RFP: Consultancy firm to undertake detailed design study of Gatuna marshland

The Government of Rwanda has received financing from the International Development Association (IDA) toward the cost of the Commercialization and De-risking for Agricultural Transformation (CDAT) Project and intends to apply part of the proceeds for consulting services of Hiring a Consultancy firm to undertake detailed design study of Gatuna marshland.

The Terms of Reference (TOR) related to this assignment are attached to this request for expressions of interest.

The Rwanda Agriculture and Animal Resources Development Board (RAB) / Commercialization and De-risking for Agricultural Transformation (CDAT) Project now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the above Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. Expression of Interest (EOI) will include: core business and years in business, relevant experience, technical and managerial capability of the firm.

To be able to submit an expression of interest, International and National consulting firms who are not registered in E-procurement system, are advised to register themselves through www.umucyo.gov.rw

N.B.:

Submission of expression of interest via other channels than Umucyo E-Procurement System shall not be considered. In case of Joint-Venture, only the lead firm must submit the Expression of Interest, otherwise the EOI will be rejected.

The shortlisting criteria are:

The firm should have at least ten (10) years of general experience in Consultancy Services with specific references proven by certificates of good completion and signed contracts in water resources engineering and irrigated command area.

The shortlist will contain five (5) to eight (8) firms.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Fourth Edition September, 2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Consultants may associate with other firms to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.

A Consultant will be selected in accordance with the criteria set out in the Request for Proposals.

Expressions of interest must be delivered through e-procurement system on www.umucyo.gov.rw by the time indicated in the system.

TERMS OF REFERENCE FORFEASIBILITY AND DETAIL DESIGN STUDY FOR GATUNA IRRIGATION AND DRAINAGE PROJECT (167Ha) LOCATED IN GICUMBI DISTRICT

1.  PROJECT BACKGROUND

The World Bank approved $300 million in financing under the International Development Association’s (IDA’s) grant, credit, and Scale Up Window to help the Government of Rwanda increase the use of irrigation and commercialization among producers and agribusiness firms in supported value chains, and to increase access to agricultural finance. 

The Commercialization and De-Risking for Agricultural Transformation Project (CDAT) will support the Government to provide services and create an enabling environment for the private actors throughout the agricultural value chain. It will finance public investments in the seeds sector, develop and rehabilitate irrigation systems on over 17,600 ha, provide accompanying land husbandry development on about 11,000 ha in surrounding water catchment areas to increase productivity and promote climate smart agriculture.

The project will also support commercialization by helping farmers’ access markets and availing matching grants for investments in mechanization, post-harvest infrastructure and processing equipment.  A CDAT challenge fund will invest in particularly innovative solutions for the sector that can be brought to scale. The project is nationwide and is foreseen to directly benefit at least 235,000 households, including women and youth. In partnership with financial institutions, the Commercialization and De-Risking for Agricultural Transformation Project will seek to enhance access to affordable financial services and products in the agricultural sector by providing short and long-term financing and reducing risks and challenges faced by agricultural value chains through strengthening market linkages and scaling up agriculture insurance.

One of the projects being considered for implementation by CDAT is the development of the lower part of Mulindi marshland located near Gatuna in Gicumbi District.  A Feasibility Study is required to consider alternatives for developing this marshland, and if reasonable alternatives are found a Detail Design study is then needed to support implementation of the project.   

1. OBJECTIVE OF THE ASSIGNMENT

Rwanda’s economy relies heavily on agriculture as a sector contributing around 30% to the GDP. Nearly 70% of the rural population is employed in agriculture. The Government of Rwanda in its national policies clearly indicates agriculture as a vehicle for economic growth. The National Strategy of Transformation and PSTA IV emphasize agriculture development as a means to achieve the goal of poverty reduction and ensuring food security.

The goal of the project is to develop financially sustainable irrigation and drainage services, and increase farmers’ agricultural revenue in the project area.

The overall objective of the study is to undertake Feasibility and Detail Design studies to develop flood control, drainage, and irrigation for about 167 ha of the Mulindi marshland near Gatuna.  The study must meet the World Bank project appraisal requirements and should consider multipurpose development opportunities and ensure they are technically feasible, economically and financially viable, socially acceptable and environmentally sustainable.

The specific objectives of the assignment are to carry out relevant technical investigations and studies comprising of water resources (hydrologic and hydro-geologic) assessment, socio-economic assessment, agricultural soils and agronomic studies, topographical surveys, geotechnical investigations, hydraulic studies and design, and undertake feasibility and detail design studies for developing flood control and drainage of the Gatuna marshland. Similarly, the studies will determine the needs/demands and the potential for multipurpose infrastructure development. 

The study will be carried out in two phases; feasibility and detail design.  The feasibility study will select, examine, and rank various alternatives for flood control, irrigation and drainage.  If the feasibility study results in alternatives that seem reasonable to the Client, then the Consultant will proceed with the detail design study.  The feasibility study will examine three or four alternatives and provide design drawings, cost estimates, and economic analyses sufficiently accurate to enable decisions to be made on project viability.  In addition, the definition of the project components, organizational arrangements and procedures will be detailed enough to permit the executing agencies to use the study as guidance on project implementation.

1. SCOPE OF THE STUDY

1. General

The study will entail feasibility and detail design studies that include preparation of designs, cost estimates, and implementation arrangements for the finally agreed development alternative for irrigation, flood control, drainage, and watershed management associated with the project. The feasibility and detail studies will comprise analyses related to: (a) basin-wide water resources (qualitative and quantitative), (b) drainage and flood management, (c) watershed management plan, (d) topographic survey, (e) geologic and geotechnical investigations, (f) soils and agronomy, (g) cropping patterns, (h) overall agricultural potential and support services including market and value chain development for maximum land resource use (i) land tenure, (j) environmental and social analyses, (k) institutional analysis, (l) water management and operation and maintenance, and (m) economic and financial analysis in close consultation with farmer communities and other stakeholders. This project must adhere with international best practice, policies/guidelines and safeguards.

The Consultant shall define in consultation with the Client and other stakeholders the scope of the project options, assess the practicability of the development, and provide the basis for decision making on the choice of design options. The Consultant shall define the benefits (direct and indirect) and costs, and determine financial feasibility, economic justification and cost recovery. The Consultant will adopt participatory approaches to ensure the optimal involvement of stakeholders from national to community levels, during the study. In planning and scheduling of the tasks, the Consultant should note that not all tasks will be conducted in linear fashion and the Consultant should propose a schedule on how the tasks can be scheduled to meet the objectives of the assignment and for optimal linkage/sequencing.

