Draft TOR - Feasibilty Study & Design of Phase2 at Atiak Sugar - 1st Draft
Draft TOR - Feasibilty Study & Design of Phase2 at Atiak Sugar - 1st Draft
Draft TOR - Feasibilty Study & Design of Phase2 at Atiak Sugar - 1st Draft
1st Draft
1.0 Background and Context
The climatic patterns in Uganda have been changing drastically, the spatial and highly variable nature of
rainfall in Uganda has also resulted in massive environmental shocks and stresses (land degradation,
drought and hunger) greatly affecting sustainable crop production in most parts of the country.
Uganda Development Corporation (UDC) invested in Horyal Investment Holding Company Limited
(HIHC), a company implementing the Atiak Sugar factory which has a processing capacity of 1650
tonnes of cane a day in phase one expandable to 3500 tonnes of cane per day in phase two. UDC’s
investment in the company was through equity acquisition of 40% and the provision of shareholder loans.
UDC is currently in the process of completing its injection of an additional UShs 272.51 billion as
preference shares for redevelopment of the project. As at the date of this report, UDC has injected UShs
110.6 billion
As a result, the company has re-purposed and prioritized some of the funds from operalisation of
mechanisation equipment and public infrastructure services to Irrigation of about 4,000 Ha irrigation
systems in phase 1. Among other things, the core objectives of introducing irrigation Includes:
To boost yield from about 80 Tonnes per Ha (TCH) to 120 TCH.
To reduce maturity and harvest time from about 14 - 18 months to 12 months.
Reduce reliance on rainfed reliance and plant during the entire year round
To Facilitate possible introduction and trial different varieties with better yields and reduce reliance
on the local variety.
It increases the germination rates.
It reduces stress on the crop as there is adequate water throughout the cycle.
Mitigates the risk of fire since the cane will be less stressed.
However even with the repurposed funds to irrigation of about 4000ha in phase 1, even if irrigation is
estimated to increase the yield per Ha from 80 TCH to 120 TCH; the farm would still be able to supply
the factory at a capacity of 1,650 TCD with cane for an estimated 290 days.
At this production capacity, Horyal investment will be unable to make any sensible profits and pay back
shareholders unless the factory expands to 4000 tonnes of cane per day(TCD) ; and this would thus call
for an at least additional 6000ha to be put under further irrigation.
It is in the above context that Horyal investment has prioritized the investment in phase-2 so that it can be
able to payback shareholders on time.
3.1 General
The Consultant will be responsible for the following: carrying out detailed feasibility and engineering
design of phase 2 irrigation systems located in Production area 3 of the sugar cane estate, prepare tender
documents for installation/construction works and develop the operation manual.
Phase 1
Phase 2
Phase 1
i) Technical services
a) Detailed stakeholders analysis of the all the relevant players and establish a safe collaboration
mechanism for smooth acquisition of relevant permits and Licences
b) Carry out a detailed survey of possible irrigation systems that can fit within the proposed
production zone of Atiak Sugar Factory.
c) Correlate agro-climatic data.
d) Soil tests that will give details but not limited to Soil PH, CEC, soil texture, % Base
saturation, organic matter content and Water test analysis which will include but not limited to
quality if proper for crop uptake, and quantity if will be enough for irrigation.
e) Interpretation of soil, water and agro-climatic data and recommendations
f) Irrigation scheduling must be accurate to avoid flooding and crop withering.
g) Design of the most appropriate irrigation infrastructure.
h) Produce Final irrigation scheme layout with all the associated technical details of the
associated infrastructures.
i) The design should accommodate any residues from the scheme.
4.1 Design
a) Inception report
The report will include, but not limited to the following; Data gathered and examined, with
comments on the scope of work and any pertinent aspects, proposed work schedule for execution
of the Consultancy assignment, Requirements in terms of materials and logistics and ways of
obtaining them, proposed activities in case of omissions originating from the previous
investigations.
The Client will review this report and any comments made will be communicated to the
Consultant to help undertake detailed design. This report is to be submitted to the client within 15
days of the commencement of the assignment.
