Annex A: Terms of Reference (ToR)

Consultancy Service for Environmental Impact Assessment (EIA) for the Establishment of a
Refugee Settlement

1. Background: The United Nations High Commissioner for Refugees (UNHCR) is establishing
new refuge settlements to host refugees from Sudan in the Benishangul Gumuz Regional
State. The government of Ethiopia has allocated 350 hectares of land for refugee
settlement. Currently UNHCR with the government counterpart, Refugee Returnees
Services (RRS) through partners are providing initial basic services and infrastructure at the
sites to enable families to gradually move to the settlements from existing transit
center/refugee sites. In line with our commitment to environmental stewardship and
sustainable development, an Environmental Impact Assessment (EIA) must be conducted
to ensure minimal adverse effects on the environment.

2. Objective: To engage a consultancy service that will carry out a comprehensive

Environmental Impact assessment (EIA), identifying potential environmental impacts of the
refugee settlement and proposing mitigation measures.

3. Scope of Work

o Conduct a baseline study to understand the current environmental conditions,

o Identify and evaluate potential environmental impacts during planning,

construction, and operations.

o Develop a stakeholder engagement plan and conduct consultations with local and
refugee communities and relevant authorities.

o Prepare an Environmental Management Plan (EMP) outlining mitigation strategies

for negative impacts including EAP (Environmental Action Plan)

o Provide recommendations for monitoring and managing environmental

performance throughout the project lifecycle.

o Conducting flood analysis and simulations, along with designing drainage networks,
including hydrological and hydraulic studies, and detailed civil works designs.

Project Location is:

• Benishangul Gumuz Region, Ura Woreda, Akuda Tumet Kebele, Ura Refugee Settlement
(Coordinate: 10° 9' 6.4368'' N, 34° 41' 42.5328'' E)

4. Deliverables

o A detailed and endorsed EIA report including all findings, analyses, and
recommendations.

o An EMP that complies with national regulations and international best practices.
 o Generate topographic survey Report/Topographic Map, including datasets and
establish benchmarks. The topographic maps should include site spot elevations on
a maximum grid of 10mX10m at 0.5m intervals.

o Flood Analysis Reports: Detailed findings from the flood analysis and simulations,
including flood maps and risk assessments.

o Drainage Network Design Plans: Detailed design plans for the drainage networks,
including layout, dimensions, and specifications. Detailed design documents for the
civil works, including construction drawings, material specifications, and
construction cost estimate.

o A final presentation to UNHCR and stakeholders summarizing the key aspects of

the EIA and EMP.

5. Timeline The consultancy is expected to commence in October 2024 and be completed

within 60 calendar days, including all deliverables.

6. Evaluation Criteria For the award of this project, UNHCR has established evaluation
criteria which govern the selection of proposals received. Evaluation is made on a technical
and financial basis. The percentage assigned to each component is determined in advance
as follows: The Technical Proposal will be evaluated using inter alia the following criteria
and percentage distribution: 60% from the total score of 100 points. Companies who failed
to pass preliminary technical evaluation shall not be considered as technically compliant
and shall not be financially evaluated.

Remarks: The Technical Proposal score will be calculated according to the percentage
distribution for the technical and financial Proposals.

Important to Note: Bidders fail to pass the criteria set in the Preliminary Evaluation will not
be qualified to the next level of Technical Evaluation.

Preliminary evaluation /Mandatory Documents:

(Pass /
Item REQUIREMENT DESCRIPTION
Fail),
The company should provide documented evidence of
being duly licensed by the relevant authorities to
Certificate of engage in the relevant commercial activities in the
1
incorporation country. The documents to be provided should include;
a valid certificate of incorporation / registration
certificate.
Tax Payer The company should provide a Tax payer identification
2 Registration documented being registered by the relevant
Certificate authorities in the country.
The company should provide a VAT certificate being
3 VAT Certificate
registered by the relevant authorities in the country.
Company The company should provide company profile of at
4
Profile least five pages.
UNHCR
The technical offer should contain your
5 General
acknowledgement of the UNHCR General Conditions
Conditions for
 Provision of for Provision of Goods and services by signing Annex A
Goods and and submitting it with the technical offer
services .
The technical offer should contain your
UN Supplier
acknowledgement of the UN Supplier code of conduct
6 Code of
by signing Annex E and submitting it with the technical
Conduct:
offer.