Gatuna – General Location

1. Project Description

The Gatuna flooded area is located adjacent to the Uganda border in the downstream part of the Mulindi marshland in the valley between Cyumba and Kaniga Sectors of Gicumbi District in the Northern Province.  Approximately 167 ha or marshland that stretches about 2.7 km is frequently flooded, severely impacting the production of this fertile area.

Considering the rainfall pattern of the area and the current main crop which is tea in the valley, irrigation is not needed as much as drainage, but once it is realized that irrigation is needed during the dry season, the existing streams have high base flows which may be enough to fulfill irrigation requirements without the need for a storage dam. 

     Interceptor drain and main drain for Existing Scheme

Farmers in the most downstream 167 ha flooded area have shifted from tea to growing other crops on raised beds or have left plots in fallow.

Flooded area of Mulindi Marshland near Gatuna

1. Tasks to be executed for the Inception & Prefeasibility Phase

The design study aims to address irrigation, flood control and drainage issues in the lowest 167 ha of Mulindi marshland at Gatuna . The area faces challenges such as high ground water level, frequent flooding, and inadequate drainage systems, impacting agricultural productivity and environmental sustainability. This study intends to provide comprehensive solutions for optimizing land usage, enhancing efficient drainage, controlling drainage to support irrigation (mainly subsurface), and mitigating flooding through improved drainage systems.

The inception stage will consist of:

• Assess the current state of drainage infrastructure in the target area.
• Identify key challenges and constraints related to flood management.
• Develop a detailed understanding of drainage, and land usage patterns.
• List and assess the efficient drainage systems to optimize land productivity and minimize crop losses.
• List and assess effective drainage systems to prevent waterlogging, manage groundwater for subsurface irrigation, manage soil salinity, and reduce flooding of the irrigated fields.
• Asses appropriate irrigation methods to supplement subsurface irrigation.

1. 1. Methodology:

The methodology for the inception report will consist of the followings:

• Desk Review: Review existing literature, reports, and data on the region’s water resources and drainage systems.
• Site Visits and Surveys: Conduct field visits to assess the current drainage infrastructure, gather data on water sources, usage, and land characteristics, and engage with local stakeholders.
• Hydrological and Hydraulic Analysis: Carry out the preliminary analysis of hydrological data to understand water availability, conduct preliminary hydrologic/hydraulic modeling (at macro level) to simulate the drainage systems’ performance, and assess the impact of proposed interventions.
• Identify Stakeholders: Begin by identifying all relevant stakeholders who may be affected by the study or have a vested interest in its outcomes. This includes local communities, governmental agencies, non-governmental organizations (NGOs), businesses, and other relevant groups.
• Develop a Stakeholder Engagement Plan: Create a comprehensive plan outlining how stakeholders will be engaged throughout the study process. This plan should include clear objectives, methods for engagement, communication strategies, timelines, and resources required.
• Stakeholder Consultation: Engage with farmers, local authorities, water management agencies, and other stakeholders to understand their needs, gather feedback on proposed designs, and ensure alignment with community priorities.
• Technical Design: List and assess the designs alternatives for drainage systems, incorporating best practices, modern technologies, and cost-effective solutions.
• Environmental and Social Impact Assessment: Assess the potential environmental and social impacts of the proposed interventions and list the potential mitigation measures.

1. 1. Data collection for Inception Phase

The data to be used during the design study will be reported at the phase of inception.  The data to be collected will include but not be limited to:

• Baseline Data Collection: gathering existing data on the region’s hydrology, including historical rainfall patterns, streamflow data, groundwater levels, and soil characteristics. This data will come from government agencies, research institutions, and previous studies.
• Field Surveys: Conduct field surveys to gather additional data specific to the objective of the study. This will involve measuring streamflow, groundwater levels, soil moisture content, topographic surveys, and assessing existing infrastructure.
• Rainfall Data: Access rainfall gauges across the project area to measure precipitation patterns accurately. Long-term data collection is essential to understand variability and trends in rainfall.
• Streamflow Measurements: Install stream gauges (staff gauges at selected location in consultation with the client to monitor water flow rates in rivers or streams within the project area. Continuous streamflow data helps in estimating peak runoff flow and planning control measures.
• Topographic Mapping: Create topographic maps of the project area using DEM with appropriate software (ArcGIS).
• Socio-Economic Surveys: Conduct socio-economic surveys to understand the needs and preferences of local communities dependent on drainage for agriculture. Incorporating stakeholders’ perspectives is essential for designing effective drainage systems and ensuring community participation.

The Consultant shall:

1. Collect relevant studies, data and information including; catchment management plans (if available), basin strategy reports, investment planning reports and bankable project planning reports, as well as review reports from previous studies and national policies related to water resources, Drainage/irrigation and agricultural development. The Consultant should screen and synthesize the data and establish project databank related to policies, institutions, existing infrastructures, hydrology and meteorology, topography and maps, geology, agronomy (assess the current production levels (output), land husbandry, financial and economic analysis against the existing potential and future projections after the development of the flood control and drainage/irrigation infrastructure), agricultural and engineering soils, multipurpose aspects, agriculture and its services, input/output markets, possible positive and negative environmental impacts and socio-economic conditions for use in further analysis.
2. Carry out field reconnaissance missions to the site including upstream watersheds as well as downstream areas likely to be affected by the project to collect data and identify issues to be addressed by the project. Following this exercise, the Consultant shall formulate project plans based on available relevant data and information, as well as employ planning parameters and criteria.
3. Review the hydro-meteorological station network and propose a robust hydro-meteorological data collection network for both the pre and post construction phases of the schemes to enhance better understanding and monitoring of the water flux in the catchment. This information must be evaluated to determine its validity for use throughout the development of the project.
4. Collect and analyze all hydrological and agro-meteorological data for the site, to determine flood flows for relevant return periods, stream flows (including base, average, and one-in-five dry year), rainfall (average, one-in-five dry year on monthly basis for stream diversion and annual basis for reservoir simulations), and any other required analyses including the impacts of climate change.
5. Carry out preliminary mapping of the sites, based on satellite imagery and limited ground inspection, at scales of 1:25 000 and 1:10 000, and contour intervals of 0.5m and 1m, for the command area. The mapping will indicate the main infrastructure including roads, electricity power-line poles, settlements, schools, domestic water supply and the like.
6. Review all available documentation on the soils and carry out an initial interpretation of the soils of the command area.
7. Prepare outline designs of various alternatives for flood control and drainage, considering of flood flows, effects of climate change, and O&M issues and costs.
8. Prepare outline designs of various alternatives for drainage, considering land productivity and cost-effectiveness of installation.
9. The environmental specialist shall examine design alternatives with an emphasis on mitigation measures.
10. In consultation with the local authorities and potential beneficiaries, identify the needs for land titling, consolidation, and resettlement.
11. From these analyses and considering the Project objectives the Consultant shall prepare the Inception Report.
    1. Identification and preliminary evaluation of design alternative

