WATER UTILITIES CORPORATION

BOTSWANA EMERGENCY WATER SECURITY AND EFFICIENCY PROJECT

TERMS OF REFERENCE

FOR

CONSULTANCY SERVICES

DESIGN REVIEW, TENDER DOCUMENTATION & MANAGEMENT AND

CONSTRUCTION SUPERVISION OF GHANZI WATER SUPPLY DISTRIBUTION

NETWORK REHABILITATION PHASE II TENDER NO. WUC XXX (2020)

WATER UTILITIES CORPORATION PRIVATE BAG 00276 GABORONE BOTSWANA

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Contents

1. INTRODUCTION ................................................................................................................ 1

1.1 Background ............................................................................................................................ 1

1.2 Corporate Profile ................................................................................................................... 2

1.3 Corporate Governance ........................................................................................................... 2

2. OBJECTIVES OF THE CONSULTANCY ......................................................................... 3

3. BACKGROUND ON STUDY AREAS ............................................................................... 3

3.1 Location ................................................................................................................................. 3

3.2 Department of Water Affairs Project ..................................................................................... 3

3.3 Implementation by WUC ....................................................................................................... 6

4. PROJECT SCOPE OF WORK AND DETAILED DESCRIPTION OF TASKS ............... 7

4.1 Scope of works ...................................................................................................................... 7

4.2 Services expected from the Consultant ................................................................................. 7

4.3 Detailed Description of Tasks – Stage 1 ............................................................................... 8

4.4 Responsibilities of the Consultant under Stage 1 ................................................................ 10

4.5 Detailed Description of Tasks – Stage 2 ............................................................................. 11

5. CONSULTANT QUALIFICATION ................................................................................. 15

5.1 Consultant Experience ......................................................................................................... 15

5.2 Minimum requirement for Tenderers .................................................................................. 15

6. TECHNICAL PROPOSAL ................................................................................................ 15

6.1 Key Personnel ...................................................................................................................... 15

7. DURATION OF THE ASSIGNMENT .............................................................................. 18

7.1 Design Audit/Review and Tender Documentation and Management (Stage 1) ................. 18

7.2 Construction Supervision (Stage 2) ..................................................................................... 18

7.3 Defects Liability Period (Stage 3) ....................................................................................... 18

8. PROJECT DELIVERABLES ............................................................................................. 18

9. REPORTING ...................................................................................................................... 20

10. PROJECT MEETINGS ...................................................................................................... 20

11. OBLIGATIONS OF THE CLIENT ................................................................................... 20

12. OBLIGATIONS OF THE CONSULTANT ....................................................................... 21

13. PAYMENT TERMS ........................................................................................................... 22

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ABBREVIATIONS and ACRONYMS

CSO Central Statistics Office

DLG Department of Local Government

DSM Department of Surveys and Mapping

DSWM Department of Sanitation and Waste Management

DTRP Department of Town and Regional Planning

DWA Department of Water Affairs

GDC Ghanzi District Council

GoB Government of Botswana

IBRD International Bank for Reconstruction and Development

MLMWS Minister of Land Management, Water and Sanitation

Mm3 Million Cubic Metres

NDP National Development Plan

ToR Terms of Reference

WBG World Bank Group

WUC Water Utilities Corporation

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1. INTRODUCTION

1.1 Background

Botswana is a land locked country and a member of Southern African Development Community

(SADC) (See Appendix 1, Map of Botswana). The surface area is approximately 582,000 km2,

roughly the size of France or Texas in the US. About two thirds of the country is covered by the

Kalahari Desert. Rainfall ranges from 200 mm per annum in the desert to about 600 mm per annum

in the North and North Eastern parts of the country. The population is estimated to be 2.1 million

(2011 census) and is sparsely spread across the country with the biggest villages along the South East

– North East Corridor. Gaborone which is the capital city has a population of about 270,000

accounting for 11% of the county’s population. Botswana has been hailed as one of the success

stories of Africa with an annual per capita GDP of about US $ 14 800, compared to US $ 70 at

independence in 1966. The mining sector remains the main engine of growth for the Botswana

economy. The sector contributes 40% of GDP, 75% of export earnings and over 55% of total

government revenues.

Botswana is water stressed and has suffered from repeated droughts. The 2015-2016 El-Nino related

drought has affected Botswana and its regional trade partners quite significantly. Lower export

receipts and higher food import costs caused Gross Domestic Product (GDP) growth to turn negative

in 2015 (-0.3%), and entailed large budgetary shortfalls (a fiscal deficit of 6.3% of GDP in 2015).

Thus, Botswana has become increasingly resource constrained and funding is required to finance the

infrastructure investments to increase the supply of water to areas affected by the drought.

Substantial investments are required to align water security requirements with the growing demands

of Botswana’s increasingly prosperous population. Greater rainfall variability and declining

groundwater availability suggest that additional investment in water infrastructure will be a priority,

including: additional storage and transmission, interlinking surface and groundwater supplies and

developing water transfer schemes. It should also be noted that many villages are small and scattered

and water must be transported over long distances (often at high cost), thus the task of responding to

recurrent droughts is further compounded.

