Commercialization and De-Risking for Agricultural Transformation Project

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTING SERVICES -– FIRMS SELECTION)

 

COUNTRY: Rwanda

NAME OF PROJECT: Commercialization and De-risking for Agricultural

                                       Transformation (CDAT) Project

Credit A No: 7084-RW, Credit B No: 7085-RW and Grant No: E017-RW

Assignment Title: hiring a consultancy firm for detailed design of Karambi marshland.

Reference No: RW-RAB-408675-CS-QCBS

 

The Government of Rwanda has received financing from the International Development Association (IDA) toward the cost of the Commercialization and De-risking for Agricultural Transformation (CDAT) Project and intends to apply part of the proceeds for consulting services of hiring a consultancy firm for detailed design of Karambi marshland.

The Terms of Reference (TOR) related to this assignment are attached to this request for expressions of interest.

The Rwanda Agriculture and Animal Resources Development Board (RAB) / Commercialization and De-risking for Agricultural Transformation (CDAT) Project now invites eligible consulting firms (“Consultants”) to indicate their interest in providing the above Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services. Expression of Interest (EOI) will include: core business and years in business, relevant experience, technical and managerial capability of the firm.

To be able to submit an expression of interest, International and National consulting firms who are not registered in E-procurement system, are advised to register themselves through www.umucyo.gov.rw

N.B.:

Submission of expression of interest via other channels than Umucyo E-Procurement System shall not be considered. In case of Joint-Venture, only the lead firm must submit the Expression of Interest, the Joint-Venture must be done through e-procurement system, otherwise the EOI will be rejected.

 

The shortlisting criteria are:

 

• The firm should have at least ten (10) years of general experience in Consultancy Services and specific references in design study in dam and irrigated command area proven by certificate of good completion and signed contract.

The shortlist will contain five (5) to eight (8) firms.

The attention of interested Consultants is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” Fourth Edition September, 2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Consultants may associate with other firms to enhance their qualifications, but should indicate clearly whether the association is in the form of a joint venture and/or a sub-consultancy. In the case of a joint venture, all the partners in the joint venture shall be jointly and severally liable for the entire contract, if selected.

A Consultant will be selected in accordance with the criteria set out in the Request for Proposals.

Expressions of interest must be delivered through e-procurement system on www.umucyo.gov.rw by the time indicated in the system.

 

TERMS OF REFERENCE FOR DETAIL DESIGN STUDY FOR REHABILITATION AND IMPROVEMENTS OF KARAMBI-GACACA-RWAGITIMA IRRIGATION SCHEMES (1,421 ha) LOCATED IN KAYONZA AND GATSIBO DISTRICTS.

 

1.  PROJECT BACKGROUND

The World Bank approved $300 million in financing under the International Development Association’s (IDA’s) grant, credit, and Scale Up Window to help the Government of Rwanda increase the use of irrigation and commercialization among producers and agribusiness firms in supported value chains, and to increase access to agricultural finance. 

The Commercialization and De-Risking for Agricultural Transformation Project (CDAT) will support the Government to provide services and create an enabling environment for the private actors throughout the agricultural value chain. It will finance public investments in the seeds sector, develop and rehabilitate irrigation systems on over 17,600 ha, and provide accompanying land husbandry development on about 11,000 ha in surrounding water catchment areas to increase productivity and promote climate-smart agriculture.

The project will also support commercialization by helping farmers access markets and availing matching grants for investments in mechanization, post-harvest infrastructure, and processing equipment.  A CDAT challenge fund will invest in particularly innovative solutions for the sector that can be brought to scale. The project is nationwide and is foreseen to directly benefit at least 235,000 households, including women and youth. In partnership with financial institutions, the Commercialization and De-Risking for Agricultural Transformation Project will seek to enhance access to affordable financial services and products in the agricultural sector by providing short and long-term financing and reducing risks and challenges faced by agricultural value chains through strengthening market linkages and scaling up agriculture insurance.

One of the projects being considered for implementation by CDAT is the rehabilitation and upgrading Gacaca scheme located in Murundi sector of Kayonza District served by Gacaca Dam, and Rwagitima scheme located in Rugarama, Kiziguro, Gitoki and Rugarama sectors of Gatsibo district served by Ntende and Kiliba dams. Rice is primarily grown throughout the 1,421 ha command area by gravity surface irrigation with some farmers switching to maize and other crops due to lack of water.  A study is required to consider alternatives for raising these dams and improving and possibly expanding the command area. The Inception Report will prepare many potential alternatives to be presented to the stakeholders to select the most viable ones that will undergo further analysis in an Interim Study and be presented to the Client for selection of the best alternative to undergo a Detail Design Study. 

 

 

Gacaca-Rwagitima general Location map

 

1. OBJECTIVE OF THE ASSIGNMENT

Rwanda’s economy relies heavily on agriculture as a sector contributing around 30% to the GDP. Nearly 70% of the rural population is employed in agriculture. The Government of Rwanda in its national policies indicates agriculture as a vehicle for economic growth. The National Strategy of Transformation and PSTA IV emphasizes agriculture development as a means to achieve the goal of poverty reduction and ensuring food security.

The goal of the project is to develop financially sustainable irrigation and drainage services and increase farmers’ agricultural revenue in the project area.

The overall objective of the study is to undertake an Interim and Detail Study to upgrade and rehabilitate the Gacaca, Kiliba, and Ntende dams and command areas.  The study must meet the World Bank project appraisal requirements and should ensure the development is technically feasible, economically and financially viable, socially acceptable, and environmentally sustainable.

The specific objectives of the assignment are to carry out relevant technical investigations and studies comprising of water resources (hydrologic and hydro-geologic) assessment, socio-economic assessment, agricultural soils and agronomic studies, irrigation water requirements, topographical surveys, geotechnical investigations, hydraulic studies and design, and undertake  interim and detail design studies for upgrading and rehabilitating Gacaca, Kiliba, and Ntende dams and command areas located in Kayonza and Gatsibo Districts to ensure optimum use of available water. If additional storage is needed to meet the demands of the existing or expanded command area, the study will determine the needs/demands and the potential for multipurpose infrastructure development, identify new potential dam sites and develop conceptual designs with enough detail to help the Client make a decision on the viability of the dams and if feasibility studies should be carried out in the future.

The study will be carried out in two phases; Interim Study and Detail Design.  The Interim Study will analyse the alternatives selected in the inception phase, examine, and rank the alternatives for increasing water harvesting, improving drainage, developing low-head solar pumped irrigation, expanding the command area, and if additional water storage is needed, to investigate potential new dam sites.  The Interim Study will examine the alternatives and provide preliminary design drawings, cost estimates, and economic analyses sufficiently detailed to enable decisions to be made on project viability.  If the Interim Study results in alternatives that seem reasonable to the Client, then the Consultant will proceed with the detail design study for the selected alternative.  The detail design study will examine selected alternative and provide detail design drawings, cost estimates, technical specifications, tender documents, and unit price surveying to enable the client to proceed to the tendering of works. In addition, the definition of the project components, organizational arrangements, and procedures will be detailed enough to permit the executing agencies to use the study as guidance on project implementation.

The Consultant should take into consideration the World Bank policies, guidelines, and safeguards requirements, especially those for environmental and social impact assessment as well as dam safety to prepare the studies. 

1. SCOPE OF THE STUDY

1. 1. General

The study will entail interim and detail design studies that include the preparation of designs, cost estimates, and implementation arrangements for the finally agreed development alternative for water harvesting, drainage and irrigation development, infrastructure, and watershed management associated with the project. The interim and detail design studies will comprise of analyses related to (a) basin-wide water resources (qualitative and quantitative), (b) drainage and flood management, (c) watershed management plan, (d) topographic survey, (e) geologic and geotechnical investigations, (f) soils and agronomy, (g) cropping patterns and crop water requirements, (h) raising of dams, (i) irrigation infrastructure, (j) overall agricultural potential and support services including market and value chain development for maximum water resource use (l) land tenure, (m) environmental and social analyses, (o) institutional analysis, (p) water management and operation and maintenance, and (q) economic and financial analysis in close consultation with farmer communities and other stakeholders. This project must adhere to international best practices, policies/guidelines, and safeguards.

The Consultant shall define, in consultation with the Client and other stakeholders, the scope of the project options, assess the practicability of the development, and provide the basis for decision-making on the choice of design options optimizing the use of available water. The Consultant shall define the benefits (direct and indirect) and costs, and determine financial feasibility, economic justification, and cost recovery. The Consultant will adopt participatory approaches to ensure the optimal involvement of stakeholders from national to community levels, during the study. In planning and scheduling the tasks, the Consultant should note that not all tasks will be conducted linearly and the Consultant should propose a schedule on how the tasks can be arranged to meet the objectives of the assignment and for optimal linkage/sequencing.

1. 1. Project Description

The primary problems faced by the farmers of this area are lack of water for irrigation during the dry months and flooding of their fields during the rainy seasons.  The Gacaca scheme (875 ha) is irrigated by Gacaca dam with a downstream area of around 400 ha located in Rwimbogo sector that is frequently flooded after meeting with drainage water from Rwagitima scheme. On the left side (2 km downstream from Gacaca dam) there is a potential dam site with 24.3 km2 catchment.  Rwagitima scheme (545 ha) is irrigated by Ntende and Kiliba dams.  On the right side of the scheme in Murundi sector, there is a potential area of 375 ha that can be irrigated by a small dam with a 12.9 km2 water catchment area, or by low head pumping from the main canal of Rwagitima command area.  During rainy periods the spillover from Gacaca, Ntende, and Kiliba Dams, together with the identified potential dams on the right side of Rwagitima and left side of Gacaca, provide potential water harvesting alternatives that can be used during dry periods and prevent flooding during rainy periods in the targeted command area.

 

Gacaca during flood period	Gacaca during normal period

Existing and potential areas to be developed in Gacaca-Rwagitima Rice scheme

 

No	Name of command area	Existing Command Area (ha)	Potential Command Area (ha)	Storage Capacity of Dam MCM	Watershed (km2)
1	Gacaca	876		2.5	66.8
2	Karambi 1		15		24.4
3	Karambi 2		375		12.9
4	Ntende	36		0.7	44.8
5	Kiliba	49		0.4	32.6
6	Rwagitima	460		Irrigated by Ntende and Kiliba dams
7	Munini		50	Gacaca downstream extension area
	Total	1,421	410	3.6	173.6

 

1. 1. Existing identified problem

 

The land cover and land use in the dam catchment area has changed drastically with intensified agriculture activities, mining, and habitation settlement, which resulted in more silt accumulation in dam compared to the planned dead storage capacity.

The increase of both population density and interest in irrigation has pushed farmers to pump water from the main irrigation canals to irrigate the hillsides. This combined with siltation in the dam has significantly reduced the available water to irrigate the originally designed command area.

Seasonal rainfall frequently results in flooding of the command area and damage to water distribution structures.

The lack of water in the command area during dry periods has forced some of the farmers to shift from rice crops to other crops that require less water or even depend on rainfall.

Therefore, SPIU/CDAT wants to recruit a consulting firm to carry out a design study for rehabilitation and improving the existing irrigation scheme of Gacaca-Rwagitima and come up with alternatives for resolving irrigation water shortage during dry periods, flooding during rainy periods, and maximizing available water resources for irrigation.

Existing irrigation infrastructures

The existing Rwagitima-Gacaca schemes with 1,421 ha of rice is irrigated by the Gacaca dam of 2.5 MCM, Ntende Dam of 0.7 MCM and Kiliba Dam of 0.4 MCM, that are not sufficient to supply the exiting area.  Raising the existing dams and possibly constructing a new dam will help to control flooding during the rainy seasons, provide adequate water during the dry seasons, and possibly allow expansion of the command area by 410 ha of marshland and more on the hillsides by pumping depending on the availability of water.

