CALL FOR EXPRESSION OF INTEREST FOR DESIGN AND SUPERVISION OF IN-POND RACEWAY SYSTEM (IPRS)

GUIDANCE NOTES

1.     GENERAL

The Sikiru Adetona College of Education,Science and Technology Omu- Ajose (SACOETEC) formerly Tai Solarin College of Education (TASCE) is seeking expressions of interest from consulting engineering companies who wish to be considered to provide professional engineering services for the Aquaculture Development Project
Nigeria (ADPN).

This request for proposal does not commit the project to award a contract to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services. SACOETEC will regularly communicate with the consultant and provide feedback and guidance and necessary support to achieve objectives of the work, as well as remain aware of any upcoming issues related to the performance and quality of work. 

SACOETEC reserves the right to award a contract to qualified offerors as a result of this Request for Proposal. The contract will be negotiated and awarded in accordance with the procedure set forth in the current Terms of Reference (ToR) the Procurement of Engineering Services at the time of advertisement.

SACOETEC reserves the right to alter the project delivery method at any time during the contract period. The consultant will be notified of such a decision, revise the scope of
services, and negotiate a fair and reasonable fee as appropriate. The change will be implemented utilising an additional task order or supplemental agreement based on the contract type. 

SACOETEC reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified firm or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the Project to do so. 

If not included in the ToR, SACOETEC will not reimburse costs not directly related to the assignment. The contract does not allow payment of off-hours, medical insurance, taxes, and sick leave. The final selection will be based on the principle of “best value for money” i.e. achieving desired outcome at the lowest possible fee.

   2.    ABOUT ADPN

Solidaridad, and key commercial partner, Aller Aqua, with other consortium partners aim to create sustainable businesses in the aquaculture value chain for smallholder fish farmers. By lifting smallholder fish farmers’ level of education and access to market information, the Aquaculture Development Project seeks to position these smallholder fish farmers as the medium size fish farmers of tomorrow and at the same time contribute to closing the demand gap for fish in the country. Through capacity building, introduction of modern techniques and education for improved output the project will create decent, green jobs as well as opportunities for economic growth and empowerment of smallholder farmers.

The ADPN consortium aims to develop and demonstrate a water purification technology to increase sustainable food production and at the same time reduce environmental impact, reduce energy consumption through the use of solar energy to replace diesel generators, and to recycle nutrients. This will ensure cheaper sustainable aquaculture production with lower CO₂ emissions and reduced wastewater footprint. The ADPN consortium will construct a test production unit for 200t. based on a new In Pond Raceway Systems (IPRS) concept that delivers on the four main points. Significant reduction of emissions to the environment, significant reduction of water usage and reuse of all water (only evaporated water will be replaced), circular use of nutrients as fertiliser, and reduction of energy consumption by at least 50% per kilo of fish produced and provide energy by solar power. The scope of this green initiative is to provide solutions to the traditional problems in aquaculture i.e., GHG emissions associated with aquaculture practices, high water consumption, waste water discharge, and high energy consumption.

    3.     ADPN “GREEN” OBJECTIVES

The main objectives are:

• • • To show that it is possible to dramatically increase production of fish in Nigeria/Africa by increasing the effect of water purification efforts. 
    • To show that increase in the share of solar energy is profitable;
    • To show that it is possible to reduce the total energy consumption in fish farming in Africa by   50%. 
    • To show that it is possible to eliminate emission of nutrients from fish farming and recirculate nutrients from the water as fertiliser in plant production.
    • To establish local production of IPRS equipment

The purpose of the ecological centric ADPN activities is to build and demonstrate a natural water purification system which triples the production of fish per unit area,
recycles all water, replaces energy consumption in all significant processes with solar energy and which utilises solids (faeces) for fertiliser in plant production, so that aquaculture production does not burden the environment at any point. 

