NBI-WRPM
Support Data Compilation for the Development of the Nile Basin
Nile Basin Initiative - Water Resources Planning and Management Project
Support Data Compilation for the Development of the Nile Basin DSS
Terms of Reference fro Consultancy Services, Version 08
Addis Ababa, Ethiopia, 22 July 2008
Table of Contents
1
Introduction ............................................................................................................................... 1
1.1
The Water Resources Planning and Management Project ............................................... 2
1.2
The Nile Basin Decision Support System.......................................................................... 2
1.3
Background to the Consultancy ........................................................................................ 3
2
Objectives of the Consultancy................................................................................................... 4
3
Scope of Work........................................................................................................................... 4
3.1
Data Compilation and Structuring ..................................................................................... 5
3.2
Data Processing ................................................................................................................ 5
3.3
Quality Assurance ............................................................................................................. 6
3.4
Data Organization and Archiving....................................................................................... 7
3.5
Training ............................................................................................................................. 7
4
Deliverables .............................................................................................................................. 7
5
Required Qualifications and Experiences of the Consultant ..................................................... 8
6
Administration and Implementation Arrangements ................................................................... 8
7
Level of effort, budget and schedule ......................................................................................... 9
7.1
Payment Schedule ............................................................................................................ 9
7.2
Work Schedule .................................................................................................................. 9
Annexes
Annex 1:
Inventory of hydro-meteorological data available at NBI
Annex 2:
Remote sensing images archived at NBI-WRPM
Annex 3:
Preliminary list of modeling software that are being considered for the Nile Basin DSS
1 Introduction
The Nile Basin: The Nile, which is home and source of livelihood to approximately 160 million peo-
ple, is the longest river in the world having a total length of about 6700 km, traversing an extremely
wide band of latitude, from 4-degree south to 32-degree north. The area draining into the Nile river
system, about 3 million km2 extends over 10 African countries.
The two main river systems that feed the Nile are the White Nile, with its sources on the Equatorial
Lake Plateau (Burundi, Rwanda, Tanzania, Kenya, Democratic Republic of the Congo and
Uganda) and fed by substantial flow from the Baro-Akobo-Sobat system that originates in the foot-
hills of southwest Ethiopia, and the Blue Nile, with its sources in the Ethiopian highlands. Tekeze-
Setit-Atbara system contributes to the flow further downstream of Khartoum.
Annual runoff potential of the Nile Basin is estimated to be approximately 85 billion cubic meters
(BCM). Such estimates of average annual runoff may vary depending upon the length of records
used for the estimation. Compared to other major river basins, the Nile Basin's disparity in water
availability differs sharply among sub-basins. Arid portions (perhaps one-third of the area of the
Basin) yield negligible flows; whereas, the Eastern Highland of Ethiopia, comprising perhaps as
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little as 1520 percent of the land area of the overall Basin, yields 6080 percent of the annual flow
in the lower Nile.
The Nile Basin Initiative: The NBI is a partnership initiated and led by the riparian states of the
Nile River through the Council of Ministers of Water Affairs of the Nile Basin states (Nile Council of
Ministers, or Nile-COM). The NBI seeks to develop the river in a cooperative manner, share
substantial socioeconomic benefits, and promote regional peace and security. The NBI started with
a participatory process of dialogue among the riparians that resulted in their agreeing on a shared
vision: to "achieve sustainable socioeconomic development through the equitable utilization of, and
benefit from, the common Nile Basin water resources".
The NBI involves complex multi-country projects under the two programs, namely, the Shared Vi-
sion Program, which deals with projects aimed at creating enabling environment and capacity
development for advancing cooperation among riparians, and the Subsidiary Action Programs
(SAP), the Eastern Nile and the Nile Equatorial Lakes Subsidiary Action Programs (EN and
NELSAP), which deal with cooperative investment oriented projects. Considerable progress has
been made in the implementation of the various projects under the two NBI programs.
1.1 The Water Resources Planning and Management Project
The water resources planning and management project is one of the eight projects under the
Shared Vision Program of NBI. The primary objective of this project is to enhance analytical
capacity for a basin-wide perspective to support the development, management, and protection of
Nile Basin water resources in an equitable, optimal, integrated, and sustainable manner. The
project has the following three technical components:
1. Water Policy Good Practice Guides and Support: The output of this component is to
strengthen capacity to formulate and implement effective national policies and strategies for
integrated water resources management (IWRM) in Nile Basin countries. This will be a coun-
try- and needs-driven component aimed at enabling all basin countries to operate on an equal
footing.
