TERMS OF REFERENCE (TOR) FOR GIS MAPPING OF THE WATER SYSTEM IN BERHAILE AND AYSAYTA REFUGEE CAMPS

1.       INTRODUCTION

International Medical Corps has been working on to provide uninterrupted, reliable and quality water supply to the BERHAILE and AYSAITA refugee camps since Sep 2020. The Water supply system In Berhaile is composed of three boreholes, storage reservoirs, and distribution points. Similarly, Aysaita refugee camp has one borehole boosting station and storage reservoir and distribution points. International Medical Corps has operated a diversified program in Ethiopia, providing training and services in Water, Sanitation & Hygiene (WASH) services for internally displaced people, livelihoods, and prevention of gender-based violence, nutrition, mental health, and sexual reproductive health, primary health care, HIV/AIDS and other essential needs. International Medical Corps programs in Ethiopia work in rural, urban and refugee settings and are designed to be sustainable through full community participation. IMC is currently operating in Amhara, Oromia, Tigray, Southern Nations-Nationalities Peoples (SNNPR), Gambella and Somali regional states.

Over 905,831 refugees the countries host today are primarily from Somali, Eritrea, South Sudanese, and Sudanese. As of July 2020, there are 45076 Ertirea Afar refugees settled in two camps Berhaile and Asayta. Berhaile and Asayta refugee camps are located in Afar regional State and hosted more than 45000 refugees (20631 refugees in Berhaile and 24445 in Asayta).

IMC Ethiopia, Afar  field Office  water supply operation Project has planned to conduct Mapping the water points relative location of the household (HH)  to identify the coverage with in 200 meter and 100 meter distances to verify the water collection points, fetching distance, and mapping of the major camp facilities Health,  education, and partners offices.   

2.        OBJECTIVE

The Overall objective of the assignment is to develop a map of Berhaile and Aysaita refugee camps mapping of the water points, and households (HH) in the camp and show relative location of the water points with in buffer zone of 100 and 200 meter.  Besides, showing details of existing water supply infrastructure use pattern including other associated features and attributes, as well as prepare GIS mapping of pipe networks, offices, camp facilities, schools, and health facilities.  

IMC has proposed to transfer the skills on data collection and utilization of hand held GPS, transfer data from GPS to appropriate software and mapping of the points and lines.

Proposed maps may be considered to assist in strategic planning, resource utilization management, planning and management of day-today operations, identification of the area which are not covered by existing water system, coverage of the water points relative to the HH within 100 meter and 200 meter buffer radius

This will help IMC to design and implement GIS based management system and to operate the distribution network more smartly and efficiently

2.1 SPECIFIC OBJECTIVES ARE:

2.1.1 Mapping the facilities

1.      Develop overall GIS based map of water supply system (Locate all water points, water reservoirs, water sources BHs, pipeline layout, boosting station, and pumping station  

2.      Develop the GIS based map for the HHs of both refugee camps, develop a buffer maps of 100 and 200 meters relative locations of the Water points to the refugee HH Blocks (one block may have 16 HH)  

3.      Map major camp facilities (health centres, schools, and partners offices)

4.      Calculate the water point coverage relative to the  HHs (households or Blocks)  within the recommended 100 meter and 200 meter buffer zones and put in percentage for both fetching distances 

5.      Location of marginalized groups/zone and the unserved/unreached groups at both camps service area

2.1.2 GIS mapping skill transfer (estimated cost submit separately for the three days trainings)

1.      GIS mapping Skill transfer training for IMC, ARRA and UNHCR staff, maximum 10 staff   

2.      Training will include hand held GPS utilization, data collection and transfer to  appropriate GIS software

3.      Training on GIS software (quantum GIS as optional but not limited)  

4.      IMC will organize the training location and hall in Asayta camp

5.      IMC will cover the refreshment (tea, coffee, and water)

6.      IMC will cover the stationary materials

7.      The service provider will provide the software for the training

8.      Service provider will submit the topics to be covered based on above highlights that will be covered with in three days including practical sessions.

3.       METHODOLOGY

The service provider will be responsible to capture all necessary information at Addis Ababa, field offices, UNHCR and ARRA and analysed through, but not limited to, detail survey and primary observations but also walking the network, document review, interview, field observations, and taking of GPS location.

