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General Procurement

REQ-NSR-17-0149 Consultant for Institutional Study of Domestic Wastewater Management in the City of Medan, North Sumatera

Rabu, 31 Januari 2018
Deadline Monday, 19 February 2018
Contact Info IWPLProc_Medan@dai.com

Consultant for Institutional Study of Domestic Wastewater Management in the City of Medan, North Sumatera

Issue Date: January 31 2018
“Consultant for Institutional Study of Domestic Wastewater Management in the City of Medan, North Sumatera”

”Issuing Office & Email/Physical Address for Submission of Proposals:
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Medan, Jl. Mojopahit No. 136A, Medan (closed to Herna Hospital)
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Jakarta, Mayapada Tower 10th Floor, Jl. Jend. Sudirman Kav. 28, Jakarta 12920;
Email: IWPLProc_Medan@dai.com
Prebid Meeting Meeting: February 7, 2018 at 02.00 – 05.00 PM at USAID – IUWASH PLUS North Sumatera Regional Office
Jl. Mojopahit No. 136A (closed to Herna Hospital), Medan Sumatera Utara 20112

Deadline for Receipt of Proposals: February 19, 2018 at the latest 05.00 p.m.
Soft copy to: IWPLProc_Medan@dai.com
Point of Contact: IWPLProc_Medan@dai.com
Anticipated Award Type: Fixed Price Purchase Order
Basis for Award: An award will be made based on the Tradeoff 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.

The USAID Indonesia Urban Water, Sanitation and Hygiene, Penyehatan Lingkungan Untuk Semua (IUWASH PLUS) program is a five-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:
• An increase of one million 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
• 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, 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.

As in many other urban areas across Indonesia, wastewater management in Medan is severely underdeveloped and characterized by: relatively low rates of access to services; generally low public demand for improving conditions; commensurately high rates of open defecation; insufficient supporting infrastructure (from proper septic tanks at the household level to functioning septage treatment plants at the municipal level); and a lack of public or private service providers.

Underlying all of the above ills is the lack of a coherent institutional structure for the planning, development, and on-going operation and maintenance of an integrated municipal wastewater management system. Currently, responsibility for wastewater management services in Medan is divided between two agencies:
1. PDAM Tirtanadi, the water utility, which oversees a sewerage system that covers less than 4% of the population (or about 18,500 households). Notably, this agency is owned by the Provincial Government and not the City, and while it oversee the sewerage system, it also has some septage disposal trucks and experience in managing both sewerage and septage systems. It also has much experience and systems that support such critical functions as billing and collection; and
2. The City’s Cleaning and Landscaping Office (DKP) that oversees septage management services (for the safe collection, transport and treatment of waste from septic tanks). Importantly, this agency’s involvement in wastewater management is not backed up by any formal regulation and, in all cases, services are substandard. Moreover, informal discussions have indicated that the agency would like to divest itself of responsibility for septage management (and convey these to Tirtanadi), but the City administration is interested in maintaining the revenue stream from such services under its direct control, as opposed to giving it to an agency such as Tirtanadi which is, again, under the purview of the Province.

All of the above leads to a good degree of confusion as concerns the planning of wastewater management services, especially in light of the GOI’s broader commitment under the SDG program to provide such services to all by 2030. The various issues have also been discussed by the LG of Medan and USAID IUWASH PLUS. As a result and as the subject of this Scope of Work (SOW), USAID IUWASH PLUS agreed to conduct a study of institutional issues within Medan’s wastewater management sector and develop clear options and recommendations for improvement.

The objectives of this institutional study of wastewater management in Medan are:
1. Identify and map the roles and functions of each stakeholder involved in wastewater management;
2. Lead stakeholders in a process of arriving at a consensus as concerns the overall direction of future service development; and
3. Prepare a draft Cooperation Agreement (PKS) between Medan City Government and PDAM Tirtanadi based on the above.

Notably, this study will directly contribute to targeted outcomes under Component 2 of USAID IUWASH PLUS, and specifically Sub-component 2.3. That seeks to develop and improve local sanitation unit performance and Sub-component 2.4. to strengthen WASH Enabling Environment within LGs

The expected results of this institutional study are:
1. Mapped and defined role of the each party (city agencies, provincial agencies, private sector, etc.) in municipal wastewater management.
2. An improved understanding of the legal basis of how wastewater management services are to be structured;
3. A draft PKS for consideration for concerned parties (in particular, the City Government and PDAM Tirtanadi).

The institutional study will include following activities:
1. Identification of domestic wastewater management stakeholders
2. Institutional analysis from various aspects, including; technical, managerial, finance, HR, social aspect, etc.
3. Mapping relationships among stakeholders and their functions in: regulatory aspects; system operations; monitoring/ evaluation, etc.
4. Preparing recommendations regarding institutional/ service provider format
5. Drafting the PKS (cooperation agreement) on L2T2 / L2T3 (Fecal Sludge Management/ FSM) between Medan City Government and selected Operator (PDAM Tirtanadi)

The service provider that is awarded this contract is expected to possess more than 15 years of experience in the field of institutional development and/or environmental management and with specific experience in conducting similar studies with Master Degree, preferably in North Sumatra.