Given the current low water security of Botswana, low service coverage, high water losses and poor

wastewater facilities, the Government of Botswana has applied for a loan from the World Bank for

implementing the Botswana Emergency Water Security and Efficiency Project. The project is to be

implemented in the period 2017 to 2020. The project development objective is to improve

availability of water supply in drought vulnerable areas, increase the efficiency of WUC, and

strengthen wastewater management in selected systems. The project has three components being:

• Component 1: Improve availability of water supply and efficiency of services

• Component 2: Improve wastewater and sludge management and

• Component 3: Sector reform and institutional strengthening.

One of the sub-projects under Component 1 is the Rehabilitation and Expansion of Ghanzi Water

Supply Distribution Network project. WUC now intends to use part of the funding to finance a

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consultancy for the Design Review, Tender Management and Construction Supervision of this

project which will involve expansion of the network to cover the surveyed but not allocated plots

south of the existing developed area and the primary infrastructure for the planned area to the east of

Ghanzi-Maun Road including existing airstrip area.

The Department of Water and Sanitation (DWS), formerly Department of Water Affairs (DWA),

who was the water supply provider (prior to Water sector reform) had previously engaged a

consultant who carried out a detailed design and tender documentation in 2008. The implementation

of the sub-project could not go ahead due to unavailability of funding. WUC has now secured

funding for implementation of the sub-project under the Botswana Water Security and Efficiency

Project funded by the World Bank. This project was transferred to Water Utilities Corporation after

the Water Sector reforms in 2014.

1.2 Corporate Profile

Water Utilities Corporation (WUC) was established in 1970 through an Act of Parliament. The

mandate of the Corporation is to provide potable and wastewater services throughout the country.

The Corporation is a parastatal organization wholly owned by Botswana Government. A Board of

Directors appointed by the Minister of Land Management Water and Sanitation Services is the

overall authority responsible for policy formulation.

WUC has eight (8) Departments namely: Chief Executive’s Office, Technical Services, Operations,

Shared Services, Finance, Sustainability and Water Resources, Human Resource, Corporation

Secretariat and Internal Audit. The departmental heads report to the Chief Executive who in turn

reports to the Board.

1.3 Corporate Governance

Water Utilities Corporation subscribes to and is committed to the accepted practices of good

governance and international best practice. In all its undertakings, the Corporation shall not tolerate

fraud, corruption, malpractice or maladministration.

The Corporation further commits to preventing, detecting and timely responding to issues of fraud,

corruption, malpractice or maladministration, and expects its employees, suppliers, contractors,

consultants, general members of the public to be fair and honest in their dealings with the

Corporation.

The Corporation maintains an open-door policy, where issues relating to fraud, corruption,

malpractice or maladministration can be freely reported through the hotline/tip-off anonymous

program and/or Internal Audit. Issues can be reported through; writing, email, telephone or in person.

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2. OBJECTIVES OF THE CONSULTANCY The objective of the sub project is to improve water supply for about 41,470 beneficiaries in Ghanzi

township by extending and rehabilitating the reticulation network. Production capacity is

2,710m3/day.

Water losses for the township average 21 percent of production and the project target is to reduce

water losses to 15 percent of production.

The consultant is expected to carry out design review, tender documentation and management,

construction supervision and management of the construction works until the completion of the

project.

3. BACKGROUND ON STUDY AREAS

3.1 Location

Ghanzi is located approximately at coordinate 21041’22.30’’S, 21039’34’’E, 720km from the capital

city Gaborone. Ghanzi can be accessed from Gaborone via Trans Kalahari highway through Kang

Village or through Francistown via Nata and Maun. Ghanzi Township is the administrative center of

Ghanzi District. The district is quite vast, measuring 117,910 sq.km. Ghanzi Township has a built-up

area characterized by two distinct settlement patterns. One is the planned formal portion, where

Commerce, Government and modem type of housing are located on fixed term grants of state. The

other area comprises three wards - Khurakhura, Kgapamadi and Kabakae, where plots are not

surveyed and planned in a formal pattern. The water supply infrastructure in the informal wards is

haphazard and currently presents a challenge in management and in the accounting of water losses as

well as operation and maintenance.

3.2 Department of Water and Sanitation Project

In February 2008 Department of Water and Sanitation engaged a Consultant to undertake the Design

and Construction Supervision for Tsabong and Ghanzi Major Villages Water Supply Distribution

Network Rehabilitation.

By then Ghanzi township’s main source of water supply was deep groundwater. Before 2011 there

were five boreholes supplying the township. By then the average daily borehole production ranged

from 1960-2135 m3/day and was just enough to meet the then peak daily demand of 1690m3/day.

Due to the town’s rapid expansion and growth, the water supply network could no longer meet the

growing demand of the town. The existing storage capacity at the Town Booster Station of 3480

m3/day was inadequate to balance daily demand. Water demand projections indicated that as planned

developments take place, by 2014 there would be a deficit in storage capacity of 5000m3, which was

further projected to increase to 8000m3 by 2023. Applications for new plot connections have been

put on hold until such time that the network is expanded. The backlog of private connections

increases by five (5) applications per month.

The Consultant study which was completed in January 2010 culminated in a Detailed Design Report

for Ghanzi Village Water Supply Distribution Network Rehabilitation. The report proposed remedial

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action for the water supply situation captured above. The scheme that was adopted as the most viable

was a scheme that will ensure 100% network coverage of the township. Refer to Figure 1 below for

the schematic representation of the Ghanzi water supply scheme.

