TERMS OF REFERENCE FOR SERVICE CONTRACTING. Water trucking service for Syrian asylum seekers stranded at Jordan borders in Hadalat and Rukban.

Transcription

1 TERMS OF REFERENCE FOR SERVICE CONTRACTING Assignment Water trucking service for Syrian asylum seekers stranded at Jordan borders in Hadalat and Rukban. Location Duration Hadalat and Rukban area, Mafraq Governorate. 6 months. Reporting to Chief, section WASH 1. JUSTIFICATION/BACKGROUND UNICEF is engaged in the provision of critical emergency water supply and sanitation services, as part of its emergency response to an estimated 76,000 Syrian asylum seekers residing at the temporary settlements locations at Rukban and Hadalat. During the past couple of months, there have been a series of discussion with the GOJ in the direction of relocation of the asylum seekers in Rukban some 10km north west to their current location. Part of those asylum seekers will go back beyond the Syrian berm, while others will remain into the so called no man s land. Safe and drinkable water is supplied with water truck to asylum seekers in Rukban, and in Hadalat. Water trucking activity was initially started in late 2014 by the International Committee of the Red Cross, and UNICEF took over the activity in By the end of 2016, UNICEF is sending on a daily basis 45 water trucks to both locations, to supply a total amount of 720 m3 of safe water on average. Water is sourced from the water treatment plan managed by Yarmouk Company in Ruwayshed town. The distance from Ruwayshed to Rukban in 170 km, of which 90 km are off-road. The distance from Ruwayshed to Hadalat is 60 km of good paved road. As water trucking is an excessive costly activity, UNICEF is working on an exit strategy by rehabilitating boreholes and drilling a new borehole closer to asylum settlements. Those boreholes will be operation around March 2017, and depending of those boreholes yield, some water trucking will still be necessary throughout In that purpose, UNICEF is looking to contract a highly qualified company able to take responsibility and manage properly this water trucking activity. 2. OBJECTIVE, PURPOSE AND EXPECTED RESULTS General objective: to manage a fleet of water trucks and drivers to collect, transport and safely off load at locations decided by UNICEF a daily agreed volume of drinkable water.

2 Expected results: a) Proof of access to at least 90 trucks with the following details : calibrated volume of the cittern, b) Guarantee the supply of the agreed volume of safe drinkable water, on a daily basis, 7 days a week, to Hadalat and Rukban settlement. The daily volume of water can vary upon UNICEF request, but the contractor will be asked initially to supply at least 550 m3/day to Rukban, and at least 120 m3/day to Hadalat. c) Directly manage all truck drivers, especially ensuring that (1) truck drivers have the requested permits to operate in this restricted area, (2) have adequate working conditions, (3) truck drivers maintain their trucks to avoid any leakage of water (from the cittern, and from the pumps hoses). d) Maintain a close communication with all parties (UNICEF, truck drivers, Military Intelligence, BGF, local administrative authorities) and be responsible to manage all demand and complains from water truck drivers. 3. DESCRIPTION OF THE ASSIGNMENT SCOPE OF WORK Description of the key locations of the project, and access The map in Annex A provides details of the project area, and key locations for water trucking. The contractor will have to supply water by trucks to Hadalat water storage tanks (3), to Rukban water storage tanks at CURRENT location (5), and to Rukban water storage tanks at NEW location (4) please consult map in Annex A. The source of water is currently the Al Ruwayshed water treatment plan (1), managed by Yarmouk company. At this WTP, there are four water trucks filling points that can be used simultaneously. Hadalat water storage tanks (3) are easily accessible from Ruwayshed WTP (1) by an easy going paved road, 60 km, approximately one hour drive. Rukban current (5) and new (4) water storage tanks are accessible from Ruwayshed WTP with first a 80 km of paved road to Karama, then a 90 km off road into the desert, crossing Bustana military check point (7). Both locations Hadalat and Rukban are in a closed military zone, and truck drivers needs to get a special permits from Military Intelligence to access. The access to Rukban is controlled at Bustana military check point (7). After permits control, water trucks are allowed to enter Bustana from 9 AM in the morning, and needs to be back in Bustana at no later than 4 PM. From Karama to Rukban, it s an off road track, through the desert. While road access is easy most of the year, during winter some floods can limit the access. Cold and windy conditions makes the access even more difficult for truck drivers from December to April. UNICEF is rehabilitating the Hadalat borehole (2) and is drilling a new borehole in Rukban (6). Depending of those borehole water productivity, those to boreholes will be consider as alternative water sources, and water trucking may start from there instead of from Al Ruwayshed, to reduce the distance of water trucking. In Al Ruwayshed, all mechanics and related services are available to maintain and repair trucks. Scope of work - tasks

