Iraq: Consultant, Assessment, Technical Design/Concept Development, Training on Solar-Powered Irrigation Systems

Nov 1, 2020 | Mercy Corps
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Mercy Corps works in places of transition, where conflict, disaster, political upheaval, or economic collapse present opportunities to build more secure, productive, and just communities. Providing emergency relief in times of crisis, we move quickly to help communities recover and build resilience to future shocks, and promote sustainable change by supporting community-led and market-driven initiatives. Recognizing both the great potential and the complex challenges faced by the Middle East, since 1989 Mercy Corps has been implementing a range of humanitarian assistance and development programs tailored to the specific needs of the region and of those communities where we work.  Mercy Corps has worked across Iraq’s 18 governorates since 2003, implementing relief and development programming, more than a third of which has focused on the specific needs of refugees and displaced persons.

Project Summary 

Funded through the Swedish International Development Cooperation Agency (SIDA), Mercy Corps has launched a multi-sectoral program in Iraq, which aims to build skills and capacity of local youth by organizing them into Youth Associations (YAs) which would lead planning and implementation of their development initiatives.

One of the components of these development initiatives is creating viable livelihoods in the primary sector of crop production by introducing new agriculture production practices and assets through the use of the solar system for irrigation.  This involves the installation of submersible small motor pumps for irrigation that will work through power coming from the solar system and may involve rehabilitation of damaged wells and canal maintenance if budget permits. The use of the solar system instead of the generator is due to the following factors:

1. Reduction of the running cost by saving money for fuel.
2. Potential increase of the productivity and production as a consequence of resource empowerment enabling to apply the required /correct frequency of irrigation without worrying to incur high amounts of money for fuel.
3. No CO2 emission as consequence of the use of the solar system with consequent contribution to the environmental protection.

In addition to the installation of the solar system, the YAs will undergo the following training:

• Operation and management of the small scale solar powered irrigation schemes.
• Sustainable agro-ecological agriculture practices including resourceful use of natural resources and erosion control, conservation agriculture, post-harvesting management, etc.
• Products marketing

Purpose

Mercy Corps is looking for a consultant or a consultancy firm with a strong solar pumping background who could (i) lead on development of the technical design of the SPIS system, (b) provide tech backstopping during the tender process, (c) supervise the contractor/supplier during implementation, and (d) provide training on management of the SPIS system.

Specifically, the Consultant will develop two SPIS technical design and project parameters with two YAs from different sub-districts (Mosul, Tel Kaif or Sinjar). The SPIS design/sizing and parameters must correspond to the size of the pilot farmland, irrigation needs of the crop/s applied and the irrigation system employed. Mercy Corps is looking at pilot farmland sites of size between 1 to 3 hectares and the corresponding solar pumping system capacity between 1.5 kW to 7.5 kW. The specific technical details including selection of designs and appropriate technology will be made following the selection of pilot farmlands.  The technical proposals must be based on the findings of the pre-field assessments conducted by Mercy Corps and re-assessed/validated/verified by the Consultant.  In addition, the consultant together with the YAs will also lead the development of tender documents (Bill of Quantity, Technical Concept, Scope of Work etc) for the procurement of SPIS Contractor/s and installation of the SPIS technologies.   Moreover, the consultant will provide technical support to the YAs on SPIS usage, maintenance and sustainability.  The Consultant will work closely with each YA delivering its assigned tasks. 

This project can be done partly remotely; however, field works are mandatory for the following: field assessments, SPIS installation and monitoring, and trainings.  The Consultant/Consultancy Firm must ensure he/she and or their team members have the necessary permit (visa, access and security permit) to work in Ninewa and Erbil governorate. 

Key Deliverables

Pre-Investigations Design Work: Together with Mercy Corps’ livelihood team, the consultant will lead the conduct of field assessments in the three target districts (Tel Kaif, Mosul, Sinjar) using Mercy Corps’ pre-field assessment form to identify the two potential target farmlands for this project. The Consultant will work closely with the Agriculture consultant/Mercy Corps’ Technical Advisors in evaluating the feasibility of implementing SPIS in the proposed farmlands taking into consideration the agriculture product needs of available markets, crops, which can best meet such needs profitably given the local agro-ecology, the daily and seasonal water needs of crops likely to be produced, local soil types; and weather, climate and other agro-ecological characteristics.  The goal is to understand a) what crops should be grown given available markets, b) what should be grown given economic considerations, c) what can be grown given the local agro ecology, d) how the irrigation system can be a best fit between crop needs, agro ecology, soil characteristics, and water source(s), and e) in an environment of climate change.  Additionally, the Consultant will check the   hydrological conditions of the target area, including the available water table for sustainable use if well water is to be a source, and/or likely available water in a period of climate variability if local rivers, streams and canals are likely to be a source.   This information must feed into selection and sizing of solar pumping and irrigation technologies available in Iraq.  This task entails actual site visits resulting in the identification of two target locations. 