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Figure 1: Schematic of Ghanzi water supply scheme

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3.3 Implementation by WUC

In March 2014, Water Utilities Corporation implemented the immediate works of the scheme which

comprised the rehabilitation of the existing infrastructure to address current demand in the developed

areas and the allocated plots in Meriting Ward.

The following works were implemented by WUC

a. 3No. equipped boreholes BH9063, BH9066 and BH9067. The borehole power source is

Botswana Power Corporation (BPC) national grid

b. Construction of borehole control buildings and sites, borehole collector pipelines and

appurtenances

c. Construction of 1ML elevated Meriting distribution tank and interconnecting pipeline

connections

d. Construction of 250mm-315mm dia Meriting distribution pipeline

e. Construction of Meriting distribution network

f. Construction of 5ML concrete collector tank

g. Construction of chlorine dioxide building complete with chlorine dioxide plant.

h. Construction of booster pumpstation complete with pumps, pipework, motor control centre,

fire detection, fire suppression systems and hoist.

i. Construction of telemetry and SCADA system

j. Construction of booster station interconnecting pipework

k. Construction of 1ML Ghanzi central distribution tank

l. Construction of 1ML Kgapamadi distribution tank.

m. Construction of Kgapamadi distribution pipeline and interconnections

n. Construction of interconnecting pipework augmenting existing infrastructure

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4. PROJECT SCOPE OF WORK AND DETAILED DESCRIPTION OF TASKS

4.1 Scope of works

The Scope of this project comprises the below.

a. Construction of a new storage tanks to a total of 3000 m3 split up into smaller sizes as will

be determined during the design review. The new water storage tanks will be dedicated to

supplying the southern part of the town

b. Assessment of existing storage tanks and recommendation of remedial measures where

necessary

c. Construction of a distribution pipeline to service the southern part of the town and part of

the existing developed area. Pipeline sizes ranging from 160mm to 315 mm diameters

d. Interconnection of the north-south water mains to supply the eastern parts of the town

e. Material investigation and topographic survey in areas that were not adequately surveyed

during the original design.

f. Upgrading and rehabilitation of existing tertiary water supply infrastructure in the

remainder of the existing developed areas including Extension 16

g. Provide a demand node for future demand, in the event the airport gets relocated and the

area is demarcated for different land uses. The attached map shows the current location of the

Ghanzi existing airport (Figure 3).

h. Investigate occurrence of repeated pipe bursts at Kgaphamadi and recommend appropriate

solution.

4.2 Services expected from the Consultant

The consultant is expected to provide the following services:

a. Carry out design review b. Design of any additional works c. Updating of tender documentation. Tender documents shall be based on World Bank

Templates

d. Assist in tender management e. Construction supervision and management of the construction works.

The consultancy is divided into two stages namely:

a. Stage 1 - Design review, preparation of tender documents and assistance in the tender process.

b. Stage 2 - Construction Supervision and Contract Management.

The forms of Contract shall be lump sum for Stage 1 activities (design review, preparation of tender

documents and assistance in the tender process), and time based for Stage 2 activities (construction

supervision and contract management). Two Consultancy Contracts will be awarded which cover the

scope services described above, as follows:

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Table 1 – Stages of the consultancy work

Stage Description Form of

Contract

1 Design review, preparation of tender documents and

assistance in the tender process Lump Sum

2 Construction Supervision and Contract Management Time Based

4.3 Detailed Description of Tasks – Stage 1

This section covers the detailed description of the key tasks to be covered by the consultancy.

Task 1: Review and update of existing designs

a. The Consultant shall review the existing designs previously prepared by another Consultant

2010 to check adequacy of the proposed infrastructure, water sources with the aim of

providing water security in the project area. The design horizon shall be 20 years

b. The Consultant shall also assess existing infrastructure in the village and any other possible/future demands during design review. The design will also cover the developed area

of Extension 16. The Consultant shall present the proposed design model options to WUC for

approval.

c. The Consultant is to engage relevant stakeholders such as Department of Environmental Affairs (DEA), Department of Mines, Ghanzi Land Board in order to identify the existing

borrow pits. In addition, the Consultant shall be required to carry out topographical survey

and geotechnical investigation, as necessary.

d. The trial pits for the geotechnical investigation shall be at 100m intervals in order to accurately quantify amount of rock excavation. The Consultant is expected to go further and

conduct a comprehensive geotechnical investigation, including the preparation of an isopach

map (using ground penetrating radar, GPR) to design the reticulation network, aiming to

minimize hard rock excavation.

e. The Consultant shall carry out an initial assessment of the project by visiting Ghanzi village

and by conducting a desk study to review design documentation already available.

f. The Consultant shall conduct a Design Audit and propose design modifications where

necessary. The Consultant shall produce “Draft Design Audit Report” and a “Final Design

Audit Report” including all requisite designs, maps and drawings to the Client’s satisfaction.

g. The consultant must ensure that the designs consider or comply with recommendations of

social and environmental assessment studies and Botswana laws, and that the designs aim to

minimize social and environmental impacts.

h. The consultant must design the reticulation scheme that is cost effective and minimises the

excavation of hard rock during construction of the network.