2. Project Planning and Management Good Practice Guides and Support: The output of this
component is the enhanced capacity in Nile Basin countries for planning and managing multi-
country projects, thus contributing to an improved IWRM in the region. These skills will be-
come particularly important as NBI cooperation grows and cooperative investment projects are
developed through the subsidiary action programs.
3. Nile Basin Decision Support System: The output of this component is an operational Nile
Basin DSS supported by trained staff. The Nile Basin DSS will provide a common, basin-wide
platform for communication, information management, and analysis of Nile Basin water re-
sources. Coupled with human resources development and institutional strengthening, the Nile
Basin DSS will provide a framework for sharing knowledge, understanding river system behav-
ior, evaluating alternative development and management schemes, and supporting informed
decision-making from a regional perspective, thus contributing to sustainable water resources
planning and management in the basin.
The WRPM project is managed from the Project Management Unit (PMU) hosted by the Govern-
ment of Ethiopia and located at Addis Ababa.
1.2 The Nile Basin Decision Support System
The Nile Basin DSS, which is a component of the Water Resources Planning and Management
Project, is expected to provide the necessary knowledge base and analytical tools to support the
planning of cooperative joint projects and the management of the shared Nile Basin water
resources on an equitable, efficient and sustainable manner.
The primary objective of the Nile Basin DSS is to develop a shared knowledge base, analytical
capacity, and supporting stakeholder interaction, for cooperative planning and management deci-
sion making for the Nile River Basin. An essential feature of the Nile Basin DSS should be that it is
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an agreed upon tool that will be accepted and used by all riparians in the management of the
shared Nile water resources. Essential components of the Nile Basin DSS are:
1. Comprehensive Knowledge base
2. River Basin Modeling System
3. Set of tools, including those used for multi-criteria analysis
4. Basin-wide communication system
5. Human and institutional capacity strengthening targeted at enhancing capabilities of riparian
experts on continued use and maintenance of the DSS
To support the development and continued use of the Nile Basin DSS, a Nile Basin Regional Deci-
sion Support System Center (DSS Center) is established at the Project Management Unit (PMU),
in Addis Ababa, Ethiopia. The Regional DSS Center is responsible for developing and operational
use of the Nile Basin Decision Support System. The regional DSS Center is supported by national
DSS units in every NBI member country.
1.3 Background to the Consultancy
The WRPM project is preparing the development of the Nile Basin Decision Support System (NB-
DSS) in 3 Work Packages. The 3 Work Packages for the development of the Nile Basin Decision
Support System are:
1. Work Package 1 (WP1): Software Development
a) The software development consists of detailed design update including a systems ontology,
basic software development and adaptation, testing, initial calibration subject to data
availability, installation, documentation, software related training and user support for the
DSS core team. The system shall have three main components:
(1) Information Management System
(2) Core Models
(3) MCA Decision Support Tools
b) The output of WP1 is an operational DSS with its three main components, documentation,
manuals, and associated training conducted, implemented at the Project Management Unit
(PMU) of NBI-WRPM, regional and national DSS centers.
c) This work package also includes the development of a user support and maintenance plan.
2. Work Package 2 (WP2): Data Compilation and Pilot Test Applications
a) Data compilation and pilot test applications will be executed in parallel but independently,
involving end users, the national DSS units and the DSS team at the PMU.
b) The objectives of this work package include both a support function and a test function:
(1) providing quality assured data for software testing and applications;
(2) usability testing of the IMS and data analysis functions;
(3) pilot test applications (system usability);
(4) model calibration and validation.
c) The tasks of WP2 are designed to test the operation and usability of the integrated system
and its components together with the data in realistic applications of immediate basin wide
interest, including specifically
(1) Preparatory phase, data catalog and meta data, pilot study definitions;
(2) Data compilation, processing and import;
(3) Usability testing of all components;
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(4) Pilot test cases and model calibration/validation;
(5) Stakeholder, user and core team training (data analysis, application building).
d) Final system certification eventually by external auditors.
3. Work Package 3 (WP3): Supervision and Monitoring coordinates/synchronizes these parallel
activities and organizes quality assurance processes; it includes the following
a) Compilation and coordination of all test protocols and procedures, reporting and
documentation requirements and guidelines;
b) Monitoring of project schedule, milestones, deliverables, test and documentation standards,
document editing and management, facilitating and documenting coordination and
communication between all teams, maintenance of project web site, mailing lists, discus-
sion fora, problem report logging and tracking;
c) Coordination of all presentation and training workshops, external peer review and advisory
process (including workshops);
The work packaging of the development of the Nile Basin DSS mainly aims at
1. obtaining a high quality product (software + data) in a comparatively short period and
2. delivering the first release of the Nile Basin DSS with the core functionality at an early stage.
