Debre-Berhan City Terms of Reference (TOR)

Section 1. The Terms of Reference

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Debre-Berhan City Terms of Reference (TOR)

Amhara National Regional State

Debre Berhan City Administration
Urban Development, Housing and
Construction Service Office
……………………..

TOR for PROCUREMENT OF CONSULTANCY SERVICES

for Urban Land Inventory and File Reorganization of Debre
Berhan City in Amhara National Regional State (ANRS)

September, 2016
Debre Berhan

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Debre-Berhan City Terms of Reference (TOR)

Table of Content
Section 1. The Terms of Reference............................................................................................1
Acronyms.........................................................................................................................................4
I. INTRODUCTION........................................................................................................................5
1.1 BACKGROUND OF THE CITY/TOWN .............................................................................5
1.1 BACKGROUND OF URBAN LAND INVENTORY (ULI) & FILE
REORGANIZATION...................................................................................................... 7
II. THE OBJECTIVES....................................................................................................................9
2.1 THE GENERAL OBJECTIVE........................................................................................... 9
2.2 THE SPECIFIC OBJECTIVES........................................................................................... 9
III. THE SCOPE OF THE WORK................................................................................................10
3.1 THE SPATIAL SCOPE............................................................................................ 10
3.2 THE THEMATIC SCOPE........................................................................................ 10
IV. METHODOLOGY..................................................................................................................11
4.1 THE APPROACHES................................................................................................ 11
4.2 THE METHODOLOGIES............................................................................................... 11
4.3 THE TECHNOLOGY CHOICE....................................................................................... 13
V. THE EXPECTED OUTPUTS/DELIVERABLES...................................................................13
VI. THE PROJECT TIME TABLE...............................................................................................14

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Acronyms

ANRS Amhara National Regional State

AI Asset Inventory
AMP Asset Management Plan
BA Bachelors of Art
BSc Bachelors of Science
CSA Central Statistical Agency
EMA Ethiopia Mapping Agency
FUPI Federal Urban Planning Institute
FO File Organization
LDP Local Development Plan
LI Land Inventory
MUDH Ministry of Urban Development and Housing
MA Masters of Art
MSc Masters of Science
NUPI National Urban Planning Institute
RUPI Regional Urban Planning Institute
SP Structure Plan
ToR Terms of Reference
UL Urban Land
ULG Urban Local Government
ULGDP Urban Local Government Development Programme
ULI Urban Land Inventory
ULIFR Urban Land Inventory and File Reorganization
UPIN Unique Parcel Identification Number

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Debre-Berhan City Terms of Reference (TOR)

I. INTRODUCTION
1.1 BACKGROUND OF THE CITY/TOWN

Debre Berhan was founded by the Emperor Zara Yaqob as a capital for his empire in 1454.
Since then, therefore, the town has passed various developmental stairs (with ups, downs and
even stagnations) though in the past two and three decades its development is a notable one
not only in the region but also in the country as a whole.

Debre Berhan, the capital center of North/Semin Shoa Zone and the seat of Bassona Worana
Wereda Administrations, is found in south eastern part of ANRS at about 130 kms north-east
of Addis Ababa (the national capital) and at about 695 kms South East of Bahir Dar (the
regional capital), along the main Addis Ababa - Dessie highway. Astronomically it is located
in an approximate geographical coordinates between 90 38’00’’-09041’00’’ North Latitudes
and 390 30’00’’-39032’00’’East Longitudes. It is bounded by Basona Worana Wereda in the
north, east and south directions; and by Angolela Tera Wereda in the west. It has an average
elevation/altitude of 2750 meter above sea level (m.a.s.l) and classified under Dega agro-
climatic zone with mean annual temperature of 13.3 oc.