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i. The consultant shall define specific impact mitigation and monitoring measures, in case of

hard rock excavation and blasting, including noise abatement procedures, evacuation

requirements, measures to control vibration and procedures to minimize fly rock. Consult

shall inspect and take photographs of the adjourning existing infrastructure that could be

potentially affected by blasting1 or use of heavy excavation equipment2.

j. It is also important that close consultation is maintained with relevant bodies such as WUC,

Ministry of Land Management, Water and Sanitation Services (MLWS), Ministry of Local

Government and Rural Development (MLGRD), Department of Town and Regional

Planning, and Department of Water and Sanitation.

All Project Reports from the previous study will be availed to the shortlisted consultants in soft copy

for review, including:

a. Preliminary Design Report

b. Detailed Design Report

c. Tender Documentations

d. Design and Phase I As Built Drawings

e. Topographic survey

f. Geotechnical Assessment Report.

Task 2: Update tender documentation for engaging the Contractor

The Consultant shall update draft Tender Documents after approval of the Final Design Review

Report. The tender documents shall consist of:

a. Instructions to tenderers

b. Conditions of Contract

c. Specifications

d. Bill of Quantities (BOQ)

e. Complete construction drawings.

The Consultant is expected to prepare Tender Documents under ICB (International Competitive

Bidding) conditions. The Tender Documents should be based upon standard Tender Documents

prepared by the World Bank.

Task 3 Tender assistance/management

The services to be provided under this stage shall include the following:

a. Assist the client in tender process, including advertising, assistance in the evaluation of bids

and preparation of tender evaluation reports

b. Prepare contract documents and assist in contract negotiation and contract signing with the

winning bidder.

1 In accordance with IFC EHS Guidelines, notably Section 4.0 Construction and Decommissioning and Good

International Practices. 2 Such as large pneumatic hammers.

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4.4 Responsibilities of the Consultant under Stage 1

The consultant is expected to undertake the following services, including but not limited to:

a. Prepare complete Tender Documents for the agreed contract(s), using World Bank Standard

Procurement Documents, specifications and drawings of the design prepared under the

Detailed Design Review. This should be done in accordance with IFC EHS guidelines,

notably section 4.0 Construction and Decommissioning and Good International Industry

Practice (GIIP).

b. Specifications shall describe the work to be done or materials to be procured, supplementing

the information shown on the drawings & plans. They shall also set forth the details of the

performance of work including necessary time schedules and requirements for insurance,

permits, licenses and other special procedures or requirements. Reference to brand names,

catalogue numbers and other details that limit any materials or items to a specific

manufacturer shall be avoided. Where standard specifications or codes of practice are

referred to, a statement must be added to the effect that other national or international

standards that ensure substantial equivalence are also acceptable. Specifications shall cover

technical provisions of the contract as well as those non-technical items, which are unique to

the contract.

c. The above two types of provisions shall not be intermixed and may be kept separate by

classifying one group as General Specifications and the other as Specific Technical

Specifications. The General Specifications shall include individual characteristics regarding

conditions of the work, procedures, access to site, any special scheduling requirements and

other details, which will be applicable to this work/contract. The Specific Technical

Specifications shall be fully descriptive and give the full requirements in respect of, but not

limited to, the following:

a. Standards of Materials

b. Standards and Procedures of Workmanship

c. Details of Manufacturing/Factory Tests or Other Tests required

d. Details of Pre-commissioning and Commissioning Activities.

d. Prepare bills of quantities of enough detail that are expected to provide a solid basis for the

measurement of progress of the works and subsequent payments to the Contractor

e. Prepare the “Engineer’s Cost Estimates” by completing the Bills of Quantities and Schedule

of Prices of the Tender Documents with the Engineer’s Estimate (priced Bill of Quantities).

All cost estimates shall be treated as confidential documents. The accuracy of the cost

estimate shall fall within -5% to +15%, in accordance with American Association of Cost

Engineers (AACE), International Recommended Practice, Cost Estimate Classification

System.

f. Provide an indicative list of essential ‘Construction Plant and Equipment’ that would be

needed by the Contractors for execution of the required ‘Works’

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g. Recommend list of reports, data, topographical, geotechnical and other information to

accompany the bid document and to be approved for release to bidders

h. Obtain positive approval for the Tender Documents from relevant stakeholders according to

the requirements set by WUC and the World Bank.

i. Complete the Request for Bids to contractors

j. Together with WUC conduct the Pre-bid meeting(s), reply to questions by bidders and

prepare any necessary circular letters, including those related to pre-bid meeting report(s),

which will be sent to all bidders. All bid related correspondence shall be by WUC

k. Participate in the evaluation of the technical and financial components of the bids in

accordance with the criteria stipulated in the Instructions to Bidders.

l. After clarification (if any), prepare the Draft Bid Evaluation Report, including

recommendation for award of Contract to the Bidder whose offer has been determined to be

the lowest evaluated bid and is substantially responsive to the Bidding Document. Discuss

and agree the outcome with WUC. Prepare the final bid evaluation report, which will be

subject to the approval of WUC and No Objection from the World Bank.

m. Prepare the Notification of Intention to award

4.5 Detailed Description of Tasks – Stage 2

Task 1- Provision of Construction Supervision Services (Construction Administration)

