|Deadline||Friday, 27 October 2017|
Issue Date : October 13, 2017
Title: “Septage Management Support for Kopsyah BMI, Kab. Tangerang ”
”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: October 27th, 2017 (at the latest 17.00 p.m)
Soft copy to IWPLProc_LSIC@dai.com
Point of Contact: IWPLProc_LSIC@dai.com
Anticipated Award Type: 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:
1. 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
2. An increase of 500,000 people in urban areas with access to safely managed sanitation and all of whom are from the “B40”, vulnerable groups or Indonesia’s eastern provinces.
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.
Koperasi Syariah Benteng Mikro Indonesia (also known as “Kopsyah BMI” or simply “BMI”), is a large cooperative located in Kabupaten Tangerang that previously received support from the USAID IUWASH program and others to develop WASH-related microfinance products. This included a successful Sanitation Saving Program that, since the end of 2013, has led to the construction of 2,600 household sanitation facilities (basic toilets equipped with septic tanks), benefitting an estimated 13,000 people (many of whom are from the “B40”). In the coming four years, BMI plans to construct an additional 8,000 similar sanitation systems. While BMI’s initiative is outstanding in terms of containing fecal contamination, their long-term utility requires access to proper desludging, transportation and treatment services that are presently very limited.
In light of the above and based on on-going exchanges, BMI has expressed a strong interest in ensuring the development of safe septage collection services for its members. In addition to lacking access to such services in Tangerang in general, many of the homes where BMI systems have been installed are located in difficult to reach areas that require innovative solutions to serve. The development of improved septage management capacity in Kabupaten Tangerang is, in fact, viewed of as of critical importance to BMI’s business reputation (given the large number of members that have already invested in proper septic systems) as well as to their plans for continued promotion of related microfinance products. In addition to fulfilling a very genuine need identified by BMI, the development of a suitable business model can be used as example by BMI in areas they serve (outside of Kabupaten Tangerang), as well as by other microfinance organizations in other IUWASH PLUS regions. The development of such a business model will also directly complement work being undertaken by Kabupaten Tangerang insofar as it will provide their very nascent wastewater UPTD with an engaged partner (BMI) and ready access to thousands of households interested in septage treatment services.
The main objectives of this proposed technical support program are as follows:
• To identify and establish the optimum septage collection system for all their members (both B40 and non-B40, including families in densely populated areas)
• To build the operational, institutional and financial capacity for BMI to implement a successful desludging program for all BMI members in Kabupaten Tangerang:
• To demonstrate and expose a strong and partnership between all parties (BMI, PEMDA and private sector) which creates a WIN-WIN-WIN for further replication in other areas
• To assess (through mapping and technical study) the recommended sludge removal approach suitable to densely populated areas and narrow pathways
The tasks will gear toward building capacity and system for BMI to be able to manage the desludging program for its member, which can be summarized in four (4) Tasks as follows:
Task 1 – Establish the Optimum Septage Collection System and Option for Desludging in Densely Populated Areas:
1. Identify, analyze and present different institutional options for desludging septic tanks of BMI members
2. Support BMI in developing the selected institutional option / organization structure, including obtaining the necessary (formal) agreements from all participating parties, like Local Government (possibly) private sector, BMI board and members, etc.
3. Identify and analyze for desludging BMI members in densely populated area’s, including:
a. mapping of all BMI members with septic tanks, which require regular desludging and assess if they can be desludged through regular service or require special consideration.
b. identifying and comparing technical options, cost (investment and operation cost), complexity and sustainability of providing desludging service through other means (examples can be the use of strong vacuum pump with long hose, introducing kedoteng / moteng, use of portable container / trailer, use of TSS, etc).
4. Identify possible involvement of BMI members in desludging service through other means (as economic opportunity).
5. Identify, analyze and present options for obtaining or using desludging truck(s), either utilizing exiting ones owned by PEMDA or private sector or procure new one (by PEMDA, private sector or BMI)
6. Present options of (regular) desludging through other means to BMI and other partners, including comparison of all technical, financial and operational aspects and recommendations, estimated budget requirement and potential funding sources (donor, BMI, private sector, G’ment, CSR, etc)
Task 2 – Built Capacity of BMI to Implement Desludging Program:
1. Prepare promotion strategy regarding need for regular desludging of septic tanks, train BMI staff, develop materials and conduct promotion campaigns. As the training will also benefiting existing waste water operator, UPTD Air Limbah shall participate in the training;
2. Conduct financial analysis for regular desludging, including calculating and comparing options for direct and indirect cost of collection and transport, fee for IPLT, overheads, etc; also calculate the cost-recovery tariff for BMI members and options for billing systems;
3. Support BMI operational planning for regular desludging, including identifying optimum ritage, operational SOP for safe collection and transport, and contract with private sector;
4. Whenever feasible, UPTD Air Limbah shall be involved in capacity building activities (training, on the job/trial, coaching, etc) to also help improve the institutional capacity.