In order to meet these requirements all relevant data need to be compiled prior to the DSS
development insofar as to
1. expedite data compilation activities in WP2 and
2. avoid problems that could arise in data compilation during execution of WP2.
While the bulk of the data compilation activities shall be carried out under Work Package 2, the
project envisages the need to conduct preliminary data collection and compilation under this
consultancy. This data collection and compilation shall serve as the basis for the subsequent, more
extensive, work on data compilation under WP2.
2
Objectives of the Consultancy
This consultancy aims at
1. providing quality assured hydro-meteorological data for WP2 and
2. enhancing data compilation and processing capacities of the DSS core team.
3 Scope
of
Work
The following information is a basis for this consultancy:
1. The DSS core team has prepared an inventory of hydro-meteorological data available at NBI
(Annex 1 contains an overview).
2. Furthermore remote sensing images of have been archived at the PMU (Annex 2 contains an
overview).
3. In addition the DSS team is delineating sub-basins of the Nile Basin on the basis of digital
elevation models (DEM).
4. In anticipation of the future usage of the data to be compiled during this consultancy the PMU
has identified selected model types (see Annex 3) that are going to make use of the data to be
compiled.
Taking into consideration this information the consultant shall
1. compile and structure the relevant data,
2. process the compiled data,
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3. assure the quality of the compiled and processed data,
4. organize and archive the compiled data, and
5. train the DSS core team in data compilation, processing and quality assurance.
Subsequent and parallel activities and consultancies under separate contracts shall build upon the
results and findings of this consultancy. These activities shall deal with
1. assimilation of meteorological/climatological data using forecasts and estimates of regional nu-
merical weather prediction models as wel as global analyses and forecasts,
2. development and implementation of guidelines for the standardization of data quality assur-
ance procedures, and
3. development and implementation of guidelines for model calibration using selected simulation
models.
The consultant shall take this into consideration when carrying out the consultancy services de-
scribed in this section so that the above mentioned subsequent and parallel activities can be
accomplished smoothly and efficiently.
3.1 Data Compilation and Structuring
The consultant shall review the data to be used in this consultancy - hydro-meteorological data
available at NBI (see Annex 1) and archives of remote sensing images (see Annex 2) and
develop a plan for compiling and structuring the data to be gathered. Based on this the consultant
shall carry out the following:
1. In consultation with the Client's team, identify the types of data required for the development of
the NB DSS.
2. Review currently available datasets at the Client's disposal, identify the gaps in data and
advise the Client on the additional data requirements,
3. Identify additional data sets, such as from global data sources, that would be suitable for the
development of the NB DSS, support the acquisition and archiving of these data
4. Collect the relevant data from the additional data sets, such as from global data sources
5. Identify and determine attributes (with valid data range definitions where appropriate) for each
relevant item/theme to be compiled
6. Determine a naming and data organization convention
7. Design the structure and format for each item/theme to be compiled
8. Determine the standard projections to be used for the compilation of geo-referenced informa-
tion and identify and recommend the necessary conversion methods/tools
9. Carry out the data compilation accordingly for both existing data at NBI and additional data
collected through this consultancy.
3.2 Data
Processing
After completion of data compilation the information gathered shall undergo preliminary data
processing. Basically the preliminary data processing shall transform the information gathered as
such, that it can be used for modeling purposes. The preliminary data processing comprises the
following activities:
1. Delineate sub-catchments and generate river-network: At present the DSS team is delineating
sub-catchments and generating the respective river-network on the basis of a DEM. The
appropriate delineation of the catchments and the topology of the river-network depend on the
data available, the hydrological characteristics of the region and the anticipated applications
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(see list of model types in Annex 3). The consultant shall review the results, give comments as
appropriate and ensure that the results can be used for subsequent activities.
2. Generate relevant hydrological properties: The consultant shall map al information that can be
used to model hydrological processes to the delineated sub-catchments and to the respective
river reaches. The generated hydrological properties shall be defined as generic attributes of
the hydrologic objects and shall be organized as such that they can be used for modeling pur-
poses (see list of model types in Annex 3). Where appropriate the consultant shall define and
apply ranges for attribute values.
a) The information to be used as a basis shall include data on land cover, land use, soil types
and channel properties as well as other information as appropriate and available.
b) The attributes to be derived from this information basis shall include properties that have
an impact on catchment processes such as, interception, evapotranspiration, infiltration,
interflow, percolation and groundwater recharge as well as concentration time of flow.
