Terms of Reference for evaluation and commission of electro-mechanical plants consisting of two 2000KVA generators and a 30MVA transformer. 1. Services Project consultancy service Contract Electrical and Mechanical Engineers Project Title: WASH Program in Syria Consultancy / service title Technical consultancy of the water project The consultant Herein after means: a consultancy firm or a group of individual expertise Consultancy mode Contract Type of contract Fixed term-phase contract Duration of contract Duration of the complete project 1st November 2014 to 28th February 2015 1. Background: The ongoing conflict and embargo has affected water supply system across the country with physical damage, lack of spares & treatment chemicals and insecure access- as a result reduction in water quantity and inconsistency in water quality and water safety plan risking public health of millions. Aleppo city is one of the most affected provinces surrounded by Hama, Idleb and Homs, where eastern part of the province is under served by water supply that inhabited by many displaced people. Currently population in this part is accessing inadequate water of between 8-12 litres per person per day due to erratic power supply and partly disruption of supply as water is used as a weapon of war. This requires improving power supply to boost amount pumped into the distribution network. Aleppo Water Establishment (AWE) and MoWR conducted a technical assessment on the pumping stations and identified needs for procurement and installation of at least 2 No. 2000KVA generators and 30MVA transformer. These will replace unserviceable generators that have been affected as an effect of international sanctions and the destruction of the power grid line resulting on dependant of generators to ensure continuity in pumping of water. It is estimated that up to 2,500,000 populations including IDPs will have access to safe water if the project is completed. Oxfam have agreed to contribute to the MoWR plan by adapting the procurement and supply of two generators (2000KVA) and transformer (30MVA). To facilitate the process of complete project cycle and provide technical and legal guidance to the project Oxfam wishes to procure services of a consultant to support AWE. The first stage has already been completed included feasibility study, preliminary design and support in development of tender document. The second phase will be to support in selection of the suppliers, inspection, transportation, training and commissioning. Oxfam Syria Programme is looking for an experienced WASH specialist on consultancy basis to assist Oxfam and MoWR in technical evaluation process, supervision and testing of big capacity generators and transformer for the second water pumping station, in Suleiman Al-Halabi, Aleppo Governorate. The consultant engineer will be responsible for technical evaluation, review of tendering process and provide recommendation and work plan for effective and efficient contract management. 2. Purpose of the consultancy/services The purpose of the consultancies is to assist Oxfam and MoWR in technical evaluation process, supervision and testing of big capacity generators and transformer for the second water pumping station, in Suleiman Al-Halabi, Aleppo Governorate. 3. Scope of work and key tasks The consultancy team/firm consisting of electrical and mechanical Consultants will assist Oxfam, MoWR and Aleppo Water Establishment in the review of the bidders design and assuring that all steps are undertaken properly, so that the completed project delivers the quality, capacity, performance, reliability and economic life required. The Consultant’s assistance will cover:- Phase1: The consultant to be provided with the invitation to tender documents used during advertisement. This will assist in identifying gaps and development of the technical evaluation framework. • Reviews the invitation to tender documents including technical specification and Book condition • Provides and document technical evaluation framework • Recommends grading process for review, technical evaluation and sign-off. Phase 2: Once phase 1 is completed and accepted by Oxfam in Syria, Oxfam in Syria will hand over only technical parts of received bids to the consultant whom will be carrying out the following tasks • Conducts technical evaluation and grading • Prepares evaluation report with recommendations • Develops contract management guide and plan for the electro-mechanical plants (generator sets and transformer) • Prepares commissioning and testing methodology • Assist in receiving and testing of the electro-mechanical plants at port or as advised by MoWR and Oxfam. Carry out compliance checking of received (inspection documents) and the actual received commodities Phase 3: Training and Capacity The Consultant team shall: • Assist in hand over of commodities for water establishment and local authority participating in commissioning and trial stage • Conduct training on contract management for electro-mechanical equipment/items (i.e., control panels, generator sets etc) 4. Detailed tasks The Consultant shall provide the following services including, but not limited to the following: a) Review needs assessment report and key documents. • Review of all available project proposals, reports, drawings and plans prepared bidders and AWE/MoWR related to the proposed project • Conduct necessary additional analyses and calculations for the projects to ensure that the proposed work meets all MoWR and Electrical department overall requirements and current