As per the recent past Topography/Base Map (2014), Structure Plan (2014/15) and Asset
Management Plan (2016) prepared by Da-Ya Consulting, the total area of the town is
measured at 5711 hectares under nine urban kebeles and five rural kebeles. Out of which
some about 2200 hectares are the existing built-up area covered by urban occupations while
the rest are still an urban expansion areas.
Table----: Debre Berhan’s Area Coverage by Urban and Rural Kebeles based on structural
plan

Existing Urban Kebele of SP

Urban Kebele Area Sq mt Area_HA

01 2849557.50 284.96
02 2107907.48 210.79
03 1295115.55 129.51
04 2461782.55 246.18
05 1872010.44 187.20
06 2391671.23 239.17
07 4733964.82 473.40
08 3727356.13 372.74
09 3273646.47 327.36

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Existing Rural Kebele of SP

Rural Kebele Area Sq mt Area_HA
01 9522158.06 952.22
02 2637700.42 263.77
07 21765091.27 2176.51
09 9224382.49 922.44
04 3014231.38 301.42
03 1878388.40 187.84
08 4805085.88 480.51

Albeit there is no recent population counting for the city, according to the information
obtained in the city administration, the estimated population number of the city is expected to
be around 95,000 for the Ethiopian fiscal year of 2009.

Beginning from past few years, the City Administration has working efficiently to bring
about all rounded development of the city and better living standard for its residents and is
found striving on the development of efficient and cost effective infrastructure for economic
and social development, industrial development, private sector investment, capacity building
and institutional strengthening for more capable and better quality services, planning and so
on.

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Debre-Berhan City Terms of Reference (TOR)

1.2 BACKGROUND OF URBAN LAND INVENTORY (ULI) & FILE

REORGANIZATION

Urban Land Inventory is a process through which the available urban land resource
(including developed, undeveloped land and water areas) and their main features will be
gathered, registered, recorded and stored in sustainable way (using applicable software such
as Web-Based and GIS…) for various functions such as for urban planning, municipal
regulations, land designations, land provision, land administration & management, taxation,
multi-purpose, etc. This will be effected based on standard land use categories with alpha-
numeric codes assigned to them. In general, an urban land inventory provides the
governments, community and other organizations with spatial and non-spatial information
about the parcels. A parcel, on the other hand, is defined as a specified area of land identified
with legal description on a certificate of title for a particular use and taxation purposes.

Though urban centers offer wide range of revenue sources, most urban local governments in
developing countries fail to fully exploit the potentials available within their jurisdictions.
One important revenue source for urban local governments is land and land property which
have not been taxed in many urban local administrations. The revenue from property tax is
believed to be a more reliable and regular source that generates adequate revenue for urban
local governments to finance the provision of infrastructure and basic urban services.
However, this source of revenue has never been tapped adequately and, to the extent, many
urban local governments fail to exactly know the total stock of land and landed property
resources within their jurisdictions.

In the case of Ethiopian urban centers, as stated in the ToR, the city administrations do not
have comprehensive and up to date data base on their land and infrastructure resources. Most
part of the urban centers has been developed informally which by default is left out of tax
roll. This is due to the fact that the urban local administrations usually collect taxes from the
formal parts of the city which are recognized as having land and property rights. However,
significant part of urban lands in the urban centers of Ethiopia, including urban centers of
ANRS, are occupied by informal settlers and characterized with urban land encroachments.
This is mainly because most urban areas in the country in general (and in ANRS too) do not
formally register and manage their urban land resources.

Generally, lack of proper land administration and management has resulted in the following
major problems;
 Multifaceted challenges towards sustainable development,
 Exposed for rent seeking attitude and practice,
 Aggravate land invention and illegal settlement,
 Shortfall of urban land supply,
 Lack of knowledge about their exact urban land boundaries,
 Inefficient land resource management, ….

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Debre-Berhan City Terms of Reference (TOR)

The same is true for Debre Berhan where urban land inventory, file
reorganization/modernization and banking (for proper urban land administration and
management) is not fully practiced. As a result of which the city administration does not have
full and updated urban land information (the extent of land and land property in their
administration areas). Thus, in general, it is not in a position to utilize its land resources
properly.

In response to these, the city administration has planned to conduct land inventory at parcel
level and land use categorization at block level within the city boundary and to undertake the
existing urban land file reorganization and modernization (digitalization) for future
sustainable use.