Deliverable: 

• Assessment report (maximum of 10 pages) summarizing the findings of the assessment, justification for the proposed two target farmlands and recommendations for each.

Project Parameters: Based on the assessment findings and recommendations, the Consultant shall select and develop the project parameters and preliminary design for the identified two sites with the support of and in consultation with the two selected YAs. The project parameters documents must include the following: 

• Project Description - This section includes the overall summary of each SPIS project with the following sub-sections: project title, objectives, expected outcomes, target population, total amount requested, project duration and activity.
• Technical Design - Consultant shall confer with the local Mercy Corps team to understand the project goals in terms of project site, available groundwater information, flow and pressure requirement for water delivery, site constraints, participant’s operations and maintenance capacity, and Mercy Corps tender limitations. Based on the field assessment findings, the Consultant shall then develop and share with Mercy Corps HQ Advisors for review, a draft final Preliminary Design for partial inclusion in the tender documents, which includes the above information as well as basic design criteria adopted by tenders in their submission.  Such criteria shall include approximate system size i.e. kW and kW-hours per day, pumping rate and water storage capacity (if selected), design features such as AC inverters or DC drives and general solar panel information.  The concept should also include: (i) a sketch of the site and general system components and layout shall, (ii) a concept level cost estimate (for internal Mercy Corps use), (iii) guidance regarding available equipment suppliers and construction contractors, and all system sizing calculations.
• Implementation Plan - The plan must describe how each YA will be engaged at the onset of the project, what activities will be included (before, during and after installation of SPIS) including training of YA members on system maintenance and management, and must indicate when activities, milestones and outputs will be accomplished, as well as responsible people. The proposed work plan should be consistent with the technical approach and methodology.
• Budget Plan - A detailed budget per SPIS project should be submitted in US dollars clearly indicating budget items for which the funds would be used. Inclusive in the budget are the following: procurement, delivery and installation of SPIS technologies, farm land / water fees (if applicable), SPIS training.  Other expenses must provide description, quantity, unit price, and total. 

Deliverables: 

• Two Draft and Final SPIS Proposed Project Parameters Documents (1 each project/location).

Procurement Support:  The Consultant supports MC during the tender period and with the tender evaluations. The Consultant shall provide technical support in the preparation and the selection process of SPIS equipment/technology contractors (who will conduct a final design, supply and install the solar system technology) in accordance to Mercy Corps’ procurement policy.  In addition, the Consultant shall assist in the technical evaluation of tenders, conduct physical check, comment on the suitability of the technical submittals and comment on any deviations submitted. Budget of the SPIS is based on the budget identified in the project parameter for each location. At the onset of the procurement process, the consultant must prepare and submit the following:

• Technical Specifications – Following the approval from Mercy Corps’ Technical Support Advisors of the Preliminary Design, the Consultant shall prepare technical specifications (using Mercy Corps’ Tender Initiation template) for all associated works including electrical, mechanical and civil works. Design criteria shall include required efficiency, component ratings and or certifications, acceptable materials and system configurations.  Technical submissions included proposed equipment specifications and calculations to be provided both with the tenders and prior to construction shall be identified.   
• Bill of Quantities - The Consultant shall provide a BOQ for all works including site works, mechanical and electrical specifications.
• Cost Estimate - A concept level cost estimate shall be provided. Breakdowns shall be provided for equipment and labor.  Cost implications of system options shall be detailed where applicable.
• Technical Criteria - The Consultant shall identify the technical criteria for selecting the SPIS contractors and develop tender evaluation scoring mechanism based on the technical criteria.
• Scope of Work (SOW) – The Consultant shall identify the roles and responsibilities of the SPIS Contractors using Mercy Corps’ SOW.
• Tender Initiation (TI) – The Consultant shall fill up Mercy Corps’ TI Form.
• Technical Physical Check - The Consultant must conduct site visits to potential supplier shops to conduct physical check of the SPIS equipment/technology to ensure that it meets the technical specifications requirement.
• Answer Tender Period Questions - The Consultant shall respond to tender period questions as forwarded by the Mercy Corps team. Supplemental information shall be provided in an addendum as required. 
• Technical Evaluation - The Consultant shall be part of the technical evaluation committee responsible in reviewing tender documents, and scoring based on the technical criteria.
• Pre-award Meeting - If necessary, the Consultant can lead the budget negotiations with the potential suppliers during the pre-award meeting as well as discuss the scope of work in detail.