At the Inception Phase the consultant will identify and carry out the preliminary selection based on established multi-criteria analysis in advance by the consultant to come up with three to four promising alternative that will be analysed in the feasibility Phase.  When evaluating design study alternatives to design drainage systems, the following factors will be considered:

• Current Infrastructure Assessment: Begin by thoroughly assessing the existing drainage system in the tea scheme. This includes evaluating their structural integrity, hydraulic performance, flood drainage levels, and operational efficiency. Identify any deficiencies or areas needing improvement.
• Stakeholder Consultation: Engage with stakeholders including farmers, local communities, water resource management authorities, and environmental agencies. Understand their needs, concerns, and priorities regarding the drainage system upgrades. Incorporate their feedback into the evaluation process.
• Alternative Design Options: Generate a range of design alternatives for upgrading and rehabilitating the drainage. These options may include:
  • Improvement of existing drainage system by extending main drain approximately 4km into Uganda (e.g., main drains, interceptor drains)
  • Introducing new interceptor drain on Right-side of the scheme, with end dyke, flap valve and low head (3-5m) pumping for drainage
  • Implementing raised bed cropping system
  •  
  • Enhancing controlled irrigation/drainage conveyance efficiency measures (e.g., lining and regulating structures of ground water level)
• Technical Feasibility: Evaluate the technical feasibility of each design alternative. Consider factors such as:
  • Suitability for local hydrological conditions
  • Compatibility with existing infrastructure
  • Availability of materials and resources
  • Construction complexity and feasibility
  • Potential for long-term maintenance and operation
• Risk Assessment: Identify and assess potential risks and uncertainties associated with each design alternative. This may include risks related to construction delays, cost overruns, environmental impacts, and social acceptance. Develop risk mitigation strategies to address these concerns.
• Sustainability Analysis: Evaluate the sustainability of each design alternative in terms of its environmental, social, and economic impacts. Consider factors such as irrigation and flood evacuation by gravity, energy consumption, carbon footprint, land use impacts, social equity and other factor as appropriate.
• Decision Making: Based on the findings from the evaluation process, select the most suitable 3 design alternatives to be detailed in the feasibility phase. Consider the input from stakeholders, multi-criteria analysis, technical feasibility, and sustainability criteria.

Before proceeding to the feasibility design phase, the 3 selected alternatives from the Inception Study phase will be compared and analysed to determine the most suitable to be further studied in the feasibility design phase.

1. Tasks to be executed for the Feasibility Study

The scope of the services of the consultancy, during the development of the Feasibility Study, shall contain, but not be limited to the following:

1. 1. Socio-economic surveys

The purpose of this assessment is to understand the socio-economic profile of the beneficiary and potentially affected communities, to enable project design to meet their development needs and mitigate negative impacts. This assessment shall serve as a baseline which will help project planning, diagnostic monitoring and impact evaluation purposes that should result into:

1. understanding of the area’s social and economic background, socio-economic profile of the communities and the social structure and institutions;
2. understanding of the process of socio-economic differentiation, impoverishment and wealth such as livestock, land etc.;
3. understanding of the constraints that inhibit livelihoods and livelihood development which can be potentially addressed by targeted flood control and irrigation / drainage development interventions; and
4. collection of statistically reliable descriptive data on those parameters which the project intends to influence, such as health, gender, production and household incomes at the baseline and project completion.

Using internationally recognized methodologies/standards, the Consultant shall:

1. undertake a stakeholder analysis of the project area;
2. carry out broad socio-economic surveys;
3. carry out a broad analysis of gender issues;
4. profile the potential beneficiaries to benefit from the proposed flood control irrigation and drainage development activities;
5. identify categories of vulnerable groups specific to impacts from the project and activities that will adversely affect them;
6. review land policy, land cadastre, land use and possible impacts on land-based livelihoods, as well as potential land acquisition/aggregation and likely scale of resettlement;
7. recognize specific socio-economic, institutional and other constraints that can be potentially addressed in the proposed projects; and 
8. identify possible barriers to project execution and completion. 

The information obtained from the surveys will be used as a baseline for conducting a project socio-economic impact assessment. Combined with other technical studies, the outcome of this task should be adequate enough to be used as input for “with project” and “without project” scenario evaluations at economic and financial analysis stage.

In addition, the Consultant will identify the project communication needs and propose the appropriate communication strategy using the above information.

1. 1. Water Resources Assessment
      1. Hydrological Analysis

The Consultant shall:

1. determine the flow duration curves to facilitate the design of hydraulic structures;
2. adopt appropriate hydrological modelling techniques to derive the required design flows and other hydrological information from the nearest available gauging stations. Where there is no available gauging stations near by the project area, the consultant shall use internationally accepted approaches for ungagged catchment to derive design input parameters. 
3. assess the spatial and seasonal fluctuations of climatic variables on the hydrological characteristics of the site; 
4. assess the effects of the proposed storage on irrigation and drainage network;
5. undertake flood routing through the downstream channel and floodplain to enable evaluation of effects in the event of excessive spills or dam break (hydrological dam safety considerations); and
6. establish stream gauging stations with staff gauges according to guidelines and approval from the Rwanda Water Board at appropriate locations in the watershed where data can be collected to support the design and continue after project implementation.
7. Undertake soil permeability test and hydraulic conductivity for effective design of irrigation and drainage systems,
8. Evaluation of groundwater levels, the groundwater level should be below the crop root zone area, knowing the level of ground water will allow the hydraulic engineer to design appropriate drainage hydraulic structures to maintain ground water at appropriate depth allowing the maximization of land productivity,
   1. 1. Sediment Analysis 

To determine the maintenance needs and cost of removing sediment from the drains , the Consultant will assess the sediment regime and total sediment transport of the river system in the project areas. This will include determination of the sediment (suspended and bedload) yield. Additional sediment data shall be collected during the course of the consultancy,  which will require limited sediment sampling to the extent possible.

1. 1. Water Quality and Quantity Assessment

The Consultant will provide a detailed assessment and evaluation of the direct and indirect effects of water quality and water quantity change on downstream ecosystems dependent on periodic natural flooding, water quality during low flow periods, turbidity due to changes in sediment transport regime, social considerations (like loss of water access and livelihoods), cumulative effects and any potential riparian issues (in the river catchment and downstream of the proposed flood control schemes) due to the proposed developments to inform devising of mitigation measures.

