USAID Indonesia Urban Water Sanitation and Hygiene ... · Review PDAM spatial data base and provide recommendation for improvement for Kota Bekasi. c. Reviewed and completed spatial

RFP No. REQ‐JAK‐17‐0019

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USAID Indonesia Urban Water Sanitation and Hygiene

Penyehatan Lingkungan Untuk Semua

Request For Proposal (RFP)

No. REQ‐JAK‐17‐0019

Consultant of GIS Assistance in Support of 3 PDAM's (Bekasi, Depok and Bogor City)

Issue Date: November 8, 2017

WARNING: Prospective Offerors who have received this document from a source other than the

USAID –IUWASH PLUS Project, [email protected], should immediately contact

[email protected] and provide their name and mailing address in order that

amendments to the RFP or other communications can be sent directly to them. Any prospective

Offeror who fails to register their interest assumes complete responsibility in the event that they do

not receive communications prior to the closing date. Any amendments to this solicitation will be

issued and posted (www.iuwash.or.id)


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Table of Contents

1. Introduction and Purpose ................................................................................................ …………..……..4

1.1 Purpose 4 Activity Background 4 Objective 5 Main Tasks 5 Deliverable and Payment 6

2. Inspection & Acceptance .............................................................................................................. 9

3. Compliance with Terms and Conditions ............................................................................................ 10

3.1 General Terms and Conditions 10 3.2 Source and Nationality 10 3.1 Data Universal Numbering System (DUNS) 10

4. Procurement Ethics .................................................................................................................... 11

5. Attachments ....................................................................................................................................... 12

5.1 Attachment A: Instructions for Obtaining a DUNS Number ‐ DAI’S Vendors, Subcontractors 12 5.2 Attachment B: Proposal Cover Letter 12 5.3 Attachment C: Price Schedule 13 5.4 Attachment D: Representations and Certifications of Compliance 14 5.5 Attachment E: Detailed Scope of Work 15 5.6 Attachment F: Proposal Checklist 22


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Synopsis of the RFP

1. RFP No. REQ‐JAK‐17‐0019

2. Issue Date November 8, 2017

3. Title Consultant of GIS Assistance in Support of 3 PDAM's (Bekasi, Depok and Bogor City)

4. Issuing Office &

Email/Physical Address for

Submission of Proposals

USAID – IUWASH PLUS Jakarta Office

Gedung Mayapada Tower 1, 10th Floor, Jl. Jend. Sudirman Kav. 28,

Jakarta 12920;

Email : [email protected]

5. Bidders‘ Conference November 14, 2017 on 10.00 am at IUWASH Jakarta Office,

Mayapada Building 10th Floor, Jln. Jend. Sudirman Kav. 28, Jakarta

12920. Phone : 021‐522 0540

Bidders conference confirmation attendance send by email

to [email protected] at November 13,

2017 on 16.00 WIB (04.00 pm) at the latest

6. Deadline for Receipt of

Questions

November 23, 2017 at the latest 16.00 p.m.

7. Deadline for Receipt of

Quotes

November 24, 2017 (at the latest 16.00 p.m)

8. Contact Person [email protected]

9. Anticipated Award Type a Firm Fixed Price Purchase Order Issuance of this RFP in no way obligates DAI to award a

subcontract or purchase order and Bidders will not be reimbursed

for any costs associated with the preparation of their quote.

10. 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


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1. Introduction and Purpose

1.1 PurposeDAI, the implementer of the “The USAID Indonesia Urban Water, Sanitation and Hygiene 'Penyehatan Lingkungan Untuk Semua' (IUWASH PLUS) program invites qualified offerors to submit proposals to supply and deliver “ Consultant of GIS Assistance in Support of 3 PDAM's (Bekasi, Depok and Bogor City)” in support of program implementation