Deliverables for each project/location:

• Draft and final technical specifications
• Draft and final BOQ
• Concept level tender cost estimate
• Tender evaluation criteria and scoring
• Scope of Work
• Tender Initiation and other supporting documents required
• Any associated memo if requested
• Answer tender period questions
• Attendance to physical check visit, technical evaluation and pre-award meeting and any additional meetings during the tender process

Construction Period Services: Prior to the delivery and installation/construction of the SPIS by the contractor, the Consultant in collaboration with the Mercy Corps’ HQ Advisors  reviews the equipment submittals and work plan submittals from the Contractors before the Contractor begins construction. During the construction/installation period, the Consultant shall:

• Compliance check - Review the contractor’s equipment submissions for compliance with the contract documents. Consultant and YAs must jointly do the inspection. Any exceptions allowed shall be documented.
• Site visits - Conduct up to three site visits with the YAs to assess the progress of the works as well as attend final inspection and training by the contractor.
• Oversee implementation and facilitate handover - Facilitate and oversee installation of solar pumping and irrigation systems, as well as the commissioning and handover to YAs/partner communities.

Deliverables: 

• Compliance check with final recommendation for system acceptance
• Site inspection reports for each site visit

Capacity Building: Together with the contractor of the solar pumping and irrigation systems, the Consultant ensures that training is provided to the YA's on how to operate and maintain the SPIS. The training must include practical demonstration in the field as well as coaching on how to sustain the use of the SPIS.  The consultant must develop guidelines in Arabic on how to operate, maintain and monitor the SPIS.   The training curriculum must include the following:

• Operating SPIS (by the contractor but organized by the Consultant)
• Maintenance of SPIS (by the contractor but organized by the Consultant)

In addition, the Consultant must provide workshops to the selected YAs on future management and sustenance of the systems.  The workshop sessions must include the following topics that would lead to the development of a mechanism on:

• How the YAs will manage the project as a group SPIS management – structure, roles and responsibilities, constitution, committees including water committee

This entails several sessions with YAs to make the process participative and to encourage ownership among YA members. The Consultant must develop the training/workshop plan and training/workshop curriculum including training curriculum/manuals, pre and post-test questionnaires, training evaluation in Arabic.  The training and workshops can be conducted at a maximum of five days depending on the curriculum.

Deliverables: 

• Training/Workshop plan curriculum/materials in Arabic
• Pre- and post-test questionnaires (Must be approved by MC prior use) in Arabic
• Training evaluation questionnaire in Arabic
• Conduct of training/workshop sessions to YAs
• Training/Workshop report including summary findings of the pre- and post- test (maximum 8 pages excluding Annexes – photos, attendance sheet, pre- and post-test questionnaires, other training materials used).
• Guidelines for YA in Arabic on how to operate, maintain and monitor the SPIS

Team Composition and Management:

Proposed Team: Submit Team organizational structure and CVs of team members. The desired combination of technical expertise and experience is as follows:

• Team Leader (1 person): Main focal point. Manages the project, monitors performance and ensures deliverables/outputs are submitted on time. The team leader is responsible in writing and submitting all the required reports to Mercy Corps. He/She must have at least two years of relevant experience on program management; good technical writing background and fluency in Arabic and English; Must have past experience working in agriculture sector; Must have the necessary permits to travel and work in Ninewa specifically in the three target locations (Sinjar, Tel Kaif, Mosul). Alternatively, this position can work remotely.
• Technical Consultants (max 2 persons): Leads the development of project parameters and tender documents. 5 years’ experience in design of similar solar power and storage systems; 5 years’ experience in design of associated pumping systems; Successful completion of at least 2 projects of similar type, size and complexity within the past 5 years; Technical training related to the design of current generation solar power systems within the past 5 years; preferably with Engineering background; Must be proficient in verbal and written English and Arabic; Must have the ability to facilitate training and mentoring in Arabic fluently; Must be affiliated with any professional business consulting firms and or agencies; Must have past experience working in agriculture sector particularly in irrigation.  (Evidence of their demonstrated success – such as reference or experience letter);  Must have experience in and familiarity with the context of Sinjar, Tel Kaif, Mosul; Must have the necessary permits to travel and work (visa, access and security clearance) in Ninewa specifically in the three target locations (Sinjar, Tel Kaif, Mosul). This position requires 80% working in the field in the target locations.