The table below summarizes the status of existing hydraulic structures for both Gacaca and Rwagitima schemes:

Infrastructure	Description	Current Status	Comments and Proposed Improvement
Gacaca scheme (876 ha) developed by RSSP 3 in 2014
Gacaca Dam	Type: Earthen dam 2.5Mcm Height: 9.10m; Crest Length: 136.90m; Storage capacity: 2,500,000m3; Catchment area: 66.8 km2; Related structures: sediment flushing gate, intake structure, spillway	Well operating, spills often, runs dry	In recent years, many farmers started to pump from the reservoir and from the main canals to irrigate their crops on the hillsides. The dam spills in every rainy season period therefore raising the dam will be beneficial.
Ntende Dam	Type: Earthen dam 0.7Mcm Height: 4.250m; Crest Length: 143.00m; Storage capacity: 700,000m3; Catchment area: 44.8 km2; Related structures: sediment flushing gate, intake structure, spillway	Well operating, spills often, runs dry	The dam is located along the highway to Nyagatare at Rwagitima center.  From the dam's full water level to the lowest point on the road there is a vertical difference of around 3m.  A raise of 1 to 1.5 m can not disturb the road but more than that would require to also raise about 200 to 400m of the lowest part of the road.
Kiliba Dam	Type: Earthen dam 0.4Mcm Height: 9.50m; Crest Length: 139.0m; Storage capacity: 400,000m3; Catchment area: 32.6 km2; Related structures: sediment flushing gate, intake structure, spillway	One of the outlet gates is not operational	The dam is being silted due to tree harvesting, agricultural and mining activities in the water catchment.  The dam is always open during the rainy seasons to flush sediments.  Erosion control combined with runoff water harvesting by raising the dam, will reduce water shortage in the command area.
Weir intakes from Main canal (Gacaca)	Type: Masonry Number: 7 weir intakes	3 of them were eroded	Protection and improvement of weirs against flash flow is needed
Main Canal	Type: earthen; trapezoidal shape, length: 27km, longitudinal slope: 0.003,	Good and well operating with some erosion of the embankments	Lining of parts or the entire canal needs to be assessed.  Lining and rehabilitation of distribution structures will help reduce the water shortage during the dry season.  Measuring water loss from the canals may help to make this assessment.
Rwagitima scheme (460 ha) developed by RSSP in 2010
Weir intake on the main canal	Type: Masonry Number: 26	In good status and well operating, except for 2	Two weirs are very old and need rehabilitation.
Main Canal	Type: earthen; trapezoidal shape, length: 41.364km, longitudinal slope: 0.003,	In good status and well-operating	The canals are old with a high infiltration rate which will be assessed and required improvements will be proposed accordingly.  Improvement is also needed on water distribution infrastructures to increase water productivity.

Scheme management

The Rwagitima and Gacaca schemes are managed by Water Users Association (WUA –Tuzamurane Ntende, Isoko Yubukire Gacaca) and one Cooperative (Koperative COPRORIZ-Ntende, Duterimbere Murundi ) with a total membership of 2,648 and 1,743 farmers, respectively.  The existing WUA and Cooperative will continue to manage the scheme after its expansion. The chart below shows the organizational structure of the WUA and the scheme arrangement.

 

 

1. 1. Available Design Documents and format

The following existing documents should be reviewed:

1. EIA Report in Pdf format
2. Economic and financial report in Pdf format
3. Hydrology Report Pdf format
4. Irrigation design and Irrigation Layouts Pdf format
5. Agronomy Report Pdf format
6. Pdf Files for Irrigation Structures
   1. Tasks to be executed for the Inception Phase

 

The irrigation and drainage design study aims to address water management issues in Karambi-Rwagitima scheme. The region faces challenges such as water scarcity, inefficient irrigation practices, and inadequate drainage systems, impacting agricultural productivity and environmental sustainability. This study intends to provide comprehensive solutions for optimizing water usage, enhancing irrigation efficiency, and mitigating flooding through improved drainage systems.

 

The inception stage will consist of:

• assessing the current state of irrigation and drainage infrastructure in the target area.
• Identifying key challenges and constraints related to water management.
• Develop a detailed understanding of water demand, supply, and usage patterns.
• List and assess the efficient irrigation systems to optimize water distribution and minimize losses.
• List and assess effective drainage systems to prevent waterlogging, manage soil salinity, and reduce flooding of the irrigated fields.
• Propose strategies for sustainable water management and conservation.
• Provide recommendations for policy improvements and institutional capacity building.

 

1. 1. 1. Methodology:

The methodology will consist of the followings:

Desk Review: Review existing literature, reports, and data on the region's water resources, irrigation practices, and drainage systems.

Site Visits and Surveys: Conduct field visits to assess the current irrigation and drainage infrastructure, gather data on water sources, usage, and land characteristics, and engage with local stakeholders.

Hydrological and Hydraulic Analysis: carry out the preliminary analysis of hydrological data to understand water availability, conduct hydraulic modelling to simulate irrigation and drainage systems' performance, and assess the impact of proposed interventions.

 

Identify Stakeholders: Begin by identifying all relevant stakeholders who may be affected by the study or have a vested interest in its outcomes. This includes local communities, water user associations, governmental agencies, non-governmental organizations (NGOs), businesses, and other relevant groups.

 

Develop a Stakeholder Engagement Plan: Create a comprehensive plan outlining how stakeholders will be engaged throughout the study process. This plan should include clear objectives, methods for engagement, communication strategies, timelines, and resources required.

 

Stakeholder Consultation: Engage with farmers, local authorities, water management agencies, and other stakeholders to understand their needs, gather feedback on proposed designs, and ensure alignment with community priorities.

Technical Design: List and assess the designs alternatives for irrigation and drainage systems, incorporating best practices, modern technologies, and cost-effective solutions.

Environmental and Social Impact Assessment: Assess the potential environmental and social impacts of the proposed interventions and list the potential mitigation measures.

Financial Analysis: Estimate the costs associated with the listed potential design alternative, including capital investments, operation, and maintenance expenses, and analyze the economic viability of the project.

 

1. 1. 1. Data collection for Inception Phase

The data to be used during the design study will be reported at the phase of inception.  The data to be collected will include but not be limited to:

• Baseline Data Collection: gathering existing data on the region's hydrology, including historical rainfall patterns, streamflow data, groundwater levels, and soil characteristics. This data will come from government agencies, research institutions, and previous studies.
• Field Surveys: Conduct field surveys to gather additional data specific to the objective of the study. This will involve measuring streamflow, groundwater levels, soil moisture content, topographic surveys, and assessing existing infrastructure.
• Rainfall Data: to Install or access rainfall gauges across the project area to measure precipitation patterns accurately. Long-term data collection is essential to understand variability and trends in rainfall.
• Streamflow Measurements: Install stream gauges to monitor water levels in and at outlet of the dams and flow rates in rivers or streams within the project area. Continuous streamflow data helps in estimating water availability and planning dam operations.
• Topographic Mapping: Create detailed topographic maps of the project area using DEM with appropriate software (ArcGIS). Accurate topographic data aid in designing dam structures, and drainage and irrigation networks.
• Climate Data Analysis: Analyze historical climate data to identify long-term trends and variability in temperature, rainfall, and evapotranspiration rates. Climate projections will also be considered to anticipate future changes in water availability.
• Hydraulic Modeling: Develop hydraulic models to simulate water flow within the watershed and predict the impact of dam construction on downstream water availability, flood risk, and sediment transport.
• Socio-Economic Surveys: Conduct socio-economic surveys to understand the needs and preferences of local communities dependent on irrigation for agriculture. Incorporating stakeholders' perspectives is essential for designing effective irrigation systems and ensuring community participation.
• Environmental Impact Assessment: Assess the potential environmental impacts of dam construction and irrigation development on ecosystems, biodiversity, and water quality. Mitigation measures should be incorporated into the project design to minimize negative consequences.
• Water Demand Analysis: Estimate current and future water demands for irrigation within the command area based on crop water requirements, land use patterns, and agricultural practices. This analysis informs the design of irrigation infrastructure and water distribution systems.

 

The Consultant shall:

1. Collect relevant studies, data and information including; catchment management plans (if available), basin strategy reports, investment planning reports and bankable project planning reports, as well as review reports from previous studies and national policies related to water resources, irrigation and agricultural development. The Consultant should screen and synthesize the data and establish project databank related to policies, institutions, existing infrastructures, hydrology and meteorology, topography and maps, geology, agronomy (assess the current production levels (output), land husbandry, financial and economic analysis against the existing potential and future projections after the development of the flood control and irrigation infrastructure), agricultural and engineering soils, multipurpose aspects, agriculture and its services, input/output markets, possible positive and negative environmental impacts and socio-economic conditions for use in further analysis.
2. Carry out field reconnaissance missions to the site including upstream watersheds as well as downstream areas likely to be affected by the project to collect data and identify issues to be addressed by the project. Following this exercise, the Consultant shall formulate project plans based on available relevant data and information, as well as employ planning parameters and criteria.
3. Review the hydro-meteorological station network and propose a robust hydro-meteorological data collection network for both the pre and post construction phases of the schemes to enhance better understanding and monitoring of the water flux in the catchment. This information must be evaluated to determine its validity for use throughout the development of the project.
4. Collect and analyze all hydrological and agro-meteorological data for the site, to determine flood flows for relevant return periods, stream flows (including base, average, and one-in-five dry year), rainfall (average, one-in-five dry year on monthly basis for stream diversion and annual basis for reservoir simulations), and any other required analyses including the impacts of climate change.
5. Determine Irrigation Water Requirements by evaluating irrigation water demands of various cropping patterns for supplementary and dry season irrigation. The Consultant shall:
   1. 1. 1. 1. Collect all the existing available agro-meteorological data for the project areas required for estimation of crop and irrigation water requirements of the scheme;
            2. Verify the reliability and accuracy of data, and make corrections as necessary before use, quality analysis of collected data and gap filling of missing data using appropriate standard approaches and techniques is necessary;
            3. Carry out “Agro-climatological assessment” where the Consultant shall review available climatic data and make estimates of farm and project level irrigation requirements for viable crops, cropping patterns and crop rotations and irrigation technologies to be adopted, using all available agro-meteorological data for the project area and the FAO CROPWAT methodology or similar approach acceptable to CDAT;
            4. Determine the annual water demand on a decade basis at a 20 percent risk of failure supported by analysis of different cropping patterns in the respective project areas for the purpose of supporting the reservoir simulations and reliability determinations. 
            5. Determine the peak irrigation water demand at a 20 percent risk of failure supported by analysis of different cropping patterns in the respective project areas for the purpose of fixing conveyance canal/pipe design.
6. Carry out preliminary mapping of the sites, based on satellite imagery and limited ground inspection, at scales of 1:25 000 and 1:10 000, and contour intervals of 0.5m and 1m, for the command areas and dam sites, respectively. The mapping will indicate the main infrastructure including roads, electricity power-line poles, settlements, schools, domestic water supply and the like.  A full topographic survey will be required for the areas where improvements are proposed including but not limited to areas of flooding, leveling, drains, canals, and dams.
7. Review all available documentation on the soils and carry out an initial interpretation of the soils of the command area.
8. Identify potentially irrigable land taking account of soils, topography, distance from water source (horizontally and vertically) for gravity water delivery to various types of irrigation technology (such as surface irrigation in the marshland, pressurized system on hillside along main canal) and so on. Identify any physical and/or fertility constraints that would require special treatment.
9. Prepare outline designs of various alternatives for flood control and irrigation water supply, taking account of flood flows, irrigation demands, availability of water, effects of climate change, and O&M issues and costs.
10. Prepare outline designs of various alternatives for irrigation water application technologies, taking into account water productivity and cost-effectiveness of installation.
11. The environmental specialist shall examine design alternatives with an emphasis on mitigation measures.
12. Identify the other main infrastructure needs, including roads, bridges, power lines, domestic and cattle water supply, and so on, and prepare preliminary cost estimates for the same.
13. In consultation with the local authorities and potential beneficiaries, identify the needs for land titling, consolidation, and resettlement.
14. Carry out a preliminary financial analysis for each alternative, at the farm and scheme level to confirm financial viability, farmers’ capacity to pay the full O&M costs plus any capital recovery that may be decided, and returns to labor.
15. Carry out financial analysis of alternatives with and without new proposed dams and compare the results to guide the client during selection of best alternative.
16. Assess existing situation of Water Rights and provide recommendations for action by CDAT as appropriate.
17. Indicate specific areas that may have to be considered in more detail at the detail design stage and any major constraints and issues that will require resolution before the alternatives are taken to full design with, where possible, recommendations as to how and by whom action is required, specifying an appropriate timeframe.
18. The Consultant will identify new better alternatives or make improvements to existing ones. 
19. Based on the above steps, the Consultant will then recommend the most suitable alternatives and prepare a weighted alternatives selection criteria list to be used for ranking all identified alternatives including social, environmental, technical, and economic criteria.  This list should be included in the Inception Report. 
20. From these analyses and considering the Project objectives the Consultant shall prepare the Interim Report.

