Annex II: terms of reference

1.BACKGROUND INFORMATION

1.1.Beneficiary country

1.2.Contracting Authority

Ministry of Finance and Development Planning

P.O. Box 630 Maseru 100 Lesotho

(tel:++266 22 311100b-fax: ++266 22 310520)

1.3.Relevant country background

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  Areas discharging into the Caledon River directly (the whole sewered area),
  

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  Areas discharging into the Phuthiatsana River (southern areas),
  
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  Areas discharging into the Maqalika reservoir.
  

1.4.Current state of affairs in the relevant sector

The Water and Sewerage Authority (WASA) is a semi-autonomous body entrusted by the Government of Lesotho (GoL) through the Ministry of Natural Resources (MNR) to provide water and sewerage services to the gazetted urban centres in Lesotho. At present Maseru and fifteen other centres are gazetted as urban centres and as such WASA has to provide these services to these towns, although in practice services are not yet extended to cover all the centres completely. Most of the peri-urban areas are not (yet) served, and some industrial demand is equally constrained by availability of infrastructure to meet the services required. Water supply outside the urban centres is the responsibility of MNR, Department of Rural Water.

The water treatment works and the raw water intake points are found along the Caledon River. There are three raw water intake points along the Caledon River. The first and second intake points are for the Maqalika reservoir while the third one is the one that delivers raw water directly to the Maseru water treatment works. Of great importance also is the Maqalika reservoir because of its exposure to pollution. Normally, raw water is abstracted directly from the river. During dry seasons, raw water is abstracted from an off-channel reservoir at Maqalika, upstream the water treatment plant, 750 m away from the river.

Water consumption of greater Maseru is 21.8 Ml/d, with a total of about 18,000. water accounts/meters. Industry accounts for 9.1 Ml/d, domestic consumption for 8.3 Ml/d (38%, sewered area 2.6 Ml/d, non-sewered area 5.7 Ml/d), institutional and commercial consumption for 4.4 Ml/d (20%, mainly restricted to the sewered area).

Within the sewered area, the majority of customers are domestic (88%), followed by institutional and commercial (5%) and industrial (1.5%). But water consumption (15.6 Ml/d) is dominated by non-domestic use: 9.1 Ml/d consumed by industries and 4.6 ml/d consumed by institutional and commercial while only 2.6 Ml/d is consumed by domestic customers. There are 77 industrial customers, 293 institutional customers and 262 commercial customers within the sewered area. Commercial and institutional consumers are scattered around town though mostly around the central business centre whilst industrial customers are mainly found at the Maseru west industrial estates and Thetsane industrial estates.

Within the non-sewered areas, there are few commercial activities, but some institutions include schools, hospitals, and police camps, but industries are almost non-existent.

Sewage Generation

About 1,740 m³ of domestic wastewater are discharged into the sewage network per day, which means that about 67% of the domestic water consumption within the sewered area (2,587 m³ per day) could be collected by the existing network. Industrial (8,643 m³/d), institutional (3,019 m³/d) and commercial (1,325 m³/d) wastewater amounts to 12,384 m³/d.

Existing Sewage Scheme

Areas that are currently sewered in Maseru include the following:

Within the sewered area, 336 customers are relying on septic or conservancy tanks and about another 1,900 within the non-sewered, but water reticulated area of Greater Maseru. The most common and simpler type of on-site sewage disposal is the pit latrine. Ventilated Improved Pit Latrines (VIPs) since the late 1970’s became increasingly popular. 1,237 customers with septic or conservancy tanks are listed by WASA’s Sanitation Service Unit.

Ratjomose wastewater treatment plant was commissioned in 1980 for a design flow of 5 MI/day, but was upgraded in 1992/93 by an additional pond-scheme to treat 10 Ml/day. The Industrial pond system is meant to provide pre-treatment to the effluent from the manufacturing industries such as the Maluti mountain breweries. The pre-treated effluent ends up at Ratjomose wastewater treatment plant for final treatment. There are five other privately operated treatment works in Maseru urban area: Mohlomi hospital, Lepereng hospital, Mokoanyane barracks, the Agricultural College and the abattoir. The abattoir in the northeast of Maseru is closed since more than two years.

