Background Information

DRC has been operational in Kenya since 2005 and is one of the United Nations Refugee Agency’s (UNHCR) largest Implementing Partners in the refugee response. DRC is present in Garissa (Dadaab & Garissa), Turkana (Kakuma, Kalobeyei & Lodwar), Nairobi and Mandera counties.

In Garissa county, DRC is implementing livelihoods, protection and gender-based violence (GBV) programming in the refugee camps as well as economic recovery interventions in the host communities affected by climatic change related disasters.

Project Background

In 2023 DRC with funding from Water service Trust Fund and co-financing from Garissa County government has expanded the humanitarian aid portfolio and intend to rehabilitate strategic boreholes in livestock concentration areas, drill a borehole in Ifo refugee camp, conduct public health promotion interventions as well support the local community in developing sustainable and climate-adapted agriculture, pasture production and water resource management related interventions to secure water catchment areas.

Purpose of the Consultancy

The main objective of this consultancy is to seek a Consultant/Consulting firm with capacity

  1. To conduct a comprehensive Hydrogeological and Geophysical Investigation in Ifo refugee camp to determine a suitable sites/aquifer system with high potential of good quality examine the possibility of sinking a borehole.
  2. To conduct an Environmental and Impact Assessment (EIA) within the target locality to establish possible environmental and social impact effects of sinking of the borehole. The aim of ESIA shall be to assess social and environmental effects of the projects and mitigation measures. This will entail a comprehensive assessment with descriptions of the project and the surrounding environment specifying any information necessary to identify positive and negative effects of the project in both the short term and long-term basis. The consultancy exercise shall include submission of an accurate report to guide application of relevant government and county permits to facilitate the borehole construction process

The scope of works

The Consultant is expected to use both primary and secondary data in the exercise to ascertain ground water potential. Secondary data will involve desk study of available information/data on existing boreholes, drill logs, reports and maps while primary data will be obtained by carrying out Hydro- geophysical measurements within the study area using the necessary hydro-geological surveying equipment. The specific activities shall include:

Desk Study

  1. Review of existing data, satellite images, existing studies and borehole site investigations in the area, geological reports and maps (if available), borehole and surface water records, etc.

  2. Mapping out of the water supply and current ground water sources in the vicinity – establishing water demand and taking key information from existing ground water sources to determine ground water potential and water quality

      1. Hydro-geological/Geophysical Survey
  3. Carry out detailed reconnaissance survey of project area. (GPS coordinates/P-codes, water level measurements, condition of these boreholes, usage and performance where applicable) inspection of geological, geo-morphological and structural characteristics of the investigated area; verification of existing data and findings

  4. Conduct hydrogeologicaal study, using up to date tools and equipment to ascertain the hydrogeology of the project area, previous ground water development, aquifer parameters, hydraulic conductivity (K) or the ground flux, ground water discharge, as well as estimating the mean annual recharge.

  5. Undertake profiles in each site using suitable and quick array (wenner or schlumberger methods etc)

  6. Perform geophysical study relating to basic principles, and do 5 three Vertical Electrical Soundings (VES) within the proposed area, control and confirmatory VES for identified location using schlumberger array which distinguishes between clays and fresh water by use of Induced Polarization (IP) measurements.

  7. Analyze the data aforementioned (hydrogeological/geophysical data) to assess the ground water potential in the project area.

  8. Make key recommendation and examine the possibility of sinking a borehole to be used as a viable water sources for Ifo refugee camp population.

  9. Select the most suitable borehole site within the project area subject to the above results and while considering the water quality expected and the requirements of the Water Act, WHO, and other line ministries.

  10. Check on site conditions including the availability of space for a drilling rig and other allied machineries to access the project area.

  11. Compile and submit to DRC a comprehensive report, which shall include but not limited to all the details of the above investigations. Consultant’s recommendations on the proposed drilling site shall be produced in a soft copy and three hard copies of the geo-survey reports, of which one shall be colored.

  12. Submit reports apply and obtain Water Resource Authority (WRA) Authorization Permit and any other relevant authorization for the drilling and borehole development process.

      1. Environmental and Social Impact Assessment
  13. Conduct an Environmental and Social Impact Assessment (EIA) within the target localities to establish possible environmental and social impact for the rehabilitation and solarization of the borehole.

  14. Provide a brief description of the proposed project, including the general design and extent of construction work.

  15. Describe the nature and location of the project in terms of its biophysical characteristics as well as its surrounding land uses including a description of those features of the project and its structures that will have potentially negative environmental impacts.