The selected service provider will be recruited under a Fixed Price Purchase Order mechanism to conduct the following tasks:
1) Prepare Work plan and overview of PKS methodology among Medan City Government and North Sumatera Province (PDAM Tirtanadi), including :
a. Methodology to collect and to analyze all required information and reach conclusions.
b. Identification of stakeholders to be involved in development of PKS as well as their type of involvement (meetings, workshops, questionnaires, visits, etc.)
c. Schedule for implementing all tasks, including timing for stakeholder consultation, workshops, etc.

 Produce Inception Report covering all task 1 to be submitted to USAID IUWASH PLUS and presentation to the stakeholder.

2) Collect and identify all relevant PKS, relevant data and information for PKS development:
a. Status of Fecal Sludge Management (FSM) services (L2T2/L2T3) in Medan City including locations, targets and progress.
b. Identification the current programs of PALD Institutions of Medan City Government and PALD operator (PDAM Tirtanadi), opportunities/challenges, staffing/SDM and role of responsibilities of each parties are involved.
c. Type of current policies and regulations are available at Provincial and Medan City Government that covering specific aspects of FSM (technical, institutional, regulatory, financial).
d. FSM Financial systems (tariff setting, billing system, cost recovery operation, subsidies, etc.)
e. Current FSM Infrastructure (IPLT, truck etc.) and planning for expansion.

3) Analyze FSM existing condition (task 2) and recommendations for future implementation, incl:
a. Main issues affecting FSM, gaps, opportunities, risks, etc.
b. Are there sufficient current plans, programs and investments to reach the expected targets? or if not, what the additional programs and investments are required?
c. Identification of recommended Roles and Responsibilities of all FSM stakeholders (Provincial and local/city level) including to strengthen linkages between different operational levels.
d. Improvement in PKS (need for additional or revised policies / regulations).
e. Optimizing the linkages between FSM and off-side (sewerage systems), in terms of financing, operation, financial management, etc..
f. Recommendations for PKS between Medan City Government and PDAM Tirtanadi

4) Prepare Draft of Cooperation Agreement (PKS), based on work results (task 2 & 3), feedback from related stakeholders and USAID IUWASH PLUS team.

5) Finalize Draft PKS bases to input and advice stakeholders (task 4) for final draft PKS.

Deliverable of this Institutional Study consists of 3 (three) deliverables:
1. Inception report consisting of:
1) Overview of Medan City and Important Issues in wastewater management in Medan City
2) Stages and work schedule
3) Methodology
a. Identify Stakeholder
b. Mapping stakeholder relations
c. Preparation of Institutional format on PALD and FSM (L2T2 / L2T3)
d. Drafting of PKS (cooperation agreement) between Medan City Government and selected Operator for FSM servies (L2T2 / L2T3).

2. Interim Report/Final Draft, consisting of:
a) Identify stakeholder PALD, FSM service (L2T2/L2T3) and mapping the stakeholder relationship among them.
b) Format of institutional PALD on FSM services (L2T2 / L2T3)
c) Final Draft of tasks result base to task 2, 3 and 4.

3. Final Report, consisting of:
a) Final Report of Institutional study on domestic wastewater management of Medan City
b) Final Draft of PKS on PALD on FSM services (L2T2/L2T3) between Medan City Government and selected Operator (PDAM Tirtanadi)

Each report will be presented and discussed with USAID IUWASH PLUS; Bappeda Office; Housing, Settlement & Spatial Planning Area Office; Landscaping and Cleaning Office; Environmental Office; Health Office; Law Bureau of Medan City and PDAM TIRTANADI.

The contract signing is expected to take place in the begining of February, and the activity to start in March until June 2018 (3 person-month),.

IUWASH PLUS allocates budget for this activity under Component 2, Sub-component 2-3 ‘Develop and Improve Local Sanitation Unit Performance’, 2.3.2 ‘Institutional and Financial Strengthening of Sanitation Sector/Operator’, Sub-component 2.4. to strengthen WASH Enabling Environment within LGs, 2.4.2. Strengthen governance/ regulations for WASH with an estimated amount of IDR 69.650.000,-. (Sixty nine million and six hundred fifty thousand rupiah).

The above budget excludes cost of discussion/FGD/workshop with partners of which separate NSRO Regional will organize and prepare separate SoW.

Withholding Tax Payment:
All payment submitted to IUWASH PLUS will be deducted according to the prevailing tariffs. IUWASH PLUS will send the Withholding Tax Receipt after the following month.

Payment stages are as follow in below table:

1. Proposal and Evaluation Factor
All proposals received from bidders will be assessed by the evaluator team. In order to be assessed by the evaluator team, each proposal should have contents such as methodology, portfolios, qualifications and previous experiences which packed in a complete resume. Factors that influence proposal assessment are the methodology, work experiences and cost implementation where the total value of these factors is 100 as described below:
• Understanding of the program (40 points)
• Methodology of Implementation (30 points)
• Qualifications and work experiences (30 points)
The proposal document should be clearly labeled, including the name of participant bidders, phone number and email address and submitted in digital format using email.


RFP-REQ-NSR-17-0149- Institutional Study of Domestic Wastewater Management in the City of Medan-_2

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