Terms of Reference (TOR)
Consultant (Firm/Individual): Preparation of User Guide for Water and Sanitation Facilities Maintenance and Operation
Action Against Hunger (AAH) is an international non-governmental humanitarian organization that has been implementing relief, rehabilitation, and development programs in Ethiopia since 1985.
AAH is currently implementing emergency water, sanitation and hygiene (WASH) project in Dubluk and Miyo Woredas in Borena zone of Oromia region, Ethiopia. The project is titled as: Integrated Water, Sanitation and Hygiene Response to Support Drought-Affected Communities in Ethiopia. The project is funded by ECHO.
The project is an integrated WASH approach that includes water point rehabilitation/ construction (spring and shallow well fitted with hand pump); construction of roof water harvesting schemes in schools and health facilities; strengthening of Water Management Committees (WASHCO); and rehabilitation/construction school latrines.
As part of this project, AAH anticipates developing brief user guides for the above-mentioned schemes and providing them at community and institution level.
The work under this assignment shall be done in three phases. AAH has the right to terminate the agreement at the end of each phase.
Phase I includes review of all available background information and preparation of a draft user guides outlining operation and maintenance per scheme
Phase II includes translation of the user guides to Oromo language
Phase III includes the printing and binding of user guides
1 Phase I – Review and Design Draft User Guides
1.1 Review the existing information concerning operation and maintenance (O&M) of hand pumps, springs, RWH, school latrines in Borana context.
This will include the main challenges and technical gaps related to O&M of the schemes.
· Operation shall mean water quality monitoring & treatment, and sanitation monitoring
· Maintenance shall include how to troubleshoot common failures per scheme type
1.2 User guide design
1.2.1 Prepare brief texts summarizing the information on troubleshooting common failures, water quality monitoring & treatment, sanitation monitoring per scheme type
1.2.2 Prepare and include pictures complementing the texts information per scheme type
1.2.3 Submit draft user guide to AAH in English for review (soft and hard copy)
1.2.4 Ensure proper visibility is maintained on the user guides (logos of the donor and AAH)
2 Phase II – Translate User Guides in to Oromo language
2.1 Translate the user guides per scheme in to Oromo language distinct to Borana (once the draft is accepted by AAH)
2.2 Submit draft user guide to AAH in Oromo language for review (soft and hard copy)
3. Phase III – Printing and binding
It includes the printing and binding of user guides as per the specifications and delivering to AAH
1. Provide required information and clarification for the consultant
2. Designate a contact person who will act as liaison with the Consultant
3. Review all reports prepared by the Consultant and, if satisfied with the work, give approval to the Consultant to start work on the following phase
1. WASH related experience of at least 5 years (personnel)
2. Similar experience in preparing WASH manuals and user guides
3. Knowledge of Oromo language
Phase I of the work must be completed within 14 days after agreement is signed (Month Day, Year). Phase II and III will be within 7 days and 5 days respectively after Phase I.
The Consultant shall maintain close contact with the AAH throughout the course of the assignment.
Final copies of the guides must be provided to the AAH in soft copies and in print in English and in Oromo language.
Appendix A – Technical specifications
1. The water facility types under consideration are 3:
a) Hand pumps (Indian Mark II) installed on shallow wells
b) Gravity spring with reservoir and one water point,
c) Roof water harvesting for schools and health posts (made of fiberglass tanker, with first flush structure and taps)
2. Sanitation facilities are school latrines ( segregated by sex, with urinals and hand washing facilities, made of hollow blocks)
3. Operation shall mean water quality monitoring & treatment, and sanitation monitoring
a. Water quality monitoring refers to testing the water for chlorine residual (with Pool Tester, DPD1), and the frequency
b. Water treatment refers to treating the water with chlorine and the brief procedure
c. Sanitation monitoring includes how to maintain school latrine sanitation, and materials and procedures required in the local context
4.Maintenance shall include how to troubleshoot common failures per scheme type
5.The user guides shall more of pictures and diagrams and few words where appropriate
6. The user guides shall be per scheme type and include all the topics related to O&M as specified above (paragraph 3 & 4)
7.Maximum of 5 pages per user guide per facility (hand pump, spring, RWH, latrine) on A4 size paper (without including the binding/cover). The user guides shall be printed on glossy paper that is resistant to water and tear. The cover shall be laminated. The papers and the printing shall be in color.
8.The number of copies of user guides to be printed are different per facility type. Totally 52 copies of user guides are to be provide (16 copies for health & school RWH facilities, 20 copies for hand pumps; 6 copies for spring, 10 copies for latrine). Note that 2 copies per manual to be presented in English while the rest are in Oromo language.
Appendix B – Bill of quantities
No. | Activity | Unit | Quantity | Unit | Quantity | Unit price per page | Total Price (ETB) |
1 | Design of User Guidance for water and sanitation facilities maintenance and operation (hand pump, spring, RWH, school latrine), water quality monitoring & treatment, and sanitation monitoring as per the technical specification | No. of manual | 4 | Pages per manual | 5 |
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2 | Translation of user guide in Oromo language | No. of manual | 4 | Pages per manual | 5 |
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3 | Printing and Provision of User Guides for facilities (14 copies for health & school RWH facilities, 18 copies for hand pumps; 4 copies for spring, 8 copies for latrine) as per the specification. Maximum of 5 pages per copy without including covers (2 copies per manual to be presented in English while the rest are in Oromo language). | Copies of manual | 52 | Pages per copy | 5 |
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1. WASH related experience of at least 5 years (personnel)
2. Similar experience in preparing WASH manuals and user guides
3. Knowledge of Oromo language
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