Collect samples of water from run-of-river flows, assess quality for agricultural use and, if practical and economic, propose measures for amelioration.

1. 1. Irrigable Command Area Design
      1. Irrigation Potential Assessment

The objective of this task is to identify/verify, evaluate and physically delineate the areas that can be potentially developed for irrigated /drained agriculture. The area which can potentially be irrigated depends primarily on the ability to control floods but also on the availability and suitability of soil/land and water, combined with the irrigation water requirements, and crops and cropping patterns that are feasible. 

One of the irrigation methods to be considered especially in the most wet/flat areas is subsurface irrigation by controlling the water level in the drains to maintain a groundwater level near the bottom of the crop root zone.  Other irrigation methods for supplementing the subsurface irrigation should also be considered.

This task will thus include:

1. evaluation of flood control options;
2. evaluation of potential crops and cropping patterns ();
3. assessment of land suitability for irrigation;
4. evaluation of irrigation water requirements; and
5. assessment of water resources availability and options for developing water resources in the locality to meet the irrigation demand.
   1. Soil Survey and Land Suitability Study

The Consultant shall:

• undertake a semi-detailed soil survey for the delineated irrigable command area, using appropriate sampling and observations in conformity with guidelines for soil surveys of Food and Agriculture Organization; Soils Bulletin No. 55, “Guidelines: Land evaluation for irrigated agriculture” (FAO, 1985).  The density of observation points required for the command area is two (2) groups of samples per 100Ha. Each group consists of two (2) composite samples taken from 0-30cm and 30-60 cm depths.
• prepare soil maps on an appropriate scale based on the soil surveys; and
• collect and analyze soil samples required for the determination of standard physical and chemical properties of the soils required for evaluation of irrigation water requirements and soil suitability for the proposed crops as well as establish proper drainage modules for the project to affect the design of the drainage system. The Consultant shall take appropriate measures to verify and ensure the quality and reliability of test results using accredit laboratories.

The Consultant shall then:

• develop a suitable land classification system for assessment of irrigability and drainability;
• critically evaluate and analyze findings of the topographic, soil surveys and land characteristics; and
• identify and delineate irrigation blocks and areas in terms of suitability for irrigated drained agriculture development.
  1. Evaluation of Crops, Cropping Patterns and Markets

The Consultants shall collect baseline information on the type of soils, topography and land-use patterns; analyse water-use patterns (rain-fed crops, irrigated crops, drainage, surface and groundwater extraction); examine existing field-crop production and soil management practices; establish and delineate major cropping pattern zones (considering types of irrigated crops grown, crop calendar and cropping intensity); propose schedules of crops for consideration; estimate expected yields and crop water requirements for alternative cropping programs, and examine the existing Agricultural Support Services. The assessment will cover:

• the production and performance of the existing crops based on the current cropping patterns;
• the potential of commercially oriented production systems based on the available markets in the surrounding tea processing unit, shopping centers, other urban markets such as Kigali and the neighboring countries in the region;
• the most profitable value chains that can be developed or upscaled in the proposed irrigation schemes;
• availability of competent service providers for technical advisory services, agro-input dealers, financial services (savings and credit/loans), agro-processors, traders/aggregators and warehousing among others which will be needed for extension support to the project’s producer organizations;
• the margins of the top five commodity value chains;
• potential market for the top five commodity value chain in terms of the volumes and monetary value;
• determination as to whether irrigation should be supplemental or major irrigation (for all crops or combination for selected crops);
• the ownership structure of farms including consulting the potential irrigation farmers;
• constraints on farm productivity;
• the market potential of the possible crops within and around the project areas;
• the potential for increased competitiveness of its products including an analysis of the comparative advantage of the project areas;
• availability of and accessibility to input supplies, storage, technology, finance, input markets, transport and distribution networks;
• option for farm mechanization, product storage, handling and transportation,
• availability of output market (incl. potential for grower/out-grower linkages) and
• Value chain and Climate Smart agriculture.

The Consultant will also analyse the gender division of labour in irrigated agricultural production for each socio-economic group, identify the needs of both women and men related to proposed agricultural activities. Based on the analysis, the Consultant shall formulate the cropping and irrigated agriculture development plans for the proposed schemes including the potential distribution of land areas between the small-scale individual farms and large-scale commercial farms. Also identify suitable and appropriate cropping patterns for each type, estimate farm level crop production volumes, input and production costs, farm budget as well as gross and net returns, and generate incremental benefit estimations for use in the feasibility level economic and financial analyses.

1. Propose Farm Models

Propose preliminary farm models with options for type of operation (i.e. from smallholder farmer plus family labor, to emergent commercial farmer with hired labor and large scale mechanized commercial farmer), considering private and government owned land, options and need for relocation of farmers, options for O&M service providers, options for external investors, etc.

1. Determination of Irrigation Water Requirement

The aim of this task is to evaluate irrigation water demand under the most optimal scenario (supplementary and/or major irrigation) for the basic design parameters generated by the tasks above. The Consultant shall:

• collect all the existing available agro-meteorological data for the project areas required for estimation of crop and irrigation water requirements of the scheme;
• verify the reliability and accuracy of data, and make corrections as necessary before use, quality analysis of collected data and gap filling of missing data using appropriate standard approaches and techniques is necessary;
• carry out “Agro-climatological assessment” where the Consultant shall review available climatic data and make estimates of farm and project level irrigation requirements for viable crops, cropping patterns and crop rotations and irrigation technologies to be adopted, using all available agro-meteorological data for the project area;
• deduce the peak irrigation water demand supported by analysis of different cropping patterns in the respective project areas for the purposes of fixing conveyance canal/pipe design; and
• deduce irrigation water requirements at salient intervals for deciding the cropping pattern in order to compare with water availability.
  1. 1. Preparation of Topographic Maps

Consultant will conduct a detailed topographic survey to identify natural drainage patterns, low-lying areas prone to flooding, and potential sites for drainage outlets including along the main drain about 4 km into Uganda.

The Consultant shall prepare:

1. ground survey based topographic maps of the flood control/irrigation areas to be studied, extending at least 100m beyond the perimeters with an appropriate scale and point density (to be approved by the Client) to accurately generate no greater than 0.25m contour intervals;
2. use these maps to evaluate the topographic features which would influence design and layout of the flood control, irrigation and drainage alternatives and locations of major hydraulic structures including main drains, secondary and tertiary irrigation and drainage systems, and location(s) of potential source of flash flow. (e.g, river, thalwags etc.).
   1. 1. Command Area Development

The scope for command area development will include the following:

1. analysis of flood protection, land reclamation, leveling and drainage works required to ensure sustained economic operation of the command areas;
2. determination of access road requirement both to and within the area; and
3. preparation of general layout plans showing the location and principal features of main works required for the most suitable irrigation supply and drainage system alternatives using the appropriate scale and contour interval.