Therefore, it is with this understanding, this Terms of reference (ToR) is prepared to conduct
urban land inventory, land use categorization and file reorganization in Debre Berhan City
Administration. The expected results of such endeavors are imperative which is believed to
offer the following advantages for the city administration:

 Enable the city administration to know all the urban land resources in its jurisdictions;
 Easily determine and manage by map the kebeles administration boundary conflicts.
 Develop geo-database design, urban land information system and management of the
same;
 Identify vacant lands, state lands, informally occupied lands, parcels provided
temporarily, etc;
 Enhance the revenue of the city through proper taxation of lands and improvements;
 Bring the required good governance through efficient and effective urban land
development and management;
 Help the city administration to implement regularization;
 Environmental management and natural resources protections;
 Lay foundation to conduct fiscal and legal cadastre, etc.
 To implement cadastral system and unique parcel identification numbers (UPIN).
 Provide good and fast service for customers by good file reorganization and
management.
 To know the city administration boundary by putting signs in its structural plan
boundary and administration boundary.

Thus, in general, considering the above mentioned and related advantages Debre Berhan’s
City Administration has decided to outsource this land inventory project for local consultants
that have the capacity to provide the required service and that have a close acutance with the

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Debre-Berhan City Terms of Reference (TOR)

local situation of the city administration since this work require detail knowledge about the
city administration urban land resources, land features, boundaries, land use categories, filing
system and files, etc.

The following sections, therefore, presents the objectives, the scope, the required
methodologies, professional requirements, the reporting systems, the expected
outputs/deliverables, the time tables to conduct this land inventory project. Moreover, the
consultant shall indicate how to build the city administration with regard to implementation
of this project.

II. THE OBJECTIVES

2.1 THE GENERAL OBJECTIVE

The general objective of this project is to know the land and land property resources with
basic attributes and then to have a well-organized geo-data base along with modern land
information management system. It involves registration of all parcels with owners and
Unique Parcel Identification Number (UPIN) within the given built-up city boundary, linking
the parcels with owners and other basic attributes (Non-spatial data), defining urban blocks
with unique IDs and categorize Land Use at block level. In cooperation with the city
administration, the consultant will recognize all available archives (Files) at section,
neighborhood, block and parcel level given unique IDs and design a simple system for land
holding files management. In addition, important analysis will be done based on the inventory
results.
2.2 THE SPECIFIC OBJECTIVES

The specific objectives are to:

 Identify the major problems in registration, mapping and automation of parcels
owners and urban land use inventory;
 Update the base map of the city at parcel and block level using the most recent Ortho-
rectified Aerial photo, Image and all available maps in the city with coordinate system
of Adindan datum Clark 1880 Modified Spheroid;
 Conduct land inventory at parcel level and link spatial data and non-spatial attributes
and develop geo-database;
 Identify extra land holdings occupied by owners on the title deed, Vacant State Lands,
all other parcels and buffer zones delineated for different purposes;
 Identify parcel of lands occupied legally with lawful rights and other kind of parcel
holdings and develop land holding related right geo-database;
 Conduct detail land use categorization at defined urban block level;
 Conduct different analysis from data collected on the field for the purpose of helping
the city administration make an informed and rationale decision on the current state of
land holding system;
 In cooperation with the Town Administration recognize existing files based on City
and Kebele Levels-Block and Plot/Parcel levels;

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Debre-Berhan City Terms of Reference (TOR)

 Design simple automated file management system that would help the city
administration provide the required services to its residents;
 Provide trainings to professionals who work in the Land Development and
Management Agency of the city; and
 Develop implementation strategies of the results of the analysis.

III. THE SCOPE OF THE WORK

This land inventory project has both spatial and thematic scopes that will govern the overall
assignment. These, therefore, comprise:

3.1 THE SPATIAL SCOPE

Spatially, the assignment covers all built-up parts of the town/city including vacant expansion
areas and agricultural lands in the administration boundary.