Furthermore the consultant shall determine attributes based on properties that have an im-
pact on river flow and flow attenuation.
3. Generate hydro-meteorological time series (hydrographs and grids): The consultant shall
generate time series of all relevant hydro-meteorological data from remote sensing (rainfall
and evapotranspiration) as well as from ground measurement data where available (see list of
stations and parameters in Annex 1). This activity shall include and consider the following:
a) Spatial and temporal gaps shall be filled making use of state-of-the-art spatial interpolation
and stochastic methods applicable for the region, to be determined in consultation with the
client.
b) Where applicable gridded rainfall shall be corrected/validated using ground measurements.
c) Spatial coverage of gridded data shall be for the whole Nile Basin and the resolution shall
be as such that the data can be used for the anticipated modeling purposes (see list of
model types in Annex 3)..
d) Temporal coverage of time series shall be at least 10 years, where applicable more. The
temporal resolutions (time steps) of the time series shall be daily, weekly, decadal and
monthly.
3.3 Quality
Assurance
After all data is processed the consultant shall develop and implement procedures for quality
assurance. The following aspects shall be considered when developing the procedures:
1. Definition of quality: Quality definition shall identify quality parameters and shall relate data
accuracy with requirements of the anticipated applications (see list of model types in Annex 3).
The definition shall furthermore specify data ranges of validity, categorize quality and specify
the scope and limitation of data for the anticipated applications.
2. Methods to assess data quality: The methods to be used to assess/test data quality shall be
selected based on the quality definition and on the anticipated applications. The methods shall
include statistical methods and shall make use of the results of quality definition. Where
appropriate simple input-output-models shal be used also to assess data quality.
All data compiled and processed shall undergo a validation procedure according to the developed
procedures for quality assurance. The purpose of this activity is to determine the suitability of the
data for different purposes especially for those DSS applications to be carried out in work pack-
ages 1 and 2 (WP1 & WP2). The results of this activity shall be documented in the meta-data to be
developed during this consultancy (see section 3.4).
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3.4 Data Organization and Archiving
As described above all data compiled and processed shall undergo structuring, processing and
quality assurance. The final step shall be to organize and archive the data so that the validity is
well defined as well as redundancy is avoided, data integrity and consistency is ensured and flexi-
ble data retrieval is facilitated.
For this purpose the consultant shall carry out the following:
1. Develop meta-data scheme: The consultant shall design and develop a meta-data scheme
based on state-of-the-art conventions and standards (e.g. Dublin Core) taking into considera-
tion the types of data to be used and the processes to be applied. The main purpose of the
meta-data scheme is to document the source, history and quality of the data compiled and
processed in a well structured and standardized manner. This shall facilitate scoping and
evaluating the suitability of future applications that shall use this data.
2. Design and develop a data model and implement a data management system (DBMS): The
data compiled, processed and quality assured during this consultancy needs to be stored and
managed according to state-of-the-art standards. For this purpose the consultant shall
a) develop a data model synthesizing and incorporating data structures and formats and the
meta-data-scheme as defined and developed in the previous steps,
b) select and implement an appropriate DBMS, preferably public domain (open source e.g.
PostgreSQL), and
c) implement the data-model and meta-data scheme in the DBMS.
3.5 Training
The consultant shall train the DSS core team in the following areas:
1. Training
module
1
a) Generation of hydrological properties for modeling purposes
b) Generation of hydro-meteorological data (interpolation and patching)
2. Training
module
2
a) Quality Assurance and Meta-Data
b) Data Organization and Archiving
The training shall cover all the experiences and findings obtained during execution of the respec-
tive activities as described in previous sections in this TOR. The training shall be arranged as such
that the trainees become proficient to carry out all the above described activities in the future with-
out external support.
All training sessions shall be supported and supplemented by tutorials to be prepared by the
consultant and to be delivered prior to the respective training sessions.
The training sessions shall be carried out at the client's premises.
4 Deliverables
The deliverables of this assignment are the following:
1. DBMS: The consultant shall deliver an operational DBMS populated with all the information
gathered and generated during this assignment and structured according to the data model
developed described in section 3.4.