 

1. 1. 1. Identification and preliminary evaluation of design alternative

 

At the Inception Phase the consultant will identify and carry out the preliminary selection to come up with three to four promising alternative that will be analysed in the Interim Phase.  When evaluating design study alternatives to upgrade and rehabilitate irrigation dams and their command areas, the following factors will be considered:

• Current Infrastructure Assessment: Begin by thoroughly assessing the existing irrigation dams and their command areas. This includes evaluating their structural integrity, hydraulic performance, sedimentation levels, and operational efficiency. Identify any deficiencies or areas needing improvement.
• Stakeholder Consultation: Engage with stakeholders including farmers, local communities, water resource management authorities, and environmental agencies. Understand their needs, concerns, and priorities regarding the irrigation system upgrades. Incorporate their feedback into the evaluation process.
• Alternative Design Options: Generate a range of design alternatives for upgrading and rehabilitating the irrigation dams and command areas. These options may include:
  • Dam rehabilitation and reinforcement
  • Modernization of irrigation infrastructure (e.g., canals, gates, pumps)
  • Introducing smart irrigation technologies
  • Implementing soil conservation measures
  • Incorporating renewable energy sources for pumping and power needs
  • Enhancing water efficiency measures (e.g., drip irrigation, laser land leveling)
• Technical Feasibility: Evaluate the technical feasibility of each design alternative. Consider factors such as:
  • Suitability for local hydrological conditions
  • Compatibility with existing infrastructure
  • Availability of materials and resources
  • Construction complexity and feasibility
  • Potential for long-term maintenance and operation
• Preliminary Cost-Benefit Analysis: Conduct a comprehensive cost-benefit analysis for each design alternative. Estimate the initial capital costs, as well as the long-term operational and maintenance expenses. Consider the economic benefits in terms of increased agricultural productivity, water savings, and potential revenue generation. Also, assess any environmental benefits or drawbacks associated with each option.
• Risk Assessment: Identify and assess potential risks and uncertainties associated with each design alternative. This may include risks related to construction delays, cost overruns, environmental impacts, and social acceptance. Develop risk mitigation strategies to address these concerns.
• Sustainability Analysis: Evaluate the sustainability of each design alternative in terms of its environmental, social, and economic impacts. Consider factors such as water use efficiency, energy consumption, carbon footprint, land use impacts, and social equity.
• Decision Making: Based on the findings from the evaluation process, select the most suitable 3 design alternatives to be detailed in the interim phase. Consider the input from stakeholders, the results of the cost-benefit analysis, technical feasibility, and sustainability criteria.

Before proceeding to the interim design phase, the 3 selected alternatives from the Inception Study phase will be compared and analyzed to determine the most suitable to be further studied in the interim design phase.

 

1. 1. 1. Inception Report format

1. Executive Summary

Provide a concise overview of the study, including its purpose, objectives, key findings, and recommendations.

2. Introduction

Background: Provide context for the study, including the need for irrigation/drainage and the significance of the design study.

Objectives: Clearly state the objectives of the study.

3. Scope of Work

Outline the scope of the study, including the geographical area covered, irrigation and drainage systems to be assessed, and design parameters to be considered.

4. Methodology

Describe the approach and methods used for data collection, analysis, and design, including any tools or models to be utilized.

5. Stakeholder Engagement

Discuss the stakeholders involved in the study and their roles, as well as any consultations or workshops conducted.

6. Data Collection and Analysis

Present the data collected during the study, including information on water resources, land use, soil characteristics, and existing irrigation infrastructure. Summarize the analysis conducted on this data.

7. Irrigation System Assessment

Provide an assessment of the existing irrigation and drainage systems, including their efficiency, effectiveness, and sustainability.

8. Design Study

Outline the proposed designs alternatives for improving or expanding the irrigation and drainage systems including technical specifications, cost estimate, preliminary financial and economic analysis, and potential environmental impacts.

9. Weighing and ranking all design alternatives identified

Systematically weigh and rank design alternatives to make well-informed decisions that align with project objectives and stakeholder requirements. It is done by: Defining Criteria, Assigning Weights on criteria, Evaluating Alternatives, Normalizing Scores, Calculating Weighted Scores, Ranking Alternatives, Sensitivity Analysis, Decision Making on selection of best alternatives to carry forward to the next stage of Interim Report.

Document the entire process, including criteria selection, weights assignment, evaluation methodology, results, and the rationale behind the final decision. This documentation serves as a reference for future projects and ensures transparency in decision-making.

Sometimes, it might be necessary to iterate through the process, especially if new information becomes available or if stakeholders change their priorities. Stay flexible and be prepared to adjust your approach accordingly.

10. Risk Assessment

Identify potential risks and challenges associated with the proposed designs, along with strategies for mitigation.

11. Conclusion

Summarize the key findings of the study and reiterate the proposed recommendations.

12. Recommendations

Provide actionable recommendations based on the findings of the study, including suggestions for further research or implementation.

13. Annexes

Include any supplementary information, such as maps, tables, or technical drawings, in the annexes.

1. 1. Tasks to be executed for the Interim Study

The purpose of the Interim Study is develop alternatives selected from the Interim Report for expanding the command area, storing more water, and draining flooded areas as described in more detail below: 

1. 1. 1. 1. Expanding the command area:  Areas within the existing command area that are not being irrigated (due to leveling issues or lack of infrastructure), or areas downstream, or pumping to adjacent areas that are no more than 20m in elevation above the command area, will be investigated and considered for expansion according to the water available for the following water storage improvement alternatives.
         2. Increasing water storage:  The Consultant will first look at alternatives for raising the existing 3 dams and diverting runoff from Karambi-1 catchment to Gacaca Dam.  The steps to determine this are as follows:
            1. Hydrology - determine the available water for each existing dam.
            2. Bathymetric and topo survey of each existing reservoir shall be done to determine the reservoir capacity curves, sediment yields of the catchments, and dead storage volumes required.
            3. Gross water requirement for existing scheme and expanded scheme shall be determined for agreed cropping patterns, accounting for expected increase in water use efficiency resulting from proposed improvements, and considerations for effects of climate change.
            4. Reservoir simulations shall be performed to determine required heights to raise each dam to meet the demand for both the existing and the expanded scheme. Because the potential area for pumped expansion is large, a maximized raising of the dams should be determined together with the corresponding maximized command area to be served.
            5. Ntende Dam: Options for raising the dam must consider the cost of also raising a section of the main road if required.
            6. Gacaca Dam: Consider diversion of runoff from Karambi-1 catchment into a feeder canal leading to Gacaca Dam.

If this additional water is not enough to supply the expanded command area, the Consultant will carry out preliminary studies of potential dam sites to determine which sites are viable.  The feasibility and detail design of any such dams will the subject of a follow-on study.

1. 1. 1. 1. Draining flooded areas:  The Consultant will determine the areas that get flooded, carry out a detailed topographic survey of those areas and associated drains, determine the reduced amount of flooding expected as a result of the increased storage, and design alternatives to drain the areas, including deepening and/or widening drains, removing choke points (Munini Dam), and/or constructing dikes on the sides of the drains to contain the flood flows.

Before proceeding to the Detail Design phase, the selected alternatives from the Interim Study phase will be compared and analyzed to determine the one most suitable to be further studied in the Detail Design phase.

1. 1. 1. Socio-economic surveys

The purpose of this assessment is to understand the socio-economic profile of the beneficiary and potentially affected communities, to enable project design to meet their development needs and mitigate negative impacts. This assessment shall serve as a baseline that will help project planning, diagnostic monitoring, and impact evaluation purposes that should result into:

1. understanding of the area’s social and economic background, socio-economic profile of the communities and the social structure and institutions;
2. understanding of the process of socio-economic differentiation, impoverishment and wealth such as livestock, land etc.;
3. understanding of the constraints that inhibit livelihoods and livelihood development which can be potentially addressed by targeted flood control and irrigation development interventions; and
4. collection of statistically reliable descriptive data on those parameters which the project intends to influence, such as health, gender, production and household incomes at the baseline and project completion.

Using internationally recognized methodologies/standards, the Consultant shall:

1. undertake a stakeholder analysis of the project area;
2. carry out broad socio-economic surveys;
3. carry out a broad analysis of gender issues;
4. profile the potential beneficiaries to benefit from the proposed mega irrigation development activities;
5. identify categories of vulnerable groups specific to impacts from the project and activities that will adversely affect them;
6. review land policy, land cadastre, land use and possible impacts on land-based livelihoods, as well as potential land acquisition/aggregation and likely scale of resettlement;
7. recognize specific socio-economic, institutional and other constraints that can be potentially addressed in the proposed projects; and 
8. identify possible barriers to project execution and completion. 

The information obtained from the surveys will be used as a baseline for conducting a project socio-economic impact assessment. Combined with other technical studies, the outcome of this task should be adequate enough to be used as input for “with project” and “without project” scenario evaluations at the economic and financial analysis stage.

In addition, the Consultant will identify the project communication needs and propose the appropriate communication strategy using the above information.

1. 1. 1. Soil Survey and Land Suitability Study for expansion area

For any new areas proposed for expansion of the command area, the Consultant shall:

• undertake a semi-detailed soil survey for the newly delineated irrigable command area, using appropriate sampling and observations in conformity with guidelines for soil surveys of Food and Agriculture Organization; Soils Bulletin No. 55, "Guidelines: Land evaluation for irrigated agriculture" (FAO, 1985).  The density of observation points required for the command area is two (2) groups of samples per 100 ha. Each group consists of two (2) composite samples taken from 0-30cm and 30-60 cm depths. If any of the areas are considered unsuitable, for irrigation/drainage, carry out any necessary additional soil surveys to identify and propose alternative more suitable areas;
• prepare soil maps on an appropriate scale based on the soil surveys; and
• collect and analyze soil samples required for the determination of standard physical and chemical properties of the soils required for evaluation of irrigation water requirements and soil suitability for the proposed crops as well as establish proper drainage modules for the project to affect the design of the drainage system. The Consultant shall take appropriate measures to verify and ensure the quality and reliability of test results using accredited laboratories.

The Consultant shall then:

• develop a suitable land classification system for the assessment of irrigation ability and drain ability;
• critically evaluate and analyze findings of the topographic, soil surveys, and land characteristics; and
• Identify and delineate irrigation blocks and areas in terms of suitability for irrigated agriculture development.