3 The contractor will be requested the following key tasks: guarantee a daily supply of agreed water volumes to Hadalat Water storage tanks (3), and to Rukban water storage tanks current (4) and/or new (5) location, by sourcing the water at the Al Ruwayshed water treatment plan (1) only. As asylum seekers in Hadalat and Rukban settlements relies only on this water supply, the contractor needs to guarantee the supply of agreed volumes on a daily basis, seven days a week, during the entire duration of the contract. The current volumes of water to be supplied daily are 120 m3/day for Hadalat, and 550 m3/day for Rukban. Those volumes of water are likely to vary, either increased or decreased during the contract period, and are decided by UNICEF only. Supply water to those two locations, but by sourcing water from other locations upon UNICEF request, for example the rehabilitated borehole in Hadalat (2) or the newly drilled borehole in Rukban (6). Primary source of water needs to be always agreed by UNICEF staff, to guarantee the water quality. Upon UNICEF s specific request, adjust in a timely manner water quantities to be delivered. Contractor should be able to increase or decrease water volumes to be delivered upon a 24 hour notice from UNICEF; Directly, on a daily basis, manage all water trucks drivers. This will include at minimum the following : a) Establish a detailed list of trucks available in Ruwayshed, and drivers information (truck plate number, re-calibrated volume of the cittern, truck s driver name and contacts); b) Ensure and facilitate that all truck drivers gets permits from Military Intelligence to access the required locations. The contractor will also be responsible to get its own security permits; c) Ensure that trucks drivers well maintain their trucks and pumps hoses to avoid any leakage when offloading in the storage tanks. This is especially important to avoid damage on the water storage tanks when trucks are approaching the tanks and offloading. UNICEF will refuse to pay the water delivered by trucks that are leaking and damaging the water station; d) Listen and try to respond to truck drivers specifics demands. The contractor will be responsible to ensure a good working environment for the trucks drivers, and to address reasonable complains. This aims to avoid any strikes from truck drivers, that could potentially lead to disruption of the water delivery service; e) Ensure that all trucks have a clearly visible identification number, marked at the windshield, to facilitate trucks monitoring; f) Ensure that truck drivers offload water in UNICEF water storage tanks in a safe and adequate manner, as per UNICEF recommendations. g) Ensure good communication to truck drivers about UNICEF water trucking exit strategy. Constant information needs to be provided to trucks drivers about the potential reduction of water trucking activities depending of the rehabilitation/construction of boreholes. h) Take appropriate measures, in coordination with UNICEF, against truck drivers that could possibly source water from other non-authorized and unsafe water sources; i) Ensure that truck drivers strictly comply with BGF/JAF rules and restrictions; Rigorously monitor, control and report the daily quantity of water supplied for each location. This implies at minimum the followings : a) Dedicate on staff at the water source, to record the number of trucks filling with water. Record the truck identification number, the water volume, and control that the water cittern is full after filling;