2. Reports: Reports covering the methodologies applied, experiences and findings obtained as
well as describing the outcomes of the activities shall be delivered to the client as soft copies
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(as DOC and PDF, specific tabular information as XLS) and 5 hard copies. The consultant
shall submit the following reports (see schedule in section 7.2):
a) Inception
Report: This report shall give an overview of the available data and recommend
what data shall be collected from which global data sets. Based on these findings the re-
port shall also reveal anticipated results and problems of the subsequent tasks as well as
the way forward. The report shall also concretize the methodology to be implemented in
subsequent tasks. The report shall be submitted at the end of project month 1.
b) Interim
Report: By project month 3 all tasks will have been started. The interim report shal
document the actual findings and outcomes. It shall also show anticipated problems and
clearly point out how the expected results of this assignment will be produced according to
schedule and fulfilling the required quality. The report shall be submitted in project month 3.
c) Final
Report: This report shall contain all findings and outcomes of the assignment. The re-
port shall be submitted at the end of project month 5. The soft copies of the final report
shall have a format for publishing purposes.
3. Training: The training as described in section 3.5 shall be carried out at the client's premises
according to the schedule shown in section 7.2.
4. Training Materials (Tutorials): The training materials to support and supplement the training
(see section 3.5) shall be handed out to the trainees and to the client as soft copies (PPTs of
the presentations, manuals as DOC and PDF, specific tabular information as XLS) before the
respective training sessions.
5
Required Qualifications and Experiences of the Consultant
1. Qualifications: At least MSC in water resources management with emphasis/focus on modeling
and systems engineering
2. Experiences:
a) Knowledge and at least 10 years relevant practical experiences in
(1) Estimation of components of the hydrologic cycle specifically evapotranspiration and
rainfall with remote sensing technologies
(2) Stochastic modeling with time series analysis packages and statistical applications
(3) Deterministic hydrological modeling
(4) Advanced DBMS and GIS methods, applications and technologies
(5) Computing and software applications
b) Excellent research capability, conducting needs assessments and baseline surveys
c) Experience in the Nile Basin is a significant advantage
d) Strong facilitation skills, excellent presentation and technical reporting skills
e) Previous experience in design and conducting of training workshops is a significant advan-
tage
f) Fluency in English and working knowledge of French
6
Administration and Implementation Arrangements
The Consultant shall work under the overall supervision of the Regional Project Manager. The Re-
gional DSS Lead Specialist shall provide technical guidance and will be responsible to manage the
consultancy on a day-to-day basis. All deliverables and other administrative reports described in
this TOR will be addressed to the Regional DSS Lead Specialist.
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7
Level of effort, budget and schedule
The contract period for this consultancy will extend from on or about October 2008 until February
2009. The estimated level of effort for the assignment is approximately 60 person-days spread
over the contract period. The WRPM project shall pay the Consultant a lump-sum amount of not
exceeding USD X,XXX.- as professional fee (computed at the rate of USD XXX.- per day). The
reimbursable expenses include international travel costs including accommodation and daily
subsistence allowances (UNDP rate standard hotels), and agreed miscellaneous expenses for
consumables (such as report reproduction, data, phone, etc.). The reimbursable expenses shall
not exceed USD X,XXX.-, out of which the cost of miscel aneous expenses shall not exceed USD
X,XXX.-.
All travel related costs including daily subsistence allowances will be paid according to relevant
regulations followed by the WRPM project. All reimbursable expenses shall be paid against
submission of statement of expense and original receipts to be approved by the WRPM project.
It is envisaged that the consultant will undertake up to three (international) trips (economy class) to
the Nile Basin as part of this assignment and travel within the Nile Basin as required. The time of
the trips and duration of stay in the Nile Basin shall be agreed in consultation with the WRPM pro-
ject.
7.1 Payment
Schedule
Payments to the consultant (professional fee only) will be according to the following schedule upon
submittal of invoice (fee claim), supported with appropriate receipts:
1. Submission of Inception Report acceptable to the WRPM project
15%
2. Submission of Interim Report acceptable to the WRPM project
30%
3. Submission of draft final report acceptable to the WRPM project
40%
4. Submission of Final Documents acceptable by WRPM project
15%
7.2 Work
Schedule
It is expected that this assignment shall be completed within a total period of 5 months. The follow-
ing figure presents the preliminary schedule of the work.
Month
Task
1
2
3
4
5
1 Data Compilation and Structuring
2 Data
Processing
3 Quality
Assurance
4 Data Organization and Archiving
5 Training
6 Reports
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