and future technical requirements. This is particularly relevant in relation to interconnection with surrounding networks, as networks have expanded and changed considerably since the pumping station originally designed. There is also a need to ensure that the rehabilitation is undertaken in a cost effective manner and to ensure that budgetary ceilings are taken into account; • If feasible, visit the pumping station and obtain data necessary for suitability of the electro-mechanical plants and likely rehabilitation works preliminary designs, which shall include electrical, mechanical, civil, building and hydraulic aspects; • Discuss stations’ operational issues, maintenance issues, rehabilitation requirements and training requirements with Aleppo Water Establishment staffs. • Prepare notes of the pumping station visits and discuss these with the relevant Departments with Aleppo Water Establishment • Conduct comprehensive cost benefit analysis on available scenarios for O&M taking into consideration current technology environmental impact etc., and propose the scenario which will maximize the benefit; b) Review of Technical Specifications and Bidding Documents The Consultant shall review technical specifications and bidding documents, including, but not limited to the following: • Review concepts and designs, including simplified A4 drawings for equipment and powerhouse layouts and written definitions of scope and technical parameters. MoWR and AWE will provide assistance in the access and/or preparation of drawings; • Bills of materials and works quantities; • Recommendations on contract arrangements; • Review bidding documents including employer’s requirements, technical specifications, performance specifications, schedules, and drawings of pumping station c) Supervision The project will cover supply, testing and delivery to Syria. The Consultant shall provide assistance to Oxfam GB of all aspects of the project in order to assure that they are conducted properly. • This includes assisting in developing and implementing a quality assurance program for manufacturing, review and approval of design, monitoring schedule, inspection of equipment and materials upon arrival and upon installation, other site works and review of documents to assure quality of delivered goods, comparison of as-built drawings to design, and addressing shortcomings in any of these areas. d) Testing and Commissioning All new equipment and components of the pumping station electro-mechanical plant will be subject to an acceptance test to demonstrate their capability to meet warranted design criteria. Tests shall also include full station operational, functional and performance tests, in accordance with international standards, to ensure that new equipment and overall systems performance in accordance with specified requirements. • For each test, the Consultant shall review the client’s test procedures for compliance with manufacturers’ requirements and design criteria. The Consultant shall witness the tests and review the test results. If test results are not satisfactory, the consultant shall ensure that any lack of compliance is addressed and that the equipment and overall systems shall be re-tested until compliant results are achieved. During the commissioning phase, the Consultant shall provide training on the testing and commissioning of all aspects of the project. The Consultant shall assist Oxfam and coordinate with the supplier in addressing any issues with the project components that are unsatisfactory. At the end of this period, and when all acceptance tests have been completed to the Consultant’s satisfaction, the Consultant shall advise Oxfam that the supply and testing of electro-mechanical is complete and all the project components are ready to be declared fully operational. The Consultant shall also prepare and recommend provisional taking over certificates whenever due for the works or part of the works and alert Oxfam any deficiencies and outstanding items, if any. The Consultant shall also confirm the remedial measures taken by the supplier/contractor, and recommend a final taking over certificate. e) Capacity Building/training The Consultant shall perform a skills assessment and develop a training programme for staffs in Aleppo and MWR and Oxfam team in Damascus. The Consultant will be expected to work closely with the Oxfam and AWE staff and shall ensure that the AWE personnel achieve higher skill levels as a result of project involvement. 5. Deliverables/output: The Consultant shall prepare an Inception Report within 2 weeks of assignment and monthly progress reports as applicable in a format and details acceptable to Oxfam, AWE and MoWR. The Consultant shall maintain records documenting decisions made at meetings, progress on project implementation, financial records and changes to the contract plans. The Consultant shall assist Oxfam in preparing a project completion report and monitoring and evaluation reports as required. All documents and reports would be made available in binary format to Oxfam. All reports will be in English language. Task Deliverable Timeline: days* Preparatory Phase Review/Clarification of Terms of Reference A detailed evaluation plan following discussion on the ToR and agreement on how the consultancy will be conducted (Draft outline of report structure, tools, calendar etc.) 10 days Review of key project documentation (tender document, advertisement, technical design, check list, Oxfam policy documents etc.) Development of consultancy inception report and plan (including meeting/interview, framework, schedule and propose grading system) Technical evaluation Evaluation of the bids and submit evaluation report including contract management process and recommendation Technical evaluation report and training plan 15 days Supervision, inspection and commissioning Supervision and inspection Certification duly signed by relevant authority 15 days Testing and commissioning 5 days Capacity building/training Training schedule and report 10 days Report Preparation & Dissemination Preparation of draft evaluation report Draft report 2 days Meeting in Damascus or Beirut as agreed with key stakeholders (MoWR, AWE, Oxfam) presenting progress, lesson learned and recommendations Meeting 5 days Integration of feedback from stakeholders and submission of final evaluation report Final report 5 days 6. Essential • A demonstrable understanding of the scope of the project and the critical issues within the implementation of this project. • A methodology for completing the above work and clear identification of what is required from MoWR, Oxfam GB and any other parties. • Provide a project plan outlining how you will undertake the services including defined milestones and timeframes. The timetable provided above is Oxfam recommendation and the consultants/s is welcomed to provide their time frame. • Demonstrate the experience of the staff/personnel proposed, how this experience will be utilised on and of benefit to this project and what the relevant person(s) would be responsible for on this project. • Demonstrate capacity to complete the work in the given timescales. • Demonstrate ability to enter into the required form of appointment and warranty as part of this proposal/Expression of Interest. • All project outputs of studies, reports and information are the property of Oxfam. 7. Reporting The consultants will report directly to the WASH Coordinator. A reference group will be established, composed of relevant departmental heads in Damascus namely PHE TL, Finance, Procurement and Human Resource. The reference group will be responsible for reviewing and approving the evaluation plan, draft and final reports. The consultant will closely work PHE TL, PHE and WASH Coordinator counterpart. 8. Expertise and qualification 8.1 A consultancy firm or a group of individuals that meets the following required qualifications and skills are invited to apply for this consultancy. The consultancy services will be required consultancy firm or a group of individual expertise who has specialized experience in design, supervision, testing and commissioning of electro-mechanical power plants. AWE will provide staffs from the relevant office and the pumping station in accordance with the requirements during different stages of the projects. QUALIFICATION/EXPERIENCE OF CONSULTANT 8.2 One Electrical Engineer and one Mechanical Engineer with at least Bachelor’s degree in electrical or mechanical engineering and minimum 15 years’ experience in high capacity generator with capacity of over 1000KVA and transformer of over 10MVA 8.3 The Consultant shall have comprehensive experiences and knowledge on electrical and mechanical systems including control and protection system implemented in projects of similar type to Aleppo pumping station projects and shall also have an understanding of civil engineering and hydraulic of pumping station. 8.4 In case of a consultancy firm, Oxfam would require supporting documents beside the proposal such as company registration, CVs of all staff to be involved in the project and list of previous similar consultancy with government, UN agencies and INGOs 8.5 In case of group of individual expertise, Oxfam would require the group to nominate a lead engineer whom will be liable to all contractual terms with Oxfam. In addition to that, he or she must provide all supporting documents as per article 8.4. 8.6 Proven people skills including training experiences are important. Experience shall cover pumping station design, specification, construction, testing and commissioning especially of electro-mechanical pumping station plant projects. 8.7 It is expected that the Consultant will conduct skills assessment, preparation of a training programme, preparation of the evaluation framework and selection criteria including grading. 8.8 Visits for the project site subject to security situation until commissioning is completed. 8.9 Owns a laptop 8.10 Able to travel within and outside the country when necessary and safe. 9. CODES OF BEHAVIOUR: The evaluation process will be directed by Oxfam’s Code of Conduct and Oxfam’s guidelines for the ethical conduct of evaluations and research, guiding the evaluator(s) through careful consideration of the key ethical implications at every stage of the evaluation. These guidelines are available at this link: policy-practice.oxfam.org.uk/publications/undertaking-research-with-ethics-253032 10. TERMS AND CONDITIONS 10.1 Payment of the agreed fee shall be on three instalments on satisfactory completion of the assignment to the quality and time scale set out in these terms of reference and in a work plan agreed with the contracting manager in Oxfam GB Syria programme (WASH Coordinator). Oxfam will pay such invoices within 7 days of the end of the month of receipt of the invoice. 10.2 The agreed consultancy fee includes an amount in respect of general overheads, which would reasonably be expected to occur in the provision of the consultancy services. These include, without limitation, telephone calls, stationery, photocopying and printing. 