Water Supply and Sanitation Project in Binh Dinh Province Belgian-Vietnamese cooperation

TERMS OF REFERENCE
FOR A CONSULTANT TEAM TO ASSIST THE DISCTRICTS OF PHU MY - TAY SON - HOAI NHON - AN NHON IN PREPARING THE MANAGEMENT MODEL FOR THEIR DSWMPS AND TO REVIEW THE MODEL FOR THE PHU MY - TAY SON - AN NHON - HOAI NHON SOLID WASTE MANAGEMENT SCHEME IN BINH DINH PROVINCE

PROJECT VIE0703511 WSSP

Water Supply and Sanitation in Binh Dinh Province 1/10

1. INTRODUCTION AND BACKGROUND 1.1 Introduction The Water Supply and Sanitation Program in Binh Dinh Province (WSSP) attempts to improve the quality of life and the environment of the inhabitants from several communes in 6 districts of Binh Dinh Province (Phu Cat, Phu My, Tuy Phuoc, Tay Son, An Nhon and Hoai Nhon districts), through the following programme of activities: (1) Building the capacity of the agencies in charge of planning, designing, implementing and managing rural water schemes and solid waste management systems (2) Raising the awareness on the use of safe drinking water and on the preservation of water resources as well as on the importance of protecting the environment with proper recycling, disposal and treatment of domestic solid waste (3) Constructing rural water systems in 2 districts: Phu Cat and Tuy Phuoc, and possibly, rehabilitating Hoc Mon dam, its spillway and the related irrigation canals, with efficient operation & maintenance modalities and secured funding (4) Implementing solid waste treatment schemes in 4 districts: An Nhon, Hoai Nhon, Tay Son and Phu My with efficient operation & maintenance modalities and secured funding The Provincial Project Management Unit (PPMU) manages and implements the project. The project stakeholders and the PPMU are the first beneficiaries of the service. 1 The project is co-funded by the Belgian and the Vietnamese Government. For Solid Waste Management (SWM), the project has three foci: (1) capacity development of the Districts/Towns in charge of planning, designing, implementing and managing, (2) awareness raising for the population on the benefits of solid waste management, (3) The implementation of solid waste treatment schemes in the 4 districts An Nhon, Hoai Nhon, Tay Son and Phu My. 1.2 Background to the assignment The implementation of solid waste treatment schemes in the 4 project districts/town of An Nhon, Hoai Nhon, Tay Son and Phu My started with the development of 4 District/Town Solid Waste Management Plans (DSWMPs) from November 2010 until June 2011. The plans cover a 15 year period, up to 2025 and include a 5 year implementation plan. In January 2012, all 4 project areas approved their DSWMPs and action plans. In the framework of implementing the four DSWMPs, the PPMU of WSSP has also requested the four project partners (An Nhon provincial town and 3 partner districts) to establish their own district/town steering committee and to develop their own District/Town SWM Implementation Manual for the functioning of the steering committees. Based on the project plan, these activities should be finished by the District/Town before this consultancy.

More information on the project can be found in the Technical and Financial File of the Water Supply and Sanitation in Binh Dinh Project Water Supply and Sanitation in Binh Dinh Province 2/10

2. OBJECTIVE OF THE ASSIGNMENT 2.1 General Objective The general objective of the assignment is to assist and support the project partners namely, the Districts of Hoai Nhon, Tay Son, Phu My and the District Town of An Nhon to develop a feasible, sustainability and effective Management Model for the operation of the District/Town SWM schemes. 2.2 Specific Objectives The specific objectives of the assignment are set out below: Assist the districts of Hoai Nhon, Tay Son, Phu My and the district town of An Nhon in the development of their Solid Waste Management (SWM) Models and review the Models; Review the composition, funding, organisation and task assignment of the District/Town Steering Committees for the 3 districts of Hoai Nhon, Tay Son, Phu My and the district town of An Nhon as well as the draft Implementation Manuals; Identify a possible location and programme for the study tour on similar solid waste management models.