Activity Background Urban water supply with sufficient quantity and good quality to distribute to all customers is generally still a challenge for PDAMs. In addition, the high percentage of non-Revenue Water (NRW), the limited of raw water, the unstable water pressure between the service zones as well as the low time services and volume of water are problems faced by PDAMs. The problems above are due to the limited capacity of PDAMs in the knowledge of technology and its management. For example is the GIS technology. Pipelines network and their assets (assets) has not yet digitally recorded and it becomes difficult for PDAMs to plan for service development and asset maintenance resulting in poor service quality. As stipulated in the USAID IUWASHPLUS work plan, WJDT will implement NRW reduction program in several PDAMs in Regional West Java, DKI and Tangerang (WJDT). This program requires spatial data of distribution pipeline network and there is a need to ensure that those PDAMs already have spatial data distribution network. Based on the discussion between parties who are involved in NRW reduction program, Dit SPAM (Ministry of PUPR), World Bank, USAID IUWASHPLUS, related PDAM, Local Government, it was concluded that PDAM Kota Bekasi, Kota Depok and Kota Bogor are in need to have the GIS assistance program. An assessment will be conducted on: 1) the status of mastery and utilization of GIS technology in managing its spatial data: 2) the availability of equipment; 3) availability of GIS operator staff; and 4) availability of spatial data distribution network data and its condition. The assessment intended to conclude the readiness of PDAMs in accepting and implementing NRW reduction programs, in the form of the utilization of GIS technology.

The initial review indicated that the spatial data availability of pipelines in the three PDAMs is as follows :

1. PDAM Kota Bekasi has done SPAM spatial data development and currently has 83% spatial data network in ArcView Shape file format, but not yet includes data collection of pipe accessories;

2. PDAM Kota Depok has not done SPAM spatial data development; while


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3. PDAM Kota Bogor is developing SPAM spatial data by a third party. Based on the above PDAM Kota Bekasi and Kota Depok should be assisted to complete the data collection of all distribution pipelines including piping equipment / accessories (especially Valve), and the master meter (if any). Furthermore, PDAM Kota Bogor needs a complete data collection for the SPAM system of which currently the SPAM spatial data are being developed by a third party. IUWASHPLUS will assist the program with a GIS Individual Consultant who will work with respective PDAMs to develop spatial data distribution network including on-the-job training for respective staff for a total time of 5 months. Objectives The main objective of this proposed support program is to:

1. Develop PDAM spatial database for the SPAM system in Kota Bekasi, Kota Depok and Kota Bogor;

2. GIS Capacity building to PDAM respective staff; and 3. Monitor and evaluate the GIS system and management

Tasks The GIS consultant to PDAM staff of Kota Bekasi, Kota Depok, and Kota Bogor will assist in developing PDAM spatial databases, particularly distribution pipelines and accessories, so that they are ready to be used to analyse NRW in each respective PDAM. The tasks of the technical assistance can be summarized as follows:

4. Assess the status of mastery and utilization of GIS technology in managing its spatial data: 2), including the availability of equipment; 3) , availability of GIS operator staff; and 4) availability of spatial data distribution network data and, including its condition.

5. Develop PDAM spatial database for the SPAM system in Kota Bekasi, Kota Depok and Kota Bogor;

6. Provide guidance to PDAM staff to build effective and efficient spatial data

7. Train the PDAM staff and improve the mastery of GIS operational techniques including; digitization, data conversion, data attribute management, join table, query analysis, overlapping analysis, and the preparation of thematic maps, etc.

8. Train the PDAM staff in conducting efficient and accurate field surveys through increased mastery and use of survey tools.

9. Monitor the progress of the implementation for spatial water supply data development, both in terms of completeness and quality.


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10. Ensure the development of spatial water supply data particularly for distribution network data, will ready to use by analyzing the pressure and losses in NRW reduction programs.

11. Encourage PDAMs to complete spatial data of pipelines and piping fitting / accessories entirely, then those two PDAMs will capable to complete the development / development of 100% spatial data.

The GIS consultant will be under the supervision of the respective PDAM and be fully supported by the USAID IUWASH PLUS WJDT Urban Water Supply Specialist and the National GIS team (GIS Specialist).