To assist landowners, farmers, or agricultural professionals to take decisions regarding soil management practices, land development strategies, and crop production methods tailored to the specific agro-climatic conditions of the site to optimize productivity and sustainability over time, the following soil characteristics assessment will be conducted:

• Soil Texture: Analyze the soil texture, including the proportions of sand, silt, and clay, using methods such as soil particle size analysis or field tests like ribbon testing.
• Soil pH: Measure the soil pH level to determine its acidity or alkalinity, which can influence nutrient availability to plants.
• Nutrient Content: Conduct soil nutrient analysis to assess levels of essential nutrients such as nitrogen, phosphorus, potassium, and micronutrients.
• Organic Matter Content: Determine the percentage of organic matter in the soil, which affects soil fertility, water retention, and microbial activity.
• Drainage Characteristics: Evaluate soil drainage properties, including permeability and water-holding capacity, to assess the risk of waterlogging or drought stress.
• Land-Levelling/Grading Requirements:
  • Topographic Survey: Conduct a topographic survey to map the terrain and identify any slopes, depressions, or irregularities in the land surface.
  • Grading Plan: Develop a grading plan to address any elevation differences and ensure proper surface drainage to prevent water accumulation and soil erosion.
  • Land Shaping: Implement land-leveling techniques such as earthmoving, grading, and contouring to create a uniform and suitable surface for crop production.
• Potential for Indoor/Greenhouse Crop Production:
  • Climatic Analysis: Assess the local climatic conditions, including temperature, humidity, sunlight exposure, and precipitation patterns, to determine the feasibility of indoor or greenhouse crop production.
  • Controlled Environment Considerations: Evaluate the suitability of indoor or greenhouse environments for maintaining optimal growing conditions, including temperature control, humidity regulation, and ventilation.
  • Crop Selection: Identify crops that are well-suited to indoor or greenhouse cultivation based on their environmental requirements, growth characteristics, market demand, and economic viability.
  • Infrastructure Requirements: Determine the infrastructure needed for indoor or greenhouse crop production, including greenhouse structures, irrigation systems, lighting, and climate control systems.
  • Economic Feasibility Analysis: Conduct a cost-benefit analysis to assess the financial viability of indoor or greenhouse crop production, considering factors such as initial investment, operating expenses, crop yields, and market prices.

 

1. 1. 1. Evaluation of Crops, Cropping Patterns and Markets for the expansion  areas

The Consultants shall collect baseline information on the type of soils, topography, and land-use patterns; analyze water-use patterns (rain-fed crops, irrigated crops, drainage, surface, and groundwater extraction); examine existing field-crop production and soil management practices; establish and delineate major cropping pattern zones (considering types of irrigated crops grown, crop calendar and cropping intensity); propose schedules of crops for consideration; estimate expected yields and crop water requirements for alternative cropping programs, and examine the existing Agricultural Support Services. The assessment will cover:

• the production and performance of the existing crops based on the current cropping patterns;
• the potential of commercially oriented production systems based on the available markets in the surrounding shopping centers, other urban markets such as Kigali, and the neighboring countries in the region;
• the most profitable value chains that can be developed or upscaled in the proposed irrigation schemes;
• availability of competent service providers for technical advisory services, agro-input dealers, financial services (savings and credit/loans), agro-processors, traders/aggregators, and warehousing among others which will be needed for extension support to the project’s producer organizations;
• the margins of the top five commodity value chains;
• potential market for the top five commodity value chains in terms of volumes and monetary value;
• determination as to whether irrigation should be supplemental or major irrigation (for all crops or a combination of selected crops);
• the ownership structure of farms including consulting the potential irrigation farmers;
• constraints on farm productivity;
• the market potential of the possible crops within and around the project areas;
• the potential for increased competitiveness of its products including an analysis of the comparative advantage of the project areas;
• availability of and accessibility to input supplies, storage, technology, finance, input markets, transport and distribution networks;
• option for farm mechanization, product storage, handling and transportation,
• availability of output market (incl. potential for grower/out-grower linkages) and
• Value chain and Climate Smart agriculture.

The Consultant will also analyze the gender division of labor in irrigated agricultural production for each socio-economic group, and identify the needs of both women and men related to proposed agricultural activities. Based on the analysis, the Consultant shall formulate the cropping and irrigated agriculture development plans for the proposed schemes including the potential distribution of land areas between the small-scale individual farms and large-scale commercial farms. Also, identify suitable and appropriate cropping patterns for each type, estimate farm-level crop production volumes, input and production costs, farm budget as well as gross and net returns, and generate incremental benefit estimations for use in the feasibility level economic and financial analyses.

1. 1. 1. Hydrology

The Consultant shall carry out the following tasks for the existing dams:

1. undertake hydrological analyses such as rainfall-runoff modeling to estimate reservoir yield, flood routing and attenuations, reservoir loss analysis, and water balance;
2. determine the flow duration curves to facilitate the design of hydraulic structures;
3. adopt appropriate hydrological modeling techniques to derive the required design flows and other hydrological information from the nearest available gauging stations, and rainfall records, where sufficient hydro-meteorological data are not available;
4. assess the spatial and seasonal fluctuations of climatic variables on the hydrological characteristics of the site; 
5. assess the effects of the proposed storage on existing and future uses;
6. undertake flood routing through the downstream channel to enable evaluation of effects in the event of excessive spills or dam break (hydrological dam safety considerations),considering rainfall recurrent interval of 5, 10, 25, 50, 100, 200 years recurrent intervals;
7. determine the available water for each existing dam;
8. carry out bathymetric and topographical survey of each existing dam to determine reservoir capacity curves and catchment sediment yield;
9. carry out sediment studies to determine the required dead storage of each existing dam;
10. determine gross water requirements for the existing scheme and for the expanded scheme considering various cropping patterns , water management improvements, and climate variability with 20% of average effective rainfall failure.
11. conduct reservoir simulations to determine the required height to raise each dam to meet the demands for existing and expanded schemes with at least 90% reliability.  Because the potential area for pumping is large, a maximized raising of the dams should be considered.
12. Options for raising the existing dams should include at least the following:

1. Ntende Dam:  options for raising the dam may include the cost of also raising a section of the main paved road
2. Gacaca dam:  Consider the diversion of runoff from the Karambi-1 catchment to the dam.
3. Considering adding emergency spillways;
4. To raise the dam considering irrigation demand in the existing and potential command area located on the upper side of the irrigation canal and expanding the command area downstream of Rwagitima and Munini Dam,
5. Considering the raising the Macadam Highway around 400m of sag closer to Ntende Dam to maximize the runoff harvesting,
6. To consider raising Ntende dam to a height that does not endanger the road based water catchment runoff yield and irrigation water demand in command area.
7. Investigate the option of constructing a feeder canal to divert runoff from the Karambi dam catchment to the Gacaca dam.

1. Establish stream gauging stations according to guidelines and approval from the Rwanda Water Board at appropriate locations in the watershed where data can be collected to support the design and continue after project implementation.

If the above analyses for raising the existing dams show that even more water is needed, follow the same steps to determine which of the proposed dams can supply the required water at the lowest cost.

1. 1. 1. Geological and geotechnical investigation

Geological investigations for raising the existing dams will be conducted with a combination of geophysical explorations and test pits at reasonable intervals (minimum number of test pit:1 per 400Sq meter with two times height of the designed embankment) to determine:

1. The characteristics of the foundation soils and rocks downstream of the existing embankment that will be the foundation for raising the embankment in case the raising height exceeds 0.5m ;
2. other geologic conditions such as faults that may influence design, construction, and long-term operation; and
3. The sources of construction material.

Field Investigations will include but not be limited to:

• exploratory trial pits for soil sampling and testing for engineering properties relevant to project design;
• foundation investigation of embankment extension axis including the new spillway (includes carrying out geophysical tests as needed, at selected intervals to obtain data on stratification and groundwater) around energy dissipation areas, intake area, and construction materials borrow areas;
• assessment of uncertainties arising from the interpretation of geophysical results and their possible impacts on costs and site viability;
• preparation of geological profiles for the dam foundation on the side to be raised, inducing the potential permeability and stability;
• geo-reference possible sources of construction materials, and carry out tests to assess their engineering properties; and
• analysis of the tectonic/ seismic intensity of the area and recommend safety design measures (against sliding of dam slopes, settlements, sliding of abutments, liquefaction of foundations, cracking of dam body, loss of filter zones). Additional trial pits may be required to develop geologic correlations and to determine the type of dams suitable for the site.
• seismicity and earthquake intensity of the project area; and the sources of construction material.
• Carry out regional structural, geological and geomorphologic maps for the project at a scale of 1:25,000.
• Produce surface geological and engineering geological mapping at main project structure areas with relatively larger scales of up to 1:5000 when appropriate topographic base maps are made available with the topographic surveying program of the project.
• Advise the client on the appropriate machinery for excavation (preferably excavator or a drilling rig) and also assist in the preparation of technical specification required for procurement purposes.
• Determine the litho-stratigraphic succession and analyzing the geology and geological structures of the dams area and evaluating their effects.
•  Undertake the appropriate number of exploratory test pits using excavators/drilling rigs to characterize the subsurface geological and structural conditions at the dam sites and undertake in situ testing. The number and depth of test pits shall be determined based on the field visits and recommendations given by the dam engineer.
• Test pit excavation at the reservoir inundation area for determining the volume of overburden and existing reservoir natural blanketing material.
• Test pit excavations at engineering sites and borrow areas for construction material site identification and delineation to determine the types, quantity, and quality of local construction materials (sand, aggregate, stone and rockfill) at proximity to the structure sites; show also available access road routes on the location map.
• Collecting representative soil and rock samples from trial test pits and quarry sites required for physical and engineering properties determinations, bearing capacities of foundations, slope stability analysis, permeability estimation, piping through foundations and retaining structures.
• Laboratory testing of representative soil and rock samples of foundation and construction materials and determination of engineering properties as per international standards.
• Construction material appraisal and suitability evaluation.
• In consultation with the dam engineer, prepare detail designs of the excavations, filling, compaction, lining, and finishing required ensuring that the dams can retain water with minimum infiltration and indicate a recommendation of geotechnical design parameters.
• Once the firm foundation is not found within determined depth, a deep Boring, Generally, 1.5 times the width of the loaded area will be considered

Geological investigations for the proposed dam sites will be conducted with a combination of geophysical explorations and test pits at reasonable intervals to determine:

1. the general geologic and tectonic setting of the site area by analysis of the lithology, stratigraphy, structural geology, and tectonic history; 
2. the geologic conditions related to the selection of the dam site like rock type, overburden, fractures, and bedding which have a strong influence on the need for foundation treatment and costs;
3. the characteristics of the foundation soils and rocks;
4. other geologic conditions such as faults that may influence design, construction, and long-term operation;

The Consultant shall identify and geo-reference crucial soil and rock features and establish the engineering properties of rocks and soils, surficial deposits, and tectonic-structural patterns. The extent, depth, and type of exploration will depend on the complexity of the geology and the size and type of dam as conceptualized by the Consultant.  Field investigations shall be the same as those listed above for existing dams.

The final output of this task will be a detailed report on the project geology/geotechnical aspects, with engineering properties for further use in the hydraulic and structural design of the dam.

1. 1. 1. Sediment Analysis 

Given the existing concerns of land degradation and erosion within the project areas, the Consultant will assess the sediment regime and total sediment transport of the river system in the project areas. This will include the determination of the sediment (suspended and bedload) yield. Additional sediment data shall be collected during the consultancy, forecasting of dead storage volume and the future rate of reduction of the live storage and reservoir trap efficiency, which will require limited sediment sampling to the extent possible.

Other than design against storage depletion, this analysis should also aid the subsequent design against increased loads on the dam, abrasion of outlet structures, and blockage of outlets which could cause interruption of water uses and reduce the ability of the dam to pass floods safely. It will also help to determine dead storage and sediment flushing outlet levels. 

Sediment load estimates should include projections of changes in upstream sediment release, based on upstream development plans.

The sediment analysis should include the determination of historic sediment yields of the catchments to the existing reservoirs based on a comparison of the topographic surveys of the reservoirs before the dams were constructed to the bathymetric surveys conducted for this study.

1. 1. 1. New Dam Sites:

For the location of 6 potential dam sites that should be investigated to determine their viability for increasing storage for irrigation, meeting the demands of the current scheme, and supporting expansion of the scheme, refer to the map below. 

The consulting firm shall carry out a cost analysis and recommend to the client the most economical among the options analysed.

1. 1. 1. Command area improvements

For the existing command area investigate the following:

1. Investigate the causes of flooding of the existing rice particularly in this area but also throughout the scheme and consider the following:
   1. Determine the reduced flooding that will be a result of the raised dams.
   2. Improve drainage by deepening and widening drainage canals.
   3. Constructing dikes along the drainage canals to contain the floods.
   4. Improve drainage at Munini Valley Dam located 1 km downstream of the scheme, which causes flooding of the lower end of the scheme by considering removal of the dam and provision of water supply for fish ponds and any other existing water demands.
   5. Improve conveyance efficiency, cropping density targeting to maximum water productivity with viable financial and economic analysis
2. The farmers themselves have informally developed the lower 400ha area of Gacaca.  The Consultant should prepare a design for irrigating this area by use of diversion weirs on the main drain, which feed periphery canals on both sides of the valley floor.
3. Depending on the availability of water resulting from all the above improvements, consider expansion of the scheme for the 26 ha upstream and 24 ha downstream of Munini dam, and 15 ha at Karambi-1, and irrigation by pumping from main canal the area located above the canal,
4. For efficient water management consider the feasibility of using regulating reservoirs on the main irrigation canals.