One of the relatively new and promising farming methods that could potentially support the industry’s move towards intense and sustainable production of seafood is the In-Pond Raceway System farming method. The principle of the IPRS is to concentrate fish in raceways within a pond and provide them with constant water circulation to maintain optimal water quality and to improve feed management. Additionally, IPRS has the potential to reduce solid waste loading in the pond by concentrating and removing it from the downstream end of raceway units. 

Combining IPRS with renewable energy, ‘waste’ collection and the introduction of cleaner species, we expect to demonstrate a Zero Waste & Zero Water Discharge aquaculture
operating in the tropical regions. Once successfully demonstrated, we expect the concept to be replicated in many other African regions

THEORY OF CHANGE AND KEY ELEMENTS

The In-Pond Raceway System technology optimises the several thousand-year-old fishpond by: Increasing production by 200%, eliminating the negative environmental impact,
drastically reducing water consumption and recycling nutrients circularly to fertiliser. The technology is simple enough to be implemented and functional in Africa. All individual parts can be replicated and repaired by local craftsmen. One production cycle is 4-6 months, the production is continuous with three different age classes in the pond raceways, therefore the pond water is not discharged to the environment like in common pond production. 

Electricity is necessary to pump and aerate the water. Most of this can be provided by solar energy. All processes during the day can be powered by solar energy. The requirements of water aeration during the night can be provided by batteries being charged during the day. As constant aeration is essential an emergency generator is required in case of failure of the solar systems. 

The idea of the project is thus to develop the methods of fish farming in traditional earthen ponds in order to triple the production per unit of water/land with elimination of
environmental impact from production and with less than 50 % energy consumption in production, with 10 % reduction of feed consumption per unit of production. 

With local production of the IPRS equipment we are to obtain the biggest possible impact in job creation and affordable and sustainable food production. This solution provides a change of the traditional method for production of fish in earthen ponds by increasing efficiency of the biological processes in order to produce three times as many fish per unit of water/land as in the traditional system. 

The key elements are:

1. 1. 1. To provide oxygen by blowing air into the water rather than the traditional way which is to move the water around with paddlewheels;
      2. By removing the solids (faeces) the need for water exchange is removed (only evaporated water is replaced);
      3. By keeping fish in raceways, the harvesting process does not involve draining the pond. (i.e. 30,000m³ of water saved per 30 tonnes of fish produced);
      4. The water purification is run on solar energy and a battery bank, removing dependency of inefficient and unreliable diesel generators. 
      5.  Local production of equipment to create jobs and drive down cost. 

The whole concept will demonstrate water reuse, circular reuse of nutrients as fertiliser, green energy transformation of fish farming and increased food security in Africa. The ADPN Aquaculture Specialists will provide technical advisory to support key activities.

   4.       CRITERIA FOR EVALUATION OF PROPOSAL

I.      PROCEDURE

Best practice recommends that both technical and financial evaluations will be done together, and scores will be split based on (80/20) % rule each.The technical and financial proposals will be evaluated based on the following general areas:

• • • • Organisation’s experience in the field of assignment;
      • Deep understanding of the aims and objectives;
      • Proposed design and construction methodology; 
      • Proposed work plan;
      • The qualifications and relevant experience of the firm’s representatives;
      • Costs itemised in the financial proposal adequately cover services offered in the consultants’ technical proposal.

     II.      BIDDING

• • • • Bidders are requested to hold their proposals valid for (21) days from the closing date.  SACOETEC will make its best efforts to arrive at a decision within the agreed period.
      • Assuming that the contract can be satisfactorily concluded as planned, the bidders shall be expected to commence the assignment immediately after the final agreement is reached.
      • The bid documents shall be sent accordingly through an agreed medium. For any further clarification, a contact will be provided for reach.
      • SACOTEC reserves the right to accept or to reject any bid, annul the bidding process and reject all bids at any time prior to the award of the contract, without incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action.

                 III.     COST OF BIDDING

The Bidder shall bear all costs associated with the preparation and submission of its bid, and SACOETEC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.           

   5.            EXPECTED DELIVERABLES       

TECHNICAL PROPOSAL 

  I.         SITE DESCRIPTION  

• • • • • • General description of the site and work to be done. Including the number and size of ponds, canals and structures, description of supervisory, testing and acceptance conditions. On-site observations and analysis.