Rehabilitation Measures and Costs

The rehabilitation measures are required to overcome the identified deficiencies of the existing sanitation facilities operated by WASA. The costs for the rehabilitation measures are assigned to the following main items: sewage network, pumping stations, wastewater treatment works, vacuum tankers and enforcement of O&M department.

The mechanical physical and biological treatment units at the Ratjomose plant are neither designed nor able to treat the industrial wastewater generated by the processes applied at the textile industries. The industrial wastewater from textile industries would cause damages, physically by clogging the bio-filters and chemically by reducing or eliminating the active biomass of both treatment lines. Dyes would pass the treatment plant, fully intact. The total pollution discharged in the Caledon River would increase drastically instead of being reduced. The industrial wastewater (textile industries) has to be treated separately.

Mid-term and Long-Term Development

New areas for sewerage development were selected by applying the following criteria:

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  The area has to have a water reticulation system.
  
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  The area has preferably reached a density close to saturation.
  
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  The area is discharging into sensitive surface waters or into crucial points, which are affecting the water supply of Greater Maseru.
  

“Option 1” and “Option 3” are practically identical in terms of investment and operation & maintenance cost, with “Option 3” being slightly more expensive. “Option 1” would require WASA to operate a relatively sophisticated activated sludge plant in situ of the existing “Industrial Ponds”. Further, WASA would require LNDC’s consent to extend the area for the proposed plant, which is still outstanding.

1.5.Related programmes and other donor activities:

2.CONTRACT OBJECTIVES & EXPECTED RESULTS

2.1.Overall objectives

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  The envisaged project is aimed at the development of a mid- and long-term strategy of provision of a modern, environmental friendly system of wastewater collection and treatment within the administrative boundaries of Maseru, the capital of Lesotho.
  

2.2.Specific objectives

Preparation of final design and tender documents to extend the currently sewered area (catchments a, b, c, d, e, f, h, i, j, k, l, m, n) and design capacity of the existing Ratjomose WWTP. In parallel, the development of two additional, self-contained “schemes”, “Agric-College” (catchments o, p, q, q, r, u) and “Lepereng” (catchment s) is proposed, to serve presently un-sewered areas, representing Khubetsoana, Bochabela, Mapeleng, Naleli, Motimposo, Upper and Lower Thamae, Qualing, Ha Seoli, Ha Keiso and others.

2.3.Results to be achieved by the Consultant

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  Final acceptance and approval of the Draft Design Report, prepared by the Consultant by the Contracting Authority and the European Commission
  
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  Final acceptance and approval of the Tender Documents, prepared by the Consultant by the Contracting Authority and the European Commission
  
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  Commissioning and final handover of the completed works
  

3.ASSUMPTIONS & RISKS

3.1.Assumptions underlying the project intervention

3.2.Risks

4.SCOPE OF THE WORK

4.1.General

4.1.1.Project description

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  Rehabilitation and extension of Ratjomose wastewater treatment facilities including provisions for environmentally safe disposal of effluents and residues arising from wastewater treatment;
  
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  Construction of new treatment facilities as justified by the feasibility study and approved by the Government;
  
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  Abolishing of Maseru West Industrial Estate Wastewater treatment ponds. Installation of pre-treatment units in the individual factories in order to meet WASA standards for acceptance into the communal sewers.
  
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  Rehabilitation and extension of the sewerage system (trunk mains, interceptors, pumping stations and possibly limited secondary mains).
  

The study should identify an immediate, medium and long-term investment programme to meet realistic objectives.

The purpose of these Terms of Reference (ToR) is to provide background information on the project, to define the scope of the work and to describe the services to be rendered by the Consultant.

During the assignment of the consultant other consultants may be engaged by WASA or the Ministry of Natural Resources (MNR).

4.1.2.Geographical area to be covered

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  The area should be at close to its planned maximum housing density (saturation). There is then limited scope for unplanned expansion of the area.
  
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  The area shall have a water reticulation.
  
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  Household income distribution patterns are already distinguishable by visual inspection of housing quality and by the number and location of the households utilising conservancy tanks.
  
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  The estimated population utilising conservancy tanks has reached some 10% of the total population at saturation density.
  
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  Public health nuisance conditions, that is tank overflows and the like, are visible and numerous.
  