3.2 THE THEMATIC SCOPE

Thematically, the project mainly focuses on the identification of all parcels, provision of
unique ID and registration of the same. Using GIS software, the spatial attributes will be
linked with the non-spatial attributes. Urban Blocks will also be defined and all land uses will
be categorized into standard land use categories. The following are the main thematic areas:
 Updating of all the parcels using the most recent ortho-rectified Aerial Photo, Images,
and all available maps which covers all parts of the city. This part may involve simple
measurements like meters, GPS or any other means to identify the exact corners of the
parcels;

 Incorporate and update the map of all parcels recently transferred to owners which are
not covered and visible on the image;

 All recognized parcels within the city administration will be coded, counted,
automated and put together for simple identification and management;

 Putting signs or bench marks on each junction of the administration and structural
plan boundary corners.

 Define blocks, provide unique ID, define parcels within the block and categorize land
uses at block level;

 Provide unique ID to all identified and updated parcels and conduct land inventory
with basic parcel attributes that would help conduct analysis and thereby help the city
administration make rational decision;

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Debre-Berhan City Terms of Reference (TOR)

 Recognize files and archives based on Town/City-SubCity/Kebele-Section-

Neighborhood-Block-Parcel level in cooperation with the city administration. Simple
systems will be designed for archived and file management, parcel and block
identification, etc;

 Prepare the existing Administration map of each kebeles within the administration
boundary.

 Collecting major attributes /non-spatial/ data for each of parcels identified.

IV. METHODOLOGY

4.1 THE APPROACHES

The ultimate goal of this project is to develop urban land information system through parcel
level registration, automation of information and design system that would help to improve
file management system of the city. Currently, Debre Berhan has no any organized land
information system. The consultant is expected to apply GIS systems to develop database
which updatable at any time. Therefore, the approach should involve all stakeholders that
include the city administration, the residents of the city in providing the required information,
all parcel owners like governmental institutions, religious institutions, NGOs, and other
parties. The consultant should develop mechanisms how to involve stakeholders. The
consultant expected to provide clearly defined conceptual frameworks on which the
assignment shall be based, in view of feasibility, sustainability, simplicity, and affordability
of the proposed technology for effective and efficient management of land and landed
resources.

4.2 THE METHODOLOGIES

The assignment is parcel level land inventory and block level land use categorization within
the agreed boundary of Debre Berhan City Administration. The detail methodology to be
employed to execute the project is expected from contending consultants in brief in their
technical proposal which is part the evaluation. However, the client will expect the following
steps and points to seriously addressed in the technical proposal of the consultant. These are
methods of:
1. Urban land inventory should cover all land parcels (formal and informal) in the city
boundary of the city administration,
2. Block level land use categorization should also cover all parcels and defined blocks in
the city administration,
3. Detail methods of field organization and management system as well as quality
control mechanisms from the inception to finalization the project should be shown,

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4. The technical proposal should show clear implementation strategy designing

methodology, and
5. The technical proposal should also show clear methodology for training.,

Note: To conduct parcel to parcel urban land inventory, detail and relevant survey
questionnaires must be developed and submitted with technical proposal. The
content of the questionnaires should indicate all important variables for conducting
the analysis, the result of which is expected to serve as a guide for efficient land
resource management, rational decision making on land and land related matters
and foe effective land budgeting and programming.

In the detail methodology the following tasks are very important to be very thoroughly
explained by the consultant in its technical proposal:

1. Methods of preparing the updated base map, the application of images, methods of
updating all parcels and parcels unique ID assignment, methods of measurements
(meters, GPS, etc), to the existing areas of parcels;
2. Methods of urban block definition, updating the blocks, Unique Block ID assignment;
3. Mechanisms of how to ensure participation of stakeholders while conducting parcel
based land inventory survey;
4. Techniques of how link the spatial data with the non-spatial data to develop the
required Geodatabase;
5. Methods and strategies of field data verification and ensuring public acceptance on the
survey results;
6. How to develop reliable geo-database for urban land information system and
management;
7. Methods to be applied in reorganizing the existing files in the archive of the city
administration at different spatial levels;
8. How to develop simple and user friendly system for file management which will be
linked with plot owner and records in the city administration;
9. Methods of data analysis on important variables and presentation of the analytical
results;
10. Overall field work organization and management system.
Assigning Parcel Identification Code
According to Urban Landholding Registration Proclamation No. 818/2014 Article 8, each
parcel shall have a unique parcel identification code which may not be duplicated on another
parcel in any urban center. For this purpose a national standard is required to assign a code
for each parcel.