II.     TOPOGRAPHICAL APPRAISAL/ CADASTRAL SURVEY

• • • • • • Site survey, interpretation for project site, detailed topographical work plan showing key site elevations, characteristics of dikes/canals, monks, spillways and other features, road systems, service buildings with cartographic interpretations including all survey points and satellite imagery. 

• • • • • • Boundary/ cadastral survey to determine property lines (will cover 30 hectares of land) for IPRS development.

   III.    GEOPHYSICAL/ AQUACULTURE FEASIBILITY STUDY

• • • • • • Establish foundation conditions. Land/soil horizon analysis of drainage characteristics and flood risks, lithology and soil texture classification, quantitative and qualitative appraisal of all potential sources of water for the farm site, groundwater seismic modelling, aquifer investigations, electrical/ nuclear/ sound investigations), land surface configuration, erosion risks.

IV.  FISH FARM LAYOUT

• • • • • • Proposed layout drawings including all structures, positions of the other structures such as main water intake, pond inlets/outlets, division boxes on canals, spillways, etc. Design must be effective and efficient and shall consider best management practices as it relates to environmental and social sustainability.
          • Technical description; design drawings, design reports, potential sources of pollution, in-built pollution control devices/ management strategies.
          • Components, size, dimensions and a schematic diagram of the In-Pond Raceway System (IPRS) to be installed, hatchery pits, nursery ponds, rearing ponds and stocking ponds. 

V.     EARTHWORK SPECIFICATIONS

• • • • • • Site clearing, including total removal of stumps and roots, handling and placing of cleared vegetation;
          • Removal of topsoil, including details of area, thickness, storage;
          • Construction of dikes, including the origin and quality of the soil and its characteristics;
          • Compaction, covering maximum thickness of layers, soil moisture content, type of equipment to be used.

VI.    STRUCTURE SPECIFICATIONS

  In-Pond Raceway Systems

   Must include the following:

• • • • • • Walk Through Key Points for the IPRS Farm
          • Design, Construction and Operation

(Confinement gates, feed storage, mechanical auto-feeder, mechanical solid waste removal, Open Pond Area, Production Zone, Quiescent Zone, Solid Waste Removal, Supplementary Aeration, Working Walkway, WhiteWater Unit – Open Pond & Raceway Head, Baffle, Electrical and Back-up Solar Systems, Waste Management and Extraction)

Pond design must give improved operational efficiency and predictability.

Considerations (Rectangular shaped ponds 2-3 metres in average depth with LS to SS 3:1; Cell 5m wide x 2.3m deep x 30m long; volumes ↑ 30,000m³; Standard raceway 220m³ production zone with 10,000m³ of pond volume; Levees 1.5:1 or flatter for minimal erosion).

• • • • • • Installation and Commissioning of the System
          • Management of the In-Pond Raceway System
          • Maintenance of the In-Pond Raceway System/ Performance Monitoring

   Farm buildings 

    Processing, storage/warehousing, office etc., waste management structures, water treatment structures. Type and quality of materials to be used.

• • • • • • Reinforced concrete, including mix type, slump test limits, reinforcement quality, curing process, forms;
          • Wood, listing details of species, treatment, relative humidity, storage conditions;
          • Bricks or concrete blocks, noting quality, finish, type, weight, storage conditions-,
          • Pipes, listing type, material, storage, handling, laying;
          • Mortar and plaster mixes, additives, water, etc.;
          • Paints, specifying number of coats, type.              

VII. DETAILED WORK PLAN

• • • • • • Working standards for earthworks and construction of structures, prepared schedule of activities, time limits for delivery or completion, and possibilities for extension (for reasons beyond contractor’s control).
          • The Engineering Consulting Firm should draw up a Climate-Smart Environmental Integrity Plan (CEIP) that will ensure compliance with Good Environmental Standards.

