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REQ-NSR-18-0018 Service Provider for participatory development of Detailed Engineering Designs (DEDs) for IPLTs in Deli Serdang and Tebing Tinggi, North Sumatra

Tuesday, 6 March 2018
Deadline Tuesday, 20 March 2018
Contact Info IWPLProc_LSIC@dai.com

Service Provider for participatory development of Detailed Engineering Designs (DEDs) for IPLTs in Deli Serdang and Tebing Tinggi, North Sumatra
Issue Date : March 6, 2018
Title: “Service Provider for participatory development of Detailed Engineering Designs (DEDs) for IPLTs in Deli Serdang and Tebing Tinggi, North Sumatra”

Issuing Office & Email/Physical Address for Submission of Proposals:
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) USAID – IUWASH PLUS North Sumatera Regional Office, Jl. Mojopahit No. 136A, Medan Sumatera Utara ;
Email : IWPLProc_LSIC@dai.com
Deadline for Receipt of Proposals: March 20, 2018 at the latest 17.00 p.m.
Soft copy to : IWPLProc_LSIC@dai.com
Point of Contact: IWPLProc_LSIC@dai.com
Anticipated Award Type: a 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.

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:
I. 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
II. An increase access to safely managed sanitation for 500,000 people in urban areas.

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

Activity Background

Kabupaten Deli Serdang
IPLT Tungkusan, constructed in 2010, is located in Deli Serdang and not functioning at all. The Government has earmarked budget for the rehabilitation of this IPLT and IUWASH PLUS agreed to support this through the development of a participatory DED for this IPLT combined with a new one in Kota Tebing Tinggi (not far from Deli Serdang).

A quick initial review by the IUWASH PLUS team showed that the system consists of an Imhoff tank for solid liquid separation, from which the settled sludge should flow to sludge drying beds (SDB) and the liquid should flow into a stabilization pond. A detailed assessment was made by a civil and environment engineering consultant, to understand the system process and condition of the current infrastructure. The result of assessment shows that the Imhoff tank requires special focus, not only regarding the infrastructure, but also the process flow needs to be repaired. The suggestion is that the Imhoff tank could be changed to other treatment unit such as a thickener or other unit which will be decided on during the DED process. For the Sludge Drying Bed and stabilization pond, it also requires repair to meet the design standards and process. The repairs of the Sludge Drying Bed are as follow: changing on the material bed (sand and gravel), repair the bottom slope of the unit, repair piping or underdrain, check the elevation of the unit (this is depend on the selection of unit such as imhoff or thickener or other), install the roof or top cover of the unit (current condition there is no cover). The repair of Stabilization unit/Anaerobic unit is increasing the depth, its must meet the standard (minimum 3m). The result of the assessment will be used in development of the DED of IPLT Tungkasan and can be found in Annex 1 of this SOW.

Kota Tebing Tinggi
Kota Tebing Tinggi does not have IPLT yet, but both Local and Central Government agreed on development and financing an IPLT and PEMDA already allocated land to build IPLT. At this moment all fecal sludge which is collected from septic tank is temporary dumped in a small IPAL (built previously under SAIIG program). Kota Tebing Tinggi has 0.6 Ha available for the construction of an IPLT, located at Kecamatan Padang Hilir, Kelurahan Damar Sari. This land is located next to the landfill, which could be used as final disposal site. The distance from the city is between 5 – 10 Km, which facilitates increased demand for desludging. The closest river is around 500 m from the land.

IUWASH PLUS agreed to support development of participatory DED IPLT for Tebing Tinggi in combination with DED for IPLT Tungkusan in Deli Serdang. After detailed assessment, the second step is to develop a participatory DED for two IPLTs (Deli Serdang and Tebing Tinggi). The DED development will be conducted through a Fixed Price Purchase Order for selected local implementer (vendor, Indonesian consulting company). The selected local implementer (vendor) will complete a participatory design process that includes the usual DED process deliverables, but will also include four review workshops to discuss each major step / deliverable with key stakeholders. Each workshop will be used to build design review capacity and encourage the future owners (PEMDA) and operators (UPTD) to actively be involved in the design decisions, considering perspective of all local stakeholders, that will interact with the facility like the IPLT operators, truck drivers and solids removal agencies.

The DED contract will include terms that ensure high quality products from the design consultant. There will be milestones that has to be passed and payment can be withheld until receiving approval from the client for each milestone. The participatory process, which includes owners and operators, should become a reference for future DED contracts, which means the consultant will include as one of the key milestones a report which explains all steps in this process, including results, issues encountered, etc.

This SoW outlines the tasks and deliverables for the selected local implementer (vendor, Indonesian consulting company).

1. Objectives
1. Increase access to safely managed sanitation in Kab Deli Serdang and Kota Tebing Tingga, both IUWASH PLUS collaborating cities, through development of DED for IPLT rehabilitation (Deli Serdang) and new IPLT (Tebing Tinggi).
2. Introduce and document a participatory IPLT design process in two field locations in Indonesia, to review technical options with local stakeholders as an opportunity to build the capacity and commitments of Deli Serdang and Tebing Tinggi owners and operators.

