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National Fecal Sludge Management (FSM) Twinning Program

Senin, 27 Mei 2019
Deadline Monday, 17 June 2019
Contact Info

“National Fecal Sludge Management (FSM) Twinning Program, June 2019 – May 2020

REQ-JAK-19-0048

Issue Date : May 27, 2019

Title: “National Fecal Sludge Management (FSM) Twinning Program”

 

”Issuing Office & Email/Physical Address for Submission of Proposals:

Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Jakarta , Mayapada Tower 10th Floor, Jl. Jend. Sudirman Kav. 28, Jakarta 12920 ;

Email : IWPLProc_LSIC@dai.com

Deadline for Receipt of Proposals: June 17, 2019 (at the latest 17.00 p.m WIB)

Soft copy to : IWPLProc_LSIC@dai.com

Point of Contact: IWPLProc_LSIC@dai.com
Anticipated Award Type: Firm Fixed Price Purchase Order
Basis for Award: An award will be made based on the Trade Off Method. The award will be issued to the responsible and reasonable offeror who provides the best value to DAI and its client using a combination of technical and cost/price factors.
A. Background

The USAID Indonesia Urban Water, Sanitation and Hygiene, Penyehatan Lingkungan Untuk Semua (IUWASH PLUS) program is a five-and-a-half-year initiative designed to assist the Government of Indonesia (GOI) in increasing access to water supply and sanitation services as well as improving key hygiene behaviors among urban poor and vulnerable populations. USAID IUWASH PLUS works with governmental agencies, the private sector, NGOs, communities and others to achieve the following “high level” results:

  1. An increase of 1,100,000 people in urban areas with access to improved water supply service quality, of which at least 500,000 are from the poorest 40% of the population (also referred to as the “Bottom 40%” or “B40”), vulnerable groups or Indonesia’s eastern provinces; and
  2. An increase of 500,000 people in urban areas with access to safely managed sanitation.

 

To ensure that improvements in access to WASH services are sustained, USAID IUWASH PLUS is guided by a development hypothesis that focuses on strengthening service delivery systems, so they can more effectively reach the poorest and most vulnerable segments of the population. In order to achieve this at scale, the program undertakes activities through four interrelated components, including: 1) improving household WASH services; 2) strengthening city WASH institutional performance; 3) strengthening the WASH financing environment; and 4) advancing national WASH advocacy, coordination and communication. In support of these components, USAID IUWASH PLUS also implements a Local Sustainability and Innovation Component (LSIC) that is designed to stimulate WASH innovations that strengthen community, private sector and government WASH service provision.

 

B. Activity Background

FORKALIM (Forum Kommunikasi Air Limbah) was setup in 2004 under PERPAMSI, to support a small number of (mainly PDAM) Operators of sewerage systems. Since 2017, IUWASH PLUS has supported them through development of a Business plan, supporting staff and some office equipment. Their current membership previously was 11 Sewerage Operators, but in recent months, around 9 new Waste Water operators (UPTD) joined. With the focus of sanitation access in Indonesia switching to promoting on-site (FSM) systems, more cities have now established a Domestic Waste Water Operator, which are mainly UPTD.  However, as they are still new, they require substantial technical support and at request by Bappenas, IUWASH PLUS is now supporting the development and implementation of a National FSM twinning program, for existing and new FSM operators. In a Twinning program a mentor (experienced operator) is selected who will provide technical assistance to one of more mentee locations during a series of meetings, workshops and fieldvisits. During recent meetings with FORKALIM members, participants identified the critical role for FORKALIM as future host for FSM twinning, as one of their key activities to new (FSM) members. Furthermore 5 priority topics were identified with potential mentors and several mentees already applied for some of the selected topics.

This SoW is focusing on the further development and implementation of the National Twinning program, to be implemented as a Fixed Price Contract for one professional company over a one year period; The SoW will describe the general objectives, description of the selected topics, detailed tasks, expected outcomes, proposed timing, participants and estimated budgets, etc.

 

C. Objective

The overall program goal is to develop and implement a comprehensive National Twinning program, managed by FORKALIM, covering 5 (pre-selected) priority topics, with the following specific objectives:

  1. Preparation of up to 5 mentors (WW operators) for each of the 5 priority topics
  2. Supporting 10 mentees (WW operators) to exchange and learn from the mentor operators.
  3. Monitor and document progress and results, to be included in the FORKALIM website.

 

D. Priority Topics, potential mentors & mentees

During various meetings, RAKERNAS and other events, 5 topics were selected by FORKALIM, as the topics which are mostly requested by WW operators and for which the current FORKALIM members can act as potential mentor. Also for a number of topics potential mentee already requested to join. FORKALIM is still contacting other potential mentees. The following list shows the topics and potential mentors & mentee locations.

