemical) on existing water sources in the communities. 


iv. Undertake baseline and technical feasibility studies for each community including collection of data and analysis on the following areas:  



  • Hydrogeology 

  • Water resources

  • Demand modeling report

  • During the studies, the consultant is expected to refer to existing data and conduct a desk review of any studies on the location. 



v. Production of a feasibility report, including recommendations on WASH facility design options.


vi. The consultant will be required to conduct household surveys in one of the selected communities to develop comprehensive household and infrastructure data highlighting residents’ willingness to pay, income levels, usage, access, and hygiene behavior among other indicators.

 


To undertake this activity, the consultant shall obtain all relevant documents from WSUP, CWSA, District and Municipal Assemblies.

 
Task 2: Designing the piped water systems, school WASH blocks, associated financial management models and criteria for selection of artisans (approx... 10 days) 

 


Following completion of task 1, the consultant will be expected to design the water systems. 

 


The consultant shall carry out the following activities under task 2.


i. Hiring and supervising the drilling of boreholes.


ii. Pump test and water quality analysis of borehole.


iii. Prepare detailed engineering designs for the sanitation blocks in three (3) communities - to be used for construction.


iv. Preparation of drawings of layouts, designs of public standpipes, and ancillary works which will include pump houses. For Abofour community - documents to be used for construction.


v. Production of detailed bills of quantities and specifications for each system (hard and soft copies). The soft copies of the Bill of Quantities shall be in MS Excel.


vi. Organize a series of community and district stakeholder reviews of the respective designs, drawings, and layouts for comments and inputs.


vii. Prepare a financial model (for each of the 8 infrastructures 1no. water system and 7no. school WASH facilities) that details projected revenue and O&M costs over a 5-year period to establish if revenues generated will be adequate for O&M of the facility.


viii. Prepare instructions as a manual for the operations and maintenance of the WASH facilities.


 


Task 2.1 General Consideration for School WASH Facilities


Facilities provided must have appropriate dimensions and features for young children and address gender needs, especially for adolescent girls. Facilities must encourage hygienic behavior in children as agents of change for their families and their communities. Facilities provided are adequate to meet the needs of all pupils irrespective of age, gender, or physical disability and are appropriately located to ensure security, provide privacy, and be environmentally friendly.

 


Other Things to be considered in the design of school WASH facilities: 



  • A maximum of 50 pupils will use one drop hole/toilet cubicle.

  • Separate cubicles will be provided for boys' and girls' toilets.

  • Provision of urinals for each for boys and girls.

  • Water for hand washing will be available within each toilet facility.

  • Changing rooms for adolescent girls will be provided in each toilet block for girls. Changing rooms will have (running) water, mirrors, and hooks in the walls for hanging apparel and a disposal chamber to dispose of used sanitary items

  • Toilets for children will be appropriately sized to ensure the children are comfortable and feel safe in the use of the toilet. Footrests for squatting units will be appropriately sized and positioned for age and sex.

  • Toilet cubicle doors will have bolts and be boltable from inside.

  • Toilets should be located at reasonable distances to the school buildings for ease of access by children, especially the younger ones while still meeting the privacy demands and protecting children against violence.

  • Provision of separate cubicles for both female and male teachers.

  • Toilets will be hygienic to use and easy to clean and will have a cleaning and maintenance schedule in place.

  • Provision of separate standpipe with taps away from the schools to provide access to water. Borehole siting should ensure adequate distance from the toilet sub-structure to avoid contamination.



The designs shall be done in accordance with CWSA, MMDAs, and GES guidelines with the following additions and modifications.



  • Provide adequate storage for a continuous supply of water 

  • The cubicle distribution ratio, male: female should be 2: 3

  • The facility should be disability user friendly

  • 80% of the cubicles should be squatting.

  • Integrated use of rainwater harvesting facilities at the storage points should be considered.