  16. Describe the current socio-economic environment of the project area and highlight constraint and opportunities.

  17. Identify and point out potential environmental effects associated with the proposed project, focusing on both the positive and negative effects as well as effects to the biophysical, social, economic, heritage and cultural components of the environment as well as assess public perception of the proposed developments

The potential impacts must relate to:

  1. Project location
  2. Project target beneficiary
  3. Project design
  4. Construction works
  5. Project operations
  6. Prepare an Environmental Management Plan (EMP) by which all mitigation/enhancement measures will be carried out, the schedule for implementation during the construction and the operation of the project including any capacity building measures for effective implementation of the EMP.
  7. Prepare an Environmental Monitoring Plan indicating the parameters to be monitored and indicators of performance.
  8. Submit to NEMA for approval and licensing and obtain notification to proceed with the drilling works.
  9. Key Deliverables

Upon receipt and acceptance of the following outputs of the consultancy exercise, this contract will be deemed complete.

  1. Hydrogeological survey report which entails.
  • Site reports, location maps and hydrogeological and geophysical reports.
  • Bill of quantities and recommendations of borehole drilling site (with GPS coordinates), drilling method, borehole design, drilling depth, quality and yield predictions for the location.
  1. WRA drilling authorization permit;
  2. NEMA notification/License

Inception Report

This includes the methodology, techniques and delivery plan to be used and work timeframe. The inception report is provided within (2) two days from the date of contract signature before the consultant heading to the field to carry out the assignment.

Final report

The report will be concise and limited to the significant hydro-geological issues. The main text will focus on background information from literature review, geology, hydrology, hydrogeology, water quality, geophysics, conclusion and recommended actions. The report will include supporting documents as necessary, e.g. summaries of the data collected and citations for any references used in interpreting those data. Annexes to the report should include a topographical map extract, borehole installation specifications and/or Boreholes drilling & development specification and bills of quantities complete with cost estimates for the works.

The reports shall be presented in draft and final version to the client in both hard and soft copy

The outline of the report should preferably follow the format below:

  1. Executive summary
  2. Introduction/Back ground (review of previous studies and environmental background
  3. Terms of reference
  4. Geology, Hydrology & Hydrogeology (incl. inventory of boreholes and other water points, methods of investigations, including Geophysical Techniques)
  5. Detailed resistivity/IP survey (Wenner & VES) to delineate the productive aquifer
  6. Aquifer potential; sustainable yield & Water quality
  7. Proposed digging/drilling site
  8. Proposed digging/drilling method, and its applicability.
  9. Specifications for the digging/drilling procedure and installation works
  10. Environmental impact and protection
  11. Conclusions and Recommendations
  12. Appendix
  13. Addendum
  14. References

Recommendations will be given on the most suitable site for borehole drilling, the required depth, water quality, design and installation details, and other relevant aspects. Based on the available hydro-geological and geophysical data, an assessment of the anticipated chances of success shall be made for the site.

The hydro-geological report will give a detailed map delineating the investigated area, geology, aquifer properties (where known), location of measurements, and recommended drilling site. In addition, pictures taken during the actual field activity shall be included in the report. All geophysical data, including its interpretation will be produced as an appendix to the final report.

The consultant will also be required to deliver to DRC all study materials including and not limited to:

  1. Soft copies of all data sets both quantitative and qualitative.
  2. The geophysical interpretation model and the graphical plot of the curve and model for the hydrological survey.
  3. Soft copy of topography or google map for the survey area indicating clearly the borehole points and the villages.
  4. Any other non-consumable documents/items that will be used in the course of the planned consultancy.
  5. Environmental and Social Impact Assessment (EIA) report.
  6. Water Resource Authority (WRA) authorization permit
  7. Time frame and Coordination

The consultancy is expected to take a duration of at least 14 working days. The consultant is expected to work very closely with the DRC management and Dadaab technical team, Garissa County government, Water Resources Authority in Embu as well as local national government administration officials in carrying out the study.

Qualification and Experience

The Consulting firm MUST fulfil the following requirements:

  1. The Lead hydrogeologist and ESIA expert must possess at least a Degree in relevant field.
  2. Must be a registered legal entity with a valid registration certificate of incorporation.
  3. Registration documents showing the firm/consultant registered with NEMA as ESIA Expert with 5 years’ experience.
  4. Registration and practicing license of the hydrogeologist with the Geologists Board of Kenya with 5 years’ experience
  5. Minimum 5 years of relevant experience with a demonstrable ability in Environmental Social impact assessment and hydrogeological surveys.
  6. Particulars of the consulting firm including updated curriculum vitae of the proposed experts and personnel to be included in the execution of the assignment.
  7. The lead experts must meet the following requirements
  8. B.SC Geology/Hydrology/Environment
  9. Master’s Degree in a relevant field will be beneficial

Acceptance of borehole

The consultant should take note of “no cure no pay” condition by the client and Water Sector Trust Fund requiring that the borehole Must have a minimum discharge of 6 m3/hr. Based on the HGS the consultant will advise the client with probable drilling water yield. Payment of Fees

The Consultant will be fully responsible for recruitment, contracting and payment of costs for all the study team members involved at all levels, except otherwise stated by DRC. The consultant will be responsible for their own costs such as meals, communication. Accommodation and transportation to/from the field will be organized by DRC.