 

For the expansion command area the objective is to identify/verify, evaluate, and physically delineate the areas that can be potentially developed for irrigated agriculture and be added to existing irrigated areas to be improved with proper irrigation and drainage. The area that can potentially be irrigated depends primarily on the ability to control floods but also on the availability and suitability of soil/land and water, combined with the irrigation water requirements, and crops and cropping patterns that are feasible. 

 

 

 

The Consultant shall first evaluate and fully understand the problems of the existing rice irrigation scheme (flood in one season with the destruction of hydraulic structure and water shortage in another season), and prepare a report on recommended improvements for the scheme with particular attention to the lowest around 475 ha which suffers prolonged flooding.

One of the irrigation methods to be considered especially in the most wet/flat areas is surface and subsurface irrigation by controlling the water level in the drains to maintain a groundwater level at the recommended depth of the crop root zone. 

This task will thus include:

1. evaluation of the existing rice scheme;
2. evaluation of flood control options;
3. evaluation of potential crops and cropping patterns (with and without rice);
4. assessment of land suitability for irrigation;
5. evaluation of irrigation water requirements; and
6. assessment of water resources availability and options for developing water resources in the locality to meet the irrigation demand.
   1. 1. Propose Farm Models

Propose preliminary farm models with options for the type of operation (i.e. from smallholder farmer plus family labor to emergent commercial farmer with hired labor and large-scale mechanized commercial farmer), considering private and government-owned land, options and need for relocation of farmers, options for O&M service providers, options for external investors, etc.

1. 1. 1. Determination of Irrigation Water Requirement

This task aims to evaluate irrigation water demand under the most optimal scenario (supplementary and/or major irrigation) for the basic design parameters generated by the tasks above. The Consultant shall:

• collect all the existing available agro-meteorological data for the project areas required for the estimation of crop and irrigation water requirements of the scheme;
• verify the reliability and accuracy of data, and make corrections as necessary before use, quality analysis of collected data and gap filling of missing data using appropriate standard approaches and techniques is necessary;
• carry out “Agro-climatological assessment” where the Consultant shall review available climatic data and make estimates of farm and project level irrigation requirements at 20% and 10% failure for viable crops, cropping patterns and crop rotations and irrigation technologies to be adopted, using all available agro-meteorological data for the project area;
• deduce the peak irrigation water demand at each scenario 10% and 20% failure, supported by analysis of different cropping patterns in the respective project areas for the purposes of fixing conveyance canal/pipe design; and
• Deduce irrigation water requirements for each scenario at salient intervals for deciding the cropping pattern in order to compare with water availability.
  1. 1. Topography

For the areas that need levelling and drainage improvements, or surface irrigation development, the Consultant shall prepare:

1. Ground survey-based topographic maps of the flood control/irrigation areas to be studied, with an appropriate scale and point density (to be approved by the Client) to accurately generate no greater than 0.25m contour intervals;
2. Use these maps to evaluate the topographic features which would influence the design and layout of the flood control and irrigation alternatives and locations of major hydraulic structures including main irrigation canals/pipelines and drainage systems.
3. The polygonal outlines (principal and secondary) will be materialized by concrete boundary markers. Surveying will be conducted on about 2600 ha, by a topographic surveyor with a total station with automatic recording system and design topographical software.

For the hillside expansion areas and the existing reservoir areas, the Consultant shall prepare ground survey-based topographic maps of the irrigation expansion areas on hillsides, with an appropriate scale and point density (to be approved by the Client) to accurately generate no greater than 1m contour intervals.

1. 1. 1. New Command Area Development

The scope for command area development will include the following:

1. analysis of flood protection, land reclamation, leveling, and drainage works required to ensure sustained economic operation of the command areas;
2. determination of access road requirement both to and within the area; and
3. Preparation of general layout plans showing the location and principal features of main works required for the most suitable irrigation supply and drainage system alternatives using the appropriate scale and contour interval.

The Consultant shall examine the reliability of the water supply, considering the various existing and future water uses, and identify appropriate water conveyance systems for different sections of the irrigation system to supply water to all parts of the land to be developed and recommend appropriate irrigation methods best suited for the command area. To adapt against potential adverse impacts of climate change and improve water management and use efficiency, the Consultant is expected to introduce such recent innovative water distribution options as using pipes for secondary and tertiary canals which allow for flow measurement, and regulating reservoirs which provide improved control of the main canal and reduce end spillage.

Moreover, the Consultant shall locate suitable irrigation water diversion structures in the command area and investigate pumping, storage, or diversion requirements and reservoir operations required for irrigation with due consideration of floods and siltation in the command area.

1. 1. 1. 1. Irrigation System Engineering Design

The Consultant will prepare preliminary designs for major structural and hydraulic elements of the proposed irrigation system, including, the water conveyance system, on-farm water distribution system, drainage canals system, flood protection and control considering both structural, hydraulic safety, basin irrigation design in valley bottom for rice, furrow with hose on hillside and pressurized irrigation like sprinkler, micro-spray, drip and raingun with pressure booster system where applicable on hillside, etc.

The Consultant shall take into consideration intensive labor engagement and the use of local construction capability in case labor is available and local materials during the design as necessary. The Consultant shall prepare the layouts and drawings of the different project components using AutoCAD software. The Consultant shall also prepare a schedule of quantities in line with the latest Civil Engineering Standard Methods of Measurement (CESMM), for use in preliminary cost estimates and the economic and financial analysis.

1. 1. 1. 1. Determination and design of other infrastructures of multipurpose uses

The Consultant shall assess the demand and the development potential and prepare preliminary studies to introduce such multipurpose infrastructures as domestic water supply systems, hydropower plants (incl. associated hydro-mechanical appurtenances), livestock water supply, and fish farming as an integral part of each scheme as appropriate.  Specialized studies and detailed analyses shall be carried out for each aspect of the multipurpose schemes.

1. 1. 1. 1. Flood Control/Storage Dams Preliminary Design

Based on the need for flood control, water demand for irrigation, and multipurpose requirements, and resource availability, the Consultant will prepare preliminary designs of proposed dams including the following:

Accessibility and construction logistics are crucial considerations when planning a dam site. Here's a breakdown of key factors:

1. dam site accessibility and construction logistics

This task aims to establish the following:

Site Selection: Choose a location with suitable geological conditions, such as stable bedrock, to support the dam structure. Accessibility to water sources and proximity to areas requiring water management are also important.

Transportation Infrastructure: Assess the existing transportation infrastructure, including roads, railways, and waterways, to ensure materials and equipment can be transported to the site efficiently. If necessary, upgrade or construct access roads to accommodate heavy machinery and construction traffic.

Environmental Impact: Evaluate the environmental impact of construction activities on the surrounding ecosystem, including wildlife habitats and water quality. Implement mitigation measures to minimize disruption and adhere to environmental regulations.

Power Supply: Ensure access to a reliable power supply for construction activities, such as electricity for machinery and lighting. Temporary power sources will be established when no power line is nearby.

Water Management: Develop a comprehensive water management plan to control water flow during construction and prevent flooding or erosion. This will involve diversion channels, cofferdams, or temporary storage reservoirs.

Workforce Accommodation: Provide adequate accommodation facilities for construction workers near the dam site to minimize commuting time and facilitate round-the-clock construction operations.

Material Sourcing: Identify nearby sources of construction materials, such as aggregates, cement, and steel, to reduce transportation costs and environmental impact.

Safety Considerations: Prioritize safety throughout the construction process by implementing proper safety protocols, providing training to workers, and conducting regular inspections of equipment and structures.

Communication Infrastructure: Establish reliable communication systems, including mobile networks and radios, to facilitate coordination among project stakeholders and emergency response teams.

Logistics Planning: Develop a detailed logistics plan that addresses procurement, storage, and distribution of materials, as well as scheduling of construction activities to optimize productivity and minimize delays.

1. Topographical Surveys

This task aims to establish the following:

• configuration of the dam site and reservoir area,
• accessibility to the dam site,
• accessibility to construction material sources, as a means towards confirmation of dam type and appurtenant structures selection, and
• influence on type, layout, and downstream inundation in the selection of the spillway.

The Consultant will carry out topographical surveys with appropriate contour intervals for use in planning and capturing specific site features such as the proposed dam axis, spillway area, energy dissipation area, reservoir extent, surface area-volume-depth relationship, river channel profiles, and location of proposed intake for irrigation, water supply, livestock, and fish farming as appropriate. The survey will also capture site features such as existing infrastructure within the vicinity of the proposed dams and reservoir areas (roads, buildings, bridges, power lines, etc.), trees and vegetation, rock outcrops, etc.

Prospective borrow areas for construction materials and aggregates shall be shown at a scale of 1:2,000 on high-resolution orthophoto-based maps. The Consultant shall survey cross-sections of the rivers and their flood plains with the project areas at intervals and locations deemed relevant for incorporation in the mathematical hydraulic models of the rivers for purposes of routing floods in the event of extreme spillway releases. A topographic survey of the reservoir area extent shall be done to an appropriate scale with contour intervals of no less than 1m up to an elevation of maximum water level + 10m.  Dam design plan and cross-section drawings shall be prepared at a scale of 1:100 indicating the pertinent features to the head works.

1. Preliminary Engineering Design for the dam and appurtenant structures

The Consultant shall:

1. carry out structural and hydraulic designs of the various dam components including foundations side to be raised and abutments, dam structure, spillways, energy dissipating works, retaining walls, seepage control and internal drainage systems, river diversion works, intake, bottom outlet and gates, outlet works, terminal works; electro-mechanical system and components, dam instrumentation considering both structural and hydraulic safety;
2. prepare the layouts and drawings of the different project components using AutoCAD software;
3. propose dam safety monitoring and management systems; and
4. prepare a schedule of quantities in line with Civil Engineering Standard Methods of Measurement CESMM), for use in preliminary cost estimates and the economic and financial analysis; and

The consultant will prepare the ToR for recruitment of a consulting firm to carry out the feasibility and detail design studies for the new dams once it is determined that the raising of the existing dams cannot meet the irrigation water requirements, and a suitable site for dam construction is found.

1. 1. 1. Preparations of draft detail design for raising existing dams

The draft detail designs include assessment of the dam location, dam catchment areas, the nature of soils/rocks and coverage, the runoff (mean and in exceptionally dry years), the storage capacity of the dam after raising and the relative water availability in the year round (mean and exceptionally dry), type of dam, type of soil under the dam and excavation/foundation depths at side to be raised, expected dam’s siltation and life cycle, draft detail designs of dam embankment, spillway, etc.

Note that the preliminary investigations shall include geotechnical investigation through drilling/digging to investigate type of soil/rock under the dam the side to be raised.

The design for raising the dam will include instrumentation for monitoring and surveillance.

It is also recommended that the Expert conduct testing quality of any surface water available in the area for a period to be recommended by the Expert to be sure of the quality.

1. 1. 1. Formulation of Upstream Sustainable Land Management Actions

The task objective is to take stock of the baseline condition of the watersheds in the project areas and identify major erosion hotspot areas and interventions required to improve, protect, and maintain the watershed healthily and sustainably.  This will in turn address sedimentation risks related to future depletion of storage.

The Consultant should:

1. Identify/review watershed degradation hotspots in the catchments upstream; 
2. identify current interventions being applied to combat catchment degradation, funding sources, and the organizations involved;
3. using soils, climate, and topographic characteristics to delineate priority areas for rehabilitation and management using satellite imagery, GIS, or other techniques in the watersheds;
4. undertake a quick assessment of the current status of the watersheds based on an appropriate sample sub-catchment;
5. consult the people living in the sample sub-catchment to understand their level of dependence on the resources of the watersheds;
6. propose suitable soil, water, and sustainable land conservation measures required to enhance the integrity and productive capacity of the watersheds; and
7. undertake preliminary designs of measures for proposed upstream watershed improvement works to reduce erosion and sediment entry into the reservoir, which would consequently improve water yields. This information will be used to estimate the associated impacts on the watershed and for financial and economic analyses.