The Consultant shall examine the reliability of water supply, considering the various existing and future water uses and identify appropriate water conveyance systems for different sections of the irrigation system to supply water to all parts of the land to be developed and recommend appropriate irrigation methods best suited for the command area. To adapt against potential adverse impacts of climate change and improve water management and use efficiency, the Consultant is expected to introduce such recent innovative water distribution options as using pipes for secondary and tertiary canals which allow for flow measurement, and regulating reservoirs which provide improved control of the main canal and reduce end spillage.

Moreover, the Consultant shall locate suitable irrigation water diversion structures in the command area and investigate pumping, storage or diversion requirements and reservoir operations required for irrigation with due consideration of floods and siltation in the command area.

1. 1. Drainage System Engineering Design

The Consultant will prepare preliminary designs for major structural and hydraulic elements of the proposed drainage system, including, the main conveyance system, on-farm surface and subsurface drainage system, open and or closed drainage canals system, flood protection and control considering both structural and hydraulic safety.

The Consultant shall take into consideration intensive labor engagement and use of local construction capability in case labor is available and local materials during the design as necessary. The Consultant shall prepare the layouts and drawings of the different project components using AutoCAD software. The Consultant shall also prepare a schedule of quantities in line with the latest Civil Engineering Standard Methods of Measurement (CESMM), for use in preliminary cost estimates and the economic and financial analysis.

1. 1. Formulation of Upstream Sustainable Land Management Actions

The task objective is to take stock of the baseline condition of the watersheds in the project areas and identify major erosion hotspots areas and interventions required to improve, protect and maintain the watershed in a healthy and sustainable manner.  This will in turn address sedimentation risks of drainage canals, irrigation systems and mechanical equipment in order to sustain the proposed infrastructure.

The Consultant should:

1. identify/review watershed degradation hotspots in the catchments upstream; 
2. identify current interventions being applied to combat catchment degradation, funding sources and the organizations involved;
3. using soils, climate and topographic characteristics delineate priority areas for rehabilitation and management using satellite imagery, GIS or other techniques in the watersheds;
4. undertake a quick assessment of the current status of the watersheds based on an appropriate sample sub-catchment;
5. consult the people living in the sample sub-catchment to understand their level of dependence on the resources of the watersheds;
6. propose suitable soil, water and sustainable land conservation measures required to enhance the integrity and productive capacity of the watersheds; and
7. undertake preliminary designs of measures for proposed upstream watershed improvement works to reduce erosion and sedimentation of drains and irrigation systems. This information will be used to estimate the associated impacts on the watershed and for financial and economic analyses.
   1. Environmental and Social Considerations – Strategic Environmental and Social Assessment

The Consultant will analyze the environmental and social aspects including land acquisition and resettlement sensitivities in each project area and, through the consideration of alternate project designs, develop project proposals that avoid or minimize potential adverse environmental impacts. Specifically, the Consultant should:

1. assess environmental and social impacts that could make the project non-feasible or financeable, or result in costs likely to exceed the intended benefits when mitigation is taken into account;
2. estimate the extent of resettlement and land and asset acquisition that would be associated with the project, and develop a preliminary concept of a development program for the area; and
3. examine design alternatives such as lining main interceptor drain, flood attenuation reservoir, access road alignment, material sources (borrow areas), etc. and make comparison of such alternatives, in technical, economic, social and environmental terms, so that the best recommendations are passed on to the team members working on the engineering aspects for incorporation in the project designs.

The assessments will be guided by the national environmental including land acquisition and resettlement related legislation as well as World Bank safeguards.

The depth of the assessment will be sufficient to adequately inform the development of alternate project designs, the selection and justification of the preferred alternatives. Project alternatives that substantially convert or degrade important natural habitats should not be considered unless they include equivalent habitat restoration and maintenance within the project area or elsewhere.

A separate procurement for detailed Environmental and Social Assessment is being undertaken by the Client. The Consultant will coordinate his work with the Environmental and Social Assessment carried out under this separate consultancy and have feedback and incorporate the findings and recommendations of that study in this report.

Design features to avoid adverse impacts, minimize land acquisition and involuntary resettlement, or enhance environmental/natural resource services are to be clearly noted in the description of preferred project alternatives, with suitable maps. Acceptability of the final project design will depend not only on its technical and financial feasibility, but also on its environmental and social suitability, including transboundary considerations.

1. 1. Assessing irrigation and Designing Agricultural Support Services

To support the design of interventions necessary assessment and design activities to be undertaken include but not limited to the following, taking a complementary approach:

1. the margins of the Crop enterprises currently existing in the proposed command areas
2. An analysis of best-bet crop enterprises based on their profitability, market opportunities, yield potential and suitability of environment
3. Potential for crop intensification due to limited land access as a result of small holdings.
4. An assessment of the existence of supportive infrastructure and institutions in regards to agricultural production, storage, processing and marketing.
5. Analyze successful contract farming business models with existing business operators especially for seed multiplication and its potential in the proposed irrigation infrastructure.
6.  Identify successful public private partnerships business model with existing producer organization(s) with a view to replicating the model in the proposed irrigation scheme.
7. Existence or ongoing legal and regulatory framework to support PPP and/or contract farming.
8. Existing or proposed infrastructure development to support the storage, preservation, processing and transportation of fresh produce to the markets.
9. An analysis of service delivery mechanisms and actors in regards to supporting farmers in accessing inputs, financial services (savings and credit), advice and markets
10. A review of likely interventions required to ensure that targeted population obtains the intended benefits from irrigation. (e.g. issues of land, environment conservation); and
11. Suggestion on how project shall obtain “buy in” from key stakeholders.
    1. Institutional Assessment

The objective of this Task is to design institutional arrangements for the proposed project. The Consultant will assess institutional constraints and opportunities for efficient management of irrigated agricultural production in the project areas. This will cover