Technical Assistance Time Allocation for each PDAM The total time for assistance in the three respective PDAMs is 90 mandays spread in 5 months. By considering the condition and situation of GIS status among the PDAMs, technical assistance time allocation for each PDAM are estimated as follow:

12. PDAM Kota Bekasi 6 days / month 13. PDAM Kota Depok 10 days / month, 14. PDAM Kota Bogor 2 days / month

The level of effort (LOE) of GIS consultant (in days per week) can be seen in the following table;

PDAM Kota Existence (in days per week)

Total (days)

1st Month 2nd Month 3rd Month 4th Month 5th Month

Bekasi 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 30

Depok 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 50

Bogor 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 10

Total per week (days) 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 90

Deliverables and Payment Schedule: The deliverables of this activity are: 15. Inception Report, which contains the methodology and work plan schedule, should be

submitted (2) two weeks after the contract signature / Purchase Order issued. 16. Bimonthly Progress Reports, which include progress on implementation and targets

achieved should be submitted at the end of 2nd and 4th month. The first bimonthly report should include:


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a. Assessment of the status of mastery and utilization of GIS technology in managing its spatial data: 2), including the availability of equipment; 3). availability of GIS operator staff; and 4) availability of spatial data distribution network data and, including its condition in Kota Bekasi, Kota Depok.

b. Review PDAM spatial data base and provide recommendation for improvement for Kota Bekasi.

c. Reviewed and completed spatial data network in ArcView Shape file format in Kota Bekasi.

d. Assessment and develop initial list of preparation for the development of the Depok PDAM SPAM spatial plan.

e. Collaborate and discuss with PDAM Kota Bogor to understand the GIS system that is being developed by a third party.

f. Training conducted to PDAM Staff both in Kota Bekasi and Kota Depok. g. Monitoring the GIS system on completeness and quality in both Kota Bekasi and

Kota Depok. h. Define problems and recommendation in solving the problems

The second bimonthly report should include:

a. The completion of the PDAM SPAM spatial plan for both Kota Bekasi and Kota Depok and quality of the system

b. Training of respective PDAM Staff in using and monitoring the system and able to carry out pipeline network analysis based on their data attributes, so they can support NRW reduction program.

c. Define problems and recommendation in solving the problems. d. Provide suggestion to Kota Bogor to improve the GIS SPAM spatial plan.

17. Final Report, which contains implementation progress, achievement target, readiness data and PDAM staff ability to support the implementation of the NRW reduction program and also include lessons learned for future replication.

18. Additional results include: a. All the GIS staff of PDAM in both Kota Bekasi and Kota Depok are well trained in

using the system in operation and maintenance b. Lessons learned from Kota Bogor on the GIS system developed by a third party and

might be recommended for a location for comparison study. Draft reports may be submitted in digital format, then after approval must be submitted in print and digital format (in flash). For Bi Monthly Progress Reports and Final Reports, must also include a copy of the spatial data submitted in the flash.

Specialist Required


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Manpower required for this program is one who responsible for GIS Assistance in support of 3 PDAM’s (Bekasi, Depok and Bogor City), with the following qualifications :

a. S-1 bachelor’s degree, in Geo Science, Geodetic, Geological, Geography, or b. S-1 bachelor’s degree in Natural Environmental Science, Engineering, Socio Economic and

Computer Programing, or c. S-1 bachelor’s degree in others background education d. Minimum 5 years experiences in GIS application

Contract Period

The contract period to implement this program is 5 months and the level of effort (LOE) is 90 mandays. The contract is under a Fixed Priced Purchase Order (FPPO)

Cost Estimate

The estimated cost for this contract is Rp 65,500.000, - (Sixty Five Million Five Hundred Thousand Rupiah). The Cost proposal format as attached is only a guideline and can be used in developing the cost proposal for this work. However the consultants may adjust accordingly.