4 b) Dedicate one staff to monitor and record that water delivery at final destination, in Rukban and Hadalat. Those staff will be responsible to monitor the number of trucks and water volumes offloaded in UNICEF water tanks, and will be responsible to ensure a safe and adequate, as per UNICEF recommendation, offloading of water from the trucks. Water trucks will be connected to flexible HDPE pipes, and will have to pump water to the storage tanks. The contractor staff will have to guarantee adequate offloading (with no or reduced leakage from trucks, pump s hoses) and will have to ensure that water trucks are quieting in a patient and peaceful manner, waiting their turn to offload; c) Collaborate with UNICEF s third party partner, that will be in charge of independently monitor water quantity and quality of each trucks supplied to both locations; d) Compile and submit to UNICEF a daily and weekly report of total volumes of water supplied for each location. Guarantee a timely and consistent communication with UNICEF staff about operations and challenges, both at Amman and Al Ruwayshed level. Contractor s manager should attempt any meetings with local authorities, military or partners in Al Ruwayshed upon UNICEF s specific request. Pay directly the volumes of water to Yarmouk Company. Submit to UNICEF a monthly invoice with all details of water supplied and related costs. 4. REPORTING REQUIREMENTS The contractor will have to record all daily data of water trucking operations: - Number of trucks, ID number, plate number and volume of water per truck, at water source filling point. This needs to be recorded specifically per each water source (currently Al Ruwayshed water treatment plan, in a near future Hadalat and Rukban borehole); - Number of trucks, ID number, plate number and volume of water per truck, at each delivery point (Hadalat and Rukban). - Total daily water volumes supplied for each location; Those daily details will have to be summarized in a weekly report to be submitted to UNICEF. UNICEF will proceed to the validation of weekly water delivery reports that will be used to proceed for payments to the contractor. 5. LOCATION AND DURATION This contract will be awarded for a 3 month period, renewable based on operational requirements. The project is located in Al Ruwayshed area, Mafraq Governorate. The specific locations to be considered are detailed bellow. Contractor should be aware that the project area is a closed military zone, and special permits have to be granted to contractor s staff by JAF/Military Intelligence. Contract have also to fully understand the Project location map in Annex A.

5 Location and Ref on Map in Annex A Al Ruwayshed and water treatment plant (1) Hadalat Borehole (2) Hadalat water storage tanks (3) Rukban water storage tanks, new location (4) Rukban water storage tanks, current location (5) Rukban Borehole (6) Bustana check point (7) Karama (8) GPS coordinates Distances Type of road N E N E N E N E N E N E N E N E km from Ruwayshed 6 km from Hadalat Borehole Paved road 10 km from (5) Off road 90 km from Karama Off road 3 km from (5) Off road 30 km from Karama Off road 80km from Ruwayshed 3 km paved road, 3 km off road Paved road 6. OFFICIAL TRAVEL INVOLVED NOT APPLICABLE. 7. CONTRACT MANAGEMENT Operational and technical level for this contract management: UNICEF WASH Team based in Ruwayshed. Focal Point, WASH Specialist. Administrative management of the contract: UNICEF WASH Team based in Amman, Focal Point Esmaeil Ibrahim, Chief of WASH section. 8. FREQUENCY OF PERFORMANCE REVIEWS AND PERFORMANCE INDICATORS The key performance indicators to evaluate the contractor performance will be: - No. and % of days were the agreed volumes of water are supplied to agreed locations (aim 100 % during the entire contract period); - No disruption in water supply to asylum seekers; - Any strikes from water trucks drivers; - Quality of field monitoring, especially ensuring a safe offloading of water trucks in UNICEF water storage tanks; - Quality and accuracy of daily data recording and weekly reports; clarity and accuracy of contractor s invoices for payments; - Availability of the contractor s staff on site, and quality/reactivity in communication with UNICEF staff. Those indicators will be evaluated by UNICEF staff on a daily basis.