1. assessment of the institutional capacity of local agencies supporting agriculture and delivering irrigation services;
2. Existing gap within the legal and regulatory framework to support agricultural production within the schemes.
3. Legal and regulatory framework related to contract farming and PPP in agricultural production.
4. assessment at the field level of the importance of and access to local groups and institutions for different socio-economic groups for both women and men;
5. assessment of private sector involvement in the agriculture sector (particularly in rural finance, input supply, machine leasing, output storage, agro-processing, operation and maintenance (O&M) and marketing, including the role of cooperatives and farmers’ associations), and
6. likely implementation and operation arrangements for the potential project(s) including but not limited to potential for Public-Private-Partnerships, organizing farmers in drainage committee, formation of cooperative societies, etc. The Consultant will explore opportunities for various social groups (women and men), to participate in decision making processes. The institutional analysis will define the linkages with the current institutional set-up of the transboundary water management and recommend implementation arrangements.
7. Undertaking drainage service delivery business models (options/pathways) assessments and recommending best fit option for each scheme; and
8. Undertaking drainage tariff assessment, based on analysis and stakeholder engagement and consultation, and recommending tariff level, schedule and collection and management mechanisms, taking into consideration of drainage system O&M cost recovery, tariff affordability and wiliness to pay by the users.
   1. Construction Plans and Implementation Scheduling

The Consultant shall establish construction schedules for the implementation of the irrigation and drainage system, outlet works as well as other irrigation and drainage infrastructures. Apart from the construction items of the earthworks and concrete works for the main structures these schedules shall include mobilization, construction of access roads as well as routes to borrow areas, mapping and information on quantity and quality of borrow areas, establishment of the construction camp, provision of housing and transport facilities for supervising staff, construction packaging, work methods and preliminary labor force requirements. In the schedules the Critical Path Method shall be applied. Based on this the disbursement schedule of the project main components will be estimated as an input for the financial and economic analysis.

1. 1. Preparation of Preliminary Cost Estimates and Benefits

The Consultant shall identify and value the costs and benefits that will arise with the proposed project for purposes of comparison with the situation as it would be without the project and determining the incremental net benefit arising from the project investment. This will involve preparation of financial cost estimates for the various project options and components with expenditure schedules for capital costs, replacement costs, O&M, management costs, etc. for all activities and services. A summary of the financial and economic cost estimates shall be provided in a tabular form and appropriately classified and discussed. All cost estimates must show the foreign and local currency requirements; taxes, subsidies shall be identified and their implications analyzed; physical and price contingency allowances should be quantified appropriately for each component/activity of the projects.

The Consultant should prepare estimates of project benefits, which should include: direct/indirect benefits, tangible benefits (arising either from an increased value of production or from reduced costs), intangible benefits (such as new job opportunities. The Consultant will also estimate secondary benefits created or costs incurred outside the project (using shadow pricing techniques/non-market valuation), so that they can be attributed to the project investment, in the economic analysis. Residual values must be calculated. Specifically, for the storage reservoir, the Consultant will identify multipurpose benefits deriving from upstream storage. They will propose a number of scenarios that differ in terms of the use of the stored water (irrigation, flood management, hydropower generation, municipal water supply, etc.) and that maximize the returns on investment in storage. Scenarios should include sensitivity tests involving climate change scenarios.

1. 1. Economic and Financial Analysis

The Consultant shall:

1. compile and tabulate estimated incremental direct agro-economic financial benefit streams, prepared using constant prices (or suitably applied price projections if warranted) and appropriate assumptions; estimate likely build-up of agricultural production volumes and other benefits over the years following the initial investments and likely future production trends in a without-project situation
2. undertake project economic and financial analysis using standard techniques for the irrigated agriculture as well as other identified uses. This should include determination of the financial and economic viability of the project, by carrying out analyses to determine the net present value (NPV), cost benefit analysis (CBA; B/C ratio), Net benefit – investment ratio (N/K) and financial and economic internal rates of return (FIRR, EIRR), including different discount rates.
3. perform sensitivity analysis on important parameters (including calculation of switching values) to check their impact on the financial and economic viability. The Consultant should clearly list what assumptions are made and which key developments are needed to reach FIRR and EIRR.
4. Carry out financial analysis of drainage and irrigation alternatives and compare the results to guide the client during selection of best alternative.
5. Assess existing situation of current flood control and provide recommendations for action by CDAT as appropriate.
6. Indicate specific areas that may have to be considered in more detail at the detail design stage and any major constraints and issues that will require resolution before the alternatives are taken to full design with, where possible, recommendations as to how and by whom action is required, specifying an appropriate timeframe.
7. The Consultant will identify new better alternatives or make improvements to existing ones. 
8. Based on the above steps, the Consultant will then recommend the most suitable alternatives and prepare a weighted alternatives selection criteria list to be used for ranking all identified alternatives including social, environmental, technical, and economic criteria.  This list should be included in the Inception Report. 

The key information for the project shall be presented in tabular format together with key environmental and social information. The Consultant should also provide documented analysis in Excel spreadsheets and based on this analysis make final recommendations on the way forward.

The Consultant will prepare the feasibility study and preliminary design reports for the scheme, which shall document the studies and investigations carried out, findings and information. The reports shall contain firm statements on the technical, economic/financial and environmental and social sustainability, and recommendations on project suitability and outlook, if necessary through a multi-criteria analysis. The reports shall include concise executive summaries to make the report more accessible to the public. The results of the investigations shall be compiled and appended either to the report or in a separate volume of the feasibility studies. This volume will aim at evidencing that the amount of investigation carried out brings a sufficient understanding of the site conditions to finalize the project layout and cost estimate with an acceptable level of contingencies at feasibility level. The reports will form a decision point on whether to advance the studies, in case viable options have been identified, or terminate the studies in case all options are non-feasible. In the former, the Consultant in consultation with the Client and stakeholders shall agree on the best design alternatives/layouts, for which detailed designs shall subsequently be prepared.

The client reserves the right to cancel the feasibility phase of the contract based on results of alternatives presented in the inception. If the option including the dam is chosen as best alternative, the consultant will elaborate the terms of reference for tendering the detailed design of selected alternative, but once the best alternative is only the drainage system the consultant will continue with detail design phase.

1. Tasks to be executed for the Detail Design Study

The objective of this phase is to prepare the detail design for the selected alternatives presented in the feasibility Study including a draft and final detail design report, design drawings, bill of quantities, unit price market survey, tender documents, technical specifications, and terms of references for hiring both a contractor and a supervisor. 

1. 1. Topographic and field gradient/levelling survey

The Consultant will improve the topographical field survey of the feasibility phase for the selected alternative, and produce the following deliverables:

1. Generalities

General plans and profiles showing the infrastructure and alignment of the proposed catchment areas, irrigation and drainage of command area. (These shall be prepared in AutoCAD format as well as superimposed on Google Earth (KML file), Arc GIS readable format (shape file format). The plans view superimposed on Google Earth on top of the page the longitudinal profiles on the lower part of the page then the cross-section on a separate page, all shall show features such as rivers, streams, farms, valleys, marshy areas, gullies, rock (if visible), etc.), The plans and profiles shall be subdivided into a length of not more than 500 meters per sheet on A0 size drawings. All font sizes used shall be readable on A3 drawings.  All data on actual survey points shall be provided in soft copy in a format readable by AutoCAD, Civl3D, ArcGIS and other standard software design and surveying packages. All survey points shall have an x, y and z value tied to the local coordinate system.