Topic Potential mentors Potential Mentees
1 Conventional Sludge Treatment Plant (IPLT): Design, Operation and Maintenance UPTD Sidoarjo PDAM Balikpapan

UPTD Kota Jambi

2 Mechanical Sludge Treatment Plant (IPLT): Design, Operation and Maintenance UPTD Kota Bekasi UPTD Gresik
3 Calculating tariffs and collaboration with private sector for regular (L2T2) desludging PDAM Kota Surakarta PD PAL Banjarmasin

BP Batam

4 Customer Management (including customer database and promotion / marketing) UPTD Makassar UPTD Kota Malang

UPTD Deli Serdang

5 Strengthening and preparing new UPTD for FSM operation UPTD Gresik UPTD Kota Tasikmalaya

UPTD Kota Cimahi

UPTD Pare-Pare

 

E. Relationship to IUWASH PLUS Outcomes:

The above-proposed activities will contribute to the following IUWASH PLUS outcomes:

  • HR2: Number of people gaining access to safely managed sanitation services.
  • C2c: Number of local sanitation management units with improved service delivery performance
  • C4c: Number of knowledge events or workshop held
  • C4d: Number of people with increased knowledge / skills / awareness as result of C4c.

 

F. Main Tasks

The Twinning program consists of two main tasks, explained further below.  A Preparation Phase (final selection of twinning mentors / mentees) is currently underway by a FORKALIM and IUWASH PLUS team. Therefor the responsibilities for the selected service provider (company) are only for Task 1 (develop mentor capacity) and Task 2 (implementation of Twinning),

 

Preparation Phase:  Final selection of twinning mentor and mentees (by FORKALIM / IUWASH-PLUS)

During different stakeholder event the final selection was made of 5 twinning topics, as shown above. FORKALIM and IUWASH PLUS continued to select suitable mentor locations and started to prepare simple factsheets for selected topics to share with FORKALIM existing and potential members (including all WW operators working with PUPR and donors). Factsheets explain requirements that each mentee has to become FORKALIM member, cover their own travel cost (ticket, local transport and per diem/SPJ) to mentor location, estimated timing and commitment to follow-up / implement results of the twinning. Based on the response from WW operators, for each topic 2 mentee (= waste water operators) are then selected by FORKALIM and IUWASH PLUS.

 

Task 1:  Development Mentor Capacity

During the finalization of the mentor and mentee final selection process (in the preparation phase explained above) the vendor has the responsibility for the preparation of each of the mentor operators, before the mentees can join for actual twinning implementation.  This includes following (sub) tasks:

  • For each Twinning topic, vendor will select and contract a suitable Senior Service Provider (SSP), fully familiar with specific topic and can provide necessary capacity development of the mentor operator.
  • The SSP will visit the mentor location(s), assesses current condition of the mentor in relation to the selected topic, understanding and/or readiness of local staff to be a mentor, the mentor facilities (IPLT, office, etc) and available materials / handouts to be used by the mentor (leaflets, drawings, maps, etc)
  • SSP works with mentor to choose and prepare suitable twinning materials (leaflets, handouts, factsheets, etc) and other relevant background materials (depending on the topic the IUWASH PLUS technical team can provide inputs and/or templates, etc)
  • SSP re-visits mentor location, and trains mentor team in the twinning topics. IUWASH PLUS and/.or FORKALIM team can join to monitor results to make sure mentor is ready to receive mentee.

The recruitment of SSP by the service provider (company) needs to be flexible as by the start of the program, not all mentors and/or mentee locations might be ready yet. In that case the program will start first with the topics where the mentor and mentee are already clear and the others will follow as soon as they are ready.

 

Task 2 Implementation of Twinning program

To maximize the benefit of the twinning program, one mentor will train 2 mentees over a period of 6 – 8 months, so that in total 10 mentees are trained (in parallel) in 5 twinning topics.

The 4 twinning visits (in general) are divided as follows:

 

Visit description Location
1 Both mentees visit the mentor location to learn about the twinning topic, compare it to their own situation and all parties agree on tailor-made twinning program for each mentee, including timeframe and homework assignments for each mentee Mentor
2 Mentor visits both mentee locations, discusses progress of each mentee teams, assesses current situation and adjust the twinning plan when needed Mentee
3 Both mentees visit mentor location again to share progress, discuss emerging issues and agree on the plan to finalize the twinning assignment Mentor
4 Mentor visits both mentee locations again to discuss final results and meet management / owner (PEMDA) to share results and agree on the commitment to further implement / expand the twinning results Mentee

During these visits, the service provider (company) is responsible for arranging all the necessary logistics for both the mentor and mentee participants as well as monitoring and documentation.  This includes following (sub) tasks:

  • Agreement with mentor and mentees on the scheduling of the 4 trips for each of the 5 twinning topics, which means a total of 20 trips, over period of one year
  • Arranging and cover cost for all logistic for all the twinning trips, including travel (by car, plane), accommodation (twin-share), per diems, package meetings, (occasional) fieldtrips, etc for all twinning participants, except travel cost and per- diem for mentee participants when they visit the mentor (during trip 1 and trip 3).
  • Documenting all meetings, including goals, process, emerging issues and intermediate and final results
  • Arrange for SSP specialized in each topic (see Task 1) to join at least half of the twinning visits, to monitor progress and where needed provide support to mentor and mentee

 