After review of the Draft Design Report by the Client, the Consultant will prepare a Final Design
Report incorporating comments of the Client. The FDR will be submitted within two (2) weeks
from the date of communication of the clients’ comments to the consultant.
This is a ready for construction report clearly stating all the technicalities of the preferred
technology
e) Acquisitions of relevant permits and certificates necessary for the construction and
Management phase
1) Dredging Licences
2) Construction Permits
3) Surface water Abstraction permits
4) Ground water abstractions Permits
5) ESIA Certificates
4.2 Tender Documentation
a) Tender Documents
The Consultant shall prepare the Tender Documents for the irrigation system to be implemented in
the selected areas that shall address all general contractual documents in addition to technical
documents including the followings:
Technical specifications covering different engineering disciplines
Book of Drawings
Bills of Quantities for pricing.
b) Bills of Quantities
The bills of quantities shall be prepared in accordance with design drawings for all works, as well as
services envisaged for implementation and defining how quantities will be measured for payment.
The Consultant will prepare the bills of quantities in computer format using standard software.
c) Book of Drawings
Drawings shall be prepared according to generally accepted standards and shall provide adequate
details compatible with the level of project tendering.
These will be submitted to the Client at the same time with the Draft Design Report and after review,
three (3) final copies shall be submitted within two (2 weeks) as part of the final design report.
4.3 Management, Operation and Maintenance
Sustainable post-construction Operation and Maintenance Manual will be submitted in triplicates to the
Client two (02) weeks after submission of the final design report.
4.4 Construction
Relevant documents for Supervision of construction of works, preconstruction, construction, defects
liability period will be submitted in triplicates to the Client two (02) weeks after submission of the final
design report.
5 Client’s Input
Assist the Consultant to make contacts with any relevant Government Institutions from whom
information to enable execution of the assignment may be required.
Provide typical drawings to guide the work of the Consultant, especially during the design stage.
Provide full-time two (02) counterpart engineers and one (01) counterpart sociologist, who will
work under the guidance/instructions of the Consultant, while at the same time facilitating the
day to day liaison with the Client. The Consultant will facilitate the counterparts which shall be
reimbursed in the contract. The attachment of counterpart staff is to provide room for knowledge
transfer.
1. Consultants Responsibilities
The consultant shall carry out the assignment in a professional manner in keeping with internationally
accepted standards, using qualified and appropriate staff, and ensuring that required studies and designs are
accomplished within the given time frame. The consultant may add additional experts he/she may deem
necessary to successfully undertake the assignment, but at no extra cost. These shall endeavour to
implement the assignment with diligence and within the time frame agreed upon in the contract. In this
regard, the consultant shall furnish to the Client the full curriculum vitae of each of the members of the
team it has proposed for the assignment. The consultant and his staff shall be ready and willing to work
with local staff.
The consultant shall be responsible for providing his staff salaries, benefits, welfare, freight and travel,
including visas. The consultant will have to remit withholding tax of 6%. The consultant shall replace any
staff member who is unable to carry out the work or is considered by the Atiak Sugar to be unsuitable, with
similar or better qualified member of staff acceptable to the Client.
The consultant shall be responsible for its head office support costs, the cost of housing and other services
for staff on the assignment and procurement and transport of all office technical equipment, machinery and
purchase of vehicles needed for the assignment. The consultant shall be responsible for arranging and
meeting the cost of all supporting services e.g. printing of reports.
At the end of the contract, all items (including vehicles) procured for the assignment (and included in the
cost schedule proposal), or for which reimbursement was claimed and received shall be handed over to the
Client. The consultant shall also keep complete records of all documents, working papers, calculations and
computer data produced during the assignment. Documents to be handed over shall also include the
complete set of as-built drawings, materials testing records, variation orders, contractor’s claims, inspection
reports, and handover certificates.
The The Director Irrigation will appoint a team to supervise the implementation of the assignment. Day
to day activities shall be coordinated by this team.
The detailed feasibility and engineering design will take a period of three (03) months, excluding the
tendering period.