1. Diversion weirs

The drawings are made by:

1. Topographical layouts (on A0 format) at 1/500 scale;
2. Detailed drawings and sections at 1/50, 1/100, and 1/200 scale as appropriate for the weirs, and the crossing structures (bridges).
3. diversion works, hydraulics structures networks, irrigation and drainage structures, access roads, post-harvest facilities, and other different infrastructures of the schemes at 1:500 scale. Provide detailed layouts, plans, and maps which will be the basis for any levelling and grading works by the contractors.
4. Marshland irrigation and drainage

Drawings are made by topographical layouts and hydraulic structures drawings.

Topographical layouts (A0):  These layouts will include:

1. Overall layout at 1/10,000 scale
2. Topographical layouts (planimetry and altimetry) at the appropriate scale (1/2000 or when necessary 1/1,000) of perimeter (gross area) including the inevitable excesses in the Piedmont to be drained.
3. The surveying will follow a grid of 25m x 25m (addition to the particular points), but could be in smaller grid to capture important ground features and the contour lines will be plotted every 25cm for marshland and 50 cm for hillside of equidistance. The topographical surveys will include also:
4. Names of places and localities (provinces, districts, sectors and cells);
5. The general boundaries of perimeter;
6. Roads and access roads, foot paths including those adjacent to the agricultural area;
7. Layout of emissaries / collectors and ends of tributaries;
8. Existing hydraulic structures and proposed new hydraulic structures materialized on ground by concrete pole (20x20cm of side and 50cm length engraved with site coordinates) showing coordinates of the area.
9. Other major features: highlands and thalweg, slope failures, settlements, water courses, etc.

Implementation layouts (A0 format):

Implementation layouts will be developed on the basis of topographical layouts and all the basic data allowing, on one hand to accurately calculate the volume of land related to earthworks drainage canals (primary and secondary), drainage channels and roads as well, and on other hand to determine the number of structures and estimate the size and the quantity. These include:

1. Implementation layout at an appropriate scale showing the drainage and irrigation network, the roads network and the location of civil structures (chutes, intake, side weir, aqueduct, culverts, bridges, etc);
2. Longitudinal sections of the main and secondary irrigation and drainage canals; the profile of canal will be materialised by wooden pegs spaced on 20m, its top coinciding with the bottom level of the canal
3. Cross sessions of the main and secondary irrigation and drainage canals, river channel and other drainage channels;
4. Cross section of the hydraulic structures: 1/25, 1/50 and 1/100 scales as appropriate.

1. 1. Main canals, secondary canal/pipes and main delivery canal/pipes

Prepare detail designs for the main canals and related structures. The design should be prepared using (a) slope stability analysis for prevention of landslides along the canals; (b) hydraulic analyses including assessment of water losses at different reaches of the canal/pipes; and (c) suitable design parameters for the canals/pipes including side slopes, cross-sections, and freeboards, diameters, friction losses, protection drainage, crossing points etc. Assessment should be made of the need for cost-effective canal lining where technically required.

The consultant will carryout geotechnical investigation with trial pits along the proposed irrigation canal and irrigation drainage for the purpose of identifying the soil type along the route and then recommend measures either lining with concrete or other technically feasible options. Besides it will be also useful for the preparation of BoQ by understanding the sub-surface condition

1. 1. Secondary, tertiary canals and other control hydraulic structures

Review and refine the design capacity of the drainage systems; prepare the design of secondary, tertiary, and other irrigation and drainage control structures; conduct hydraulic and stability analysis of the individual structures to ensure proper distribution of water in the canal/pipe networks for better valorisation of plots. Hydraulic and distribution structures are to be designed for their ability to transparently and accurately convey water to their respective outlet. Determine suitable locations and prepare detail designs for structures that may be required along the canal/pipe. Recommend the type of construction materials to be used for structures such as culverts, road crossings, outlets, bridges, inverted siphons, flumes, and drop structures. Use standard type of structures to facilitate future operation and maintenance.

It is to be noted that the consulting firm should identify the source and location with coordinates of materials to be used during construction with estimated quantities.

1. 1. Irrigation-Drainage and flood control structures

Prepare the detail design of irrigation-drainage and flood control networks. These will be mostly surface irrigation-drainage and flood control structures. sub-surface drainage may be proposed and designed when deemed necessary. 

1. 1. Post-harvest and office structures

Following the post-harvest and office structures need assessment conducted during feasibility stage, the Consultant will prepare the detail design of such structures that meet community/users’ needs (e.g., roads, power, water distribution networks and office buildings, post-harvest and handling facilities with basic utilities, etc.). 

1. 1. Conduct stakeholder meeting/coordination workshop

To ensure stakeholder-wide appreciation and ownership of the assignment outputs and recommendations, the consultant is expected to organize a coordination workshop to present the draft designs to the client and stakeholders. During this workshop, the client will ensure all logistics of the participants

1. 1. Preparations of final designs, unit price market survey, costed BOQs and technical specifications

Based on the comments provided on the draft detail designs and outcome of the stakeholder workshop, the consultant shall prepare detail designs . These include preparations of detailed drawings, detailed unit price market survey, BOQs, technical specifications, cost estimates, and bidding documents.

1. 1. Conduct stakeholder meeting/coordination workshop

After incorporating the comments in the final designs, the consultant is expected to organize a coordination workshop to present the final designs and outputs to client in technical workshop, during this workshop the client will ensure all related logistics.

1. 1. Irrigation-Drainage infrastructures plans and drawings specifications

Revisit and refine the estimates of irrigation requirements for the selected irrigation technologies to be applied, taking into account of various irrigation efficiencies that are likely to be achieved, prepare detail design drawings including longitudinal plan, profiles, and cross-sections of the main and tertiary canals/secondary pipes and typical designs for their respective structures. Prepare design of three (3) representative tertiary blocks including tertiary canals and appropriate on-farm distribution systems.

1. 1. Technical specifications

Prepare suitable technical specifications for the use of materials, workmanship, inspection schedules, plant, and equipment in the construction of irrigation infrastructures Reference to brand names, catalog numbers or other details that limit any materials or items to a specific manufacturer is not allowed unless stated that is must be “equal or better”.