The Consultant shall carry out the day-to-day administration and co-ordination of the Works at site

in accordance with the FIDIC Conditions of Contract, including:

a. Examine and approve the contractors' shop drawings for compliance with the Contract

specifications in consultation with WUC. Also attend factory tests/pre-shipment inspection

for major equipment as required

b. Issue pre-shipment inspection certificate for major equipment

c. Approve specifications for items to be procured by the contractor as well as tracking progress

of procurements

d. Organize and chair site meetings (on behalf of the client) along with preparation of minutes

e. Undertake site supervision, inspection, approval and certification of construction, installation,

testing and commissioning of the project components

f. Prepare detailed site reports, during the execution of the contract. The reports shall include on

site/off site activities, weather conditions, ground and traffic conditions, number of

contractor’s staff on site including key staff, records of visitors to the site, status of

procurement and key materials and equipment, construction materials delivered, plant or

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equipment used or idling at site, daily works recording, quality inspections, delays,

photographic and video recordings of important activities at site etc

g. Monitor the progress and prepare monthly progress reports and take necessary actions to

ensure that the contractor adheres to the construction program

h. In collaboration with the client and environmental expert, implement environmental and

social matters in accordance with the stipulation of the ESMP and Vulnerable Communities

Plan (VCP). Any additional and unexpected environmental incidences should be recorded

and necessary adjustments recommended and amended accordingly

i. Assess and incorporate delay contingencies, should delays occur and advise the client

regarding the target practical completion dates for the project components

j. Ensure that proper quality control is maintained. The consultant shall therefore monitor the

quality of the works and the performance management of the contractor. The consultant shall

maintain a daily record of work done and shall verify this through measurement

k. Prepare actual and forecast monthly cash flows to assist the client in cash flow management

l. Maintain an updated programme of works based on the contractor’s input

m. Check contractor’s invoices and recommend interim payment certificates and final payment

certificates

n. Review and recommend any variation orders to the client if required

o. Ensure the contractor works within terms and conditions of the contract all the time and as

appropriate evaluate and recommend any proposals for extension of time to be given to the

contractor

p. Ensure that conditions set or recommendations from all statutory and approval authorities are

met without incurring any loss of time and money on the project

q. Prepare a comprehensive monthly report for the client which shall include:- work done,

current status against plan, current expenditures against budget, an analysis of any variations,

report on any significant problem areas and action being undertaken to resolve them.

The report shall also cover a summary program showing the current status, together with the

trend graphs of key activities and a photographic & video record of work on site. The report

shall incorporate individual reports prepared by others as required. This report should also

include status of payments and disbursement, status of procurement of key materials and

equipment, contractor’s key staff and equipment.

The report should provide a forecast of current expected completion date and budget against

plan. Other information to be included are a plan for the next month along with a program of

works.

r. Provide comprehensive annual report covering the same aspects as the monthly reports.

s. The consultant shall be responsible for ensuring that the contractor maintains at the site a

complete set of shop drawings for the contract as the work progresses. To this end the

contractor shall maintain reproducible ‘as-built’ record of the actual alignments, levels,

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dimensions etc. to which the works have been constructed. On completion of the construction

of each structure, transfer all recorded changes to a CAD file, or prepare new CAD drawings

as required. The consultant should ensure that the contractor submits as-built drawings for all

works at the end of the construction

t. The consultant shall ensure that the contractor provides all manufacturers’ operation manuals,

instructions and technical details for the installations. The consultant shall also ensure that the

contractor trains the client’s relevant staff in operation of the infrastructure and equipment

installed under the contract

u. The consultant shall review detailed Operation and Maintenance manuals prepared by the

contractor, and shall be responsible for ensuring the manuals are complete and submitted to

the client. The O&M manuals shall include but not limited to the following:

• Reference to all relevant design and other reports, specifications etc.

• Details of any problems encountered during construction which may have a

bearing on the future safe operation and decommissioning of the facilities

• Full operating instructions for all systems including those supplied by the

manufacturers such as drawings, diagrams, charts, notices etc. to facilitate

understanding of safe operation and maintenance including trouble shooting guide

of electro-mechanical equipment

• A maintenance schedule and consumables required to give reliable operation of

the facilities. The consultant shall prepare formats for reporting and record

keeping of O&M activities.

Task 2: Provision of Services during Defects Liability Period

During the Defects Liability Period, several obligations of the contractor require the attention,

supervision and verification by the Consultant. This task comprises, but is not limited to the

following activities:

a. Supervise the project during Defects Liability Period stipulated in the Contract and ensure

that all technical problems and defects are resolved

b. Check all items of work that needs to be remedied, as identified in the Completion

Certificates

c. Instruct the contractor to rectify any defects that become apparent during the Defects

Liability Period and specify the date of completion for each defect item

d. Scrutinize and verify all statements of completion including financial statements submitted

by the contractor during the Defects Liability Period and advice WUC on their acceptability

or on any rectification required

e. Upon completion of the Defects Liability Period and remediation and completion of all works

to the satisfaction of the Consultant and WUC, prepare a Defects Liability Certificate for

issuance to the contractor, indicating that he has satisfactorily carried out the works and is

entitled to receive any outstanding payments due to him

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f. Advise the Client on any outstanding claim, variation or change order

g. Scrutinize and verify the final financial statement by the contractor, which shows final values

of all works constructed and the final sums to which the contractor is entitled and prepare a

Final Certificate to be issued to the contractor

h. Review and approve as-built drawings prepared by the contractor

i. Prepare a Final Completion Report of the project, which summarizes important features of

the works, including time schedules, reasons for deviation from the schedules, overview of

claims and variation orders, as well as an inventory of all documents and records prepared

during the contract period, lessons learn in the project, problems encountered and how they

were resolved

j. Recommend final acceptance certificate at the end of the defects liability period.