6 9. DESIRED QUALIFICATIONS, SPECIALIZED KNOWLEDGE OR EXPERIENCE The bidder should have established credibility in working in the humanitarian and/or development and/or municipal context. The bidder must have experience in working in insecure environments, and needs to be able to obtain permits from the Jordan Armed Forces to access the project location, which is in a military closed zone. Key staff to mobilize: The list of staff and qualification bellow is indicative, but the bidder should make sure that his proposed team includes at minimum: - 1 water truck field monitor at each water source. Currently there is only one water source (Al Ruwayshed water treatment plant), but during the contract period, it could be possible that new water sources are operational (Hadalat and Rukban boreholes). In consequence the contractor will have to increase his number of field monitors, one per water source used. Staff will have to be onsite over the time water trucks are filling with water, and needs to record all requested data. - 1 water truck field monitor at each water delivery points, which means at least one in Hadalat, and one in Rukban. Staff will have to be onsite over the time water trucks are offloading water, and needs to record all requested data. They will have to manage water trucks drivers as per request in paragraph 3 scope of work. - 1 program manager, based in Ruwayshed. He will be responsible to oversee the entire water trucking operation, and will be UNICEF s main focal point in Ruwayshed. Contractor will need to provide adequate permits, accommodation, transportation, food, and restauration for staff. Institutional Classification As part of contract requirements and to ensure effective operations, UNICEF holds the rights to be fully be involved in all subcontracting discussions, including price renegotiations, and must issue a no-objection statement before the Contractor engages in any sub-contracting with a third party. The contractor is responsible to resolve any issues with sub-contractors. UNICEF will have the right to intervene to address the issue in the best interest of the operations. 10. PROPOSED PAYMENT METHODOLOGY UNICEF will pay contractor against actual volumes of water delivered on site in Hadalat and Rukban. The volumes of water to be paid will be double checked and certified by UNICEF and UNICEF s third party monitoring before proceeding to payments. Every week, UNICEF will certify the volumes of water delivered, the locations of source of water, and locations of delivery points. Based on this weekly certified reports, the contractor will establish a monthly invoice to be paid by UNICEF to contractor. The unit prices that UNICEF and the contractor will have to agree on are as following:

7 1. Unit cost in JOD of 1 cubic meter (m3) of water supplied and transported over 1 kilometer (km) on paved road; 2. Unit cost in JOD of 1 cubic meter (m3) of water supplied and transported over 1 kilometer (km) off road (desert); Based on this two unit costs, contractor and UNICEF will agree on monthly payments based on total volumes of water delivered, taking into consideration locations of water sources and exact location of final water delivery points. The contractor has to reflect in his prices all related cost for the water trucking operation, including water truck drivers payments, trucks maintenance, water bill to Yarmouk Company, ect UNICEF will not pay any additional cost from the agreed unit prices. The 3 JOD governmental official fees does not fall under the scope of this contract and will not be invoiced against this contract. 11. STRUCTURE AND EVALUATION PROCESS OF THE PROPOSAL The bidders re requested to submit a technical and financial proposal. Each proposal will be assessed first on its technical merits (including by reference to legal requirements) and subsequently on its price. In making the final decision, UNICEF considers both technical and financial aspects. The Evaluation Team first reviews the technical aspect of the offer followed by the review of the financial offer of the technically compliant vendors. 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 technical proposal should contain, at least, the following: Detailed Methodology and approach to project demonstrating how the contractor will meet or exceed UNICEF requirements for this assignment. Specific focus should be brought to logistics and permits arrangements, Proposed timeline for the project, and key milestones, Expertise of Company detailing general and specific experience with similar assignments in the past 5 years. Bidders are requested to back up their submissions by providing: o Evidence in the form of job completion certificate, contracts and/or references. o Three case studies containing the following information: Name of Client Title of the Project Year and duration of the project Scope of the Projects/Requirements Proposed Solutions and Outcome Team members on each of the project and their specific roles

8 Project timelines (start and end date year, and any other information necessary) Reference /Contact person details Details of the Proposed Team for the assignment including the following information: o Title/Designation of each team member on the project o Educational qualifications and professional experiences o Past experience in working on similar project and assignment List all similar projects they worked on and their roles on the project. Project implementation and work plan showing the detailed sequence and timeline for each activity and man days of the of each proposed team as necessary A list of heavy equipment s, machinery, trucks to be mobilized for the project. Quality assurance mechanism and risk mitigation measures put in place Financial Proposal The financial proposal needs to be submitted against the BoQ provided by UNICEF.