Technical Proposal

The bidder is expected to submit a technical proposal with their bid, which shall include and not limited to the following:

  1. A submission letter.

A capability statement: The consultant to state and provide prove of the firm or individual’s experience relevant to the assignment.

  1. Particulars of the consulting firm including curriculum vitae of the proposed experts and personnel to be included in the execution of the work.
  2. Registration documents showing the individual/firm is registered with the Ministry of Water, Sanitation and Irrigation as a Hydro-geologist and a Practicing license from the geologists Board of Kenya.
  3. NEMA registration documents showing the ESIA expert is registered to practice with NEMA.
  4. Curriculum Vitaes (and related Registration Certificates) of team members who will be physically involved in the survey and present throughout the assignment with the lead hydrogeologist and ESIA expert expected to have 8 years’ experience;
  5. Experience on similar assignments –Hydrogeological survey and ESIA (submit LPO, Contracts etc); Contacts of three organizations that have recently (but preferably the last 5 years) contracted the firm/consultant(s) to carry out similar assignments. Recommendation letters from other organizations where similar consultancy has been executed in the County is preferable.
  6. Attach firm/sole proprietor registration documents i.e. certificates of incorporation and business permit as prove of active business operation and current Tax compliance certificate with the government and KRA Pin.
  7. Methodology and timeframe detailing activities and a schedule/work plan (including a Gantt chart), in line with the timeframe provided in this TOR and with consideration for the time it will take for Plan to review documents (inception etc.) before finalization.
  8. 3 years audited financial reports (2020-2022) or Months bank statement showing firm’s financial position.

Financial proposal.

The financial proposal shall be prepared separately from the technical proposal, submitted by the consulting firm/consultant, and shall contain the following.

  1. A submission letter indicating the total fees for the assignment.
  2. Summary of costs.
  • Breakdown of consultancy professional fees - based on the man days/months of personnel being proposed to undertake this assignment to its fruition.
  • Breakdown of any reimbursable costs or expenses that the consulting firm expects to incur during this assignment. Unit rates for each reimbursable as well as the projected total cost of the same, based on experience of such works, should be detailed in totality to enable the client to make a competitive choice of award.
  • Breakdown of 2% VAT and 5% withholding consultancy fee of the gross amount

Any miscellaneous expenses that may be expected

A final total contract sum MUST be submitted with a list of assumption made to obtain the figure - the bidder should carefully consider this as this figure will be used for cost comparison and award purposes. Make reference to the request for proposal financial section as you submit the Proposal.

Tender evaluation criteria

Technical scoring will be based on the documentation provided.

The evaluation will take into consideration the submitted technical documents displaying the technical competency of the firm, the real presentation delivered by each firm on their understanding on the scope of works and the price quoted for the works.

The evaluation committee appointed by the Client shall evaluate the proposals based on their responsiveness to the Terms of Reference.

The evaluation of this tender shall be conducted in three stages as follows.

i. Preliminary evaluation

ii. Technical evaluation

iii. Financial evaluation


How to apply

Firms/consultants are required to follow submission accompanying this TOR. This advice details the addressee of the tender, the time and date of tender closure and the location of the tender box.

The Technical and Financial proposals should be submitted Both Technical and Financial proposals should be submitted together in one envelope clearly marked “IFO II borehole Hydrogeological surveys (HGS) and ESIA Consultancy” and addressed to.

The Procurement Unit

DRC East Africa & Great Lakes Region

Lower Kabete Road (Ngecha road Junction)

P.O. Box 14762-00800 Westlands

Nairobi, Kenya

so as to be received on or before 8th May 2023 AT 1700hrs EAT.

Tender prices must remain valid for 90 days from the date of tender closing.

On the set date for opening, all appropriately labelled tenders will be opened in the presence of bidders or their representatives (should they choose to attend) and checked for compliance (both technical and financial proposals submitted) and accepted bids will be announced publicly. The financial proposals summary in the submission letter will be used during the opening, as the financial proposals will be opened at a later stage.