The unique parcel identification code shall take the following form:

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Debre-Berhan City Terms of Reference (TOR)

Region code + city/town code + + Woreda code + Neighborhood code

City block number + parcel number
1) Region code (type= Alphabetic;2 digit)
2) City/Town code (type= number;3 digits)
3) Woreda/Kebele (type= number; 2 digits)
4) Neighborhood (type= number; 2 digits)
5) City Block number code (type = number ; 2digit)
6) Parcel number code (type = number; 3 digit)
Total No. of digits:- 14
• Example: OR001062314112 (Oromiya region, Adama town, Woreda 06,
Neighborhood 23, city block 14 & parcel no. 112)
The region code shall take the two alphabetical letters of the region name. Therefore, as a national
standard the regions shall take the following code:-
1) Addis Ababa = AA
2) Afar Regional Government = AF
3) Amhara Regional Government = AM
4) Benishangul Gumuz Regional Government = BG
5) Dire Dawa City Administration= DD
6) Ethio Somale Regional Government= SO
7) Gambela Regional Government = GA
8) Harrari Regional Government = HR
9) Oromiya Regional Government = OR
10) Southern Nations, Nationalities & People Regional Government = SN
11) Tigray Regional Government= TG

It is important to note that:

 The consultant shall prepare the detail methodology of each major works as part of the
technical proposal and the city administration will review and grade accordingly for
the methodology evaluation.
 Immediately after the signing of the agreement the city administration will provide all
the necessary data (maps and other information) to the consultant which should be
updated for usage.
 Moreover, the consultant is expected to provide sounded and constructive comments
and suggestions on the TOR and project. For which grade will be provided in the
evaluation.

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Debre-Berhan City Terms of Reference (TOR)

4.3 THE TECHNOLOGY CHOICE

The consultant should also assess and choose appropriate technologies to conduct the land
inventory, Geodatabase development, system design for file management, etc. The client will
check on the proposed technology and agree with the consultant on the appropriate
technology.

V. THE EXPECTED OUTPUTS/DELIVERABLES

The Consultant should prepare and deliver timely reports (weekly and monthly) for each
activities of the assignment every weeks and each month. These reports shall cover work
carried out to date, progress against the work plan, and initial recommendations on issues
encountered.

Other than the above mentioned reporting, the followings are the expected
outputs/deliverables of this Land Inventory as a final submission:
1. The Inception Report;
2. Updated Urban Base Map: Updated base map that shows clear boundaries of
Urban Parcels with given unique ID both in Hard and Soft Copies with
appropriate scale;
3. Geo-database that links parcel level spatial data with non-spatial attributes;
4. Defined urban blocks within the given urban boundary with unique ID;
5. Categorized Block level Urban Land Use based on standard urban land use
classification;
6. Developed Geo-database of parcel owner spatial and non-spatial attributes;
7. Identified tenure types for all plots, tax, paid and unpaid, land holding system, file
availability (whether file is available in the city administration or not), etc;
8. Reorganized files in a simple, systematic and sustainable manner;
9. Text report that contains results of the analysis, the applied system and strong
recommendations on how to use the data base and findings for future development
endeavors;
10. Simple Designed System for file management and land information system;
11. User’s Manuals and Detail Implementation Strategies; and
12. Block based reorganized file (hard and digital).

13. To know the city administration boundary by Putting signs or Corners stone or
bench marks on each junction of the administration and structural plan boundary
corners.

14. Prepare the existing Administration map of the kebeles within the administration
boundary.

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Note: All the reports and text deliverables are to be provided in English with both hard-
bounded (in three Hardcopies) and Standard DVDs (three Softcopies). Likewise, maps and
drawings should be provided with appropriate scales (in three Soft and Hardcopies)

VI. THE PROJECT TIME TABLE

The project time for such land inventory of Debre Berhan is 4 (four) months period (i.e., 120
calander days), proceeding this might result an automatic rejection. This is due to the fact
that the results of which are required soon to be used as baseline information (that will be
obtained with such baseline survey) regarding the existing land resources of the city
administration and rights of ownership which are the cornerstones for urban good
governance. Thus, time is one of the contending criteria in this project (for evaluation) and in
which the potential consultants will propose/suggest their professionally sounded time table
considering these issues.