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5. CONSULTANT QUALIFICATION

5.1 Consultant Experience

The Consultant must have completed at least two (2) similar projects in terms of scope, complexity

and value under FIDIC contract as the Lead Consultant. Previous or current assignments on projects

of similar background in Botswana and/or other countries with similar characteristics for the past 10

years as lead consultant should be documented.

5.2 Minimum requirement for Tenderers

Botswana based bidders shall satisfy the following requirements as minimum compliance to the

tender:

a. Bidders shall be registered with PPADB for code 303 (Civil Engineering) sub-code 08 (irrigation, water supply and sanitation)

b. Must have a valid tax clearance with Botswana Unified Revenue Services (BURS)

c. Certificate of incorporation in Botswana

International firms must satisfy the following requirements:

a. Must have valid tax compliance certificate from their countries of origin b. Certificate of incorporation from their country of origin

Bidders must provide CVs and certified copies of relevant academic qualifications for all their

proposed staff. Failure to submit CV’s will lead to disqualification.

6. TECHNICAL PROPOSAL Tenderers/bidders are expected to present a Technical Proposal which demonstrates their

understanding of the project. The Technical Proposal shall include a description of the approach and

methodology and a work plan for executing the project. This section should include but not limited

to the following:

a. Project team roles and responsibilities b. Resource schedule covering all the stages of the project as described in the RFP c. Work Breakdown Structure for the tasks of the project up to level 3 d. Project Risk Matrix e. Quality Management Plan including standards and guidelines to be followed f. Assumptions made and constraints anticipated g. Project implementation schedule prepared in MS Project v 13 or later.

6.1 Key Personnel

All key staff required should be registered with relevant regulatory bodies from their countries or

must be eligible to be registered by Engineers Registration Board (ERB) of Botswana before the start

of the project. Details of key staff are as outlined below.

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The team leader and other key personnel required for the assignment, their qualifications and time

inputs are as shown in Table 2 and 3. These time inputs are inclusive of Defect Liability Period

(DLP).

Table 2: Key personnel qualifications and time inputs – Design Review Stage

Design Review/Audit and Tender Management Stage Key Personnel

Key Personnel Qualification and Experience

Estimated

Time Input

(man

months)

Team Leader

BSc/B.Eng in Civil Engineering or equivalent and a

Postgraduate qualification in water/civil engineering or

equivalent and should have at least 15 years’ experience in

design and supervision of water supply projects. He/She should

have extensive proven experience in design and construction of

large water supply schemes. He/she should have been a Team

Leader for least two (2) projects of comparable magnitude and

complexity under the FIDIC form of contract.

6

Water

Engineer

BSc/B.Eng (Civil/Water Engineering) or equivalent.

10 years’ experience in water supply design.

He/she should have been Water engineer on at least two

projects of similar nature.

3

Electrical

Engineer

BSc/B. Eng (Electrical & Electronics) or equivalent.

10 years’ experience in water supply design.

He/she should have been Electrical engineer on at least two

projects of similar nature.

1

Mechanical

Engineer

BSc/B. Eng (Mechanical) or equivalent

10 years’ experience in water supply design

He/she should have been Mechanical engineer on at least two

projects of a similar nature

1

Telemetry

Engineer

BSc/B. Eng (Electrical & Electronics/ Telecommunications) or

equivalent

10 years’ experience in water supply design

He/she should have been Telemetry engineer on at least two

projects of a similar nature.

1

Structural

Engineer

BSc/B. Eng (Civil/ Structural)

5 years’ experience in water retaining structures

He/she should have been a structural engineer on at least two

projects of a similar nature.

2

Land Surveyor BSc Surveying or equivalent

5 years’ experience in water supply construction supervision.

He/she should have been a Surveyor on at least two projects of

a similar nature.

2

Total time input for Stage 1(months) 16

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Table 3: Key personnel qualifications and time inputs – Construction Stage

Construction Stage Key Personnel

Key Personnel Qualification and Experience

Estimated Time

Input (man

months)

Team Leader BSc/B.Eng in Civil Engineering or equivalent and a

Postgraduate qualification in water/civil

engineering/Project Management or equivalent and

should have at least 15 years’ experience in design and

supervision of water supply projects, as a Lead Engineer

using FIDIC Contracts.

6

Resident

Engineer

BSc/B.Eng (Civil) or equivalent

with 10 years’ experience in water supply construction

supervision. He/she should have been a resident engineer

on at least two projects of similar scope and complexity

using FIDIC contracts.

Previous experience shall be be confirmed by at least 2

traceably references.

18

Assistant

Resident

Engineer (Civil)

BSc/B.Eng (Civil/ Structural)

5 years’ experience in water supply construction

supervision. He/she should have been an ARE on at least

two projects.