The Inception, Technical Appraisal and Final Design Reports, Draft and Final Operation and
Maintenance Manuals will be submitted together with one soft copy to the Client. All text will be
prepared in MS Word while Drawings and/or maps will be prepared in an appropriate compatible CAD
or GIS software.
The Consultant will mobilize and set up a design and supervision team, of key permanent staff, with
expertise in major areas, namely: Irrigation/Agricultural/hydraulic/civil engineering, water resources
engineering, Agronomy and land surveying. Other relevant fields where expertise may be required on a
short-term basis include hydrology, hydrogeology and environmental assessment. The staff should have
relevant experience in the design and construction of Irrigation and drainage systems. The Consultant is
also free to propose additional experts and personnel that are deemed relevant for the successful
execution and completion of the consultancy assignment. A flexible management and reporting hierarchy
within the team and an assignment schedule for all professional staff should be clearly outlined. Any
changes of staff will be approved by the Client in writing.
7 Consultancy Requirements
The Consultant is expected to set up a design and management team of staff with expertise in major
areas, namely: Contract management, Irrigation/Agriculture/Civil Engineer, Hydrologist, Agronomist,
Land Surveyor, Sociologist, Environmental Specialist, GIS/ AutoCAD Specialist and any other
specialists that the Consultant may deem relevant for execution of this assignment. The staff should have
relevant experience in design and construction of Irrigation and drainage systems. Computer literacy and
fluency in English are a must for any of the proposed personnel. Experience in the region will be an
added advantage.
The Consultant will organize all relevant inputs: finances, logistics: offices, vehicles, equipment and tools
etc., as required to accomplish the assignment and are expected to have an office within Atiak Sugar
Estate and Kampala, well equipped for the work. Among the requirements in terms of logistics are four-
wheel drive vehicles (4WD), which will enable personnel to move through the rough or slippery terrain.
7.1 Key Experts and Activities
Following are the key experts required and the corresponding major activities, which they will undertake,
among others:
b) Manage relationships with the client (Atiak Sugar), regional office, local government units (LGUs), as
well as with other stakeholders including farmers, non-government organizations, and project-affected
families;
c) Prepare detailed, time-bound work plans for the preparation of the detailed feasibility Study and
engineering design of the irrigation scheme, assigning various team members to each key task;
d) Provide technical support and guidance in all aspects of the consultancy services;
e) Organize and take the lead in the conduct of site visits to the proposed project areas for the technical
supervision in undertaking the required survey and mapping, and the carrying-out of required soil and
water tests;
f) Monitor the progress of all planning and design work ensuring that deadlines relating to delivery dates
are met;
g) Ensure the timely delivery and quality control of all required outputs; in particular, the Inception
Report, Draft Design Report, Final Design Report, Tender documents and the operation manual;
7.1.4 Agronomist
a) Conduct soil profiling and collect soil samples that shall be subjected to physical and chemical
analysis in order to facilitate the fertilizer recommendation for the different crops to be grown in
the area;
b) Carry out land use mapping, soil characterization, and land class correlation based on the inherent
and morphological characteristics of the soil such as physical and chemical properties,
topography, drainage and parent materials, and design into appropriate mapping units for the
report;
c) Identify the major constraints faced by the farming communities in the service area, which affect
agricultural productivity;
d) Conduct farm management survey through interview of farmers in all the communities covered
by the proposed project. The interview should cover at least 10% of the total number of farmers in
the proposed service area;
e) List down all the possible farmer beneficiaries in the proposed service area and determine their
family size, farm holding status, farm size, individual land use, and the cropping condition
(irrigated or rain fed);
f) In the case that an existing irrigation system is present and will be covered by the project, collect
the necessary data needed such as the latest O&M report, actual irrigated area during wet and dry
season, and production performance (average yield);
g) Inform the Irrigation Engineer about the crops that can be planted in the area and generate a future
cropping pattern;
h) The agronomic analysis must include the following: population and labour force, cropped area,
yield and production, agricultural inputs, cropping pattern/calendar, labour distribution per crop
and per farm operation, labour balance, farmer/farm lot distribution based on tenurial status and
farm size, inventory of farm machineries and post-harvest facilities, and inventory of agricultural
support services such as credit institutions, demonstration farms, farmers’ cooperatives, retailers
of agricultural inputs, as well as list of Government agencies and research institutions that support
the agricultural economy in the project area. These data should be presented under present/future
without project condition and future with project condition;
i) Undertake other tasks/activities assigned/delegated by the Team Leader as may be required during
the conduct of the Study and detailed engineering design, as articulated in this TOR.