VIII.   FINANCIAL PROPOSAL           

FINANCIAL MECHANISMS TO BE DEPLOYED

• • • • • • Detailed description of payment schedule according to work progress. Where applicable, financial costs must include maintenance and improvement costs for certain structures in the post construction phase. All costs should be presented in Naira only.

       6.             CONSULTANT 

I.           SCOPE

The construction of the  ADPN demo farm will require the following experts:

I.        #REF 1: Construction Manager (1)

II.      #REF 2: Civil Engineer (1)

III.    #REF 3: Construction Engineer (1)

This does not limit the consultant to deploy its normal key personnel to execute the task

II.             RESPONSIBILITIES:

In regular consultation with SACOETEC, the Consultant will be primarily responsible for conducting the Engineering activities of the ADPN. The Consultant should have in-depth technical expertise on construction engineering, environmental and social stewardship.

III.             SPECIFIC TASKS:

• • • • • • The Engineering Consulting Company will have the overall responsibility for delivery of outputs as defined in this TOR. Other tasks are as follow:
          • Consult with a SACOETEC contact person, to discuss the overall vision and purpose for the application as well as the specific deliverable set to a co-created timeframe.
          • Consult with a SACOETEC contact person during key development stages of the assessment and incorporate feedback as needed.
          • SACOETEC will support the Engineering Consulting Company any requirements or documentation were applicable to help ensure deliverables are received timely.
          • Conduct all technical work required for the construction engineering phase.
          • Present the technical reports (draft and final) to SACOETEC for final review
          • Periodically consult with the SACOETEC focal point during every stage of the process whilst integrating feedback as needed.

 Construction Manager Function:

• • • • • • To manage the assigned elements of the ADPN construction project to assure quality of the contractor’s compliance with the plans and contract documents.
          • To manage construction project personnel staffing, project inspection, and contract administration under the direction of the Construction Engineers

Construction Manager Features of the Work: 

1. 1. 1. 1. 1. 1. Manages assigned project elements which may involve farm structures, roadways, and other transportation facilities. Duties include analysing and interpreting construction project plans and specifications to ensure project constructability; 
               2. Identifies design errors and determines impact for both SACOETEC and the consultant;
               3. Interpret unclear contract language; work order time impact analysis, maintain and report contractor’s daily production rates, prepare independent detailed and construction estimates and make recommendations for partial and final contractor payments;
               4. Monitor project budgets and recommend any needed adjustments to the Construction Engineer; supervises and manages inspection personnel and makes recommendations on project staffing.
               5. Conduct pre-construction conference, utility coordination meetings, construction progress meetings and other types of conferences; writes project management correspondence, and approves or rejects recommendations made by project inspectors. 
               6. Recommend resolution of field construction problems, recommend design changes; perform analysis and prepare work orders, seek input from the project controls group regarding the schedule/cost impact and works with the project design group, materials, environmental, traffic engineering right of way, the public and all other parties necessary to meet contract schedules and requirements.

Civil Engineer Function:

• • • • • • To assist in development of appropriate design/engineering set of documents, evaluation of the technical and financial part of the tender application, and technical supervision over construction works.

Civil Engineer Features of the Work: 

1. 1. 1. 1. 1. 1. Conduct field trips to the project site to provide expert assessment for the development of the technical and financial proposal for the selected construction activity.
               2. Provide developed design documentations for construction.
               3. Provide technical supervision during the implementation of construction works.
               4. Assistance in the commissioning of the construction works into operation.
               5. Provide a technical report based on the completion and commissioning of construction works.

Construction Engineer Function:

• • • • • • Planning, implementing, managing, monitoring, and reporting on construction related activities.

