81286284-Consultancy for Water Utility Support

Kurze Beschreibung

Since 2011, GIZ is supporting decentralized water utilities in South Sudan on behalf of the German Federal Ministry of Development Cooperation (BMZ). The institutional and legal sector set up in South Sudan is still weak. To provide reliable and standardized water services in such a fragile environment, it is imperative that local authorities are included in decision-making processes. Therefore, the institutional set up consists of a utility management that operates under the supervision of a board of directors (BoD) which represents stakeholders from different levels; ensuring transparency in decision-making; respecting interests of residents and observing sustainability aspects e.g. cost recovery.
BMZ through Kreditanstalt für Wiederaufbau (KFW) with UNICEF as implementing partner, has set up a water supply system in Lologo, Rejaf Payam (South of Juba). UNICEF is currently establishing a formal water utility (WU).
Another water supply system under implementation by the International Committee of the Red Cross is expected to start operating in 2023. A water utility was established in Gumbo, Rejaf Payam (East bank of the Nile).
Both water supply systems treat Nile water (max. 4650 m3/day in Lologo, max. 5260 m3/day in Gumbo), provide storage and distribution to customers through networks and water kiosks. Water treatment plants (WTP) are operated by operators which are temporarily financed by the respective donors.
The objective of the consultancy is to capacitate both WU"s to operate the assets efficiently and to serve the customers professionally. Shadowing WTP operation shall help formulate mid-term operational requirements. All activities will be closely coordinated with the GIZ-REBASE project and management of the water utilities.
3 work streams describe the expected support for the duration of the consultancy (min. 1 year):
1) IMPROVEMENT OF THE INSTITUTIONAL ENVIRONMENT:
(i) assess options for transferring operational responsibilities to WU
(ii) shadowing operations of the WTPs to monitor operational parameters and key performance indicators (KPI),
iii) build a robust data base for informed future decision making in operational management and tariff design.
(iv) Develop organigrams and job descriptions for staff, capacitate utility staff to take over operational responsibility.
2) FINANCIAL AND COMMERCIAL MANAGEMENT: Financial analysis have revealed that both systems can be operated sustainably. Risks are low collection efficiency, high non-revenue-water, lower than expected demand, high energy costs, etc. The consultancy will capacitate the WU to identify and address and mitigate these risks. Starting with several relevant KPI the consultant will:
(i) introduce business planning to the WU.
(ii) develop options for pro-poor water tariffs that covers O&M costs based on findings of a socio-economic survey (available)
(iii) support the WUs in adopting a Financial Accounting Software (FAS). With a very limited number of customers and a few reports the objective is to increase robustness of financial accounting, transparency, and accountability.
(iv) support the WUs to set up a simplified customer database, including a billing and performance reporting system - ideally in conjunction with the FAS.
(v) introduce a communication strategy with the public and specifically the customers
(vi) introduce a customer dialogue and simple complaints management routine
3) OPERATION AND MAINTENANCE: requires the consultancy to facilitate the process of know-how transfer. Routine procedures will be subjected in SOPs and routine maintenance interventions will be trained at the WTP and/or the Vocational Training Centre (VTC) for water technicians that was established under the GIZ project at Don Bosco in Gumbo.

Beschreibung der Beschaffung

Since 2011, GIZ has been building decentralized water utilities in South Sudan on behalf of the German Development Cooperation. The water utilities operate currently in a legal environment that is signified by several shortcomings, such as an incomplete legal framework. To provide standardized water services under these conditions it is imperative that local authorities, who are the closest to the residents are included in decision making processes regarding water provision and respective service levels. The institutional setting that has proven to work for decentralized water utilities therefore consists of a management that operates under the supervision of a board of directors which represents stakeholders on state and local levels. This provides for transparent decision-making processes in the best interest of the residents while observing cost coverage aspects, which are regarded relevant for a long-term sustainable operation. Once a national regulatory body is created the national level will be represented.
The German Development Cooperation through Kreditanstalt für Wiederaufbau (KFW) has implemented a water supply system in Lologo, Rejaf Payam in the South of Juba. UNICEF, who successfully implemented the infrastructure measures are currently forming a water utility (May 2022).
Another water supply system is currently under implementation by the International Committee of the Red Cross (ICRC) and operation is expected to start in early 2023. A water utility awaiting the commencement of the operation was established in Gumbo, Rejaf Payam on the east bank of the Nile facing Juba.
Both water supply systems treat Nile water (max. 4650 m3/day in Lologo and max. 5260 m3/day respectively in Gumbo), provide for storage and distribute water to customers through networks and water kiosks. The initial operation is guaranteed through an operational contract financed by the respective donors.
The objective of the consultancy is to capacitate both water utilities to operate infrastructure, compile operational data, help establish a water tariff, develop a business plan, revise Standard Operating Procedures (SOPs), and develop a pronounced customer-oriented service. Shadowing the operation of the water treatment plant shall help formulate mid-term operational requirements. All activities will be closely coordinated with the GIZ-REBASE project and Board of Directors (BOD) of the water utilities.
Three work streams best describe the support expected from the consulting firm over the period of at least one year:
The IMPROVEMENT OF THE INSTITUTIONAL ENVIRONMENT primarily requires the consultant to (i) assess options for transferring operational responsibilities to water utilities and to (ii) oversee (by shadowing) the operations of the Water Treatment Plants (WTPs) to monitor operational parameters and performance indicators. Data that needs to be obtained directly or indirectly from the operators shall help build a robust data base for informed future decision making in operational management and tariff design. (iii) Develop organigrams and prepare job descriptions for water utility staff to arrange know-how transfer and subsequently capacitate utility staff to successively take over operational responsibility.
(iv) The update of selected Standard Operating Procedures (SOPs) which were developed for the decentralized water utilities and (v) the advising the water utilities on their customer orientation and communication with the public will complement the activities within the first work stream.
FINANCIAL AND COMMERCIAL MANAGEMENT is the second work package that is meant to build the resilience of the water utilities. Previously conducted financial analysis have revealed that both systems in Lologo and in Gumbo can be operated in a financially viable manner. Risks which may hamper commercial efficiency and financial sustainability are: the low collection efficiency, high non-revenue-water, lower than extended demand, high energy cost, etc. The consulting firm will help capacitate the water utilities to identify and address these issues and take appropriate decisions. Starting with several relevant key performance indicators (KPI) the consultant will (i) introduce business planning to the water utilities. Based on findings of a socio-economic survey (earlier conducted outside the contract) the consultancy will (ii) develop options for pro-poor water tariff that potentially covers operation and maintenance (O&M) cost. The two water utilities of Lologo and Gumbo will (iii) will be supported by the consultant in the process of adopting a Financial Accounting Software (FAS). With a very limited number of customers and a few reports the objective must be to increase robustness of financial accounting, transparency, and accountability. Against this background, the consultant will (iv) support the water utility develop a simplified customer database, including a billing and performance reporting system. Ideally, this system is regarded in conjunction with the FAS. Lastly, to improve customer service levels a communication strategy with the public and specifically the customers shall be introduced by the consultant. A customer dialogue and a simple complaints management routine shall be introduced.
In the first year (well into 2023) the operation of both water treatment plants will be under the responsibility of the specialized companies who have constructed / retrofitted the facilities. The third work package OPERATION AND MAINTENANCE MANAGEMENT requires the consulting firm to facilitate the process of know-how transfer in such a manner that the two water supply systems are operated and maintained professionally from early on. Routine procedures will be subjected in SOPs and routine maintenance interventions will be trained, at the water treatment plant and/or the Vocational Training Centre (VTC) for water technicians that was established under the GIZ project at Don Bosco in Gumbo.