Report Submission and Payment Schedule Report submission and payment schedule for program is as on the table below:

No Description Delivery Schedule Payment schedule

1. Inception Report Two weeks after the contract signature / Purchase Order issued.

20% One week after the report is approved

2. Bi Monthly Progress Reports,

The end of 2nd month 25 % One week after the report is approved

The end of 4th month 25 % One week after the report is approved

3. Final report The end of 5th month 30% One week after the report is approved

Other Information

A Request for Proposal (RFP) will be developed and will be announced to the public through the internet media. The RFP is seeking for qualified individuals who can do the activities mentioned above. The individual consultant will be selected through the selection mechanism following the below criteria: 1. Bachelor degree in information technology (IT) preferably with a geo-science background,

or from any discipline


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2. Mastering GIS technology, GIS Open-source applications especially QGIS (preferably) 3. Experience as a GIS consultant / Trainer for more than 5 years. 4. Preferably have work experience on similar programs for more than 1 client.

Evaluation Component All proposal will be evaluated by the IUWASH PLUS team with the following weight: 1.Program and methodology approach (50 points) 2.Work experience and qualification (50 points) The proposal document should be clearly labeled, including the name of the applicants, phone number, email address and submitted in digital format and emailed.

CONDITIONS / SPECIFIC CRITERIA Timing/Assignment Duration The contract period to implement this program is 5 months and the level of effort (LOE) is 90 mandays. The contract is under a Fixed Priced Purchase Order (FPPO)

The individual consultant will be selected through the selection mechanism following the below criteria:

1.Bachelor degree in information technology (IT) preferably with a geo-science background, or from any discipline 2.Mastering GIS technology, GIS Open-source applications especially QGIS (preferably) 3.Experience as a GIS consultant / Trainer for more than 5 years. 4.Preferably have work experience on similar programs for more than 1 client.

Evaluation Component All proposal will be evaluated by the IUWASH PLUS team with the following weight: 1.Program and methodology approach (50 points) 2.Work experience and qualification (50 points)

2. Inspection & Acceptance

The designated DAI Project Manager will inspect from time to time the services being performed to

determine whether the activities are being performed in a satisfactory manner, and that all equipment

or supplies are of acceptable quality and standards. The subcontractor shall be responsible for any

countermeasures or corrective action, within the scope of this RFP, which may be required by the DAI

Chief of Party as a result of such inspection.


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3. Compliance with Terms and Conditions

3.1 GeneralTermsandConditionsOfferors agree to comply with the general terms and conditions for an award resulting from this RFP.

The selected Offeror shall comply with all Representations and Certifications of Compliance listed in

Attachment G.

3.2 SourceandNationalityDAI must verify the source and nationality of goods and services and ensure (to the fullest extent possible)

that DAI does not procure any goods or services from prohibited countries listed by the Office of Foreign

Assets Control (OFAC) as sanctioned countries. OFAC sanctioned countries may be searched within the

System for Award Management (SAM) at www.SAM.gov. The current list of countries under

comprehensive sanctions include: Cuba, Iran, North Korea, Sudan, and Syria. Goods may not transit

through or be assembled in comprehensive sanctioned origin or nationality countries nor can the vendor

be owned or controlled by a prohibited country. DAI is prohibited from facilitating any transaction by a

third party if that transaction would be prohibited if performed by DAI.

By submitting a proposal in response to this RFP, Offerors confirm that they are not violating the Source

and Nationality requirements of the goods or services being offered and that the goods and services

comply with the Geographic Code and the exclusions for prohibited countries outlined above.

3.3DataUniversalNumberingSystem(DUNS)There is a mandatory requirement for your organization to provide a DUNS number to DAI. The Data

Universal Numbering System is a system developed and regulated by Dun & Bradstreet (D&B) that assigns

a unique numeric identifier, referred to as a "DUNS number" to a single business entity. Without a DUNS

number, DAI cannot deem an Offeror “responsible” to conduct business with and therefore, DAI will not

enter into a subcontract/purchase order or monetary agreement with any organization. The

determination of a successful offeror/applicant resulting from this RFP/RFQ/RFA is contingent upon the

winner providing a DUNS number to DAI. Offerors who fail to provide a DUNS number will not receive an

award and DAI will select an alternate Offeror.