3. SCOPE OF WORK 3.1 Preparatory Work The consultant team will prepare the assignment by reading the necessary documents (provided by the PPMU): The Project's Technical & Financial File (October 2008); The Compilation Report on the Institutional-Organisational arrangements in SWM for the four partner Districts/Town in Binh Dinh Province (including the Coordination Mechanism) (April 2012); Their DSWMP and action plan as approved by the DPC (February 2012); The detailed design of the 3 sanitary landfills for the districts of Hoai Nhon, Tay Son, Phu My ; All legislations, directions, decrees, circulars and amendments of the existing legal and administrative framework of the SWM Sector in Vietnam (from national to district level); The minutes on the composition, funding, organisation and task assignment of the Steering Committees as well as the minutes on the draft Implementation Manual and the Manual itself. 3.2 Assist in the development of the Management Models and review the Models As foreseen in the District SWM plans and as supported by the proposed Coordination Mechanism and roles and responsibilities of the different district departments involved, the 4 targeted districts/town are requested to establish a Management Model for the operation of the District/Town SWM schemes. The Models should cover all the aspects of SWM, with a focus on the management of domestic waste 2. Such
2

This is identical to the definition generally used for Municipal Solid Waste internationally, or daily-life solid waste in Decree No. 59/2007/N-CP issued by Vietnamese Government on April 9th 2007. Domestic solid waste refers to the waste collected by the local authorities or their delegated concessionaires or contractors. Water Supply and Sanitation in Binh Dinh Province 3/10

aspects include: the collection, transport and treatment of waste (i.e. resource recovery, processing, disposal, etc...), awareness raising, capacity development aspects, etc. The development of the SWM Models is the responsibility of the districts/town but the consultants will assist them in developing their Management Models and they will review the proposed Models. In particular, the consultants will: Assist the districts in developing suitable Management Models for their SWM schemes, in line with the approved DSWMPs and covering at least the following SWM aspects: collection, transport, waste treatment, awareness raising and capacity development; Provide guidance and give recommendations to the 4 project partners and to the PPMU on developing a set of indicators for future evaluation of their Management Model, that will serve as basis for a self-evaluation after a certain period of time. This will include giving assistance to the project partners to prepare these indicators and to develop a roadmap giving an evaluation timeline; Ensure that the models give sufficient importance to each of the three driving forces for handling Solid Waste of the DSWMPs, which are: optimized recovery of the Resource Value, protection of Human Health and Environmental Protection; Verify the appropriateness (i.e. feasibility, sustainability, practice and effectiveness) of the Management Model for the 4 project partners, with a special focus on their day to day application. The review by the consultants should result in recommendations to the district and to the project on whether changes in the Management Models are considered necessary in order to make them either more effectively manageable or better adapted to the reality of the field. For their review, the consultant will consider all strategic aspects of SWM, important for the communes and districts, such as: political; institutional; social; technical; financial and economical aspects. The consultants will make recommendations on: The clarity by which the models identify the stakeholders and how the waste management system works; The need for improving the planning and management capacity at the district and communal level; The potential for facilitating cost-effective municipal solid waste planning and management; The local legislative framework and policy objectives; The way in which the models ensure that the system users receive equal treatment, adequate service and have a say in its planning and evaluation; The way in which the models ensure equity among the service providers (formal and informal),
Water Supply and Sanitation in Binh Dinh Province 4/10