Task 3: Prepare and lead the tendering process (approx. 10 days)


i) Finalize the preparation of all tender documents for the hiring of contractors (firm) for the borehole drilling and development, as well as the construction of associated piped water networks and ancillary works.


ii) Finalize the preparation of all tender documents for the hiring of contractors (firm) for the construction of school WASH facilities, including final drafting in consultation with WSUP contacts


iii) Facilitate the procurement of contractors.


iv) An evaluation report of tenders received will be submitted to WSUP for review and approval.


 


Task 4: Construction supervision (approx.120 days)


i) Supervising the contractors throughout the construction process to ensure that all design requirements and specifications are complied with.


ii) Organize and preside over site meetings


iii) Provide WSUP and stakeholders with monthly reports on the detailed progress of work specifying any current issues and risks to completion on time and within budget 


iv) Assess construction work, agree corrections where necessary, and certify contractor’s payment requests on work done in consultation with WSUP.


v) Conduct post-construction water quality tests for both community water systems and school WASH facilities.  


vi) Ensure that fully completed and functional limited mechanized water systems and school WASH facilities are handed over to the project stakeholders and the Community and school facility management committees.


vii) Prepare and submit a final report per community including steps taken, infrastructure designs/layouts, photos of completed infrastructure, management committee contacts, and an overview of challenges.  


 


Task 5: Form/select and train community and school facility management committees and community-based artisans (approx. 10 days) 


i. The consultant will facilitate the formation of community and school management committees in each of the three communities to oversee the management of the water systems and school WASH blocks. 


ii. The selection and confirmation of members should be done in line with CWSA guidelines and criteria for community management schemes and Ghana Education Service guidelines and criteria.


iii. The Consultant will facilitate the selection of community-based household toilet construction artisans.


iv. Develop standard operating procedures (SOPs) for management by the community management committees and the artisans.


v. The consultant is required to prepare training materials and conduct training for all artisans, community and school management members, district water and sanitation team members, district education officers, students, and water vendors selected to man the standpipes. 


         a. Training materials will incorporate the O&M manual produced in task 2, and SOPs produced in task 5.


         V.   Develop a financial model and facilities management plan for community and school facilities


vi. The consultant shall prepare and submit a training report 3 calendar days after the training event. 


 



D. Key Outputs


Key deliverables for the consultancy are provided below:


1. Reports: Inception, technical feasibility baseline, and design reports



  • Inception report describing methodology, team composition and work plan for completion of the tasks

  • Comprehensive feasibility report including baseline data.

  • Artisan selection and training report. 

  • Detail of engineering designs, drawings, and layouts for the water systems and school WASH facilities in the selected three (3) communities

  • Bill of quantities for tender and specifications for water systems and school WASH facilities.

  • All documents should be in Word format, all tables of quantities and costs should also be in Excel format, and PDF versions of designs and layouts. Auto card drawing versions of designs should also be submitted.



2. Document package: Tender dossier 


Complete tender documents (hard and soft copy) - which must comply with the Public Procurement Act of Ghana (ACT 663). Including the following (not exhaustive)



  • Instructions, Specifications, Bill of Quantities

  • Draft Contract and Forms of Agreement

  • Drawings, designs



3. Operations and Maintenance Manual 



  • Including SOPs

  • Facility management plan

  • O&M training manual

  • Household toilet promotion and construction strategy.

  • Financial plan for the Abofour system



4. Report: Monthly supervision reports, and final completion report 



  • Including site meeting notes, water quality testing results, issues, and mitigating actions



5. Report: Training and capacity building report 


All reports shall be submitted in draft for review by the Client. The consultant is expected to address all concerns raised by the parties before the report can be finalized and accepted. 


 


E. Client focal point 


The contract manager for this work will be the WSUP Ghana Programme Lead. WSUP’s Country Manager has overall responsibility for WSUP’s Ghana’s programme. 


 


F. Assignment duration and approximate timing 


The assignment is expected to commence in December 2023 through to November 2024, with all deliverables expected by September 2024.