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  Such areas have been assessed for the target years 2002, 2005 and 2010 and presented in three development stages to match the target years: possibly with Thamae as the first development stage (Stage I: 2003-4), followed by Tsosane, Mabote, Khubetsoana (Stage II: 2005-2006), and then Motimposo and the area South and centre of the Lancer’s Gap Road as the third stage in 2007.
  

4.1.3.Target groups

4.2.Specific activities

The consultant’s scope of work shall broadly comprise four main Implementation stages as follows:

Stage 1 (a): Collection and review of existing data, engineering and socio-economic reports; system reconnaissance and a detailed appraisal of systems capacities, technical capacities of installed infrastructure and other investigation required for the preparation of appropriate preliminary design proposals including cost estimates, specifications, bills of quantities, and other tender documents. Upon review of the complete tender documents by the Contracting Authority and the European Commission, the consultant shall prepare final designs, Environmental Impact Assessment (EIA) update, and tender documents. Concurrently the consultant shall prepare pre-qualification dossiers, evaluate expressions of interest and recommend not less than 5-6 construction firms for short listing for the works contract.

Digital Maps in Auto-CAD Format (.dwg) and in scale 1: 5.000 of the project area are available at WASA and can be used by the consultant free of charge.

Stage 1 (b): Upon approval of the final designs and tender documents the consultant shall proceed to issue the tenders to short listed firms. The tender procedure shall be based on the procedures approved by the Contracting Authority in agreement with the European Commission; evaluate the tenders and make clear recommendations for the selection of the contractor; and after award of the construction contract by the Contracting Authority in agreement with the European Commission, prepare all documentation for the construction contract.

Stage 2 (a): The consultant shall arrange for the commencement of the contracts and subsequently supervise the construction contract as “Resident Engineer”. It will be the Contractor’s responsibility to provide a detailed Method Statement and Work Program prior to commencement, which the consultant will have to review and comment upon in detail and which takes into consideration the prevailing weather conditions

Stage 2 (b): Assistance to the final handover of the completed works and monitoring of the administration, operation and maintenance procedures including defining plans and activities for regular environmental audit and monitoring during the first three months of operation of the works as well superintendence during a 12 – month defects liability period after substantial completion.

4.3.Detailed Scope of Services

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  Implementation of basic surveys necessary for the detailed engineering designs including topographical surveys and soil investigations.
  
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  Design of future extensions of the sewerage network
  

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  The existing sewered area, the catchments: “a” to “n”
  
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  The new catchment areas: “o”, “p”, “q”, “r”, “s” and “u”
  

Option 2 is made up by three schemes, covering the presently sewered areas and the new catchments:

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  The Ratjomose scheme
  
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  The Agric-college scheme
  
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  The Lepereng scheme
  

Table No. 1 shows the distribution of the same amount of wastewater to be treated at the mid- term horizon on the three treatment plants:

Scheme 1 will cover the entire existing sewer line network. The network will have 11 pump stations. All existing pump stations will be retained but the pumping units will be upgraded to cope with the new flows wherever necessary.

The Ratjomose scheme has to be modified due to the lack of space, which would be required to extend the pond scheme. The scheme recommended is the aerated pond scheme.

The main sizes of plant units and a summary of mechanical equipment for the treatment plants of option 2 are presented in the following table.

The main modifications refer to the pond scheme. They are made up by the introduction of two new sedimentation tanks and by the transformation of the facultative pond into an aerated pond. A new distribution chamber at the inlet of the plant restricts the flow to the trickling-filter scheme to 4.0 Ml per day according to the maximum capacity of line 1. The previous facultative ponds are operated in line, (all flow is introduced at the new inlet of the aerated pond. The schematic layout is presented on Map No. 21. The design is covering the projected flows for 2024.

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  The consultant shall proceed to prepare a pre-qualification dossier on the basis of criteria as reviewed and accepted by the Contracting Authority and the European Commission The dossier shall be consistent with the tendering procedures and rules and regulations of the European Commission.
  