All U.S. and foreign organizations which receive first‐tier subcontracts/ purchase orders with a value of

$25,000 and above are required to obtain a DUNS number prior to signing of the agreement.

Organizations are exempt from this requirement if the gross income received from all sources in the

previous tax year was under $300,000. DAI requires that Offerors sign the self‐certification statement if

the Offeror claims exemption for this reason.

For those required to obtain a DUNS number, see Attachment D ‐ Instructions for Obtaining a DUNS

Number ‐ DAI’S Vendors, Subcontractors

For those not required to obtain a DUNS number, see Attachment E: Self Certification for Exemption from

DUNS Requirement


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4. Procurement Ethics

Neither payment nor preference shall be made by either the Offeror, or by any DAI staff, in an attempt to

affect the results of the award. DAI treats all reports of possible fraud/abuse very seriously. Acts of fraud

or corruption will not be tolerated, and DAI employees and/or subcontractors/grantees/vendors who

engage in such activities will face serious consequences. Any such practice constitutes an unethical, illegal,

and corrupt practice and either the Offeror or the DAI staff may report violations to the Toll‐Free Ethics

and Compliance Anonymous Hotline at +1 855‐603‐6987, via the DAI website, or via email to

[email protected]. DAI ensures anonymity and an unbiased, serious review and treatment of the

information provided. Such practice may result in the cancellation of the procurement and disqualification

of the Offeror’s participation in this, and future, procurements. Violators will be reported to USAID, and

as a result, may be reported to the U.S. Department of Justice to be included in a Restricted Parties list,

preventing them from participating in future U.S. Government business.

Offerors must provide full, accurate and complete information in response to this solicitation. The

penalty for materially false responses is prescribed in Section 1001 of Title 18 of the United States Code.

In addition, DAI takes the payment of USAID funds to pay Terrorists, or groups supporting Terrorists, or

other parties in exchange for protection very seriously. Should the Terrorist, groups or other parties

attempt to extort/demand payment from your organization you are asked to immediately report the

incident to DAI’s Ethics and Compliance Anonymous Hotline at the contacts described in this clause.

By submitting an offeror, offerors certify that they have not/will not attempt to bribe or make any

payments to DAI employees in return for preference, nor have any payments with Terrorists, or groups

supporting Terrorists, been attempted.

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5. Attachments

5.1 AttachmentA:InstructionsforObtainingaDUNSNumber‐DAI’SVendors,Subcontractors

5.2 AttachmentB:ProposalCoverLetter []

<Insert date>

TO: Click here to enter text.

Development Alternatives, Inc.

I, the undersigned, provide the attached proposal in accordance with RFP No : REQ‐JAK‐17‐0019 Consultant of GIS Assistance in Support of 3 PDAM’s (Bekasi, Depok and Bogor City) ,issued on November 8th, 2017. Our attached proposal is for the total price of <Sum in Words ($0.00 Sum in Figures) >. I certify a validity period of Click here to enter text. days for the prices provided in the attached Price Schedule/Bill of Quantities. Our proposal shall be binding upon us subject to the modifications resulting from any discussions. Offeror shall verify here the items specified in this RFP document. We understand that DAI is not bound to accept any proposal it receives. Yours sincerely, Authorized Signature: Name: Click here to enter text. Address: Click here to enter text. Telephone: Click here to enter text. Email: Click here to enter text.

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5.3 AttachmentC:PriceScheduleActivity Deliverables Due Date Payment Amount

Deliverable I Inception Report

(2 weeks after PO)

20%

Deliverable II Bi Monthly Progress Reports,

The end of 2nd month

25%

The end of 4th month 25%

Deliverable III Final Report

The end of 5th month

30%

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5.4 AttachmentD:RepresentationsandCertificationsofCompliance1. Federal Excluded Parties List - The Bidder Select is not presently debarred, suspended, or determined

ineligible for an award of a contract by any Federal agency. 2. Executive Compensation Certification- FAR 52.204-10 requires DAI, as prime contractor of U.S. federal

government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)

3. Executive Order on Terrorism Financing- The Contractor is reminded that U.S. Executive Orders and U.S.

law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub awards issued under this Contract.

4. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent,

Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.

5. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder

certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.

6. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational

Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information.

7. Business Size and Classification(s) – The Bidder certifies that is has accurately and completely identified its

business size and classification(s) herein in accordance with the definitions and requirements set forth in FAR Part 19, Small Business Programs.

8. Prohibition of Segregated Facilities - The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition

of Segregated Facilities. 9. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for

employment because of age, sex, religion, handicap, race, creed, color or national origin. 10. Labor Laws – The Bidder certifies that it is in compliance with all labor laws.. 11. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition

Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.

12. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals

providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

By submitting a proposal, offerors agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein, and will be asked to sign these Representations and Certifications upon award.

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5.5 AttachmentE:DetailedScopeofWorkUSAID Indonesia Urban Water Sanitation and Hygiene Penyehatan Lingkungan untuk Semua (IUWASH PLUS)

Scope of Work

Consultant of GIS Assistance in Support of 3 PDAM’s (Bekasi, Depok and Bogor City) January 2018 – May 2018

Background

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 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. Activity Background Urban water supply with sufficient quantity and good quality to distribute to all customers is generally still a challenge for PDAMs. In addition, the high percentage of non-Revenue Water (NRW), the limited of raw water, the unstable water pressure between the service zones as well as the low time services and volume of water are problems faced by PDAMs. The problems above are due to the limited capacity of PDAMs in the knowledge of technology and its management. For example is the GIS technology. Pipelines network and their assets

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(assets) has not yet digitally recorded and it becomes difficult for PDAMs to plan for service development and asset maintenance resulting in poor service quality. As stipulated in the USAID IUWASHPLUS work plan, WJDT will implement NRW reduction program in several PDAMs in Regional West Java, DKI and Tangerang (WJDT). This program requires spatial data of distribution pipeline network and there is a need to ensure that those PDAMs already have spatial data distribution network. Based on the discussion between parties who are involved in NRW reduction program, Dit SPAM (Ministry of PUPR), World Bank, USAID IUWASHPLUS, related PDAM, Local Government, it was concluded that PDAM Kota Bekasi, Kota Depok and Kota Bogor are in need to have the GIS assistance program. An assessment will be conducted on: 1) the status of mastery and utilization of GIS technology in managing its spatial data: 2) the availability of equipment; 3) availability of GIS operator staff; and 4) availability of spatial data distribution network data and its condition. The assessment intended to conclude the readiness of PDAMs in accepting and implementing NRW reduction programs, in the form of the utilization of GIS technology.

The initial review indicated that the spatial data availability of pipelines in the three PDAMs is as follows :

1.PDAM Kota Bekasi has done SPAM spatial data development and currently has 83% spatial data network in ArcView Shape file format, but not yet includes data collection of pipe accessories; 2.PDAM Kota Depok has not done SPAM spatial data development; while 3.PDAM Kota Bogor is developing SPAM spatial data by a third party.

Based on the above PDAM Kota Bekasi and Kota Depok should be assisted to complete the data collection of all distribution pipelines including piping equipment / accessories (especially Valve), and the master meter (if any). Furthermore, PDAM Kota Bogor needs a complete data collection for the SPAM system of which currently the SPAM spatial data are being developed by a third party. IUWASHPLUS will assist the program with a GIS Individual Consultant who will work with respective PDAMs to develop spatial data distribution network including on-the-job training for respective staff for a total time of 5 months.

