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RFP No. REQ-JAK-18-0032

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USAID Indonesia Urban Water Sanitation and Hygiene

Penyehatan Lingkungan Untuk Semua

Request For Proposal (RFP)

No. REQ-JAK-18-0032

Consultant of Management Information System for Desludging Services in Kota Bogor and Kab. Tangerang

Issue Date: May 30, 2018

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.iuwashplus.or.id)


Table of Contents

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

1.1 Purpose 4Activity Background 4Objective 4Main Tasks 4Deliverables 5Payment Schedule 5Posting & Reporting Realtionships 6Conditions/Specific Criteria 6

2. Inspection & Acceptance...............................................................................................................7

3. Compliance with Terms and Conditions.............................................................................................7

3.1 General Terms and Conditions……………………………………………………………………………………………. 73.2 Source and Nationality………………………………………………………………………………………………….. 73.1 Data Universal Numbering System (DUNS)………………………………………………………………………. 7

4. Procurement Ethics.........................................................................................................……………8

5. Attachments....................................................................................................................................... .9

5.1 Attachment A: Instructions for Obtaining a DUNS Number - DAI’S Vendors, Subcontractors 95.2 Attachment B: Proposal Cover Letter 95.3 Attachment C: Price Schedule 105.4 Attachment D: Representations and Certifications of Compliance 115.5 Attachment E: Detailed Scope of Work 125.6 Attachment F: Proposal Checklist 20

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Synopsis of the RFP1. RFP No. REQ-JAK-18-0032

2. Issue Date May 30, 2018

3. Title Consultant of Management Information System for Desludging Services in Kota Bogor and Kab. Tangerang

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]. Bidders‘ Conference June 6, 2018 on 10.30 am at IUWASH Jakarta Office, Mayapada

Building 10th Floor, Jln. Jend. Sudirman Kav. 28, Jakarta 12920. Phone : 021-522 0540

Bidders conference confirmation : June 5, 2018 at the latest 15.00 WIB (03.00 pm)

6. Deadline for Receipt of Questions

June 12, 2018 at the latest 15.00 p.m.

7. Deadline for Receipt of Quotes

June 19, 2018 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 Purpose1.1 Purpose

DAI, 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 Management Information System for Desludging Services in Kota Bogor and Kab. Tangerang“

ACTIVITY BACKGROUNDThe targets for water supply and sanitation in the Government of Indonesia's (GOI's) 5-Year National Development Plan for 2015-2019 are very ambitious: to achieve universal (basic) access to safe water supply and sanitation facilities for all citizens by 2019. Succeeding at this will require an increase in efficiency and effectiveness in the acceleration of service delivery among all stakeholders. Related to the sanitation target, the Ministry of Public works and Housing (PUPR) acknowledged that more than 80% of this will come from individual systems (improved household-level septic tanks combined with improved septage management services). To support this, They developed an OBA (Output-Based Aid) scheme to rapidly increase the number of appropriate septic tanks (that meet national or standards or "SNI") combined with the improved availability of regular desludging services ("Layanan Lumpur Tinja Terjadwal" or "LLTT") for the regular and safe collection, transport, and treatment of septage sludge. Both of these programs require extensive data collection: household surveying for the OBA program; and a census of septic tanks, including their emptying history (for LLTT). Until now these surveys have been conducted by enumerators using printed questionnaires, which are collected by supervisors, recorded in basic software programs (such Excel or SPSS), and analyzed with information represented in graphs, pie charts, and/or maps inserted by hand. This is a costly, time-consuming method, which is prone to errors. As each survey is a “stand alone” exercise, they also cannot be easily compared over time to create a better understanding the sector's evolution.