Technical Proposal will be evaluated as below criteria and percentage/points distribution:

# TECHNICAL EVALUATION CRITERIA POINTS Max. Points obtainable
1 CAPACITY/QUALIFICATIONS OF THE COMPANY 10
Company Profile – Short description of the Company, details on the < 3 years: 1.00 points
objectives, and experience in the environmental impact assessment 3-5 years: 3.00 points
or related. 6-8 years: 5.00 points
> 8 years: 10.00 points
2 QUALITY OF THE PROPOSED STAFF 36
Number and Qualifications of dedicated staff, CV, diplomas,
background of the:
i) Project leader with min. ten (10) years of experience in < 10 years: 0.00 points
conducting and managing EIAs. Holds an 10-14 years: 8.00points
Environmental Impact Assessment (EIA) manager > 15 years: 14.00 points
certificate.

ii) Three (3) Dedicated field/technical staff < 5 years: 0.00 points
(Environmental science, Ecologist, and social science 5-8 years: 2.00points
with min. five (5) years’ experience in the respective > 8 years: 4.00 points
field) (three staffs each with a maximum of 4 points)
iii) Topographic surveyor (Surveying, or Civil Engineering < 5 years: 0.00 points
with min. five (5) years’ experience in the respective 5-8 years: 2.00points
field) > 8 years: 4.00 points
iv) Hydrologist having a specialization in Hydrology and < 5 years: 0.00 points
Hydraulics with min. five (5) years’ experience in the 5-8 years: 3.00points
respective field. > 8 years: 6.00 points
3 FINANCIAL CAPACITY 10
Indicate the annual turnover of the company for the past three < 1 million: 0.0 points
years dually certified by external firm/party. Having minimum 1-5 million: 5.0points
annual turnover of 1 million ETB. > 3 million: 10.0 points
4 WORK SCHEDULE AND WORK METHODOLOGY 27
a) Detailed methodology showing how the different scope Scanty/limited methodology
work items will be implemented. Familiarity with the legal 3.50 points
and regulatory framework pertaining to EIAs in the project
area. Detailed methodology 7.00
points
b) Level and quality of the proposed GANTT chart (presented Weekly basis 5.00 points
indicating activities that shall be performed on a weekly
basis and broken down with percentage distribution for all Indicating Sub-Tasks 5.00
main-tasks with their content table to be indicated by the points
participating companies) with critical path analysis
included for each task/sub-task (A3 format is preferred). Indicates complete scope of
work and Critical path
analysis 5.00 points.
 Completion time
(proportionally distributed)
5.00 points
5 PROVEN EXPERIENCE 17
Submission of evidence regarding executed similar sized, relevant
contracts signed with companies or organizations and or their
outcome within last eight (8) years supported with copies of
purchase orders/contracts or letter of references or work
completion certificates. Please note that, companies that are not
providing reference letters or work completion certificates shall
score 0.00.
Less than 3- References or copy of work completion 0.00 points
certificate or purchase orders / contracts- Attached
3-6 - References or copy of work completion certificate or 4.00 points
purchase orders / contracts- Attached
7-9 References or copy of work completion certificate or 8.00 points
purchase orders / contracts-Attached
10 or above References or copy of work completion 17.00 points
certificate or purchase orders / contracts- Attached
OVERALL TOTAL (Available for Technical Component): 100
Minimum Score to be Obtained (60%) of the Overall Score: 60

The Financial Proposal will use the following percentage distribution: 30% (shall be awarded
to the lowest, technically compliant contractor. The maximum number of points will be
allotted to the lowest price technically compliant proposal that is opened and compared
among those technically compliant firms. All other price Proposals will receive points in
inverse proportion to the lowest price; e.g., [total Price Component] x [ETB lowest] \ [ETB
other] = points for other supplier’s Price Component.

Important Note: Bid Security, through CPO/ bank guarantee Letter/Insurance guarantee:
The companies are required to provide a bank guarantee valid for six (6) months in the name
of UNHCR minimum of either 5% of the proposed bid amount or 100,000 ETB in the financial
proposal. Bids submitted that do not have the required bank guarantee in their financial
proposal envelope shall be disqualified. Upon award of contract the bank guarantee letter
shall be returned to the bidders against signature.

Submission of Proposals Interested parties are invited to submit their proposals, including a
technical and financial offer.

Contact Information For further information or how to submit proposals, please contact refer to
the details as per Request for Proposal (RFP).