7.1.5 Hydrologist/Water Resources Expert
a) Identification, collection and analysis of hydrological and climatological data required for the
assignment, perform hydrological assessments with aid of suitable computer aided design
software.
b) Estimate the stream flow at the identified/proposed water source and perform flow duration
curves.
c) Estimate the water requirement using daily rainfall data at various cropping calendar to determine
the least water requirement. Include the climate change scenario for ready reference;
d) In case there are several water users/water permit grantees or irrigation systems drawing water
from the same source, perform systems water balance;
e) Perform hydrologic analysis for various the proposed irrigation site/alternative sites;
f) Estimate proposed irrigable area per site based on available/dependable water supply;
g) Gather water samples on the proposed water sources for water quality testing;
Therefore, the following tasks are expected to be carried out and reported upon by the Consultant when
carrying out the ESIA study:
ii. The size and extent of the potential environmental impacts based as much as possible on
quantitative data rather than qualitative assessment associated with the proposed projects;
focusing on both the positive and negative effects as well as effects to the biophysical, social,
economic and cultural components of the environment. The potential impacts to be assessed may
include those related to:
Project location (e.g. resettlement of people, loss of forest land, loss of agricultural land, loss
of grazing pastures, impact on flora and fauna, impact on cultural sites).
Project design (e.g. drainage problems, design of irrigation infrastructure like intake works,
water conveyance, distribution and water application structures).
Project implementation/construction stage (e.g. oil spills, soil erosion due to construction
activities, excavation and disposal of materials, noise, and air pollution – dust).
Project operation (e.g. effectiveness of the control and management aspects of the projects,
pollution by agrochemicals, increase in water associated diseases, conflicts of water use,
impacts on soils i.e. water logging, salinization) phases of the programme through its
projected life.
iii. Appropriate site specific mitigation measures/strategies needed and how they should be
incorporated into the project design to eliminate, reduce, reverse or mitigate the identified
negative impacts/effects identified in task number (ii) including the measures to enhance the
positive effects. In addition, site specific frameworks for Environmental Management System
(EMS) to enable the schemes achieve their environmental management goals in compliance with
environmental legislation (guidelines).
iv. Proposed site specific Environmental and Social Management Plan (ESMP) in tabular form
specifying the predicted impacts, mitigation measures/enhancement measures, schedule of the
measures and responsible persons and institutions and monitoring plan for the project as well as
the training and awareness, communication, operational control, and emergency preparedness and
response in case of the EA.
v. Proposed site specific Environmental Monitoring Plan by which all mitigation measures
recommended in ESMP and EMS will be monitored and audited respectively. The plan should
include activities, the frequency of monitoring, the key monitoring indicators and the authorities
responsible for monitoring.
vi. Public consultation to ensure that all interested and affected stakeholders are involved in the ESIA
process and incorporate their views into the report.
vii. Description of Policy and Legal framework pertaining to the programme and their implication on
the same. Reference should be made but not limited to Uganda National Development Plan II,
Water Act, Water policy, National Environmental Management Act and regulations, Pesticide
Act, Draft National Irrigation Policy (2017), National Land Use Management Policy, National
Agricultural policy).
The expected outputs submitted by the consulting team will therefore include but not limited to:
(i) An ESIA report organized to provide stand-alone environmental and social assessment including
cumulative impacts of the irrigation schemes and a framework for Environmental Management
System (EMS) of the schemes and
(ii) Environmental and Social Management Plans (ESMPs) for the irrigation scheme.