While the above is a current and important impediment in advancing sanitation programming, the increased availability of open source IT applications and availability of smartphones, tablets, etc., offers an opportunity to address current shortcomings In particular, with an appropriate Management Information Systems, enumerators can quickly fill in the answers on a phone or tablet and upload the results (including pictures of septic tanks and GPS location) to a web-based application, from which point survey supervisors can immediately review results, analyze the data, and generate real-time reports (including graphs and maps). With this background, IUWASH PLUS intends to develop a MIS for Desludging Service that can be used by local sanitation operators (such as UPTD-PAL) in Bogor City and Tangerang District to collect required data and better manage desludging requirements from the point of collection to the point of treatment. This will be undertaken initially for the current potential customer in Bogor City and Tangerang District of 4,183 HH and 4,190 HH, respectively.

OBJECTIVEThe main purpose of this scope of work is to develop an MIS for Desludging Services in Kota Bogor and Kabupaten Tangerang to be utilized by the respective UPTD PALD to be more efficient, effective and transparent in the implementation of desludging of 22


service both scheduled and unscheduled (on call basis), to accelerate the achievement of government target in sanitation service to community.

MAIN TASKS Application providers in providing the system will design, develop, test and install in IUWASH PLUS system (location for installing the application will be decided later) and submit and train the use of MIS disludging service software which is must follow the system flow described in the MIS Specifications section below.

DELIVERABLESThe Application provider on the development of the Management Information System for Desludging Service shall be responsible for the following works:To design and write application programs for:

Web-based Portal application Android app of Desludging Trucks Android app of IPLT Integration system for all application Database management

PAYMENT SCHEDULE

No.

Deliverables/Outputs Due Date Payment

1 Work Plan2 weeks after

agreement signed

10%

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No.

Deliverables/Outputs Due Date Payment

2 Analysis System and Design Report End of Month 1 35%

3 Technical Final Report End of Month 2 45%

4 Completion & Testing report and Warranty Support End of Month 3 10%

POSTING & REPORTING RELATIONSHIPS

The selected Service Provider will report to the USAID IUWASH PLUS WJDT Sanitation Team. The Service Provider will be based in Jakarta, will working from home and when requested join meetings at IUWASH PLUS. Service Provider will provide regular update on progress to IUWASH PLUS Sanitation Team Coordinator. The USAID IUWASH PLUS team will provide technical and administrative support to the Service Provider by arranging all necessary meetings, etc.

CONDITIONS / SPECIFIC CRITERIA

Timing/Assignment DurationThe consultant’s work of Management Information System for Desludging Service development must be completed within three (3) months, starting from June 29, 2018 to September 28, 2018, with system test to be concluded in the month of October 2018 using live input of transaction, which should produce the Financial Statements.

Estimated BudgetThe work of Management Information System for Desludging Service shall be valued at Rp. 105.000.000,- (hundred and five million rupiah only)Method of payment is based on the progress of work which should be proven on per stage deliverables Required Qualifications

To ensure the delivery of the output: the Management Information System for Desludging Services, Application Provider has the following qualifications: a. Mastering information technology, especially in development of web-

based application, android and spatial mappingb. Experienced enough to develop web-based and android applications

integrated with spatial mapping systemc. Experienced enough to develop a web-based spatial mapping databasesd. Understand the financial and accounting system programming

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e. Minimum 3 years experienced in Web-based and Android applications development

Selection of Local Implementer and Evaluation CriteriaThe service provider will be selected based on tender result. The candidate of service provider has to provide proposal which 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:o Qualification : 30 % o Experience : 40 %o Methodology : 30 %

Withholding Tax PaymentAll payment submitted to Iuwash Plus will be deducted according to the prevailing tariffs.IUWASH PLUS will send the Withholding Tax Receipt after the following month.

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2. Inspection & AcceptanceThe 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.

3. Compliance with Terms and Conditions3.1 General Terms and Conditions

Offerors 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 Source and NationalityDAI 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.