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  The consultant will solicit for expressions of interest on the basis of the pre-qualification dossier from potential turnkey contractors
  
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  The consultant shall further evaluate the expressions of interest and rank them in accordance with the criteria in the dossier. The evaluation report will be prepared in accordance with the format as shall be agreed with the Contracting Authority and the European Commission and upon acceptance shall prepare the draft construction contract.
  
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  Construction of sewers is expected to pass through heavily build up areas in the City. Inevitably compensation requirements are likely to be significant. The consultant therefore will be expected to assemble a team to evaluate compensation requirements and recommend to the employer on amounts to be paid out to the individual beneficiary.
  
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  The consultant shall also be expected to undertake a risk assessment and mitigation plan to with regard to cost control, quality control and timely completion of the construction contract and shall advise the Client in due time on the measures needed to ensure that the Construction Contract is completed in time at the right cost and good quality before and during implementation of the Construction Contract.
  

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  Preparation of commencement instructions
  
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  Supervision of Construction as “Resident Engineer”, providing technical guidance of implementation of construction, keeping site records on progress, manpower, weather, equipment available on site and preparation of progress reports via Monthly reports, quarterly reports, draft and final completion reports.
  
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  The Resident Engineer is proposed to be present throughout the construction Supervision phase as, to ensure successful implementation of critical design elements.
  
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  The Consultant will provide overall site supervision and will undertake quantity control of materials and works, and monitor all activities associated with the contract. These activities are further described hereunder.
  
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  The Resident Engineer will be assigned full time to supervise and control all activities of the Contractor in connection with the works.
  
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  It will be ensured that construction works and materials will be in accordance with the design and specifications and any modification made thereof. These will include checks on lines and levels already established by the Contractors, compliance with safety requirements, registration of progress on all sites and maintenance of records of all materials used in the permanent works and noting and reporting trade, plant and equipment employed or installed in the construction works, weather condition and all such matters relating to the business of supervision of similar nature as will be required in the course of the services to be commented upon. These activities will be collated and compiled on a daily basis for further review and transfer to the PC in the site office.
  

The stage 2 activities will comprise but will not be limited to.

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  Consultant’s reviews of the Contractor's work program & method statement.
  
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  Preparation of procedures for quality control & inspection.
  
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  Checks of the quality of surveys.
  
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  Definition of safety standards.
  
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  Introduce a recording & reporting system.
  
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  Prepare a risk assessment & mitigation plan.
  
  
  

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  Liaison with WASA and other Government Departments;
  
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  Liaison with the Consultant’s head office for logistical and engineering matters and backstopping support;
  
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  Review and monitoring of work programme and concepts for project implementation;
  
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  Review of Cash Flow projections prepared by the Contractor
  
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  Establishing accurate records of existing site conditions;
  
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  Preparation of all Reports including Monthly Progress Reports
  
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  Advise all team members, and associated staff on project matters and delegate authority;
  
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  Monitoring and support of project progress, performance delays, difficulties;
  
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  Financial monitoring and analysis, payment certificates, cost projections;
  
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  Coordination the assignments of the experts of the Consultant
  
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  Supervision and co-ordination of the works and services of the Assistant Resident Engineers.
  
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  Organisation of regular site meetings and special meetings as required.
  
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  Preparation of reports during the course of the construction.
  
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  Contract management and monitoring of works for all subcontractor services;
  
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  Method statements for the construction of the works which correspond with the programmes;
  
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  Approve all designs and supporting drawings etc., i.e. civil, structural, process, supported by the Contractor;
  
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  Propose lists of suppliers, manufacturers and sub-contractors;
  
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  Preparation of variation orders;
  
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  Review and recommendations regarding claims and contractual issues;
  
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  Maintain records (historical, quantitative, financial and qualitative) of site activities;
  
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  Verify and approve as-constructed drawings that have been prepared by the Contractor.
  
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  Issuance of the Completion Certificate after successful testing of the plants.
  
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  Check and approve as-built drawings, operations and maintenance manuals, quality of materials for permanent works for compliance with technical specifications, supervise testing, inspection and commissioning of completed works.
  
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  Providing superintendence during a 12 – month defects liability period after substantial completion.
  

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  The tasks have been properly performed; and
  
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  The amounts claimed by the contractor(s) have actually and necessarily been incurred in accordance with the requirements of the contract he/she is supervising.
  

