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Service Provider for Capacity Building for Energy Efficiency at 4 PDAMs

Wednesday, 27 November 2019
Deadline Wednesday, 18 December 2019
Contact Info IWPLProc_LSIC@dai.com

Service Provider for Capacity Building for Energy Efficiency at 4 PDAMs

Issue Date : November 27, 2019

Title: Service Provider for Capacity Building for Energy Efficiency at 4 PDAMs

”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: December 18, 2019 at the latest 17.00 p.m
Soft copy to : IWPLProc_InboxLSIC@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.
1. Activity Summary
One of the major issues faced by 30% of the PDAMs in Indonesia is the high cost of electricity/energy to operate their water supply system. As a result of higher drinking water production/distribution costs, PDAMs have to periodically increase water tariffs or face decreased financial performance. Also with the regular electricity tariff increases, energy efficiency now becomes more important for PDAM management especially for PDAMs which are using pumps, either raw water pumps or distribution pumps, that consume much electricity.

There are some challenges for PDAM to decrease energy cost, such as:
• PDAM management is not really aware and/or do not know whether their energy consumption is already efficient or not.
• PDAM management do not know how nor who should conduct energy efficiency audits at the water supply systems of PDAMs.
• PDAM has limited budget and may not yet understand how to get alternative financing for energy efficiency work.

To overcome the above problems related to the increasing Energy Efficiency, there are two things that must be done by the government, namely (1). Provision of adequate EE equipment and (2) Increase the capacity of PDAMs to develop and carry out the methodologies to increase EE.

For the supply of EE equipment, USAID IUWASH PLUS has provided an EE equipment package that is adequate and is expected to overcome the problems in EE in the PDAMs. All of this equipment has been handed over to Akatirta, including training on the use of the equipment and production of operational manuals. However, only the equipment without the support or ability of PDAMs to carry out EE programs will not have much impact. Thus, now that adequate EE equipment is available, training and development for increased EE methodology becomes an important part in the next stage to successfully impact the EE program in each PDAM. Therefore, to support the development of PDAM staff capability and methodology for controlling EE in each PDAM, USAID IUWASH PLUS will organize the activity of the Capacity Building / Training EE control program in 4 PDAMs in three regions.

PDAM Capacity Building / Training Program for EE increase in each of the 4 selected PDAMs will collaborate closely with the IUWASH PLUS regional teams as well as the Ministry of Public Works (PUPR), World Bank / NUWAS, and of course Akatirta as provider of the EE measuring Equipment and partner of each of the vendors. The selected vendor will include a strong role for Akatirta in the program for a) provision of the EE measuring equipment, b) support PDAM staff training in use of EE equipment and c) support actual field measurements (baseline and progress reporting)

The expected result will be that the program will have a measurable positive impact on the improvement of each PDAM staff capability and knowledge of the methodology to EE increase.

The Objectives of the activity are:
• Capacity building of 40 staff from approximately 4 PDAMs in EE programming, including the use, maintenance and sharing of such equipment by the PDAMs.
• Increased Capacity of PDAMs in conducting EE control in 4 PDAMs, which includes planning, implementation, monitoring and evaluation, including the development of methodologies for increasing EE.
• Improved Technical Performance of 4 PDAMs in Increasing EE in each PDAM, as a result of a series of concrete deliverables described in detail below

This activities will contribute to the following IUWASH PLUS outcomes:
HR-1 Number of people receiving improved service quality from an existing basic or safely managed drinking water services as a result of USG assistance.
C2a Number of water utilities (PDAMs) with improved service delivery performance (Increased scoring in EE PDAM Indices)
C4b Number of knowledge products developed
C4c Number of knowledge events or workshops held
C4d Number of people with increased knowledge / skills / awareness as a result of events/ workshops.

Activity Location
The 4 PDAM locations selected for this Program are divided over the 3 IUWASH PLUS regions not covered by the joint USAID IUWASH PLUS/SECO program. The locations and their officially reported EE estimated values in 2018 are included in the table below:

No Region PDAM Energy as % of Operations Cost
1. North Sumatra Kota Tebing Tinggi ± 18,75%
2. East Java Kabupaten Gresik ± 26%
3. Kota Probolinggo ± 28,83%
4. South Sulawesi Kabupaten Barru ± 12-16%

Main Tasks
The main tasks of the service provider to be recruited under a Fixed Price Purchase Order are as follows:
a. Task 1: Preparation
• Mobilize project team, prepare work plan and discuss/agree with IUWASH-PLUS team and other Institutions regarding mechanisms, scope, schedules, methodology, and training.