3.3 Data Universal Numbering System (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.

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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

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. Attachments5.1 Attachment A: Instructions for Obtaining a DUNS Number - DAI’S Vendors,

Subcontractors

5.2 Attachment B: Proposal Cover Letter

[]

<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-18-0032 Consultant of Management Information System for Desludging Services in Kota Bogor and Kab. Tangerang”, issued on May 30, 2018. 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 Attachment C: Price Schedule

Activity Deliverables Due Date Payment Amount

Deliverable I Work Plan 10%

Deliverable II Analysis System and Design Report 35%

Deliverable III Technical Final Report 45%

Deliverable IV Completion & Testing report and Warranty Support

10%

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5.4 Attachment D: Representations and Certifications of Compliance1. 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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http://www.SAM.gov/


5.5 Attachment E : Detailed Scope of Work

Scope of WorkName of Activity:Management Information System for Desludging Services Location: Bogor City and Tangerang DistrictDate of Activity: June – September 2018Component: 2. Strengthening City Wash Institutional PerformanceSub Component: 2.3. Develop and Improve Local Sanitation Unit PerformanceTask Area: 2.3.3. Technical Strengthening of Sanitation Sector/Operator

(LLTT, IPLT, SNI etc.)

A. 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:

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.

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.

B. Activity SummaryThe targets for water supply and sanitation in the Government of Indonesia's (GOI's) 5-Year National Development Plan for 2015-2019 are very ambitious: to achieve universal (basic) access to safe water supply and sanitation facilities for all citizens by 2019. Succeeding at this will require an increase in efficiency and effectiveness in the acceleration of service delivery among all stakeholders. Related to the sanitation target, the Ministry of Public works and Housing (PUPR) acknowledged that more than 80% of this will come from individual systems (improved household- of 22


level septic tanks combined with improved septage management services). To support this, They developed an OBA (Output-Based Aid) scheme to rapidly increase the number of appropriate septic tanks (that meet national or standards or "SNI") combined with the improved availability of regular desludging services ("Layanan Lumpur Tinja Terjadwal" or "LLTT") for the regular and safe collection, transport, and treatment of septage sludge. Both of these programs require extensive data collection: household surveying for the OBA program; and a census of septic tanks, including their emptying history (for LLTT). Until now these surveys have been conducted by enumerators using printed questionnaires, which are collected by supervisors, recorded in basic software programs (such Excel or SPSS), and analyzed with information represented in graphs, pie charts, and/or maps inserted by hand. This is a costly, time-consuming method, which is prone to errors. As each survey is a “stand alone” exercise, they also cannot be easily compared over time to create a better understanding the sector's evolution.

While the above is a current and important impediment in advancing sanitation programming, the increased availability of open source IT applications and availability of smartphones, tablets, etc., offers an opportunity to address current shortcomings In particular, with an appropriate Management Information Systems, enumerators can quickly fill in the answers on a phone or tablet and upload the results (including pictures of septic tanks and GPS location) to a web-based application, from which point survey supervisors can immediately review results, analyze the data, and generate real-time reports (including graphs and maps). With this background, IUWASH PLUS intends to develop a MIS for Desludging Service that can be used by local sanitation operators (such as UPTD-PAL) in Bogor City and Tangerang District to collect required data and better manage desludging requirements from the point of collection to the point of treatment. This will be undertaken initially for the current potential customer in Bogor City and Tangerang District of 4,183 HH and 4,190 HH, respectively.

C. ObjectiveThe main purpose of this scope of work is to develop an MIS for Desludging Services in Kota Bogor and Kabupaten Tangerang to be utilized by the respective UPTD PALD to be more efficient, effective and transparent in the implementation of desludging service both scheduled and unscheduled (on call basis), to accelerate the achievement of government target in sanitation service to community.

D. Scope of WorkMIS Desludging Service is a system that consists of several applications and is designed for special purposes that can not be purchased directly because is not available in the market, so it must be developed specifically. IUWASHPLUS, as buyer of the application will carry out the purchase of the system through the mechanism of Purchase Order to the application provider.

Application providers in providing the system will design, develop, test and install in IUWASH PLUS system (location for installing the application will be decided later) and submit and train the use of MIS disludging service software which is must follow the system flow described in the MIS Specifications section below.