4.4.Project management

4.4.1.Responsible body

Ministry of Finance and Development Planning

P.O. Box 630 Maseru 100 Lesotho

(tel:++266 22 311100 – fax:++266 22 310281)

Ministry of Natural Resources

P.O.Box 772 Maseru 100 Lesotho

(tel:++266 22 322334 – fax:++266 22 310520)

Water and Sewerage Authority

Headquarter Building off Moshoeshoe Road

P.O. Box 426 Maseru 100 Lesotho.

(tel:++266 22 312449 – fax:++266 22 310006)

4.4.2.Management structure

For the management of this project it is planned to establish a Project Management Unit at WASA within the Engineering Department and a Steering Committee composed of representatives from the Ministry of Natural Resources (MNR), Ministry of Economic Planning, Head of Delegation of the European Commission, City Council of Maseru und User Groups

4.4.3.Facilities to be provided by the Contracting Authority and/or other parties

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  Entry and exit visas and resident permits for his expatriate staff and their direct dependents;
  
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  Any permits required for his staff to carry out their duties in the country;
  
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  Import and export permits for personnel belongings of his staff
  
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  Import and export permits for equipment, including vehicles, required for the implementation of the services.
  

5.LOGISTICS AND TIMING

5.1.Location

5.2.Commencement date & Period of execution

6.REQUIREMENTS

6.1.Personnel

6.1.1.Key experts

The Project Manager is expected to be supported by other experts as to perform the scope of works as defined in these Terms of reference for each of the distinct study stages. This expertise shall encompass but not necessarily be limited to:

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  Civil engineering, particularly in design of sewerage schemes and wastewater treatment facilities
  
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  Hydrology and hydraulics
  
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  Mechanical and electrical engineering
  
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  Surveying
  
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  Structural engineering,
  
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  Soil mechanical engineering
  
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  Documentation/contracts specialist
  
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  Quantity surveyor
  
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  Land economist/valuer and socio-economist
  
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  Environmentalist
  
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  Fluency in English.
  

It is anticipated that the total man-months input for the final design and tender documentation will be of the order of 30 man-months of international, regional and local experts.

Civil Engineer with minimum 15 years of particular experience in the design of sewerage schemes and wastewater treatment facilities and preparation of tender documents, computer literate in CAD, Excel, Word etc, fluent in English

And/or:

Civil Engineer with minimum of 10 years of particular experience in the supervision of large construction contracts in sub-Saharan African countries, computer literate in CAD, Excel, Word etc, fluent in English.

General managerial experience and team leadership.

Design of treatment facilities for industrial wastewater, tender documentation and supervision of EU – financed contracts.

6.1.2.Other experts

The Consultant shall select and hire other experts as required according to the profiles identified in these Terms of Reference. These profiles must indicate whether they are to be regarded as long-term/short-term, international/local and senior/junior, so that it is clear which fee rate in the budget breakdown will apply to each profile. For the purposes of this contract, international experts are considered to be those whose permanent residence is outside the beneficiary country while local experts are considered to be those whose permanent residence is in the beneficiary country.

The Consultant should pay attention to the need to ensure the active participation of local professional skills where available, and a suitable mix of international and local staff in the project teams. All experts must be independent and free from conflicts of interest in the responsibilities accorded to them.

The selection procedures used by the Consultant to select these other experts shall be transparent, and shall be based on pre-defined criteria, including professional qualifications, language skills and work experience. The findings of the selection panel shall be recorded. The selection of experts shall be subject to approval by the Contracting Authority.

Note that civil servants and other staff of the public administration of the beneficiary country cannot be recruited as experts.

6.1.3.Support staff & backstopping

The costs of support staff must be included in the fee rates of the experts.

6.2.Offices

The costs of the office accommodation are to be covered by the fee rates of the experts

6.3.Facilities and equipment to be provided by the Consultant

If the Consultant is a consortium, the arrangements should allow for the maximum flexibility in project implementation. Arrangements offering each consortium partner a fixed percentage of the work to be undertaken under the contract should be avoided.

7.MONITORING AND EVALUATION

7.1.Definition of indicators

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  Optimum use of financial resources.
  
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  Timely execution of contracts.
  
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  Quality of executed work.
  

7.2.Special requirements