10.3 Insurance: The consultant shall have in force and maintain an insurance during the consultancy period, which insurances shall indemnify Oxfam in the event of any claim and/or proceedings. In accordance with the Expenses Summary for Consultants, Oxfam shall reimburse those reasonable expenses necessary for the proper performance of the services, provided these are agreed in advance and that you provide all relevant receipts. Tax and insurance: The consultant shall be responsible for his/her income tax and/or insurance during the assignment 11. DISCLOSURE: Although free to discuss with the authorities on anything relevant to the assignment, under the terms of reference, the consultant is not authorized to make any commitments on behalf of Oxfam. All data collected as part of this consultancy belongs to Oxfam and public dissemination of the data and evaluation products can only be done with the written consent of the Oxfam. 12. EXPRESSIONS OF INTEREST (EOI): Oxfam invites EOI from organisations, or individuals, with the experience and skills described above. The EOI must include: 1. A cover letter of no more than 2 pages introducing the consultants/firm and how the skills and competencies described above are met, with concrete examples. Please also use this cover letter to confirm the consultant’s availability for the proposed period; 2. A brief technical proposal (3 pages max) of the proposed process and key considerations including: a. Key considerations for this bids evaluation b. Proposed evaluation design and methodology c. Timeline for the consultancy implementation 3. A CV for the evaluator(s), including 3 referees per evaluator (with phone number and email address); 4. A one-page budget covering all major anticipated costs 5. One example of reports from previous evaluations/reviews for similar works or other relevant areas. Please submit the EOI and other documents (as mentioned in 12 above) at 5:00 PM Syria time with “Consultancy for evaluation and training for electro-mechanical plants in the subject line. All questions or clarifications of a technical nature are to be sent to WASH Coordinator Counterpart at [email protected] Commitments OXFAM has a Humanitarian Accountability Framework, outlining its global accountability commitments. All consultants (independent contractors) are required to contribute to the achievement of this framework ( oxfam.org.uk). Invitation for Expression of Interest (EOI) for Individual Consultants (First Date of Publication: 12th October 2014) Name of the Project: Aleppo: Electricity Supply Improvement Project Component: Supply of generators (2000 KVA) and transformer (30MVA) 1) Oxfam in collaboration with MoWR with support of development partners is considering the implementation of Power Efficiency Improvement through provision and installation of generators and transformer for second water pumping station in Aleppo. 2) Oxfam (the Employer) now invites Expression of Interest (EOI) from Eligible individual 3) Consultants, listing their specific position for which any person is applying in cover letter attaching update key personnel Curriculum Vitae (CV). Consulting Services for review of technical specification, assist in technical evaluation, testing & commission of generators (2 No. 2000KVA) and Transformer (30MVA) in Suleiman Al-Halabi, Aleppo Governorate. SN Description Remarks 1. Designation: Electro-mechanical Consulting Engineer 2. No. of consultants 2 Multi-disciplinary team – Mechanical and electrical 3. Duration 4 months Intermittent 4) The consultant shall be highly experienced in the related fields and possess good command in Arabic and English. 5) The consultant shall also submit the certified copy of testimonials especially academic qualifications, trainings and job related experiences along with the proposal. 6) The consultant will be selected and engaged in accordance with the Oxfam policies and procedures under the Individual Consultant Selection Method. 7) The terms and conditions of the contract and payments by consultancy on the second pumping station in Suleiman Al-Halabi, Aleppo Governorate and will be subjected to the terms and conditions of the agreement. Applications should include: • Up-to-date curriculum vitae, • One supporting document of max 3 pages outlining core competencies in line with the assignment, the proposed methodology of work including timeframe and location and the financial expectations, • Evidence of past experience in undertaking similar assignments (three most recent documents preferred) of similar works done. • Three (3) references of previous assignments. Only shortlisted applications will be contacted. The final selection will be done by Oxfam in consultation with MoWR Application Process Interested parties must submit their applications by email to: oxfam.syria@gmail Subject: Consultancy for the support for the technical evaluation of the pumping station in Aleppo Deadline for submission: 26th Oct. 2014. Oxfam will identify team leader, who will be the sole responsible to deliver the outputs of the assignment. Interested consultants may obtain the detailed TOR from Oxfam Office from Sunday 12 October till Thursday 23 October between 9 am and 4pm. Copy of detailed TOR is available on Oxfam facebook page: Oxfam in Syria For more information, prospective consultants may contact following phone: 095800126. Office address: Ground Flour, building No. 4, Ibn Al Haytham St. Abou Romaneh, Damascus, Syria
Posted on: Sun, 12 Oct 2014 08:12:42 +0000
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