whom should each receive a fair share of economic opportunities in providing the service or for valorising materials; The measures which should be operational and introduced, in a realistic time schedule. 3.3 Review the District/Town Steering Committees and the draft Implementation Manuals The consultant team will review the District Steering Committees as set up by the 4 district themselves. The main responsibility of the SWM District/Town Steering Committee is to implement and monitor the District Solid Waste Management Plans, to ensure the organisational structure as well as sufficient revenues and funds are available for implementing the plans and to ensure a close cooperation between all provincial & district stakeholders. The consultant team will also review the draft Implementation Manual as drafted by the 4 districts themselves. The Manuals provide clear roles & responsibilities within the districts as well as the content of a 'district' coordination mechanism and regulations needed to create an enabling environment for the implementation of the DSWMPs at district level. If necessary, both the District/Town Steering Committees and the draft Implementation Manuals will be adapted by the districts according to the recommendations made by the consultant. The final Implementation Manual will then be approved by the DPCs. 3.4 Identify possible location and programme for the study tour. Based on information they have gathered during this assignment and on their expertise in this field of activity, the consultant team will identify and propose a programme with a few possible locations (local as well as regional), for the study tour on similar solid waste management models that will be organised for the 4 target districts at a later date by the PPMU. 4. METHODOLOGY It is important that the consultants use a participatory approach, involving all the relevant stakeholders, especially the target Districts of Phu My - Tay Son - Hoai Nhon and the District Town of An Nhon. 5. EVALUATION AND RECOMMENDATIONS The consultants will propose and discuss their recommendations on the District Management Models as well as their final draft review report on the Management Models of District/Town SWM schemes during a workshop with the provincial stakeholders and the districts. The consultants will also submit in writing any suggestions they may have for a study tour on similar solid waste management models that is relevant for the 4 target districts. The PPMU will prepare the logistical aspects of the workshop, whilst the consultant team will ensure the facilitation of the workshop and will prepare all the documents for discussion. The draft of all document s that will be discussed at the workshop must be presented to the PPMU as well as to the districts/town at least 2 weeks beforehand. The participants to the workshop are the key provincial stakeholders and key
Water Supply and Sanitation in Binh Dinh Province 5/10

participants of the districts. After the completion of the workshop, the consultants will finalise their review report and their recommendations and submit them to the PPMU. 6. TIMING The tentative timing for this consultancy is from December 2012 till January 2013. This assignment is 21 working days for the consultant team leader and 26 for the expert who will assist the districts/town (3 districts and 1 district town) in developing their Management Model and review the Model. This timing doesnt include travelling days to and from Binh Dinh province. 7. C.V, QUALIFICATION AND EXPERIENCE OF CONSULTANTS The consultant team will be specialised in the relevant fields of Solid Waste Management, including rural areas. The PPMU of WSSP suggests that the team of consultants will count 2 members: 1 team leader that is in charge at the institutional level; 1 team member who will assist and support the districts/town with the development of their management model. The consultants should have the following profiles: Team Leader: He/she preferably has a degree in environmental engineering or environmental sciences. He/she is specialized and has strong experience in solid waste management (more than 10 years), including in rural areas and he/she is used to advise development cooperation projects; Team Members: They preferably have a degree in environmental engineering or environmental sciences. Knowledge of and/or experiences of not less than 5 years in solid waste management in rural areas is a required.

Together, the team must have proven track of experience in: Development of Operation and Management Models in the area of domestic Solid Waste Management, including rural areas; Knowledge of the project and experience of working in Binh Dinh will be an advantage.

The consultants must both write and speak fluently Vietnamese. Knowledge of English is an advantage, as this will promote clear understanding and facilitate communication with all the stakeholders, as well as with the members of the PPMU. 8. OVERVIEW OF TASKS Based on this TOR, a sample proposed outline of the tasks*, timeline and outputs is shown for reference below:

Water Supply and Sanitation in Binh Dinh Province 6/10

Nr.

Tasks

Days Team Leader 3 2

Days Expert 2 2

When

Outputs

1. 1.1.

Preparatory Work Desk review and reading of the necessary documents Make appraisal plan and detailed agenda of activities Management Model Assistance and Review Assist the districts in the development of their Management Models Review of the District Management Models District/Town Steering Committees and Implementation Manual Review Review of the District/Town Steering Committees Review of the Implementation Manual Study Tour Suggestion Workshop

12/2012 1. A detailed appraisal plan ; 2. A detailed agenda of the interventions & meetings with partners (districts & PPMU)

1.2.