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a. Specification of the MIS Desludging ServicesMIS Desludging Service is an IT based desludging service system implemented with subscription and non-subscription (on call) models. The subscription model will gets scheduled service and payment can be with the installment mechanism, while non subscription will be served with on-call model and cash payment. This system is useful for domestic sanitation management institutions (UPTD-PAL, PD-PAL, etc.) in conducting desludging process more effective, efficient and monitored.

MIS Desludging Service is designed by utilizing Geographic Information System (GIS) technology that records the geo-coordinate of customer location, IPLT and recording the ID of GPS tracking installed on each suction truck so that the work order can be designed with complete recommendation of truck movement route from the customer location to IPLT. The locations and movements of the above trucks are displayed with digital maps on a computer screen, making it easier to monitor the execution of the desludging process and truck movements.

To support the operation of MIS Desludging Service requires several devices including: Desktop Computer, Data Server and Smartphone, as additionally, a GPS tracker mounted on each desludging truck will also needed, to monitor the movement of the truck. Another necessary device is the barcode printer to be used for printing the customer barcode as Customer ID and truck barcode as truck ID, and of course the internet connection is required to connect each device with the data server.

Below is the schematic of data flow and disludging truck movement.

Implementation of Desludging Service utilized MIS

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MIS Desludging Service is developed based on the need for more efficient, effective and transparant management of desludging services. Efficient, because the process is mostly done digitally and using the internet network so it can be faster and only requires a minimum manual process. Effectively, its implementation uses GIS technology to compile a list of customers that are included in desludging schedule. Transparent, its implementation process, truck movement and certainty of sludge disposal to IPLT can be monitored accurately, only trucks that dispose the sludge waste to IPLT will get the payment.

Below, is a picture of the process flow of IT based disludging operation managed by MIS

The process of desludging implementation is as follows:1. Using MIS Desludging Service, UPTD-PAL/PD PAL develop scheduled customer

database. Data source comes from several ways; Census data, on call data, input from phone subscription data, input from apps installed on Android smartphone android by truck operator. Each customer will be given a barcode as every customer ID.

2. UPDT PAL / PD PAL will join operation with desludging truck operators, each truck must be installed GPS Tracker so that truck movement can be monitored, a barcode has also be stacked to the truck as ID of each truck. In addition, the desludging officer must carry a smartphone that has installed truck apps which is connected in the MIS, useful for recording the volume of sludge and truck movement distance.

3. Another application installed on the android smartphone is the IPLT apps for IPLT officers who record the arrival of desludging trucks and the volume of sludge disposed in IPLT

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4. When the customer data has been developed, the next is designed for scheduled of desludging implementation, starting with the monthly desludging work order accompanied with customer list, schedule of desludging and recommended route map of truck movements from desludging process at the customers to disposing location/IPLT in every service zone. The monthly desludging work order and its attachments are then sent electronically (email) to each desludging trucks operator. The list and schedule will be prepared for each service zone and the data sources to create are from; customer databases, on-call and a list of the remaining work order of the previous month.

5. Upon receipt of the monthly work order, the Desludging truck operator need to call each customer on the list to make appointment for the implementation plan of desludging process. The monthly customer list and desludging schedule are then detailed into daily desludging lists based on customers’ willingness, then the daily list is given to the desludging truck officers for its implementation.

6. In accordance to the schedule, the desludging officer will depart from the base to every customer on the list, but before leaving the desludging officer must use the truck apps on smartphone to record the odometer/trip meter truck and sent to the data server.

7. Upon reaching the customer's home, before conducting the desludging process, the desludging officer has to scan the customer's barcode using a truck apps on the smartphone, as a confirmation whether the house that visited by the desludging officer is actually the customer's house on the desludging list. If it is correct, then the desludging process will be implemented, however if the confirmation does not work, then the suction officer must move and find the actual customer home.

8. After the desludging process is completed, the desludging officer must input the amount of desludging volume into the truck apps, then sent to the data server. This process is repeated to the next customer according to the daily suction list, and then the truck moves toward IPLT to dispose the sludge.