G. Deliverables:

The expected deliverables of this Twinning program can be summarized as follows:

  • 5 Waste Water operators are prepared as the twinning mentors, including completed training and package of twinning materials for each twinning topic.
  • 10 WW operators (mentee) participate in twinning program (estimated 5 persons per mentee)
  • 10 WW Operators will obtain commitment of their respective LG to implement the results of the twinning program in their own location
  • Progress and Final reports, including documentation of the implementation and results of each twinning program, to be included on the FORKALIM Website

 

H. Implementation Schedule

An estimated period of 12 months will be required for the successful implementation of above explained 2 tasks, considering a flexible startup period, as not all the twinning topics might be ready (formal agreements with mentors and mentees) at the start of the program. The tasks related to all of the twinning topics are implemented in parallel to each other, which means each SSP selected and recruited by the vendor need to be available for a period of around 20 working days over a period of 7-9 months (considering 1 month for Task 1 and 6-8 months for Task 2).

 

I. Estimated budget requirements

 

Funding for the implementation of this activity will be provided from the LSIC fund. The budget estimate for this activity is around IDR 828.800.000,- (approximately USD 59.044). The service provider (company)  need to budget for all direct cost related to Task 1 and Task 2 for all 5 twinning topics, except travel cost (ticket and per diem) for the mentee as this is considered as their own contribution.

The budget breakdown needs to show at least the following items:

  • Remuneration of each SSP working for Tasks 1 & 2 (estimated time at least 20 days per SSP)
  • Travel, Accommodation, per diem for all visits by SSP to mentors and mentee
  • Travel, Accommodation, per diem for Mentor (1 person) to visit 2 mentee locations, two times, each time for 3 days / 2 nights (per twinning topic)
  • Meeting packages for all mentees (including accommodation; twin-share) for all twinning programs (assume 5 staff per mentee). Mentee covers own travel cost and per diem (SPJ)
  • Mentor fee (1 resource person) for estimated 15 days / twinning topic

 

J. Payment Schedule

The payment will be made through 6 (six) transaction after all required deliverables are submitted to USAID IUWASH PLUS and verified by technical team and client. The detailed schedule is as follows:

 

Deliverable/Output Due Date Payment
1 Inception Report 2nd week Month 1 10%
2 Progress  Report 1 End of Month 2 20%
a. Intermediate Results of Task 1 (preparation 1-3 mentors)
b. Intermediate Results of Task 2 (implementation 1-2 twinning programs)
3 Progress  Report 2 End of Month 5 20%
a. Intermediate results of Task 1 (preparation 3-5 mentors)
b. Intermediate results of Task 2 (implementation 3-5 twinning programs)
4 Progress  Report 3 End of Month 8 15%
a. Intermediate results of Task 1 (prepare 5 mentors) for all 5 Twinning topics
b. Intermediate results of Task 2 (implementation 5 twinning programs)
5 Draft Final Report End of Month 11 15%
a. Documentation of all materials prepared and used for Task 1 for 5 mentors
b. Documentation on results of Task 2 for 5 twinning topics / 10 mentees
6 Final Report End Month 12 20%
100%

K. Working Arrangements

The activity will be implemented under the joint responsibility of FORKALIM and IUWASH PLUS National Sanitation team, which means that the service provider (company)  should have a strong and regular presence in Jakarta. Regular coordination meetings, including progress reporting, will be conducted between the vendor and relevant FORKALIM and IUWASH PLUS staffs/team, in FORKALIM office in Jakarta.

 

L. Required Qualifications and Experience

USAID IUWASH PLUS will seek a service provider (company) to implement the above work, with following qualification:

 

The service provider (company)  must have a minimum of 5 years’ experience in supporting Local Government institutions, preferably Water and/or Waste Water operators. Vendor must have previous and proven experience in arranging logistics and supervision of package meetings / workshops in various locations in Indonesia

 

Each company should provide Senior Service Providers (SSP) with proven following minimum qualification:

  • Proven expertise and suitable background in one or more of the 5 twinning topics
  • Excellent communication and reporting skills (Bahasa Indonesia and preferred in English)
  • Experience as trainer / facilitator for more than 3 years, preferably including for Waste Water Operators

 

M. Selection of Service Provider and Evaluation Criteria

The service provider (company) will be selected based on tender result. The candidate of service provider has to provide proposal, which consist of Technical Proposal (background of the program, Task to be conducted, methodology, schedule), cost proposal and CV’s of key personnel.

The proposal will be evaluated based on:

  1. Qualification of proposed personnel:           60 %
  2. Experience of company:                   20 %
  3. Methodology:           20 %

N. Proposed Mechanism

Proposed mechanism of the activity will be implemented through fixed price subcontract.

 

Attachment

Attachment-D-Instructions-for-Obtaining-a-DUNS-Number-DAI’S-Vendors-Subcontractors

Attachment-E-Self-Certification-for-Exemption-from-DUNS-Requirement

RFP-Req-Jak-19-0048 – Service Provider for National Fecal Sludge Management

Template Budget FORKALIM Twinning

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