The Service Provider will be working closely with the YAs in Tel Kaif, Sinjar or Mosul as well as with Mercy Corps’ CBO partners including:

• Agriculture/irrigation component consultant
• Mercy Corps Iraq WASH lead
• Mercy Corps HQ Infrastructure, WASH & Water Advisors
• Mercy Corps Iraq field team

The Service Provider will be reporting to the Head of Livelihoods Program.

Mercy Corps’ Roles and Responsibilities:

Mercy Corps will review and approve the methodology, approaches, plans, and tools prior usage.  Program staff will conduct regular monitoring throughout the contract period.

Timeframe (estimated)

This assignment will span over a total of 9 months but with a maximum of 5 months equivalent LOE.

* Subject to review and approval by Mercy Corps (see clause #4 under the Limits and Exclusions section below)

Technical Submittals

• Company Profile: Preferably 2-3 maximum pages.  Must have experience managing and implementing agriculture and irrigation systems projects in the last 5 years.
• Proof of Relevant Experience: List of 2 similar works implemented in Iraq preferably with INGOs (with proof attached such as signed contract/agreement/invoices/acknowledgement of service completion/reference letters).  Must submit licensing or certification for the design services as contracted as recognized by the government;
• Technical Proposal: 5-8 pages maximum of narrative proposal describing the following:
• Understanding of the objectives of the activity
• Description of proposed methodology (how to achieve these objectives);
• Proposed work plan
• Proposed Team: Submit Team organizational structure and CVs of team members based on the team composition above. Mercy Corps reserves the right to reject submitted CV(s) that it deems unfit for the said role and may ask for substitute/alternate CVs
• Financial Proposal: Include all DIRECT expenses associated with the proposed activity (Mercy Corps Price Offer Sheet template is enclosed). Offer should be in USD.

Service Fee related to Proposed Team: 

Indicate the LOE (Level of Effort/Number of Days) for each member of the Proposed Team along with their Daily Rate/Fee in order to reflect unit cost per person per day.

Direct Expenses: 

For the training/workshop/assessment component, include trainers’ miscellaneous expenses (transportation, accommodation, per diem to Ninewa-Erbil only, if applicable).

The following should NOT be included in the bid offer:

• companies’ support costs including office rental and utilities;
• any other staff’s salaries and benefits not directly involved in this program (board members and senior management positions);
• other staff benefits (leave, relocation, hardship allowance etc) directly involved in the program implementation;
• any other supplies, equipment and costs not related to the activities mentioned above including ICR. 
• International flights, per diem and accommodation for non-Iraqi residents technical consultants/team leader.
• subcontracting another organization to do some of the deliverables is prohibited.

Payment Structure:

Payment Structure will be discussed and decided in the Pre-Award stage with the Selected Firm/Consultant and will be based on submission and approval of deliverables per month. However, no advance payments shall be made in any case.

List of Evaluation Criteria

Limits and Exclusions

1. All materials (tools, curriculum, SOPs, reports etc) developed and submitted to Mercy Corps will be the sole property of Mercy Corps and should not be shared or published without approval.
2. Mercy Corps will not have any obligations for any issues arising between the Consultant and YA members/program participant or other external stakeholders that the Consultant will engage with including the SPIS contractor.
3. Mercy Corps have the right to disapprove any technical designs, training materials, tools, tender documents if deemed inappropriate and or unnecessary. The consultant must get approval from Mercy Corps for all tender documents and training materials (curriculum, agenda, syllabus, handouts, pre- and post-test, evaluation form etc) prior dissemination and use.
4. Mercy Corps will have a maximum of three reviews/revision processes for each tool/report/material/tender document submitted before consultant finalization and usage.
5. Attendance sheets must be submitted to Mercy Corps for any training conducted with YAs.
6. Mercy Corps program and MEL staff will conduct regular on-site monitoring throughout the project period. The Consultant must accommodate MC staff during the monitoring visit.
7. Mercy Corps will only pay service fees (excluding company benefits) to staff directly involved in the implementation of the project. Salaries and benefits for the support and or management team of the consulting firms/service contractor should not be added in the bid offer.
8. The Consultant must get the necessary permits (at checkpoint) to travel to Sinjar, Tel Kaif and Mosul. Mercy Corps will not be liable for any access issues that will be encountered by the Consultant and his/her team.
9. The Consultant must provide his/her own transportation to the three target locations. Mercy Corps will not allow any non-Mercy Corps staff to use its vehicles.