9. By the time the truck reaches IPLT, the barcode of the desludging truck will be scanned by IPLT officer as evidence that the suction truck has reached the IPLT site to dispose the sludge. The volume of the sludge that is disposed will be recorded in the IPLT apps and then sent to the data server by IPLT officer.

10.After the disposal process is complete, the truck will return to its base, then the desludging officer has to fill in the odometer/trip meter number to the truck apps on truck operator smartphone and send it to the server.

11.Daily desludging process will be repeated again to the next day, until the completion of all the list of customers who have confirmed willingness.

12.The desludging truck operator then has to make a report on the implementation of the monthly desludging, informing the volume of sludge from each customer, the mileage of the desludging truck based on daily odometer/trip meter records and the list of the rest customers who have unsuccessful desludging implementation.

13.Data volume of desludging and mileage of desludging trucks sent directly from truck apps and disposal volume data sent by IPLT to the data server will be processed by UPTD-PAL / PDA PAL with Portal application and will be used to confirm monthly desludging report from desludging truck operator, then

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the data become the basis of billing to the customer and payment to the truck operator, as well as the financial report.

14.The rest of customer list which unsuccessful to implement the desludging will be included in the monthly list schedule for the following month.

15.The process of desludging and disposal in real time can be supervised by UPTD PAL / PD PAL through Portal desktop application that displays the location and movement of desludging trucks.

b. Applications and its functions on MIS Desludging ServiceMIS Desludging Services is consist of three (3) applications which are connected to the server data though internet, are; a web-based Portal application installed on a desktop computer and two android based application installed on smartphone are, Truck App use by desludging truck operator and IPLT app use by IPLT officer. Every application developed and integrated in MIS Desludging Services has functions that have been designed according to their needs, as follows:1. Web-based Portal Application

The web-based Portal application is used to manage the implementation process of customer desludging services as well as disposal sludge process in IPLT. Features available in web-based Portal application such as; development customer databases, desludging truck operator databases, work order system and accounting systems. This application can also be used to monitor truck movement by displaying it with maps on the application dashboard.Functions available for this application: Function of Scheduled Customer Databases Management

- Customer database development stored in the server- Customer input data form based on phone registration- Customer input data form based on manual census form- New Customer data receiving from registration form of truck

application - Receipt of data from the input form installed in desludging officer

smartphone- Data import facility from spreadsheet table (xls, Csv, Dbf, etc.)- Data import facility of other web-based applications (API service)- The creation of customer barcodes based on scheduled customer

databases Function of Desludging Truck Operator Database

- Desludging Truck Operator database development stored in the server- Desludging Truck database development stored in the server- The creation of desludging truck barcodes based on desludging truck

databases Function of IPLT Database Management

- IPLT Database development - Monitoring the disposal process of each desludging truck- Acceptance confirmation of the presence of desludging truck in IPLT

through barcode scanning- Acceptance data of disposal volume from every desludging truck at

IPLT reported by IPLT officer of 22


Function of desludging schedule and customer list preparation- Preparation of monthly desludging schedule and customer list based

on zoning, through; 1) Analysis of scheduled customer data, 2) list of desludging requests via telephone, 3) List of remaining customer of previous month

- Preparing of monthly desludging work order for every truck operator based on zoning

- Delivery of work order desludging to the truck operator is equipped with the desludging schedule and the customer list via email.

Function of desludging process monitoring- Interactive map to viewing truck location and movement- Reception of desludging volume data from desludging truck officers- Reception of daily trucking mileage data from desludging officers- Reception of sludge disposal volume data from IPLT officers- Reception report of desludging and sludge disposal implementation

from desludging truck operator Function of Administrative and Financial

- Analysis of desludging volume data, sludge data and truckload mileage data

- Preparation of desludging and disposal process reports- Preparation of invoice bill to customer- Preparation voucher payment to truck operator- Financial statements

