Service Provider for Technical Assistance for Preparation of Standard Operation Procedure (SOP’s) for PDAM Sragen and PDAM Wonosobo in Central Java
|Deadline||Thursday, 9 April 2020|
Issued Date: April 02, 2020
Title: “Service Provider for Technical Assistance for Preparation of Standard Operation Procedure (SOP’s) for PDAM Sragen and PDAM Wonosobo in Central Java”
”Issuing Office & Email/Physical Address for Submission of Proposals:
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Surakarta, Jl. Semangka No. 16, Kerten, Laweyan, Surakarta 57413
Indonesia Urban Water, Sanitation and Hygiene (IUWASH Plus) Jakarta, Mayapada Tower 10th Floor, Jl. Jend. Sudirman Kav. 28, Jakarta 12920;
Deadline for Receipt of Proposals: April 09, 2020 at the latest 05.00 PM.
Soft copy to IWPLProc_InboxSOL@dai.com
Point of Contact: IWPLProc_Surakarta@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.
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:
- 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
- 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:
- improving household WASH services;
- strengthening city WASH institutional performance;
- strengthening the WASH financing environment; and
- advancing national WASH advocacy, coordination and communication. In support of these, 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.
USAID IUWASH PLUS central java region currently provides technical assistance to 7 PDAM’s (Surakarta, Sukoharjo, Salatiga, Sragen, Wonosobo, Kota Magelang and Kabupaten Magelang) to improve the performance both in technical and financial aspects to enable PDAM increase the service coverage in their municipality. Regarding with PDAM performance stated in PDAM index, almost all PDAMs have good grades, but there is a low point in the administrative aspect such as SOPs. In the PDAM Index, the SOP’s referred to includes financial/ administrative SOP’s, customer relations SOP’s, production SOP’s, distribution SOP’s.
Base on reason above, USAID IUWASH PLUS central java region planned to provide assistance to PDAM Sragen and PDAM Wonosobo in facilitation of SOPs. In general, the 2 PDAMs already have SOPs, but there are PDAMs that feel they still need SOPs and there are PDAMs that will change their SOTKs so that they need SOPs that are in line with the new SOTKs. SOPs that are needed are generally related to production and especially in Wonosobo PDAMs more in need of Production and Distribution SOPs. Whereas the Sragen PDAM is more focused on non-technical SOPs. Wonosobo PDAM and Sragen PDAM will change status to Perumda, and will change SOTK, so that the SOP will be expected to be in accordance with the new SOTK
The main objectives of this SOW preparation is to compile SOP in 2 PDAMs (Sragen and Wonosobo). The existence of the SOP and its application are expected to improve the performance of the 2 PDAMs which will later be seen in the PDAM Index.
- Commitment PDAM to establish SOP development team.
- PDAM staff or SOP development team PDAM gained an understanding of how to develop SOPs and implement SOPs through training.
- SOPs developed and get authorized by PDAM directors.
Activities will be implemented for 2 PDAMs (Sragen and Wonosobo) and consist of the following tasks:
- Program socialization to PDAM management and related staff.
- Establish PDAM SOP Development Team the requirements of PDAM.
- Conduct assessment related to the availability of SOP’s and identify SOP needs as well as problems related to SOP implementation.
- SOP Training (how to establish SOP’s and how to implement SOP’s) for relevant staff or SOP Development Team PDAM.
- Conduct preparation of SOP’s in accordance with what is needed by the PDAM as a priority.
- Conduct workshop of result technical assistance SOP’s.
- Finalize SOP’s
- Obtain commitment of each PDAM to implement SOP.
In preparing the SOP, it must involve the participation of the relevant PDAM staff, who write down the procedures that have been carried out so far and convey the problems that occur, provide opinions and solutions. With this method, they will be able to revise (if necessary) or create a new SOP. Basic information (available, opinions, suggestions or agreements from PDAM staff), can be obtained from secondary data and through direct discussions with staff. The new SOP will consider the job description of each work unit, the process, which unit is responsible for doing what, the maximum time to do each part of the work process, the number of SOPs, revision numbers, SOP revision dates, etc.
Parties will be involved from PDAM and IUWASH PLUS for the above-mentioned tasks include:
- Director of PDAM or Perumda
- SOP PDAM development team
- PDAM supervisory board
- Executing (Third Party)
- IUWASH PLUS Central Java Team
The activities will be conducted through a participatory process through regular meetings with Focused Group Discussions (FGDs), training, workshop, etc. This model supports to get commitment from PDAM related to SOP implementation.
TIMING AND ACTIVITY SCHEDULE
Period of performance
The contract will be Firm Fixed Price purchase order with the period of 4 months starting from April 2020 to September 2020.
Activities will be conducted for 4 (four) months starting from the execution of a contract with the selected service provider.
|No||Activities||Month I||Month II||Month III||Month IV|
|1||SOP PDAM Development team||XXX|
|2||Assessment availability of SOP’s and identify SOP needs including problems related to SOP implementation||XXX|
|3||SOP Training (how to establish SOP and Implement SOP)||XXX|
|4||Preparation SOP’s in accordance with what is needed by the PDAM as a priority||XXX||XXX||XXX||XXX||XXX||XXX||XXX||XXX||XXX||XXX|
|5||Workshop of result technical assistance SOP||XXX|
- Inception Report
- Interim Report
- Final Report
This activity will be announced to the public through the internet media and the developer will be selected through bidding process. This will be open tender where all applicant whose qualification meets the requirement is allowed to join the bidding. The requirements as follows:
- Senior Water Supply Engineer/Team Leader : 1 person, total 4 man-months
(Have experiences in the field of water supply for at least 10 years, serves as water supply engineer)
- Water Supply engineers : 1 person, total 4 man-months
(Have experiences in the field of water supply for at least 5 years)
Report Submission and Payment Schedule
Report submission and payment schedule for program is as specified in the following table:
|1||Inception Report||Methodology and Detail of Work plan||Two weeks after the contract is signed||10%|
|2||Interim Report||Assessment result, Training, preparing SOP||Middle of the second month||40%|
|3||Final Report||SOP final||End of the fourth month||50%|
In addition to above formal schedule, the Third Party will also conduct regular (at least monthly) meetings with the IUWASH PLUS Central Java Regional team at IUWASH PLUS office in Surakarta.
Reports can be prepared in Bahasa Indonesia
– Inceptions Report: 3 copies
– Interim Report: 3 copies
– Final report: 3 copies
The cost for implementing this program will be paid by IUWASH PLUS to the Third Party that selected through a competitive tender procedure. The cost of implementing this program is estimated at a maximum of IDR 145 million. The estimated cost includes the costs for labor, transportation from the Third Party office to the PDAM, transportation during field trips, reporting, stationary and communication.
IUWASH PLUS will cover all costs for the IUWASH PLUS team and/or its representative/consultant.
All proposals received from the bidders will be reviewed and evaluate by the evaluator team. The proposal should state the methodology, portfolios and previous experiences which packed in a complete resume. Factors that influence proposal assessment are the methodology, work experiences and cost implementation using the scoring model of:
- Methodology (50 points);
- Qualification of Specialist (30 point)
- Company Experience (20 point)
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 Issued March 26, 2020
- Pre-bid meeting April 02, 2020
- Submission of Proposal April 09, 2020
- Evaluation of bids by IUWASH April 10, 2020
- Negotiation and Clarification April 13, 2020
- Award Notification April 14, 2020
- Contract Signing April 20, 2020
Available in English (English)