VII. TECHNICAL EVALUATION CRITERIA

The technical criteria and maximum number of points to be given under each are:
Criteria Maximum Points
(a) Specific experience of the Bidder :- experience as prime consultant work in Land
Inventory and file reorganization project a nature and complex equivalent to the works
or related projects like Asset Inventory or Management and Structural plan preparation
and current work progress to company with this requirement ...........................pt (15)
(b) Adequacy of the proposed technical approach, work plan and methodology in responding
to the Terms of Reference-TOR ...................................................................... pt (25)
 Technical approach and Methodology--------------------------------------pt(10)
 Work plan ----------------------------------------------------------------------pt( 10)
 Organization and staffing ----------------------------------------------------pt( 5)

(c) Personnel with the following qualification and experience. Allocated mark 50%.
The client is very confident that the consultant will employ experienced and qualified
professionals to this job. This professional to be the same professionals who are Curriculum
Vita (CV) attached in the Technical document which will be submitted at the time of bid
computation. Any change shall be made only prior approval of the client. The minimum
required professionals’ mix that the consultant needs to mobilize is shown in the following
table.

SN Professionals Qualification Minimum NO. of 30

Year of professio
Experience nals
1 Project Coordinator MSc in Urban / 15 1 5
Town Planning

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2 Team Leader MA in Geography 15 1 4

3 Practicing Professional Urban MSc in 15 1 2
Planner Urban/Town
Planning

4 Professional Urban Planner BSc in Urban 10 1 2

Planning
5 Economist MA in Economics 15 1 1
or Urban
Development
6 Geographer or Local MA in Geography 10 1 1
Development Expert or in Regional and
Local Development
Studies
7 Regional & Local 10 1 1
Development Expert
8 Resource Management Expert MA in Land 15 1 1
Resource
Management
9 GIS and Remote Sensing MSc in GIS and 10 2 2 for
Expert Remote Sensing each
10 System Designer MSc in Computer 15 1 2
Science or
Technology
11 Data Base Manager MSc in Information 10 1 2
Science

12 Network Specialist BSc/BA in 5 1 1

Information
Science
13 Senior Surveyor Diploma in 10 1 2
Surveying
14 Professional Surveyor BSc in Surveying 5 1 1
15 Junior Surveyor Diploma in 10 1 1
Surveying

Note:
1. The consultant should attach an updated CV for all these professionals signed by the
CV holder or authoritative person of the consultant with the necessary credentials and
professional licenses.
2. The city administration will require the presence of all these professional on the
project site (as per their assignment schedule).
(d) Proposals for the timely acquisition (own, lease, etc.) of the following essential
equipment.

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Type of Equipment Required number Allocated mark (10%)

Total station 2 10
The proposals proceeding to the financial evaluation shall be:

ALL PROPOSALS REACHING THE MINIMUM TECHNICAL SCORE OF: 70 POINTS

The proposals proceeding to the financial evaluation shall be:

To determine financial scores for each proposal, the lowest priced proposal shall be given
a financial score of 100, and other proposals shall be given a score proportionate to this,
by application of the following formula:

Sf = 100 x Fm/F , in which:

Sf = denotes the financial score of the proposal under consideration;

Fm = is the price of the lowest price proposal that passed the technical evaluation;

F = denotes the price of the proposal under consideration.

A total score (S) will be determined for each proposal, by combining its technical (St) and
financial (Sf) scores using the following formula and weightings:

S = (St x T %) + (Sf x P %)

The weights given to the scores of the Technical and Financial Proposals are:

T = 80

P = 20

Proposals will be ranked and the proposal achieving the highest total score will be
recommended for contract award, subject to satisfactory negotiations.

NB: the bidders also invite comments in the TOR on their Request for Proposal-RFP.

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