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Objectives The main objective of this proposed support program is to:

1.Develop PDAM spatial database for the SPAM system in Kota Bekasi, Kota Depok and Kota Bogor; 2.GIS Capacity building to PDAM respective staff; and 3.Monitor and evaluate the GIS system and management

Tasks The GIS consultant to PDAM staff of Kota Bekasi, Kota Depok, and Kota Bogor will assist in developing PDAM spatial databases, particularly distribution pipelines and accessories, so that they are ready to be used to analyse NRW in each respective PDAM. The tasks of the technical assistance can be summarized as follows: 1.Assess the status of mastery and utilization of GIS technology in managing its spatial data: 2), including the availability of equipment; 3) , availability of GIS operator staff; and 4) availability of spatial data distribution network data and, including its condition. 2.Develop PDAM spatial database for the SPAM system in Kota Bekasi, Kota Depok and Kota Bogor;

3.Provide guidance to PDAM staff to build effective and efficient spatial data

4.Train the PDAM staff and improve the mastery of GIS operational techniques including; digitization, data conversion, data attribute management, join table, query analysis, overlapping analysis, and the preparation of thematic maps, etc. 5.Train the PDAM staff in conducting efficient and accurate field surveys through increased mastery and use of survey tools. 6.Monitor the progress of the implementation for spatial water supply data development, both in terms of completeness and quality. 7.Ensure the development of spatial water supply data particularly for distribution network data, will ready to use by analyzing the pressure and losses in NRW reduction programs. 8.Encourage PDAMs to complete spatial data of pipelines and piping fitting / accessories entirely, then those two PDAMs will capable to complete the development / development of 100% spatial data. The GIS consultant will be under the supervision of the respective PDAM and be fully supported by the USAID IUWASH PLUS WJDT Urban Water Supply Specialist and the National GIS team (GIS Specialist).

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Technical Assistance Time Allocation for each PDAM The total time for assistance in the three respective PDAMs is 90 mandays spread in 5 months. By considering the condition and situation of GIS status among the PDAMs, technical assistance time allocation for each PDAM are estimated as follow:

1.PDAM Kota Bekasi 6 days / month 2.PDAM Kota Depok 10 days / month, 3.PDAM Kota Bogor 2 days / month

The level of effort (LOE) of GIS consultant (in days per week) can be seen in the following table;

PDAM Kota Existence (in days per week)

Total (days)

1st Month 2nd Month 3rd Month 4th Month 5th Month

Bekasi 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 2 1 30

Depok 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 3 2 50

Bogor 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 0 1 10

Total per week (days) 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 5 4 90

Deliverables and Payment Schedule: The deliverables of this activity are:

1.Inception Report, which contains the methodology and work plan schedule, should be submitted (2) two weeks after the contract signature / Purchase Order issued. 2.Bimonthly Progress Reports, which include progress on implementation and targets achieved should be submitted at the end of 2nd and 4th month.

The first bimonthly report should include: i. Assessment of the status of mastery and utilization of GIS technology in managing its

spatial data: 2), including the availability of equipment; 3). availability of GIS operator staff; and 4) availability of spatial data distribution network data and, including its condition in Kota Bekasi, Kota Depok.

j. Review PDAM spatial data base and provide recommendation for improvement for Kota Bekasi.

k. Reviewed and completed spatial data network in ArcView Shape file format in Kota Bekasi.

l. Assessment and develop initial list of preparation for the development of the Depok PDAM SPAM spatial plan.

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m. Collaborate and discuss with PDAM Kota Bogor to understand the GIS system that is being developed by a third party.

n. Training conducted to PDAM Staff both in Kota Bekasi and Kota Depok. o. Monitoring the GIS system on completeness and quality in both Kota Bekasi and

Kota Depok. p. Define problems and recommendation in solving the problems

The second bimonthly report should include:

e. The completion of the PDAM SPAM spatial plan for both Kota Bekasi and Kota Depok and quality of the system

f. Training of respective PDAM Staff in using and monitoring the system and able to carry out pipeline network analysis based on their data attributes, so they can support NRW reduction program.

g. Define problems and recommendation in solving the problems. h. Provide suggestion to Kota Bogor to improve the GIS SPAM spatial plan.