 

The Consultant firm will study in detail the water catchment (upstream of each existing dam), the command area catchment, and the command area, identify all critical interventions required (short-term, medium, and long-term), and propose an integrated and comprehensive land husbandry plan for sustainability of the project. For planning and implementation of different land husbandry options to be proposed by the Consultant, a detail design with drawings where required should be prepared, the entire watershed shall be partitioned into 5 major categories, namely, water catchment, reservoir silt-trap zone, command area catchment, and command area.  

GIS Analysis and Mapping

As part of the land husbandry study, the following maps shall be prepared:

1. Location Map:  showing all important features of the site including the 5 site category areas, streams, roads, sector boundaries, etc., shall be created using the 1:50,000 scale topographic map and satellite imagery as the base for two separate maps.
2. Land-husbandry Unit Map: showing different slope categories (<6%, 16%, 30%, 40%, 60%, 80%, and >80%) to be generated from DEM, and soil depth (<=50cm and >50cm) from the soil survey for the entire site.
3. Land Use/Land Cover Map: Geo-process the detailed land use/land cover from field data, 1:50,000 soil maps and satellite images for the entire site.
4. Silt Trap Zone Map:  The silt trap zone map should clearly show the following three zones around the perimeter of the existing reservoirs: Tree-zone (outer most layer), Shrub-zone (between tree-zone and grass cover) and Grass-cover (between reservoir and shrub-zone).
5. Soil Map:  Create with results of soil survey and from the 1:50,000 scale soil map of the area.
6. Catchment management map:  Elaborate from the results of the above analyses, the catchment management plan, using maps that show the location of each proposed land husbandry activity (terraces, ditches, gullies control, forests, infiltration pits, runoff harvesting ponds, etc),
7. List the interventions required based on their urgency (short, medium, long long-term intervention etc);
8. Elaboration of BoQ:  Based on the interventions required (short, medium, and long term) prepare typical designs with detailed drawings, and elaborate the related detailed bills of quantity based on a unit price survey.  The report of unit price survey will be attached on the report of land husbandry analysis;

The Consultant firm shall review existing land-husbandry technologies being used by the Project and shall propose improvements for each slope/soil depth category suitable for each site to reduce soil erosion and safely convey runoff to streams and waterways, increase rain-fed crop production, and protect infrastructure.  Typical design drawings shall be developed for each technology.

The consultant shall analyze the use of the catchment area and propose a management plan considering the role of all stakeholders that intervene in the command area. The proposed management plan shall be elaborated considering but not limited to the following activities:

1. Mining activities, mine treatment and site reconditioning;
2. Agricultural activities and erosion control measures;
3. Location of settlement, collection, conveyance, storage, and reuse of roof water harvesting from the settlement.
4. Sand and silt trap zone before the runoff enters into the dam;

After analysis, the consulting firm shall propose the rules and regulations that should strengthen the best practices of catchment management once abided to.

1. 1. 1. Environmental and Social Considerations - Strategic Environmental and Social Assessment.

The Consultant will analyze the environmental and social aspects including land acquisition and resettlement sensitivities in each project area and, through the consideration of alternate project designs, develop project proposals that avoid or minimize potential adverse environmental impacts. Specifically, the Consultant should:

1. assess environmental and social impacts that could make the project non-feasible or financeable, or result in costs likely to exceed the intended benefits when mitigation is taken into account;
2. estimate the extent of resettlement and land and asset acquisition that would be associated with the project, and develop a preliminary concept of a development program for the area; and
3. examine design alternatives such as changes in dam location, alignment, height, reservoir size, access road alignment, material sources (borrow areas), etc., and make a comparison of such alternatives, in technical, economic, social, and environmental terms, so that the best recommendations are passed on to the team members working on the engineering aspects for incorporation in the project designs.

The assessments will be guided by the national environment including land acquisition and resettlement-related legislation as well as World Bank safeguards.

The depth of the assessment will be sufficient to adequately inform the development of alternate project designs and the selection and justification of the preferred alternatives. Project alternatives that substantially convert or degrade important natural habitats should not be considered unless they include equivalent habitat restoration and maintenance within the project area or elsewhere.

A separate procurement for detailed Environmental and Social Assessment is being undertaken by the Client. The Consultant will coordinate his work with the Environmental and Social Assessment carried out under this separate consultancy and have feedback and incorporate the findings and recommendations of that study in this report.

Design features to avoid adverse impacts, minimize land acquisition and involuntary resettlement, or enhance environmental/natural resource services are to be clearly noted in the description of preferred project alternatives, with suitable maps. Acceptability of the final project design will depend not only on its technical and financial feasibility but also on its environmental and social suitability.

1. 1. 1. Preparation of Preliminary overall Cost Estimates and Benefits

The Consultant shall identify and value the costs and benefits that will arise with the proposed project for purposes of comparison with the situation as it would be without the project and determining the incremental net benefit arising from the project investment. This will involve preparation of financial cost estimates for the various project options and components with expenditure schedules for capital costs, replacement costs, O&M, management costs, etc. for all activities and services. A summary of the financial and economic cost estimates shall be provided in a tabular form and appropriately classified and discussed. All cost estimates must show the foreign and local currency requirements; taxes and subsidies shall be identified and their implications analyzed; physical and price contingency allowances should be quantified appropriately for each component/activity of the projects.

The Consultant should prepare estimates of project benefits, which should include: direct/indirect benefits, tangible benefits (arising either from an increased value of production or from reduced costs), intangible benefits (such as new job opportunities, improved access to domestic water supply and power generation as appropriate through availability of storage etc.). The Consultant will also estimate secondary benefits created or costs incurred outside the project (using shadow pricing techniques/non market valuation), so that they can be attributed to the project investment, in the economic analysis. Residual values must be calculated. Specifically for the storage reservoir, the Consultant will identify multipurpose benefits deriving from upstream storage. They will propose a number of scenarios that differ in terms of the use of the stored water (irrigation, flood management, municipal and livestock water supply, etc.) and that maximize the returns on investment in storage. Scenarios should include sensitivity tests involving climate change scenarios.

1. 1. 1. Economic and Financial Analysis

The Consultant shall:

1. compile and tabulate estimated incremental direct agro-economic financial benefit streams, prepared using constant prices (or suitably applied price projections if warranted) and appropriate assumptions; estimate likely build-up of agricultural production volumes and other benefits over the years following the initial investments and likely future production trends in a without-project situation
2. Undertake project economic and financial analysis using standard techniques for irrigated agriculture as well as other identified uses. This should include the determination of the financial and economic viability of the project, by carrying out analyses to determine the net present value (NPV), cost-benefit analysis (CBA; B/C ratio), Net benefit – investment ratio (N/K), and financial and economic internal rates of return (FIRR, EIRR), including different discount rates.
3. Perform sensitivity analysis on important parameters (including calculation of switching values) to check their impact on the financial and economic viability. The Consultant should clearly list what assumptions are made and which key developments are needed to reach FIRR and EIRR.

The key information for the project shall be presented in tabular format together with key environmental and social information. The Consultant should also provide documented analysis in Excel spreadsheets and based on this analysis make final recommendations on the way forward.

The Consultant will prepare the feasibility study and preliminary design reports for the scheme, which shall document the studies and investigations carried out, findings and information. The reports shall contain firm statements on the technical, economic/financial and environmental and social sustainability, and recommendations on project suitability and outlook, if necessary through a multi-criteria analysis. The reports shall include concise executive summaries to make the report more accessible to the public. The results of the investigations shall be compiled and appended either to the report or in a separate volume of the feasibility studies. This volume will aim at evidencing that the amount of investigation carried out brings a sufficient understanding of the site conditions to finalize the project layout and cost estimate with an acceptable level of contingencies at feasibility level. The reports will form a decision point on whether to advance the studies, in case viable options have been identified, or terminate the studies in case all options are non-feasible. In the former, the Consultant in consultation with the Client and stakeholders shall agree on the best design alternatives/layouts, for which detail designs shall subsequently be prepared.

1. 1. Format of Interim Report

1. Introduction:

Brief overview of the project.

Purpose of the interim report.

Outline of the report structure.

2. Project Objectives:

Clearly stated objectives of the design project.

Alignment with broader project goals and stakeholders' requirements.

3. Methodology:

Description of the approach taken in designing the irrigation and drainage systems.

Explanation of any tools, software, or models used for analysis and design.

4. Site Analysis:

Detailed analysis of the site including socio-economic, hydrology, topography, soil types and agronomy, climate data, water sources, financial and economic study and other relevant factors.

Identification of constraints and opportunities for the design. Rank 3 design alternatives recommended at inception phase and recommend the best one to undergo the final detail design

5. Irrigation System Design:

Design considerations for the irrigation system including water requirements, crop types, and distribution methods.

Layout and specifications of irrigation infrastructure such as pipes, pumps, valves, and sprinklers.

6. Drainage System Design:

Design of drainage system to manage excess water, prevent waterlogging, and soil erosion.

Components of drainage system including channels, drains, and outlets.

7. Cost Estimates:

Estimation of costs associated with the design, installation, and maintenance of irrigation and drainage systems.

Breakdown of costs for materials, labor, equipment, and other expenses.

 

8. Progress Summary:

Overview of progress made in the design process.

Milestones achieved and remaining tasks.

9. Challenges and Mitigation Strategies:

Identification of challenges encountered during the design process.

Strategies implemented or proposed to address these challenges.

10. Conclusion:

Summary of key findings and outcomes of the interim design report.

Next steps in the design process.

11. References:

List of sources referenced in the report including technical documents, research papers, and relevant literature.

12. Appendices:

Additional supplementary information such as maps, calculations, data tables, and technical drawings.

1. 1. Tasks to be executed for the Detail Design

The objective of this phase is to prepare the detail design for the selected alternatives presented in the Interim Study including a draft and final detail design report, design drawings, bill of quantities, unit price market survey, tender documents, technical specifications, and terms of references for hiring both a contractor and a supervisor.  If adding a new dam is one of the selected alternatives, the dam will not be part of the detail design but the command area improvements will be designed considering the future requirements for when the dam is constructed.

1. 1. 1. Climate change adaptation measures

Integrating climate change adaptation measures into irrigation detail designs for hydraulic structures and drainage systems is essential for ensuring the resilience, efficiency, and sustainability of agricultural water management in the face of changing climatic conditions. This proactive approach can help mitigate risks, safeguard agricultural productivity, and promote sustainable development in the long run.

The design of all hydraulic structures and drainage system will consider the climate change adaptation measures

Hydraulic structures such as dams, canals, and reservoirs need to be designed to withstand these extreme weather events to ensure efficient water management and prevent flooding or water scarcity.

Designing efficient hydraulic structures and drainage systems can help minimize water loss and optimize water distribution, ensuring agricultural productivity even in hotter climates.

Hydraulic structures and drainage systems need to be resilient enough to withstand these events to prevent infrastructure damage and ensure continuous water supply for irrigation.

Climate change may also lead to shifts in crop suitability and planting seasons. Irrigation systems must be adaptable to accommodate these changes, allowing for flexibility in water management and crop selection to optimize agricultural productivity.

Healthy ecosystems play a crucial role in regulating water cycles and supporting sustainable agriculture. By incorporating climate change adaptation measures into irrigation designs, such as preserving natural wetlands or implementing green infrastructure, it is possible to enhance ecosystem resilience and ensure long-term water availability for irrigation purposes.

Incorporating climate change adaptation measures into irrigation designs helps protect long-term investments in agricultural infrastructure. By building resilience into hydraulic structures and drainage systems, the risks associated with climate-related impacts are minimized, ensuring the longevity and effectiveness of irrigation projects.