 Construction Engineer Features of the Work: 

1. 1. 1. 1. 1. 1. Collaboration with the Civil Engineer and Construction Manager to prepare technical design elements for the construction activities on the farm site. Prepare tender documents in relation to construction works and engineering services.
               2. Develop the work plan for the construction activities; determine priorities/targets and performance measurements and monitor work progress to ensure that results are achieved according to schedule and performance standards.
               3. Provide technical support for feasibility studies and support construction procurement activities.
               4. Check technical documents related to construction (design drawings, technical specifications, and bills of quantities); verify whether they are clear, complete and compliant to programmatic and construction needs, eco-efficiency and accessibility requirements; undertake the actions required to endorse these technical documents by relevant ministries. 
               5. Follow up with farm design and government entities for obtaining all permits required for construction activities prior initiating works.
               6. Coordinate construction activities; monitoring and quality assurance activities of the construction project.
               7. Provide close monitoring on construction activities by undertaking regular site visits and conducting regular technical meetings including joint monitoring with relevant government technical services; follow up progress for each activity per milestones and review site supervision reports to ensure work compliance with norms, standards, and timeline; verify quality and precautions on occupational health and safety standards on ground. Use effective monitoring and supervision tools to ensure easy assessment of work quality, progress, and performance of engineering and construction expert’s companies during the entire duration of the project.

     7.            EXPERTISE REQUIREMENTS: QUALIFICATIONS/ SKILLS/ EXPERIENCE

Education:

• • • • • Experts in the interested consulting companies are expected to have a Bachelor of Engineering, MSc. /Ph.D. in Civil Engineering, Construction Engineering, Architecture or other relevant science fields.

Experience: 

• • • • • Progressive (7-10⁺) years’ experience in engineering but not limited to: Aquaculture, Marine Biology, Environmental Engineering and Compliance, Ecology and Erosion Studies, Agriculture and Land use, Analytical Chemistry, Hydrology and Water Resources Management, Biodiversity and Conservation, Environmental Toxicology & Pollution Mitigation, Environmental and Waste Management, Occupational Health and Safety, or others.  
        • The Civil Engineer must be experienced (7-10 years) in pond design, pond construction and other land-based aquaculture projects, and indoor fish farming systems.  
        • The Construction Manager must be experienced (7-10 years) in the management of aquaculture construction projects. Considerable knowledge of roadway, structure, traffic engineering, construction methods, procedures, practices, plans, specifications, and contracts; materials used and performance, environmental, legal, and safety responsibilities related to construction of transportation facilities; working knowledge of aquaculture specifications, engineering and construction standards and knowledge in the use of electronic data processing equipment and contract management software.  
        • Skill in the use of survey, nuclear density, and materials testing equipment. Ability to supervise and manage employee work groups. Ability to interpret roadway plans, specifications, and contracts. Ability to prepare technical, financial, administrative, and explanatory correspondence.

Certifications:

• • • • • Recognition as a Certified Construction Manager/ Engineer through the Council for the Regulation of Engineering in Nigeria (COREN). Added advantage – membership with the Nigerian Society of Engineers (NSE) and/or Council for Regulation of Engineering in Nigeria). 
        • The Civil Engineer and Construction Engineer must be registered with the Nigerian Institute of Civil Engineers (NICE).

Others:

• • • • • NEBOSH IGC/ Diploma, HSE123, OSHA, ISO 14001,45001, 18000, 5001 (Added advantage). 
        • NESREA Technical training on environmental compliance and enforcement or other relevant regulatory/enforcement training.
        • Membership affiliations in the relevant field of study/operations.
        • Capacity to understand the needs of ADPN for the solution development, as well as the ability to communicate openly and integrate all feedback provided.
        • Understanding and knowledge of the Agriculture/Fisheries industry and a vision of how the solution will be used to engage beneficiaries (Farmers, Service Providers etc.)
        • A proven track record of conducting successful environmental and social assessment with experience in managing and leading consultancy work.
        • In-depth knowledge of the aquaculture sector,  Engineering/EIA standards and regulations as required by the Federal Republic of Nigeria, understanding and ability of working in and managing multi-disciplinary teams.
        • Excellent communication skills. (Spoken English language must be clear with proven grammatical writing ability).

    8.              CONSULTANCY PERIOD

The duration of the assignment will be a minimum of six (6) and a maximum of twelve (12) months effective from the signing of the contract. If there are anticipated delays, SACOETEC may need to revise extension periods with the Consultant.