2. Tasks

A. General tasks
1. Participate in workshops and meetings in Medan, Deli Serdang/Tebing Tinggi and Jakarta with the PUPR/Satker, IUWASH PLUS and key officials of Deli Serdang and Tebing Tinggi (DINAS, UPTD).
2. Coordination with PUPR/Satker, IUWASH PLUS and key officials of Deli Serdang and Tebing Tinggi (DINAS, UPTD) regarding development of each DED IPLT.
3. Facilitate meetings with operators and key stakeholders for meetings and interviews as necessary.
4. Identified supporting data regarding planning of wastewater domestic or fecal sludge management.
5. Conduct interviews, observations, measurements, photographic documentation, schematic drawing sketch, etc. to collect all information regarding development of both DED IPLT
6. Support the identification on IPLT capacity as part of service area of onsite system.

Note that the cost of venue and accommodation for the four participatory workshops and meetings, which are part of the participatory process explained above, will be financed by and be the responsibility of IUWASH PLUS.

B. Specific Tasks
• Conduct topography test and soil investigation in each location.
• Conduct between 5 – 10 fecal sludge sample tests from truck in each location according regulation of Permen LH No. P.68 tahun 2016 (consist of pH, BOD, COD, TSS, oil and grease, ammonia, total coliform)
• Identify and agree with local stakeholders on design criteria and parameter for DED IPLT.
• Identify technology options of each IPLT process, based on environmental condition, appropriate use of land (structural and size), operation and maintenance requirements, skill of operator, operation cost, capital cost.
• Identify possible incremental approach for IPLT expansion in the next phase.
• Develop estimation cost for investment and operational.
• Develop calculation on determining dimension of IPLT.
• Develop SOP for operation and maintenance of IPLT as well as also for effluent monitoring.

C. Prepare Technical Report
• Inception report
• Progress 1 Report, (treatment train analysis and selected technology options for IPLT, included participatory process for selection IPLT technology in each location)
• Progress 2 Report, (preliminary design drawing, detail designs, dimension and specification unit, mass balance, lay out, access road, including participatory process for finalizing technology choice in each IPLT)
• Final Report, (detail design drawings, calculation, estimation operation and investment cost, SOP, document for tender, participatory process report).
• The (vendor, Indonesian consulting company) must documenting all of implementation steps (by reports, pictures) and must prepare and submit in timely manner both soft and hard copy

The above proposed activities will contribute to the following IUWASH PLUS outcomes:
HR 2: People gaining access to safely managed sanitation services in two cities.
C2-3: Two local sanitation management units (UPTD) with improved service delivery.
C2-4: Two Local governments with improved WASH service delivery performance.
C3-6: Percentage change in budget appropriations for WASH by targeted local governments.

The selected local implementer (vendor) will work under the supervision of the North Sumatra Urban Sanitation Specialist, who is supported by the IUWASH PLUS National Sanitation Specialist. The assignment is expected to be completed within four months. The assignment includes all travel to Deli Serdang and Tebing Tinggi by consultant team.


• The budget ceiling for this activity is around IDR 500 million up to 540 million and funded under the LSIC
• Budget include all labor cost associated with all tasks and all required deliverables.
• All travel costs between Medan to Deli Serdang and Tebing Tinggi for the implementation of the assignment are included in this budget.
• If the selected local implementer (vendor) is based outside province of North Sumatra, the required airline tickets and accommodation are included in this budget.
• IUWASH PLUS will provide budgets and administrative support to arrange the participatory meetings and workshops. The payment will be made through four (4) transaction after all required deliverable are submitted to USAID IUWASH PLUS and verified by technical team and client. The details schedule is as follows:

Table of RFP-REQ-NSR-18-0018

Deliverables Due Date Payment
Inception Report 1 week after contract signed 15%
Progress report 1 End of month 1 35%
Progress report 2 End of month 3 30%
Final Report End of month 4 20%

Required Qualifications and Experience
IUWASH PLUS will seek a local implementer (vendor) to implement the above work of which must have the following qualification:
• Team Leader
o Minimum S-1 bachelors’ degree in environmental/Civil/Chemical engineering
o Minimum 5-10 years’ experience in water and sanitation sector, especially in the design of IPLT (Septage Treatment Plant) or domestic WWTP (Waste Water Treatment Plant).
• Civil Engineering
o an S-1 bachelors’ degree in Civil Engineering
o Minimum 5 years’ experience in water and sanitation sector, especially in the design of IPLT (Septage Treatment Plant) or domestic WWTP (Waste Water Treatment Plant).
• Other staff such as: assistant, drafter, electrical, estimator
o Minimum have successful past performance and experience in similar field in the design of IPLT (Septage Treatment Plant) or domestic WWTP (Waste Water Treatment Plant)
• The selected local implementer (vendor) shall propose the personnel/team compositions and qualifications based on the required tasks and deliverables stated in previous sections

Selection of the local implementer (vendor) and Evaluation Criteria
The selected local implementer (vendor) will be selected based on Full & Open Competition. The selected local implementer (vendor) has to provide a proposal that will consist of Technical Proposal (background of the program, Task to be conducted, methodology, schedule), cost proposal and CV.

The proposal will be evaluated based on:
• Qualification of proposed personnel 50 %
• Experience of company 30 %
• Methodology 20 %

1.RFP-REQ-NSR-18-0018 – Service Provider for Participatory Dev. DEDs for IPLTs in D. Serdang & T. Tinggi
2.Template Budget

Available in idIndonesia (Indonesian)