1. 1. 1. Resettlement Action Plan (RAP) and an Environmental and Social Management Plan (ESMP)

The consultant will carry out the assessments of the impacts on communities, strategies for minimizing negative impacts, and provisions for compensation, livelihood restoration, and assistance to affected communities.

They will focus on managing and mitigating the environmental and social impacts of the project by including the measures to minimize pollution, protect natural habitats, manage resources sustainably, and address social concerns such as community health, safety, and cultural heritage. They will design the monitoring and evaluation mechanisms to ensure compliance with environmental and social standards throughout the project lifecycle.

1. 1. 1. Topographic and field gradient/levelling survey

The Consultant will improve the topographical field survey of the interim phase for the selected alternative, and produce the following deliverables:

1. Generalities

General plans and profiles showing the infrastructure and alignment of the proposed catchment areas and the actual dam sites. (These shall be prepared in AutoCAD format as well as superimposed on Google Earth (KML file), Arc GIS readable format (shape file format). The plans view superimposed on Google Earth on top of the page the longitudinal profiles on the lower part of the page then the cross-section on a separate page, all shall show features such as rivers, streams, farms, valleys, marshy areas, gullies, rock (if visible), etc.), The plans and profiles shall be subdivided into a length of not more than 500 meters per sheet on A0 size drawings. All font sizes used shall be readable on A3 drawings.

All data on actual survey points shall be provided in soft copy in a format readable by AutoCAD, Civl3D, ArcGIS and other standard software design and surveying packages. All survey points shall have an x, y and z value tied to the local coordinate system.

 

1. Dams and Diversion weirs

The drawings are made by:

• Topographical layouts (on A0 format) at 1/500 scale;
• Detailed drawings and sections at 1/50, 1/100, and 1/200 scale as appropriate for the Dams and their appurtenant, weirs, and the crossing structures (bridges).
• diversion works, hydraulics structures networks, drainage structures, access roads, post-harvest facilities, and other different infrastructures of the schemes at 1:500 scale. Provide detailed layouts, plans, and maps which will be the basis for any leveling and grading works by the contractors.

1. Marshland and hillside irrigation

Drawings are made by topographical layouts and hydraulic structures drawings.

Topographical layouts (A0):  These layouts will include:

• Overall layout at 1/10,000 scale

• Topographical layouts (planimetry and altimetry) at the appropriate scale (1/2000 or when necessary 1/1,000) of perimeter (gross area) including the inevitable excesses in the Piedmont and hillside to be irrigated either by gravity or by pumping).

The surveying will follow a grid of 25m x 25m (addition to the particular points) and the contour lines will be plotted every 25cm for marshland and 50 cm for hillside of equidistance. The topographical surveys will include also:

• Names of places and localities (provinces, districts, sectors and cells);
• The general boundaries of perimeter;
• Roads and access roads, foot paths including those adjacent to the agricultural area;
• Layout of emissaries / collectors and ends of tributaries;
• Existing hydraulic structures and proposed new hydraulic structures materilized on ground by concrete pole (20x20cm of side and 50cm length engraved with site coordinates) showing coordinates of the area.
• Other major features: highlands and thalweg, slope failures, settlements, water courses, etc.

Implementation layouts (A0 format):

Implementation layouts will be developed on the basis of topographical layouts and all the basic data allowing, on one hand to accurately calculate the volume of land related to earthworks irrigation canals (primary and secondary), drainage channels and roads as well, and on other hand to determine the number of structures and estimate the size and the quantity. These include:

• Implementation layout at an appropriate scale showing the irrigation and drainage network, the roads network and the location of civil structures (chutes, intake, side weir, aqueduct, culverts, bridges, etc);
• Longitudinal sections of the main and secondary irrigation and drainage canals; the profile of canal will be materialised by wooden pegs spaced on 20m, its top coinciding with the bottom level of the canal
• Cross sessions of the main and secondary irrigation canals, river channel and other drainage channels;
• Cross section of the hydraulic structures: 1/25, 1/50 and 1/100 scales as appropriate.
  1. 1. Detail design of dam and related infrastructures

Prepare the detail design of the dam including but not limited to: Detailed topographic survey of the dam site by using a ‘Total Station’ surveying equipment, the Production of a detailed contour plan in electronic format with scale of 1:100, confirmation of embankment length and elevation, provide detailed geotechnical investigation of dams structures, soil investigation and borrow pit identification and suitability, design solution optimisation, production of required detailed technical designs and drawings with related excavation and backfill quantities by using computer aided design, prepare self-standing plans for dam raising construction supervision, quality assurance, instrumentation, operations and maintenance, and emergency preparedness, in order to meet the requirements of the World Bank safeguard policy on safety of dams.

1. 1. 1. Main intake structures and access roads

Prepare the detail designs of the key water-intake structures (weirs, pipes and canals…). Provide detail designs and drawings for different components including: intake structure from the dam; feeder canal diversion weir; main delivery pipes; flood protection and sedimentation control structures; and ancillary infrastructure such as electricity if necessary and access roads. Efforts should be made to design simple cost-effective structures and equipment that can easily be operated and maintained by the farmers.  Assessment should be made of the need for cost-effective canal lining where technically required.

1. 1. 1. Main canals, secondary canal/pipes and main delivery canal/pipes

Prepare detail designs for the main canals and related structures. The design should be prepared using (a) slope stability analysis for prevention of landslides along the canals; (b) hydraulic analyses including assessment of water losses at different reaches of the canal/pipes; and (c) suitable design parameters for the canals/pipes including side slopes, cross-sections, and freeboards, diameters, friction losses, protection drainage, crossing points etc. Assessment should be made of the need for cost-effective canal lining where technically required.

1. 1. 1. Secondary, tertiary canals and other control hydraulic structures

Review and refine the design capacity of the irrigation systems; prepare the design of secondary, tertiary, and other distribution control structures; conduct hydraulic and stability analysis of the individual structures to ensure proper distribution of water in the canal/pipe networks for better valorization of plots. Hydraulic and distribution structures are to be designed for their ability to transparently and accurately convey water to their respective command areas. Determine suitable locations and prepare detail designs for structures that may be required along the canal/pipe. Recommend the type of construction materials to be used for structures such as culverts, road crossings, outlets, bridges, inverted siphons, flumes, and drop structures. Use standard type of structures to facilitate future operation and maintenance.

It is to be noted that the consulting firm should identify the source and location with coordinates of materials to be used during construction with estimated quantities.

1. 1. 1. Drainage and flood control structures

Prepare the detail design of drainage and flood control networks. These will be mostly surface drainage and flood control structures. sub-surface drainage may be proposed and designed when deemed necessary. 

1. 1. 1. Post-harvest and office structures

Following the post-harvest and office structures need assessment conducted during interim stage, the Consultant will prepare the detail design of such structures that meet community/users needs (e.g., roads, power, water distribution networks and office buildings, post-harvest and handling facilities with basic utilities, etc.). 

1. 1. 1. Conduct stakeholder meeting/coordination workshop

To ensure stakeholder-wide appreciation and ownership of the assignment outputs and recommendations, the consultant is expected to organize a coordination workshop to present the draft designs to the client and stakeholders. During this workshop, the client will ensure all logistics of the participants

1. 1. 1. Preparations of final designs, unit price market survey, costed BOQs and technical specifications

Based on the comments provided on the draft detail designs and outcome of the stakeholder workshop, the consultant shall prepare detail designs of dams and command areas and related structures. These include preparations of detailed drawings, detailed unit price market survey, BOQs, technical specifications, cost estimates, and bidding documents.

1. 1. 1. Conduct stakeholder meeting/coordination workshop

After incorporating the comments in the final designs, the consultant are expected to organize a coordination workshop to present the final designs and outputs to client in technical workshop, during this workshop the client will ensure all related logistics.

1. 1. 1. Water and Irrigation infrastructures plans and drawings specifications

Revisit and refine the estimates of irrigation requirements for the selected irrigation technologies to be applied, taking into account of various irrigation efficiencies that are likely to be achieved, prepare detail design drawings including longitudinal plan, profiles, and cross-sections of the main and tertiary canals/secondary pipes and typical designs for their respective structures. Prepare design of three (3) representative tertiary blocks including tertiary canals and appropriate on-farm distribution systems.

1. 1. 1. Technical specifications

Prepare suitable technical specifications for the use of materials, workmanship, inspection schedules, plant, and equipment in the construction of irrigation infrastructures to allow the Client to prepare tender documents and select the contractors. Reference to brand names, catalog numbers or other details that limit any materials or items to a specific manufacturer is not allowed unless stated that is must be “equal or better”.

1. 1. 1. Cost estimates

Consultant shall prepare bills of quantities and project cost estimates based on unit price of materials obtained during the market survey for the final detail design report clearly indicating activities to be carried out by contractors.

1. 1. 1. Implementation schedules

For each scheme, the consultant shall prepare separate detailed implementation schedules for activities to be carried out by contractors.

1. 1. 1. Preparation of draft and final detail design reports

A draft of the detail design report will be circulated for consultation to the Client and other key stakeholders prior to moving on to the final detail design report.  The report shall include the following elements:

1. Detail design reports and drawings
2. Design report, covering all aspects of these terms of reference (Final Hydraulic, geotechnical, structural calculations, detailed drawings and tender documents)
3. Unit price and Bills of Quantities
4. Project cost estimates
5. Implementation schedules
6. Preparation of Manuals (Operation and maintenance, emergency preparedness and the works of raising the Dam)
7. Other supporting activities, services, calculations and their timing
   1. Detail design report format

Title Page:

Title of the report

Name of the organization or project

Date of submission

Name(s) of author(s) or team members

1.Table of Contents:

List of sections and subsections with page numbers

2.Executive Summary:

Brief overview of the project

Summary of key findings and recommendations

Highlights of the design approach and outcomes

3.Introduction:

Background information on the project

Objectives and scope of the design study

Purpose of the report

4.Methodology:

Description of the approach taken in the design study

Explanation of tools, techniques, and methodologies used

Justification for chosen methods

5.Requirements Analysis:

Detailed discussion of the requirements gathered for the project

Prioritization of requirements

Traceability matrix linking requirements to design elements

6.Design Considerations:

Factors influencing the design decisions

Constraints and limitations

Risk analysis and mitigation strategies

7.System Architecture:

High-level overview of the system architecture

Diagrams (e.g., block diagrams, flowcharts) illustrating the system components and their interactions

Description of subsystems and their functions

8.Detailed Design:

Detailed description of each subsystem/component

Technical specifications and design parameters

Design rationale and trade-offs considered

9.Implementation Plan:

Timeline for implementation

Resource requirements (e.g., personnel, materials, equipment)

Dependencies and milestones

10.Testing and Validation:

Plan for testing the designed system

Test scenarios and expected outcomes

Validation criteria and acceptance criteria

11.Cost Analysis:

Breakdown of costs associated with design, development, and implementation

Cost-benefit analysis

Consideration of budget constraints

12.Conclusion:

Summary of key findings

Reflection on the design process

Recommendations for future improvements or iterations

13.References:

List of sources cited in the report

Standards or guidelines referenced

14.Appendices:

Supplementary information such as detailed calculations, additional diagrams, or supporting data

 

1. SCHEDULE OF REPORTS AND DELIVERABLES

1. 1.  Introduction

While conducting this assignment, the consultant will provide the client with short periodic progress updates. However, the client may request the consultant at any time to present any desired clarification about the progress of the assignment when it is determined to be necessary.

The Consultant will produce a series of reports in English during the assignment.  All the reports will be prepared in Word format with tables and graphs prepared in Excel format as well as Maps and design drawings in shapefile and CAD formats. All reports to be of internationally accepted standards. All the raw data (calculation notes) collected will be submitted to Client.  The reports will make full use of diagrams, Gantt Charts, photos, tables etc to make the reports accessible to a wide readership, also whose first language might not be English. The report will be submitted to SPIU-CDAT/RAB in printed copies, along with an electronic copy for evaluation and approval.

The Consultant shall arrange and make PowerPoint presentations, of the reports, maps and drawings, to the Client and other key stakeholders at workshops no more than 2 weeks after each submission.