1.      Service provider will provide all necessary data collection equipment GPS tools_ Simple hand held GPS tools  

2.      Service provider use appropriate soft wares to develop the Mapping  

3.      Service provider will print with appropriate papers, cover the costs related to stationaries materials and any other related stationeries

4. RESPONSIBILITIES OF IMC

1.      Provide and Reviews of relevant documents but the service provider is responsible to collect primary data.

2.      Support the service provider during field visit and community consultation

3.      Establish linkage between IMC and consultant for field movement and support

4.       Provide timely inputs and comments on reports

5.      Necessary coordination with the relevant stakeholders in both refugee camps

6.      Provide vehicles within the camps and from Aysaita and Berhaile Refugee camps to Semera twon.

7.      The service provider will be responsible to cover and arrange flights or vehicles from Addis or any other places to Afar, Semera town.   

5. OUT PUT OF THE ASSIGNMENT

The output of the GIS mapping will be:-

1.      Identify water supply system coverage areas, water points in relation to the HH/Blocks  in Berhaile & Aysaita Refugee camps  in the following areas:

2.      Mapping of existing system detailing with all its components in GIS Platforms and pipe networks, water points and HH or Blocks 

3.      Mapping of the facilities schools, Health facilities,

4.      Mapping of communities clusters those are not yet reached by water supply operation coverage in both districts  and locating/recommending the areas for potential production points, treatment facility and other required component

5.      Mapping of existing/under construction/planned piped water supply system coverage area and their components in GIS Platforms and pipe networks

6. KEY DELIVERABLES

1.      Take refugee numbers from the current/updated UNHCR statistics

2.      An inception report and presentation after a week from signing of the contract that explains; understanding of the assignment, detail methodology and timeline for commencing and finalization of the assignment.

3.      On-site processing of GPS data and conversion to GIS data format;

4.      Collection of data related to water facilities (BH, water points, pipelines, reservoirs, and boosting stations) camp facilities substations, switching stations, sub-stations

5.      The GIS Data must be geo-referenced in respect of Ethiopia’s coordinate system

6.      A draft report of the findings 15 days after completion of the work schedule and presentation on it before IMC  team

7.       A final report to IMC  Ethiopia  from one week after receiving comments from IMC with PDF soft copies, hard color printed copies of three A0, A2, and A4  size  with quality paper

7.  REPORTING LINE

The consultant shall report to the Field WASH Program Manager, IMC afar field Office & Country WASH Program coordinator at Country Office.

8. TIME FRAME

The service provider should submit the time line for data collection, analysis, draft report, and final report submission timeline The consultant will undertake the assignment and start the assignment within a period of one weeks (seven days) for preparation.  

IMC will recruit a service provider firm represented by technical expertise on GIS, Water Engineer, and Survey specialist. IMC will guide the service pro firm for ensuring the quality of the study. The consulting firm interested in this work is required to have the following qualifications:

1.      Experience in GIS and EPANET or any other modelling software on water supply system with sound knowledge on principles and standards of UNHCR and SPHERE

2.      Minimum degree in respective disciplines

3.      Good working experience in detail survey, mapping of similar works

4.      Good data analysis skill and report writing skill

5.      Similar experiences on Refugee camp mapping and preparation of buffer maps 

10. TERMS AND CONDITIONS

1.      IMC reserves the right to accept or reject any proposal without providing any verbal and /or written rationale

2.      This assignment shall be undertaken in full consultation with IMC

3.      The service provider shall submit the team involved in the assignment

11. SELECTION CRITERIA

The applicant is required to submit a proposal outlining methodology, detailed budget and CV of proposed resource persons that clearly highlights previous similar work experience. The proposal should demonstrate sound knowledge, technical skills and capability as required by the nature of the work of the assignment and understanding the requisite tasks set forth in the scope of work. The necessary documents such as – renewed registration, tax clearance, PAN/VAT, latest audit report, tax exemption (if relevant), and related experiences etc. are also required to be submitted.

12. PAYMENTS SCHEDULE

1.      International Medical Corps will pay the first 20% once the agreement is signed and deployed the required staff at Berhaile and Aysaita refugee camps.   

2.      Prepare base draft map completion of GPS survey work for other attributes and submission of draft copies of maps: Invoice claiming 60% of the contract amount can be claimed.

3.       Upon submission of final copies of agreed deliverables: Invoice claiming rest of 20% of the contract amount can be claimed.

13.  Estimated Cost breakdown (Service provider can edit the list of items in the table)

13.1 Mapping the wash and other facilities

13.2 Skill transfer training ( the table below is sample and service provider can edit or modify it)

The budget for skill transfer training should be submitted separately

·         Number of participants will be max 10 people

·         Training days: Three days including practical session