Required Skills or Experience



G. Mode of Payment


WSUP will pay the consultant



  • 20% Report 1(Preliminary/inception report)

  • 30% Report 2 (Feasibility, baseline, and design report)

  • 30% Report 3. (Contract documents, procurement, and supervision of contractors)

  • 20% Report 4. (O&M manual, SOPs, training, and completion reports)




H. Consultant Profile – Required skills and Experience


 


TABLE 2 -The assignment is likely to require the following personnel:









































No.



Position



Experience



1



Team Leader




  • Degree in Civil/Hydraulic Engineering or relevant field. Post-graduation Degree in Hydraulic Engineering or a relevant field is a plus.

  • At least 10 years of working experience overall, with 5+ years in Water and Sanitation projects.

  • Project Management experience in contractor/construction supervision is required.

  • Fluency in English and Twi written and spoken.



 



Hydrogeologist




  • Undergraduate degree in Civil/Hydraulic Engineering Hydrogeology, or Geology (or similar) required.

  • At least 8 years of working experience in groundwater investigation, development, and supervision of borehole / well drilling;

  • Expertise in hydrological assessment and surface water source development especially impoundment, and sand sediment transport control in semi–arid areas is desirable / a plus.



 



Geodetic Engineer/Land Surveyor




  • A professional Geodetic Engineer/Land surveyor and a member of the relevant institution with a degree in the survey or its equivalent and relevant training and at least 10 years post-qualification relevant experience in land survey work particularly related to small towns' water and sanitation schemes in Ghana. He will be responsible for conducting technical surveys necessary for designing the pipe network for the water supply system



 



Electro-Mechanical Engineer




  • A professional Electro-Mechanical engineer with a minimum of BSc. or its equivalent in Mechanical and or electrical engineering and a member of the relevant professional institution with at least 10 years post-qualification experience will be required. Extensive experience in working with designs on small-town water systems using conventionally generated electrical power and solar-powered generation is desirable. He must demonstrate adequate experience in borehole mechanization in small towns in Ghana



 



Environmental Engineer




  • He/She is expected to be a member of the relevant professional institution with a minimum of first degree and five years post-qualification experience. His experience must strongly emphasize involvement in the environmental assessment of water supply and sanitation.  He is expected to conduct environmental impact assessment, advice on palliating measures, and other statutory environmental requirements



 



Community Development Expert




  • A professional community development practitioner with a minimum of BSc. in social sciences or its equivalent and at least five (5) years post-qualification experience preferably engaging and mobilizing communities in water and sanitation service delivery in small towns in Ghana






How To Apply




WSUP invites interested consultants to submit their detailed proposals covering the points outlined in the ToR and accompanied by the following application documents:    


 


i. Curriculum Vitae (CV) for each of the required personnel maximum 3 pages per CV.


ii. A detailed proposal including methodology


iii. A work plan and schedule for carrying out the consultancy with an expected commencement date. 


iv. A financial proposal to be quoted in Ghana Cedis. The proposal shall include all costs relevant to the implementation of the assignment, including the following -

 



  • Vehicles/Transportation

  • Personnel

  • Stationery

  • Value Added Tax (VAT)

  • All other relevant costs 



Submission Process 


Bids including all the above components should be submitted to [email protected], before 17:00hrs GMT on the 4TH of December 2023.


Note that late arrivals will not be considered.


 



A.   Evaluation criteria



The bids will be evaluated using the following criteria;



































Evaluation Criteria for Technical and Financial Proposals



Maximum score



1.    Adherence to bidding requirements



15



2.    Capacity and relevant experience



20



3.    Quality of the methodology proposed



20



4.    Quality of key CV’s



15



5.    Value for money



30



Total



100





 


WSUP reserves the right to negotiate the scope and pricing with the selected consultant to best ensure that these services will be delivered within the available budget and time. Consultants may wish to propose different approaches that will deliver the required benefits for WSUP whilst remaining within the budget available.


 





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