18

Assistant

Resident

Engineer

(Electrical)

BSc/B.Eng (Electrical and/or Electronics) or equivalent

5 years’ experience in water supply construction

supervision. He/she should have been an ARE (Electrical)

on at least two similar projects.

5

Assistant

Resident

Engineer

(Mechanical)

BSc/B.Eng (Mechanical) or equivalent

5 years’ experience in water supply construction

supervision. He/she should have been an ARE

(Mechanical) on at least two similar projects.

8

Assistant

Resident

Engineer

(Telemetry)

BSc/B.Eng (Electrical & Electronics/

Telecommunications) or equivalent

5 years’ experience in water supply construction

supervision. He/she should have been an ARE

(Telemetry) on at least two similar projects.

5

Land Surveyor BSc Surveying or equivalent

5 years’ experience in water supply construction

supervision. He/she should have been a Surveyor on at

least two similar projects.

6

Total time input for stage 2 66

The above staff is indicative. The consultant may propose additional key and non-key staff to ensure

successful completion of the tasks of the project. In the case where the Consultant wishes to change

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any of the approved project personnel during the tenure of the project, the replacement must have

equivalent or higher qualifications. Consultant must also seek approval of the Client. However, the

consultant should ensure that the financial proposal includes the proposed additional staff. The

consultant must provide all required staff to carry out all the stated tasks and other duties of the

project.

7. DURATION OF THE ASSIGNMENT The estimated total project period is 36 months comprising 6 months design review/update, tender

documentation and tender management, 18 months for construction supervision and management

and 12 months defects liability period. The estimated duration includes the time required for

examination and approval of the different reports by the client. The Consultant shall commence work

not later than one calendar month from the date of the notice to proceed. The Consultant must deploy

necessary manpower, logistics and all other necessary items to complete the consultancy services

within the stipulated time period.

The assignment is in three (3) stages. The estimated duration of each stage is suggested below. See

figure 2 below.

Figure 2 - Estimated Duration of the Project

Item Description Duration M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12 M13 M14 M15 M16 M17 M18 M19 M20 M21 M22 M23 M24 M25 M26 M27 M28 M29 M30 M31 M32 M33 M34 M35 M36

Project Start (Award)

Design Review & Update 3 months

Tender Documentation 1 months

Tender Management 3 months

Construction Supervision 18 months

Start - Defects & Liability Period 12 months

Time Estimate

7.1 Design Audit/Review and Tender Documentation and Management (Stage 1)

Design audit/review and update shall be completed within 3 months and tender management shall be

completed within 3 months.

Since there will be a number of stakeholders involved in the project whose views and interests are to

be considered and reflected in the study, the schedule must allow for two (2) weeks for the

discussion and approval of the various reports.

7.2 Construction Supervision (Stage 2)

The Construction period is estimated at 18 months.

7.3 Defects Liability Period (Stage 3)

The defect liability period for this project is 12 months.

8. PROJECT DELIVERABLES

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The consultant must submit all deliverables in hard copy format and editable soft copy delivered in

USB medium and make presentations to the client where required. Refer to Table 4 below for project

stage deliverables.

Table 4: Details of deliverable and timelines

Item Deliverables Submission period No. of copies

Design Review Phase

1. Inception report Within 2 weeks after contract

commencement

2 hard copies +

soft copy

2. Draft Design Audit/Review

Report including any re-designs

4 weeks after approval of Inception

Report

2 hard copies +

soft copy

3. Draft Design Drawings 4 weeks after approval of Inception

Report

2 hard copies + soft

copy

4. Draft Bill of Quantities 4 weeks after approval of Inception

Report soft copy

5. Final Design Audit/Review

Report

2 weeks after approval of draft design

audit/review report

5 hard copies+ soft

copy

6. Complete set of final Drawings

in reproducible format

2 weeks after approval of draft design

audit/review report

5 hard copies and

soft copy

7. Final Bill of Quantities 2 weeks after approval of draft design

audit/review report

2 hard copiesand

soft copy

8. Draft Tender documentation To accompany final design report soft copy

9. Final Tender documentation including final drawings

2 weeks after approval of Draft Tender

Documentation

10 hard copies and

soft copy

10. Draft Bid Evaluation Reports 1 month after tender submission 1 hard copy + soft copy

11. Final Bid Evaluation Reports Not later than 2 weeks after receiving comments on Draft Report

5 hard copies and

soft copy

Contract supervision Phase

12. Monthly Progress Reports Monthly during construction Soft copy

13. As Built Drawings and Final piping and instrumentation

diagram (P&ID)

1 month after the substantial

completion of the works

2 Hard copies and

soft copy

14. Operation and maintenance Manual

1month after the substantial completion

of the works

5 hard copies and

soft copy

15. Final Account Report 1 month after the substantial completion of the project

2 hard copies + soft

copy

16. Final Completion Report 1 month after the substantial 5 hard copies + soft

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Item Deliverables Submission period No. of copies

Design Review Phase

completion of the project. copy

WUC review period shall be up to ten (10) working days after submission of reports.

All reports shall be submitted as draft, and will receive comments from the Client. Where not defined

otherwise, the Consultant is obliged to present the final version of any report not later than two (2)

weeks after receiving the Client’s comments to the respective Draft Report.