3.Final Report, which contains implementation progress, achievement target, readiness data and PDAM staff ability to support the implementation of the NRW reduction program and also include lessons learned for future replication.

Additional results include:

a.All the GIS staff of PDAM in both Kota Bekasi and Kota Depok are well trained in using the system in operation and maintenance b.Lessons learned from Kota Bogor on the GIS system developed by a third party and might be recommended for a location for comparison study.

Draft reports may be submitted in digital format, then after approval must be submitted in print and digital format (in flash). For Bi Monthly Progress Reports and Final Reports, must also include a copy of the spatial data submitted in the flash.

Specialist Required

Manpower required for this program is one who responsible for GIS Assistance in support of 3 PDAM’s (Bekasi, Depok and Bogor City), with the following qualifications :

a.S-1 bachelor’s degree, in Geo Science, Geodetic, Geological, Geography, or b.S-1 bachelor’s degree in Natural Environmental Science, Engineering, Socio Economic and Computer Programing, or c.S-1 bachelor’s degree in others background education d.Minimum 5 years experiences in GIS application

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Contract Period

The contract period to implement this program is 5 months and the level of effort (LOE) is 90 mandays. The contract is under a Fixed Priced Purchase Order (FPPO)

Cost Estimate

The estimated cost for this contract is Rp 65,500.000, - (Sixty Five Million Five Hundred Thousand Rupiah). The Cost proposal format as attached is only a guideline and can be used in developing the cost proposal for this work. However the consultants may adjust accordingly.

Report Submission and Payment Schedule Report submission and payment schedule for program is as on the table below:

No Description Delivery Schedule Payment schedule

1. Inception Report Two weeks after the contract signature / Purchase Order issued.

20% One week after the report is approved

2. Bi Monthly Progress Reports,

The end of 2nd month 25 % One week after the report is approved

The end of 4th month 25 % One week after the report is approved

3. Final report The end of 5th month 30% One week after the report is approved

Other Information

A Request for Proposal (RFP) will be developed and will be announced to the public through the internet media. The RFP is seeking for qualified individuals who can do the activities mentioned above. The individual consultant will be selected through the selection mechanism following the below criteria: 1.Bachelor degree in information technology (IT) preferably with a geo-science background, or from any discipline 2.Mastering GIS technology, GIS Open-source applications especially QGIS (preferably) 3.Experience as a GIS consultant / Trainer for more than 5 years. 4.Preferably have work experience on similar programs for more than 1 client.

Evaluation Component All proposal will be evaluated by the IUWASH PLUS team with the following weight:

1.Program and methodology approach (50 points)

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2.Work experience and qualification (50 points) The proposal document should be clearly labeled, including the name of the applicants, phone number, email address and submitted in digital format and emailed.

Others information:

1. Issuance of this RFP shall not constitute any form of agreement by DAI to any party.

2. The proposal must be accompanied by a bid covering letter written on A4 size paper.

3. Budget/cost proposal can be written in the attached format, or bidders can customize it in accordance with their proposed methodology.

4. Proposals to be sent by email in pdf format no later than November 24, 2017, latest 16.00 o’clock to email address: IUWASH _ [email protected].

5. Only short-listed and selected bidders will be called for technical clarification and negotiation costs before publishing the contract.

6. No cost reimbursement, whatsoever for matters relating to the bidding and preparation of this Proposal shall be provided

7. All payments will be made in "Rupiah" currency and all project invoices/payments memorandum may only be denominated in Rupiah

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5.6 AttachmentF:ProposalChecklist

Offeror: __________________________________________________________________________

Have you?

Submitted your proposal to DAI in a sealed envelope to the address (electronic or mailing) as

specified in General Instructions above?

Does your proposal include the following?

Signed Cover Letter (use template in Attachment B)

Proposal of the Product or Service that meets the technical requirements as per Attachment A

Response to each of the evaluation criteria

Documents use to determine Responsibility

Evidence of a DUNS Number OR Self Certification for Exemption from DUNS Requirement