Terms of Reference (TOR) Consultancy Services

Consultant to Design Electromechanical Equipment, prepare specification and tender

documents to support improved water supply performance for six water and sewerage
utilities.
February 2024

GENERAL INFORMATION

Services/Work Description: Consultant to Design Electromechanical Equipment, prepare

specification and tender documents for water supply components of city
utilities.
Post Title: Electro-mechanical Consultant.
Duty Station: Based in Addis with 60% travel to Bishoftu, Adama, Hawassa,
Shashemene, Dire Dawa & Harar
Duration: Total consultancy days is 120 days Expected Start Date: March
01, 2024

Project Title: Urban WASH Activity

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria
such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct,
available at
https://www.chemonics.com/our-approach/standards-business-conduct/
Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any
firm or individual violating these standards will be disqualified from this procurement, barred from future
procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.
Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee,
commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in
exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination
and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID
and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity,
object of value or compensation to obtain business.

Please contact pwolstenholme@ethiopia-urbanwash.com with any questions or concerns regarding the above
information or to report any potential violations. Potential violations may also be reported directly to Chemonics at
to BusinessConduct@chemonics.com or by phone/Skype at 888.955.6881.

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PROJECT BACKGROUND

Chemonics, the Buyer, acting on behalf of the U.S. Agency for International Development (USAID) and
the Urban Water, Sanitation and Hygiene (WASH) Activity, under contract number 72066323D00003 is
soliciting offers from individual consultants to submit proposals to work with the Urban WASH technical
team to carry out the assignment.
Urban WASH is a five-year USAID-funded project implemented by Chemonics International and its
partners. The goal of Urban WASH is to support accelerated access to safe, adequate, inclusive, and
resilient WASH services targeting urban and peri-urban areas. Overall, the activity will complete work
through four complementary objectives:

1. Enable and professionalize WASH service providers

2. Foster markets for pro-poor and inclusive WASH services
3. Strengthen WASH planning, budgeting, and service delivery oversight
4. Strengthen accountability among urban WASH sector actors
Urban WASH will provide technical assistance and advisory services and will construct ancillary
infrastructure to tackle key constraints within the entire urban WASH system. Technical implementation
will strengthen service providers, enabling them to expand and improve services. Market development
and demand generation, particularly for sanitation services, will take place within each selected
municipality. Robust support to strengthen available information on WASH services is needed to better
inform operational and management decisions at the service provider level; planning and budgeting
decisions at the municipal, regional, and national levels; policy implementation at the national level;
performance reporting for increased transparency and accountability; and donor coordination at all levels.
Complementary support will strengthen accountability mechanisms across the sector.

BACKGROUND FOR THIS ASSIGNMENT

The Water and Sewerage utilities in the named cities have reduced water supply capacity due to five main
issues:

1. Borewells have been drilled but are not yet operational as essential components are not installed.
2. Borewells that are not functional due to damaged components. Typical electro-mechanical
problems include burnt out control panels due to power surges; partially installed or incorrectly
sized components; and damaged assemblies due to a lack of maintenance or lack of tools to
perform maintenance correctly.
3. Standby generators are not functioning due to lack of maintenance or damaged/missing
components.
4. Lack of required tools and equipment for installation and maintenance, along with necessary
understanding in their correct use.
5. Lack of standardization of components and spare parts for ease of maintenance.
As part of the Urban WASH interventions, Chemonics plans to support these the utilities by supplying and
installing electromechanical equipment on the already drilled wells. Urban WASH anticipates assigning
an electromechanical (EM) expert for the design and preparation of BOQ and tender documents for
suppliers. The EM expert will also support in preparation of specification for tools and equipment to be
supplied for the utilities as part of capacity building.
Through a separate Consultancy agreement, Urban WASH is engaging a water supply consultant to
review and design the associated water conveyance components of the network. Under this TOR, the two
Consultants will need to work in coordination for the development of design solutions.
Furthermore, each utility owns fecal sludge vacuum trucks that are in various conditions of repair. They
also have a responsibility for oversight of safe sludge dumping at the utility managed fecal sludge
dumping facility, which includes private operators. The utility and private sector truck operators require
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training in the inspection, servicing and functionality of electro-mechanical equipment related to vacuum
trucks, to ensure they are being maintained and operated safely and do not create a safety or
environmental risk to themselves or the public.

SPECIFIC TASKS
The role of the ‘’Individual Consultant’ working under Urban WASH, plays a crucial role in supporting
the utilities to augment their water sources and improve their operation and maintenance through
provision of necessary tools and equipment.
Specifically, under Urban WASH, the Individual Consultant will work with Chemonics technical team
and the utility. This involves the inspection of installed components, the collection of necessary data that
helps for design of the pumps and power control components required to run the pumps, identification of
service reservoir/water tank location to which the water will be pumped, collection and analyzing
transmission pipeline profile for surge analysis, review of bulk meter functionality and any other
associated works. The individual Consultant will also help Chemonics technical team in preparation and
review of specifications for tools and equipment to be supplied for utilities.
Once procurement is complete, the utility will require support for installation and the use of tools. The
Consultant is to support this component along with Urban WASH technical staff, with installation
oversight, use of tools for installation, testing and commissioning, routine maintenance and inspections
processes, data collection when operational, and supporting the utility to revise manuals and procedures
as part of O&M and asset management systems, that includes standardization of components and spare
parts.