1. 1. Cost estimates

Consultant shall prepare bills of quantities and project cost estimates based on unit price of materials obtained during the market survey for the final detail design report clearly indicating activities to be carried out by contractors.

1. 1. Implementation schedules

For each scheme, the consultant shall prepare separate detailed implementation schedules for activities to be carried out by contractors.

1. 1. Preparation of draft and final detail design reports

A draft of the detail design report will be circulated for consultation to the Client and other key stakeholders prior to moving on to the final detail design report.  The report shall include the following elements:

1. Detail design reports and drawings
2. Design report, covering all aspects of these terms of reference (Final Hydraulic, structural calculations, detailed drawings)
3. Unit price and Bills of Quantities
4. Project cost estimates
5. Implementation schedules
6. Preparation of Operation and Maintenance Manual,
7. Other supporting activities, services, calculations and their timing
8. SCHEDULE OF REPORTS AND DELIVERABLES

While conducting this assignment, the consultant will provide the client with short periodic progress updates. However, the client may request the consultant at any time to present any desired clarification about the progress of the assignment when it is determined to be necessary.

The Consultant will produce a series of reports in English during the assignment.  All the reports will be prepared in Word format with tables and graphs prepared in Excel format as well as Maps and design drawings in shapefile and CAD formats. All reports to be of internationally accepted standards. All the raw data (calculation notes) collected will be submitted to Client.  The reports will make full use of diagrams, Gantt Charts, photos, tables etc to make the reports accessible to a wide readership, also whose first language might not be English. The report will be submitted to SPIU-CDAT/RAB in printed copies, along with an electronic copy for evaluation and approval.

The Consultant shall arrange and make PowerPoint presentations, of the reports, maps and drawings, to the Client and other key stakeholders at workshops no more than 2 weeks after each submission.

1. METHODOLOGY AND STANDARDS

The Consultant will be expected to employ the most effective methodology and standards to achieve results with optimal national stakeholder involvement. In addition, the Consultant will be expected to:

1. collect most data from review and analysis of existing secondary sources of information such as District development plans, irrigation master plan, assessment reports, feasibility study reports, final design reports and various other regional and relevant global publications;
2. prepare clear, concise and focused reports; and
3. ensure reports are delivered in time as per the agreement.

International Standards shall be used for the studies, and their application shall be appropriately referenced. ICOLD dam design criteria shall be used to guide the definition of design floods, earthquakes, sediment management etc.

1. DELIVERABLES AND PERIOD OF PERFORMANCE

The Consultant will produce the following reports and make presentations of the same to the Client.   The expected duration of this assignment is 7 months.

Three workshops will be organized to discuss the submitted reports. The workshops will be facilitated by the Client. At each workshop, the Consultant’s key experts will make PowerPoint presentations and provide concise reports for discussion.

Note: The abovementioned workshops are different from the expected stakeholder public consultative meetings and/or workshops to be organized and facilitated by the Consultant in the project-affected areas for information gathering (as part of Consultant’s fieldwork) and stakeholder review and comments on draft documents during the course of the assignment.

1. GENERAL CONDITIONS OF THE FIRM

The firm should have at least ten (10) years of general experience in Consultancy Services with specific references proven by certificates of good completion and signed contracts in water resources engineering and irrigated command area.

1. QUALIFICATION OF THE CONSULTANT

The study team should be comprised of experienced professionals which will include national/regional/international Consultants as necessary to ensure study relevance and effectiveness. The team should reflect an appropriate mix of disciplines, education, skills and experience, an understanding of underlying development issues, and regional experience. The team should be made up of specialists each with relevant qualifications in the corresponding disciplines and experience in undertaking studies related to irrigation development and watershed management.

The areas of expertise required include: irrigation engineering and agriculture development, watershed management, rural development, civil/infrastructure/hydraulic engineering, hydrology, financial and economic analysis, geotechnical engineering, institutional analysis and environmental and social impact assessment. The Consultant may optimize their personnel to demonstrate the competencies required for the assignment. The time input and qualifications of the key experts are as follows:

1. DATA AND SERVICES TO BE PROVIDED BY THE CLIENT

Data and documentation on hydrological, meteorological, water quality and other relevant aspects of the river basins which the Client may have will be availed to the Consultant; however, the Consultant has the ultimate responsibility for collecting the required data which cannot be made available by the Client from official sources. The Client will:

1. Facilitate in establishing communication with the relevant institutions
2. Liaise and assist the Consultant in obtaining any other information and documents required from other government agencies and which the Client considers essential for conducting of the assignment
3. Provide assistance to obtain work permits for staff of the Consultant
4. Provide assistance in obtaining Customs and Tax Exemptions, where applicable, as detailed in Special Conditions of the Consultancy Agreement and General Conditions of Service
5. Arrange consultative meetings and ensure linkage with relevant stakeholders and district authorities and
6. Provide any document on request that the Consultant may require either for purposes of preparing bid documents or in the course of the feasibility study.
7. COSTS, FEES AND CONTRACT DETAILS

Proposals should indicate how the funds will be best utilized to achieve the objectives of the assignment. Whilst all of the Consultant’ costs incurred in their participation, supporting the arrangement and running of national and district workshops must be included in the Consultant’s financial proposal, the costs of holding the workshops themselves (costs of venue, participants’ expenses such as transport and accommodation, materials etc.) will be met by the Client and should not be included in the Consultant’s financial proposals. The costs of all other consultations, meetings etc. required by the Consultant to adequately complete the assignment must be included in the financial proposals.

The Consultant shall operate their own project office and shall bear all accommodation, local transportation, visas, and other costs necessary to carry out the assignment.

The Consultant’s fees shall cover the salaries of the entire staff of the Consultant employed on the study. The fees will include provision for all supporting staff and services necessary to carry out the work; hire of vehicles; procurement of equipment and direct costs for travel, freight, accommodation, report production and other expenses. The contract will be for a fixed lump sum and the Consultant will not claim any additional payments to compensate for exchange rate fluctuations or price escalation, and delays in payments of not more than 90 days on the part of the Client. No additional fees have been planned for potential contract extension or adjustment.

The amount and schedule of payment of fees will be in accordance with the terms and conditions of the contract agreement finally made between the Consultant and RAB/SPIU/CDAT Project. Notwithstanding this, the following schedule will be used as a basis for negotiation:

1. QUALITY MANAGEMENT REQUIREMENTS

The Consultant will be required to demonstrate in their proposal evidence of adoption and use of a Quality Assurance System (ISO 9001 or equivalent), as well as describe how quality control will be implemented in the course of the project.