2. Truck Android ApplicationThe Desludging Truck application is installed on smartphones android is used to scan customer barcodes to ensure customers are included in the list and desludging schedule. This application will also use to record the volume of sludge has desludged and send the data to the server which is monitored by Portal application. In addition, this application is also given the function of data input of potential customers encountered by the desludging officer in the field, then sent to server to become customer data. The application also provides form to record mileage of trip meter and send it to server.Functions available for this application: Function of downloading desludging schedule and customer list Function of customer confirmation for desludging schedule to prepare

daily desludging and customer list Function of daily truckload mileage recording

- Form for Odometer/ Trip meter data recording initial and final- Delivery record data to server

Function of customers barcode scanning Function of desludging process reporting

- Form desludging data recording- Submission of desludging data to server/ portal- Submission of customer list of monthly unsuccessful desludging to

server/ portal Function of daily recording workload mileage (odometer/ trip meter)

- Record form for truck odometer/ trip meter at start point - Record form for truck odometer/ trip meter at finish point)- Delivery of daily odometer/ trip meter data to server/ portal

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Function of scheduled customer subscription- Scheduled customer subscription form- Delivery of customer subscription form data to server/ portal

Function of customer member application/ registration- Form registration for new customer of scheduled desludging- Submission of new customer data to server/ portal

3. IPLT Android ApplicationIPLT applications installed on IPLT android smartphone to be used by IPLT officer to scan truck barcodes, aiming to ensure truck presence at IPLT locations for sludge disposal. This application also has a sludge disposal volume recording function and then sent the data to server.Functions available for this application: Function of desludging truck barcode scanning Function of sludge disposal reporting

- Recording form for desludging volume - Submission of sludge disposal volume data to server/ portal

E. DeliverablesThe Application provider on the development of the Management Information System for Desludging Service shall be responsible for the following works:To design and write application programs for:

Web-based Portal application Android app of Desludging Trucks Android app of IPLT Integration system for all application Database management

F. Special Terms, Conditions and Criteriai. Period of Work

The work of Management Information System for Desludging Service development must be completed within three (3) months, starting from June 29, 2018 to September 28, 2018, with system test to be concluded in the month of October 2018 using live input of transaction, which should produce the Financial Statements.

ii. Reporting & working environment The selected Service Provider will report to the USAID IUWASH PLUS WJDT Sanitation Team. The Service Provider will be based in Jakarta, will working from home and when requested join meetings at IUWASH PLUS. Service Provider will provide regular update on progress to IUWASH PLUS Sanitation Team Coordinator. The USAID IUWASH PLUS team will provide technical and administrative support to the Service Provider by arranging all necessary meetings, etc.

iii. Budget and Payment Schedule The work of Management Information System for Desludging Service shall be valued at Rp. 105.000.000,- (hundred and five million rupiah only)Method of payment is based on the progress of work which should be proven on per stage deliverables, in which the payment shall be made in the following terms:

Activity Date Payme of 22


nt Terms

Deliverable 1 : Work plan one week after signing contract

10%

Deliverable 2 : Analysis System and Design Report

End of month 1 35%

Deliverable 3 : Technical Final Report End of month 2 45%Deliverable 4 : Completion & Testing

report and Warranty SupportEnd of month 3 10%

iv. Required Qualifications and ExperienceTo ensure the delivery of the output: the Management Information System for Desludging Services, Application Provider has the following qualifications: f. Mastering information technology, especially in development of web-

based application, android and spatial mappingg. Experienced enough to develop web-based and android applications

integrated with spatial mapping systemh. Experienced enough to develop a web-based spatial mapping databasesi. Understand the financial and accounting system programmingj. Minimum 3 years experienced in Web-based and Android applications

developmentv. Selection of Service Provider and Evaluation Criteria

The service provider will be selected based on tender result. The candidate of service provider has to provide proposal which 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:o Qualification : 30 % o Experience : 40 %o Methodology : 30 %

G. BID PROCESS1. RFP issued to potential bidders : May 30, 2018 2. Pre Bid Meeting and Question & Answer : June 6, 2018 3. Proposal Submission : June 19, 20184. Proposal Evaluation : June 25, 20185. Proposal Clarification : June 27, 20186. Contract Signing : June 29, 2018

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5.6 Attachment F: Proposal Checklist

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

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