TECHNICAL ASPECTS
 Prepare specifications for electromechanical equipment, tender document preparation, ToR
development, support evaluation, inspection, supervision of installation in the assigned cities.

 Develop, evaluate, improve, and implement electromechanical guidelines, design standards,

specifications, manuals and standards to facilitate the study and design of Electro-Mechanical
equipment, including standby generators.

 Perform electromechanical feasibility study, detail design, design review, simulation work and
prepare BoQs for the interventions, including development of a spare parts pack, tools and
equipment.

 Provide technical support and advice to Chemonics technical teams and Engineers and/or
Operators at utilities, through training, reviewing works, and EM design document review.

 Support utilities through on-the-job training regarding EM equipment installation, operation and
maintenance.

 Prepare terms of references for study of power utilization and identification of the challenges.

 Inspect, check, and approve quality of EM equipment delivered by supplier.

 Ensure the installation, operation and maintenance of all electromechanical works are complying
with national and international standards. Check and ensure the proper operation of all
electromechanical works before commissioning.

 Assist and build capacity of technicians/operators through on-job training and skill transfer.

 The Individual Consultant reports to the Water Supply Engineer.

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  Support the sanitation specialist in the preparation specification for the vacuum truck
procurements.

 Support the sanitation specialist in the preparation of training materials for the vacuum track
operators training and support the training.

EXPECTED OUTPUTS AND DELIVERABLES

1. Design Report of electro-mechanical equipment (pumps, generators, control panels and any
accessories required for operation of the system. Design report will be prepared separately for
each city (6).

2. Definition, specification and quantities for a spare parts pack, list of tools and equipment to
support each city utility (6).

3. Specification and tender documents for supply and installation of electro-mechanical equipment
mentioned above.

4. Terms of Reference for a consultant to conduct study of power utilization study and identification
of challenges and options to reduce power consumption.

5. Monthly Progress Report on the activities undertaken.

METHODOLOGY
The Consultant will support Urban WASH in the implementation of the tasks outlined in this TOR.
Coordination with different partners and actors is of upmost importance to ensure smooth implementation
of the project activities in the cities.

DURATION OF THE ASSIGNMENT

This is a 120 -day consultancy assignment spread over a period of 6 months. With the possibility of
extension up to one year. The consultant will be paid for specific deliverables over the contractual period.

QUALIFICATIONS OF THE SUCCESSFUL INDIVIDUAL CONSULTANT

1. M.Sc. or above in Electromechanical Engineering, Electrical Engineering, Mechanical
Engineering with 8 years and above of professional experience, or
2. B.Sc. in Electromechanical Engineering, Electrical Engineering, Mechanical Engineering with 10
years and above of progressively responsible professional work experience in the WASH sector,
3. Strong experience in study, design, construction supervision of Electromechanical equipment
installation for the water supply system
4. Experience with quality assurance and site monitoring for electro-mechanical works, including
review of change orders, inspection of works, and reporting discrepancies,
5. Professional fluency (writing and oral) in English,
6. Strong communication skills and flexibility working with various stakeholders,
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LOGISTICS
The consultant will use his own laptop/computer with required software; however, he/she can use the
workspace of the Chemonics International Ethiopia branch, which is at Urban WASH Activity, Hansem
Office Park, Kirkos Sub City, Woreda 01, House No. 301, 9 th floor, Addis Ababa to accomplish the
assignment while he/she working in Addis Ababa. The consultant may use the printing facilities and
Internet services of the Chemonics office. Chemonics will facilitate travel, accommodation, vehicles for
field work to accomplish the assignment.

QUANTITY REQUIRED
One (1)

REQUIRED DOCS FROM THE INDIVIDUAL CONSULTANT

The following documents may be requested:

a) Duly accomplished Letter of Confirmation of Interest and Availability.

b) Personal CV indicating all experience from similar projects, as well as the contact details
(email and telephone number) of the Candidate and at least three (3) professional references.
c) A brief description of why the individual considers him/herself as the most suitable for the
assignment, and a methodology, if applicable, on how they will approach and complete the
assignment and document that depicts daily rate.

CRITERIA FOR SELECTION OF THE BEST OFFER

For consultants to pass the financial evaluation, they must first obtain a minimum score of 60 out of 80 on
the technical score. Consultants that do not meet the minimum technical requirements shall not have the
opportunity to be evaluated financially.
In evaluating, Chemonics will use the following evaluation criteria and sub-criteria:

Criteria Criteria Description Score

Relevance of Master of Science Degree or higher in Electrical, 20
Education Mechanical, or Electromechanical studies,
Electromechanical Engineering field is preferrable
Years of 15 years post qualifying experience in design, 30
experience installation supervision and monitoring of
electromechanical equipment for water supply pumping
stations including both submersible and surface pumps
with control panels.
Experience and Past experience of working in the field specifically in 30
Skills urban water supply system pump design including surge
control, electrical cable sizing, and all accessories,
preparation of detailed bill of quantities, and similar
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 works
Total out of 70 80

Financial 20

Score Total 100

Application Instructions
Please apply by using this link. The application will close on February 20, 2024. No telephone
inquiries, please.

EEO Statement

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment
practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation,
gender identity, marital status, disability, genetic information, age, membership in an employee
organization, or other non-merit factors.