Task 3 – Built Partnership between All Parties for Desludging Program:
1. Conduct formal and on-the-job training to BMI and selected partner (private sector, Local Government/UPTD) staff on all aspects of the programs, especially regarding the operational and financial components of the regular desludging program.
2. Facilitate formal agreement with relevant parties involve in the desludging program, for instance with UPTD Air Limbah for using the IPLT, and other parties as required.
3. Develop and establish with BMI and partners, a quality control system, which monitors the collection and transport using IT applications (GPS, android app, etc).
4. After developing the whole system (within the first 9 months), conduct monitoring and troubleshooting (as required) for an additional 6 months
Task 4 – General:
1. The local implementer (vendor) must conduct regular meetings with and reporting to BMI and IUWASH PLUS, documentation of all steps (by reports, pictures, video, etc), at least monthly.
2. The local implementer (vendor) must prepare and submit the requested deliverables in timely manner, in both soft & hardcopy.
IUWASH PLUS Outcomes
The above-proposed activities will contribute to the following IUWASH PLUS outcomes:
HR2: 7,500 people (B40) gaining access to safely managed sanitation services (by end of I-PLUS)
• Assumption 1: 500 septic tanks are emptied during the implementation period
• Assumption 2: 2,500 septic tanks are emptied by end of I-PLUS (June 2021)
• Assumption 3: 50% of BMI members can be counted as B40
C1-4: SMEs with improved WASH products or service offerings;
C2-3: No. of local sanitation management units with improved service delivery performance
C3-1: PEMDA utilities, and/or enterprises securing finance for service delivery improvement
C4-2: Knowledge products on implementing regular Desludging for local institution
Deliverables and Payment Schedule
The deliverables of this activity are:
1. Inception report which include methodology, detailed work plan and schedule
2. Progress Reports #1 which include;
– Institutional option for desludging mechanism
– Promotional strategy
– Mapping BMI members eligible for desludging
– Recommendation of technology option for desludging in densely area
3. Progress Report #2 which include ;
– Financial analysis and business model of desludging (cost recovery, tariff and billing system)
– Capacity building for BMI and related stakeholders
– Operational planning and maintenance (SOP, QC system, IT, GPS and android application etc)
4. Progress Report #3 which include;
– Results of piloting of desludging operational
– Lists of troubleshooting and improvement required
– Documentation of all process (lesson learned, improvement etc)
5. Final report, including all results and lessons learned for future replication
– Formal agreements between all participating parties (incl PEMDA, private sector) on the system for regular desludging through usual approach (3-4 m3 truck)
– List of BMI staff and related stakeholders trained in all elements of regular desludging
– SOP for all regular desludging aspects (technical, reporting, financial, etc) for BMI and participating partners (private Sector, Local Government, etc)
– Promotion materials used in promotion campaign for regular desludging
– Quality Monitoring system in place by BMI and used by truck operators
– Agreement on approach for desludging densely populated area’s through other means, including identification of funding sources for hardware requirements.
The payment will be made through five (5) transaction after all required deliverable are submitted to USAID IUWASH PLUS and been verified by Technical Team. The details schedule is as follow:
Posting & Reporting Relationships
The selected local implementer (vendor) will report to the IUWASH PLUS team, WJDT Behavior Change Marketing (BCM) Specialist as main PIC and other relevant staffs, BMI on regular basis (minimum monthly), means for regular reporting to be determined during contract negotiations. The selected local implementer (vendor) must documenting all of implementation steps (by reports, pictures, video etc) and must prepare and submit in timely manner both soft and hard copy. The activity will be conducted start from November 2017 up to end of December 2018. The selected local implementer (vendor) will work independently but time to time shall communicate and discuss with IUWASH PLUS supervisors and PIC.
The funding for the implementation of this activity will be provided by IUWASH PLUS from the LSIC fund to the selected local implementer (vendor). The estimated budget for this activity is IDR 1 billion. The budget covers all labor costs, meetings, survey, workshops, trainings, promotion materials, promotion campaign, reporting and documentation.
IUWASH PLUS will seek a local implementer (vendor) to implement the above work of which must have the following qualification:
• Must have successful past performance and experience in similar field in waste water management program for at least 5-10 years
• Must have environmental engineers with at least 3-5 years of experience in waste water management program also including staff that have experience in promotion strategy, financial aspects and other related non-technical expertise
• Working knowledge of water supply and sanitation principles and standards
The local implementer (vendor) shall propose the personnel/team compositions and qualifications based on the required tasks and deliverables stated in previous sections.
Selection of Local Implementer (vendor) and Evaluation Criteria
The local implementer (vendor) will be selected based on Full & Open Competition. The potential local implementer (vendor) have to provide proposal which consist of Technical Proposal (background of the program, tasks to be conducted, methodology, schedule), proposed personnel/team composition and associated CVs, and cost proposal.
The proposal will be evaluated based on:
• Qualification of proposed personnel 40 %
• Experience of company and/or proposed personnel 30 %
• Methodology 30 %
Proposed mechanism of the activity will be implemented through a Fixed-Price Subcontract.
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