9. REPORTING The Corporation shall be represented in the project by the Projects Manager (PM) who shall be

appointed by the Technical Services Director. The Project Manager shall maintain continuous and

direct liaison with the WUC Project Team. The day-to-day running of the project will be coordinated

by Project Manager and all communication shall be done through the Project Manager. The

Consultant shall provide a Team Leader, who will be their representative for the duration of the

project. The Team Leader shall report to, consult and liaise with the Client’s Project Manager on all

matters. Water Utilities Corporation will form a Project Team comprising of relevant expertise to

oversee the project up to its completion. The consultant will report to this team on monthly progress

of the work and progress towards all deliverables. All communication with the Client shall be routed

in writing through the Project Manager.

10. PROJECT MEETINGS Water Utilities Corporation will appoint a liaison or Project Manager who will supervise the

Consultant. The Consultant will organize regular project meetings and such meetings will be held at

WUC Offices in Gaborone and at the site when the need arises. During construction, progress and

technical meetings will normally be held at the project site office.

a. The Consultant will meet costs of preparing minutes and reports, printing of reports and

minutes and other associated expenses

b. The Consultant shall arrange for regular meetings at the site of the works between the

Contractor(s) and the Employer

c. On the occasions of such meetings the Engineer shall arrange for the Works in progress to be

inspected in the presence of the Contractor(s) and the Client

d. The Client Project Manager shall chair all the meetings

e. The Consultant will record proceedings of all the meetings and minutes must be made

available to the Project Manager within one (1) week after the meeting.

11. OBLIGATIONS OF THE CLIENT

The Client shall:

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a. Supply all available pertinent data and information requested by the Consultant that is in its

possession. This will include reports of previous studies both for the Corporation and other

organisations which are relevant to this assignment and are stored in the Corporation

Technical Library. The Client however, shall not be held responsible for their accuracy and

correctness. The Consultant, where necessary, shall verify the accuracy and correctness of

such data supplied to him.

b. Assist the Consultant to obtain required approvals, licenses and permits from central or local

government departments or statutory authorities having any jurisdiction over or connection

with the Works and services.

c. Give prompt consideration to all reports, proposals, recommendations, drawings sketches,

specifications, tenders, contracts and any other documents relating to the Project submitted by

the Consulting Engineer to the Client so as not to cause delay to the performance of the

services of the Consulting Engineer.

d. Attach staff to the project that will assist the consultant on the assignment. The attached staff

will be for assistance only. Any failure or delays on the study will not be attributable to the

attached staff. All risks remain the responsibility of the consultant. The client also expects

capacity building of the attached staff by the consultant.

e. The client is not obliged to progress to subsequent phase(s) of the project if he is not satisfied

with the consultant’s work on the previous phases.

12. OBLIGATIONS OF THE CONSULTANT

The obligations of the consultant are listed below:

a. The consultant will be responsible for the application for work permits of all foreign staff

working on the project and all associated risks will remain with the consultant. None

approval of work permits shall not attract costs to the client or relieve the consultant of the

contractual obligations

b. Health insurance of the consultant staff will be covered under the consultant’s expenses

c. The consultant must make sure that all staff that require registration must be registered

before commencement of the project. All Engineers must be registered with Engineers

Registration Board (ERB) of Botswana

d. The consultant is liable to monitor the quality of the project. All quality controls must be set

by the Consultant and approved by the Client

e. The Consultant must adhere to all the relevant standards and make sure that the designs

meet the national or international standards or best practices where there are no standards

f. The consultant will be responsible for the accommodation and transportation of their own

staff

g. The Consultant shall provide appropriate expert professional personnel and exercise all

reasonable skill, care and diligence in the performance of the services. The Consultant shall

carry out all his responsibilities in accordance with the highest ethics and general practices of

his profession

h. The Consultant shall in all professional matters act as a faithful adviser to the Client

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i. The Consultant shall arrange regular meetings with the Client to keep him abreast of the

project progress

j. The Consultant shall obtain Client’s approval to engage specialist consultants or contractors

k. The Consultant shall sign all drawings and other documents certifying to their correctness

and bear responsibility for their work

l. The copyright of all documents prepared by the Consultant in connection with this

Assignment rests with the Client

m. All reports, maps, drawings, notes, calculations, computer software developed for this

study, aerial photographs, specifications, statistics and other technical data compiled or

prepared and other material used in performing the services shall be the property of the

Client. The above shall be delivered to the Client before final payment can be made and shall

not be used for any purpose not related to the services under this project without prior written

approval of the Client

n. The Consultant shall establish an office in Botswana during the execution of the project.

13. PAYMENT TERMS

Payment will be made after approval of the Final Reports during Phase 1 and Monthly Reports

during Phase 2. The first payment will be made after approval of the Inception Report. The proposed

payment terms including related reimbursable expenses for Phase 1 in Table 4 below. During

Construction Stage (Phase 2), payment will be based on actual time input.

Table 5: Payment terms for Phase 1

Item Deliverables Payment (Total 4 for this phase)

1. Inception report 10%

2. Final Design Audit/Review Report including

Final Drawings, Final Bill of Quantities 45%

3. Final Tender documentation including tender

management 25%

4. Final Bid Evaluation Report 20%

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Figure 3 Layout of proposed project developments

Figure 4: Map of showing project area location.

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