1. METHODOLOGY AND STANDARDS

The Consultant will be expected to employ the most effective methodology and standards to achieve results with optimal national stakeholder involvement. In addition the Consultant will be expected to:

1. collect most data from review and analysis of existing secondary sources of information such as District development plans, irrigation master plan, assessment reports, feasibility study reports, final design reports and various other regional and relevant global publications;
2. prepare clear, concise and focused reports; and
3. ensure reports are delivered in time as per the agreement.

International Standards shall be used for the studies, and their application shall be appropriately referenced. ICOLD dam design criteria shall be used to guide the definition of design floods, earthquakes, sediment management etc.

1. DELIVERABLES AND PERIOD OF PERFORMANCE

The Consultant will produce the following reports and make presentations of the same to the Client:

Report	Description	No of Copies
Inception Report (1months)	Contains the updated work plan, state of mobilization, refined work methodology and understanding of assignment, specify submission dates for each of the required technical reports in draft form, issues identified for Client’s attention, proposed content and structure of the various reports. The proposed project schedule shall be broken down by tasks and sub-tasks and presented in Gantt chart form. A presentation shall be made by the Consultant 2 weeks after commencement to review and approve the report.	5 hard 1 soft
Interim  Report (3 Months)	The report will contain progress made, including details of the project area, links with existing institutions, lessons from similar projects, an assessment of constraints and opportunities, preliminary results from field investigations and surveys, preliminary findings of the various water demand assessments, and clear approach that will be taken to analyse and compare the different alternatives. The report will be complete including all information required by this TOR with only minor changes expected for the final submittal.  The report will contain a detailed executive summary, a complete technical description of each alternative analysed, including justification, technical and financial analysis, computation, drawings, figures and maps as well as detailed reports on all subjects treated in the scope of the study. A presentation shall be made by the Consultant 4 months after commencement to review and approve the report.	5 hard 1 soft
Final interim Report   (1 Month)	Comments received after the presentation of the draft interim report will be addressed and the final report submitted 5 month after commencement.  A final presentation is not expected unless there are significant changes made.	5 hard 1 soft
Draft detail design report technical specification and unit price market surveying (2 months)	The draft final report of selected alternative will provide details of in-depth investigations on all aspects of the project. It will include all calculations notes, layout maps, drawings, bill of quantities, and updated financial analyses.  These reports will be the basis of engineering works that will be conducted by the contractors. A presentation shall be made by the Consultant 2 months after approval of the interim report and selection of best scenario.	5 hard 1 soft
Final  design report (1 month)	Following comments from the Client, the Consultant will prepare and compile tender documents incorporating general, specific and technical conditions of contract, specifications, bill of quantities, tender drawings and operation and maintenance manuals.	5 hard 1 soft
Monthly progress reports (1st week of every month)	1-2 page maximum comprising a narrative and bar charts or other graphic presentation, showing details of the Consultant’s progress, changes in the assignment schedule, impediments and proposed remedies will be submitted on a monthly basis. Reports should include a financial summary, indicating amounts invoiced, amounts disbursed, and any other pertinent financial details.	2 hard 1 soft

Three workshops will be organized to discuss the submitted reports. The workshops will be facilitated by the Client. At each workshop, the Consultant’s key experts will make PowerPoint presentations and provide concise reports for discussion.

 

Note: The abovementioned workshops are different from the expected stakeholder public consultative meetings and/or workshops to be organized and facilitated by the Consultant in the project-affected areas for information gathering (as part of Consultant’s fieldwork) and stakeholder review and comments on draft documents during the course of the assignment.

 

1. GENERAL CONDITIONS OF THE FIRM

1. The firm should have at least ten (10) years of general experience in Consultancy Services and two (2) specific references in design study in dam and irrigated command area proven by certificate of good completion and signed contract.
2. The firm should have specific experience in consultancy services related to the feasibility studies on irrigation projects.
3. The expected duration of this assignment is 8 months

 

1. QUALIFICATION OF THE CONSULTANT

The study team should be comprised of experienced professionals which will include national/regional/international Consultants as necessary to ensure study relevance and effectiveness. The team should reflect an appropriate mix of disciplines, education, skills and experience, an understanding of underlying development issues, and regional experience. The team should be made up of specialists each with relevant qualifications in the corresponding disciplines and experience in undertaking studies related to irrigation development and watershed management.

The areas of expertise required include: irrigation engineering and agriculture development, watershed management, rural development, civil/infrastructure/hydraulic engineering, hydrology, financial and economic analysis, geotechnical engineering, institutional analysis and environmental and social impact assessment. The Consultant may optimize their personnel to demonstrate the competencies required for the assignment. The time input and qualifications of the key experts are as follows:

Position	Person-Months	Competences
Team Leader (Dam Design/ Civil Engineer)	12.5	Postgraduate qualifications in Civil/Hydraulic Engineering, or related field with a minimum of 15 years’ experience in water resources planning and design and construction supervision of hydraulic structures such as dams, hydropower projects and irrigation systems and have experience in designing World Bank or other IFI financed irrigation projects in recent years; strong coordination and leadership skills with proven record over past five years.
Irrigation and Drainage Specialist	9	Postgraduate qualification in irrigation, water resources, or hydraulic engineering, with 10 years’ experience in the planning and design and construction supervision of irrigation and drainage systems.
Agricultural Planner/ Agronomist	3	Postgraduate qualifications in Agronomy or related sciences with at least 7 years of work experience in commercially oriented irrigation or irrigated agriculture development projects.
Structural Engineer		Postgraduate qualifications in Structural Engineering and at least 7 years of experience as structural engineer for design and construction supervision of hydraulic infrastructure projects.
Geotechnicall Engineer	3	Postgraduate qualifications in Geotechnical Engineering and at least 7 years of experience in geotechnical investigations, design and construction supervision of hydraulic infrastructure projects.
Hydrologist/ Hydro-geologist	4	Postgraduate qualification in water resources /hydrology, and at least 5 years’ experience in use of water resources models for surface and groundwater assessments as well as experience in use of GIS/remote sensing in river basins.
Soil Specialist/ Pedologist	3	Postgraduate qualifications in soil sciences and at least 5 years’ experience in soil investigation for irrigation and watershed projects
Land-husbandry specialist	2	Postgraduate qualifications in soil sciences, agroforestry and at least 5 years’ experience land husbandry for irrigation and watershed projects
Economist/ Financial Specialist	3	Postgraduate qualifications in economics, and at least 5 years of work experience on development projects, specifically in economic and financial analysis of water resources development projects; and has experiences in irrigation water tariff assessment and design
Surveyor	6	Postgraduate qualifications in surveying with demonstrated experience in use of remote sensing/GIS applications. Minimum of 5 years’ experience in engineering surveys.
Social development specialist	3	Postgraduate qualifications in sociology, development studies or related fields 5 years of work experience. The Specialist will ensure that socio-economic and gender issues are appropriately included during the project preparation/design stage.
Environmental Specialist	4	Postgraduate qualification in Environment studies or related fields and at least 5 years work experience in Environmental Assessments. Knowledge of World Bank Social and environmental safeguards is a must.
Total Man-Months	50.5

 

1. DATA AND SERVICES TO BE PROVIDED BY THE CLIENT

Data and documentation on hydrological, meteorological, water quality and other relevant aspects of the river basins which the Client may have will be availed to the Consultant; however, the Consultant has the ultimate responsibility for collecting the required data and documentation which cannot be made available by the Client from official sources. The Client will:

1. Facilitate in establishing communication with the relevant institutions
2. Liaise and assist the Consultant in obtaining any other information and documents required from other government agencies and which the Client considers essential for conducting of the assignment
3. Provide assistance to obtain work permits for staff of the Consultant
4. Provide assistance in obtaining Customs and Tax Exemptions, where applicable, as detailed in Special Conditions of the Consultancy Agreement and General Conditions of Service
5. Arrange consultative meetings and ensure linkage with relevant stakeholders and district authorities and
6. Provide any document on request that the Consultant may require either for purposes of preparing bid documents or in the course of the feasibility study.

1. COSTS, FEES AND CONTRACT DETAILS

Proposals should indicate how the funds will be best utilized to achieve the objectives of the assignment. Whilst all of the Consultant’ costs incurred in their participation, supporting the arrangement and running of national and district workshops must be included in the Consultant’s financial proposal, the costs of holding the workshops themselves (costs of venue, participants’ expenses such as transport and accommodation, materials etc.) will be met by the Client and should not be included in the Consultant’s financial proposals. The costs of all other consultations, meetings etc. required by the Consultant to adequately complete the assignment must be included in the financial proposals.

The Consultant shall operate their own project office and shall bear all accommodation, local transportation, visas, and other costs necessary to carry out the assignment.

The Consultant's fees shall cover the salaries of the entire staff of the Consultant employed on the study. The fees will include provision for all supporting staff and services necessary to carry out the work; hire of vehicles; procurement of equipment and direct costs for travel, freight, accommodation, report production and other expenses. The contract will be for a fixed lump sum and the Consultant will not claim any additional payments to compensate for exchange rate fluctuations or price escalation and delays in payments of not more than 90 days on the part of the Client.

The amount and schedule of payment of fees will be in accordance with the terms and conditions of the contract agreement finally made between the Consultant and RAB/SPIU/CDAT Project. Notwithstanding this, the following schedule will be used as a basis for negotiation:

Payment Number	Event	Percentage (%)
1	Submission of approved Inception Report, after addressing the comments from presentation workshop	20
2	Submission of approved Interim Report, after addressing the comments from presentation workshop	40
3	Submission of approved Final Detail Design Report and Tender documents, after addressing the comments from presentation workshop	40

 

1. QUALITY MANAGEMENT REQUIREMENTS

The Consultant will be required to demonstrate in their proposal evidence of adoption of the use of a Quality Assurance System (ISO 9001 or equivalent), as well as describe how quality control will be implemented in the course of the project.

 

1. INSTITUTIONAL ASSESSMENTS

A comprehensive institutional assessment for sustainable management typically encompasses several key areas including policy/legal frameworks, institutional capacities, operation modalities, cost-recovery mechanisms, and training needs. During the consultancy services the following breakdown of each aspect will be considered:

 

1. 1. Policy/Legal Frameworks:

 

Review existing policies and legal frameworks related to the management of the institution or the subject matter.

Assess the adequacy, effectiveness, and alignment of these policies and legal frameworks with sustainability goals.

Identify any gaps or inconsistencies that need to be addressed.

Recommend updates or new policies/laws as necessary to enhance sustainability and compliance.

1. 1. Institutional Capacities:

 

Evaluate the organizational structure of cooperative and water users association, roles, and responsibilities within the institutions.

Assess the human resources, expertise, skills, and knowledge available within the institutions.

Identify strengths and weaknesses in terms of capacity to implement sustainable management practices of the scheme.

Recommend strategies to enhance institutional capacities through training, recruitment, or restructuring.

1. 1. Operation Modalities:

 

Analyze current operational procedures and practices within the institutions.

Assess how effectively these operations support sustainable management objectives.

Identify opportunities for improvement, optimization, or innovation in operational modalities.

Recommend changes or enhancements to operational processes to better align with sustainability goals.

1. 1. Cost-Recovery Mechanisms:

 

Review existing financial mechanisms for funding the institution's activities.

Evaluate the adequacy and sustainability of these mechanisms in covering costs associated with sustainable management.

Identify alternative or additional revenue sources to support sustainable management initiatives.

Recommend adjustments to cost-recovery mechanisms to ensure long-term financial viability while promoting sustainability.

1. 1. Training Needs:

 

Assess the current level of knowledge, skills, and competencies among staff related to sustainable management.

Identify gaps in training and capacity-building initiatives.

Determine specific training needs based on the institution's goals and priorities for sustainability.

Develop a training plan that addresses these needs, including topics such as environmental conservation, resource management, policy implementation, and technical skills.

The assessment should involve consultation with key stakeholders, including staff members, management, policymakers, and relevant external partners. It should also consider best practices, benchmarks, and relevant standards in sustainable management. The findings and recommendations should be documented in a comprehensive report, which serves as a roadmap for enhancing the institution's capacity for sustainable management. Ongoing monitoring and evaluation mechanisms should be established to track progress and adjust strategies as needed.