Furthermore, all individuals identified as “Key Personnel” in the  proposal shall remain on the Consultant’s Team for the duration of the procurement process and, if the consultant is awarded a contract, the duration of the contract. If extraordinary circumstances require a proposed change, it must be submitted in writing to the SACOETEC Provost through the Project Manager for approval, who, at his/her sole discretion, will determine whether to authorise a change. Unauthorised changes to the Consultant’s Team at any time during the procurement process may result in elimination of the Consultant’s Team from further consideration.

    9.             BUDGET

The Engineering Consulting Company is advised to present a detailed budget for the assignment. The selected consultant will be required to quote a fixed price for the full assignment including preparation, fieldwork, data analysis, writing process, construction, and final reporting.  

All other expenses, (including food and drinks) are to be paid by the Engineering Consulting Company and assumed to be included in the fixed price. The Engineering Consulting Company shall be responsible for their own equipment, including the proper insurance of such items.

Fees will be paid in three instalments, 40% upon signing of the contract, 40% on predetermined milestones and 20% upon completion of the assignment. The fees will be paid following receipt of an invoice in Naira by the Engineering Consulting Company. 

    10.         ETHICAL CONSIDERATIONS

The Engineering Consultant will ensure that the process is in line with the United Nations Evaluation Group (UNEG) Ethical Guidelines1. The Engineering Consultant should be sensitive to beliefs, manners and customs and act with the highest levels of efficiency, competence, integrity, and honesty while interacting with stakeholders and beneficiaries. Furthermore, the Engineering Consultant should protect the anonymity and confidentiality of individual information. All participants should be informed about the context and purpose of the construction project, as well as about the confidentiality of the information shared. The Engineering Consultant is allowed to use documents and information provided only for the tasks related to these terms of reference. 

All products and data developed or collected for this consultancy are the intellectual property of SACOETEC. The consultant may not publish or disseminate the final product, or any other documents produced from this consultancy without express permission from, and acknowledgement of SACOETEC.

   11.         CONFLICT OF INTEREST/ NON-DISCLOSURE

The Engineering Consulting Company with its representative experts/ associates must declare any potential conflicts of interests with the related parties prior to the start of the construction process. In cases where potential conflicts of interest are identified, the expert/associate will not proceed with the assessment and an alternative expert will be assigned to the above-mentioned tender. The Engineering Consulting Company will also be expected to sign a non-disclosure agreement on the exercise and is obliged not to reproduce the final report for any third party without prior written consent from SACOETEC.

   12.          DOCUMENTS REQUIRED

The following documents are required along with the technical and financial proposal: 

1. 1. 1. 1. 1. 1. A brief statement addressing the understanding of this ToR and the rationale for application including how the applicant’s previous experience matches the consultancy objectives as well as their interest for the position. It should also indicate the candidate’s availability and consultancy rates. The letter should be no longer than two pages.
               2. Engineering Consultant: Company profile including founder information and key organisation resources and qualifications/ CVs of proposed team/ associates including relevant work experience and qualifications.
               3. Track record/ past clients/ projects
               4. CAC Registration Certificate
               5. VAT registration certificate 
               6. Tax Clearance Certificate (min 3 years) 
               7. Government endorsements/ Licences of Operation/ Permit/ Certifications i.e., Certificate of FMoEnv registration (Licence to operate as an Engineering Consultant with areas of expertise)
               8. ESG Policy/ Sustainability Policy/ OHSE Policy
               9. Declaration of any potential conflict of interest with related parties
               10. Work plan with timeframe
               11. Other relevant supporting documentation for consideration

   13.            TENDERS

Interested Consultants should respond by submitting a proposal (in English) to the ToR described herein. Applications should be submitted no later than by close of business (COB – 06:00 PM; GMT +1; Nigeria) on 23rd February 2023, to (sacoetec.adpn01@gmail.com)

Applications not including all the above information will not be reviewed. Only short-listed applicants that can deliver within the agreed timeline would be contacted.