Beschreibung der Verlängerungen

GIZ may optionally commission contract amendments and/or increases based on the criteria in the tender documents to the successful bidder of this tender. For details, please see the terms of reference.

Beschreibung der Optionen

GIZ may optionally commission contract amendments and/or increases based on the criteria in the tender documents to the successful bidder of this tender. For details, please see the terms of reference.

Liste und kurze Beschreibung der Bedingungen

1) Trading name and address, beneficial owner(s), commercial register number, bank account, tax number, VAT identification number, brief company profile and contact in event of queries.
2) Extract from the commercial register or equivalent evidence/proof (not older than six months).
3) Self-declaration that no grounds for exclusion in Section 123, 124 of the German Act Against Restraints of Competition (GWB) and EU-Russian sanctions apply.
4) If a candidate/tenderer wishes to use the capacities of another company for the execution of the contract, he must prove by submitting a declaration of commitment that the corresponding capacities are available to him for the execution of the contract and a declaration that no grounds for exclusion pursuant to Section 123 GWB and/or Section 124 GWB apply to them must be submitted.
5) If subcontractors are to be used, a declaration of commitment and a declaration that no grounds for exclusion pursuant to Section 123 GWB and/or Section 124 GWB apply to them must be submitted.
6) In the case of participation as a bidding consortium: tenderers must appoint a leading member and authorise this member to represent the group and to receive payments with discharging effect also for the other members. A corresponding agreement, signed by all members, must be attached to the application for participation. For this purpose, the form provided by GIZ must be used.

Liste und kurze Beschreibung der Auswahlkriterien

1) Declaration on the average annual turnover for the last 3 financial years (last-but-4 financial year can be included in case of invitation to tender held within 6 months of end of last financial year).
2) Declaration on the average number of employees and managers for the past three calendar years.

1) Average annual turnover for the last 3 financial years: at least 1,500,000 (one million fivehundred thousand) EUR
2) Average number of employees and managers for the past three calendar years: at least 10 (ten) persons.

Liste und kurze Beschreibung der Auswahlkriterien

It is necessary to provide minimum 3 (three) reference projects in the technical field "management support of water utilities" and at least 1 (one) reference project in Eastern Africa each in the last three years with a minimum commission value of at least 350,000 (threehundredfifty thousand) EUR.

Bedingungen für die Teilnahme (technische und berufliche Fähigkeiten)

1) The technical assessment is only based on reference projects with a minimum commission value of 350,000 (threehundredfifty thousand) EUR. in the last three years.
2) The minimum requirements forsee at least 3 (three) reference projects in the technical field "management support of water utilities" and at least 1 (one) reference project in Eastern Africa each in the last three years with a minimum commission value of at least 350,000 (threehundredfifty thousand) EUR.

Genaue Informationen über Fristen für Überprüfungsverfahren

According to Article 160, Section 3 of the German Act Against Restraint of Competition (GWB), application for review is not permissible insofar as
1. the applicant has identified the claimed infringement of the procurement rules before submitting the application for review and has not submitted a complaint to the contracting authority within a period of 10 calendar days; the expiry of the period pursuant to Article 134, Section 2 remains unaffected,
2. complaints of infringements of procurement rules that are evident in the tender notice are not submitted to the contracting authority at the latest by the expiry of the deadline for the application or by the deadline for the submission of bids, specified in the tender notice.
3. complaints of infringements of procurement rules that first become evident in the tender documents are not submitted to the contracting authority at the latest by the expiry of the deadline for application or by the deadline for the submission of bids,
4. more than 15 calendar days have expired since receipt of notification from the contracting authority that it is unwilling to redress the complaint.
Sentence 1 does not apply in the case of an application to determine the invalidity of the contract in accordance with Article 135, Section 1 (2). Article 134, Section 1, Sentence 2 remains unaffected.