b. Task 2: Preliminary Activity
• Conduct EE program socialization and coordination meeting with PDAMs and Local Government.
• Prepare and conduct 4 EE introduction training for 4 PDAMs (each 10 staff); additional training will be provided as on-the-job/field trainings in subsequent tasks
• Collect secondary related data such as energy consumption, energy cost, location, number, specification and installation condition of pumps, and agree with PDAM on the specific locations of the EE program
• Initial analysis of the overall system for each PDAM
• Determine the criteria and location of the planned and proposed Energy Efficiency Audit (EEA) program area agreed with IUWASH Plus and PDAMs.
• Conduct on the job training during field measurement,

c. Task 3: Conduct Energy Efficiency Audit, consisting of :
• Refreshment of PDAM team on EEA and develop agreed work plan for EEA implementation for each PDAM
• Assess current energy operation and (lack of) efficiency. Identification of the potential energy saving measures.
• Recommendation for improvement of pump and pipe installation/layout
• Propose improvement to reduce energy cost
• Prepare financal cost-benefit analysis on proposed improvement (both through internal financing and/or possibly financed by third party) for each PDAM
• Present results of EEA (Draft) and On the job training for each step

d. Task 4: Prepare draft final report of each PDAM and present to respective PDAM
• Estimated increase in energy efficiency and actions plan
• Recommended EE actions plan and program
• Prepare Energy Efficiency program based on result of EEA
• Agree on the budget and schedule for implementation the EE programs
• Final Cost/Benefit analysis
• Conduct Workshop with each PDAM on draft Final Report,

e. Task 5: Prepare final report of each PDAM
• Complete the final report with an agreed budget and schedule for implementation of the EE programs
• Prepare Proposal and Tender documents of Procurement EE Improvement equipment (Pump, Variable Speed Drive, and other instrument and accessories).
• Prepare schedule of recommendation for EE program in each PDAM

Timing and Activity Schedule:
The duration of the whole program is approximately 6 months, which can roughly be divided as follows: Task 1: 0.5 month ; Task 2: 1 month ; Tasks 3: 3 months ; Task 4: 1 months ; Task 5: 0.5 months. Each bidder is expected to provide a detailed (monthly) activity and staffing plan in their technical proposal.

Implementation Team:
To carry out the Capacity Building/Training of EE reduction as explained in the 5 tasks above, the vendor team should consist at minimum a highly qualified Team Leader supported by one EE Engineer, and one Junior engineer per city, all with experience in work with PDAMs in general, and specifically in EE programs. Experience of proposed experts must be at least as follows: for Team Leader > 8 years, for EE Engineers > 4 years, and for junior engineers > 2 years.

Estimated Budget:
The budget allocation provided by USAID IUWASH PLUS from LSIC is around IDR 800 million. This budget includes the following:

• All costs for project expert team (TL/EE Engineer, EE engineers and junior engineers), include remuneration, travel, accommodation, per diem when required
• Subcontract for AKATIRTA technical support (use of equipment, AKATIRTA staff and their travel cost
• Local meetings, trainings, workshops (kick-off, progress and final) and report costs
• Survey cost
• Data Collection and Reporting

The following is list of main (field) deliverables, besides the formal (progress & final) reports:
1. Recommendation for determining priority locations for EE program areas (at least 50% of total pumping capacity) for each PDAM
2. Document EEA per PDAM (4 Documents)
3. Typical Document Tender per each action plan/program (Procurement pump, Accessories, System Improvement)
4. 40 PDAM staff with knowledge and training, and are now able to implement EEA and Implementation programs (each PDAM is min 10 staff), proven by pre- and post-test result for each training

Payment Schedule:
For this Capacity Building/Training of EE program, regular reports will be produced during the 6 month duration of the program. Progress payments are depending on the timely delivery of the requested reports, as can be seen in the schedule below:

No Payment
Deliverables Description (See Task above) Due date Payment Schedule (% of Contract)
1. Initial Report Task 1 End of Second Week 10%
2. Progress Report 1 Task 2 End of Month 4 25%
3. Progress Report 2 Task 3 and Task 4 End of Month 5 50%
5. Draft & Final Report Task 5 End of Month 6 15%

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

Evaluation Criteria

The Service Provider will be selected based on tender result and using full and open competition. Candidates for service provider must provide a proposal which consists of a Technical Proposal (background of the program, tasks to be conducted, methodology, schedule & CVs) and Cost Proposal.

The proposal will be evaluated based on:
• Methodology : 40 point
• Qualification of personnel : 40 point
• Company experience in similar activity : 20 point


RFP-Req-JAK-19-0155-Capacity Building for Energy Efficiency at 4 PDAMs



Template Budget Proposal-RFP-JAK-19-0155_Service Provider to EE at PDAMs


Available in idIndonesia (Indonesian)