2.

12

20

12/12

2.1.

2 days x4

4 days x4

3. Provide assistance and support to the districts 4. Advice

2.2.

1 day x4

1 day x4

5.

Draft Review Report

3.

12/2012

3.1.

6. Draft recommendations

3.2.

7. Draft recommendations

4. 5.

1 3

1 1

12/2012 01/2013

8. Suggest study tour location and programme

Water Supply and Sanitation in Binh Dinh Province 7/10

5.1.

Advise on the Management Model, District/Town Steering Committees, Implementation Manuel and possibly on the study tour Finalise review report and recommendations TOTAL

9. Advice 10. Final Review Report and Recommendations

5.2.

21

26

10 outputs

*Travelling days are not included 9. EVALUATION TABLE 9.1 Technical evaluation
Max Score Detailed scoring Min Score

1. CONSULTANTS
1.1 Team Leader
1.1.1 Qualifications a) A suitable degree Overseas Master Master Bachelor b) Experience in working in the Solid Waste Management Sector in Vietnam during the operation phase (existing policies, laws, regulations, actors, management models for service delivery, etc...) >= 10 years 5 - < 10 years < 5 years c) Experience in advising on Solid Waste Management Models >=5 years 2 - < 5 years < 2 years d) Experience in the evaluation of the management & implementation of Solid Waste Management services or related public services at district level >= 10 years 5 - < 10 years < 5 years e) Experience as a team leader
Water Supply and Sanitation in Binh Dinh Province

100
60 48 6 6 4.2 1,5

70
42 33.6

15 15 10.5 0 5 5 3.5 0

12 12 8.4 0 10

8/10

>=5 years 2 - > 5 years < 2 years 1.1.2 Capacities/skills (based on experience) a) Analytical & Report Writing Skills b) Providing Practical Conclusions & Recommendations c) Facilitating group discussions and workshops in a participatory way, which are result-oriented d) Consulting skills with project partners and key stakeholders and taking their comments into account e) Knowledge of English 12

10 7 0 2 3 2 3 2 40 30 5 28 21 5 3.5 2

1.2 Expert
1.2.1 Qualifications a) A suitable degree Overseas Master Master Bachelor b) Experience in working in the operation & maintenance of Solid Waste Management Schemes during the post-investment phase (existing policies, laws, regulations, actors, management models for service delivery, etc...) >= 7 years 5 - < 7 years < 2 years c) Experience in Monitoring & Evaluating different Solid Waste Management Models, or in analyzing lessons learned from the management and O&M of existing Solid Waste Management Schemes or other related public services, including district level >=5 years 2 - < 5 years < 2 years 1.2.2 Capacities/skills (based on experience) a) Analytical & Report Writing Skills b) Providing Practical Conclusions & Recommendations c) Facilitating group discussions and workshops in a participatory way, which are result-oriented d) Consulting skills with project partners and key stakeholders and taking their comments into account e) Knowledge of English

15 15 10.5 0

10 10 7 0 10 2 2 2 2 2

TOTAL TECHNICAL SCORE (Score technical)

100

70

Water Supply and Sanitation in Binh Dinh Province 9/10

The technical evaluation should assure following requirements: The minimum required score for each expert:

The minimum required score for technical criterion of each Expert is not lower than 70% of the maximum score. A tender, which does not meet the minimum required score for at least one general criterion, is evaluated failed in technical term. 9.2 Financial evaluation criteria To use the marking scale (100) in conformity with the technical marking scale. Financial score of each tender is determined as follows:

Score

financial

(of the tender in consideration)

Plowest x (100) Pin consideration

In which:

- Plowest:

The lowest tender price after correction of errors and rectification of deviation as regulated among the prices offered by the tenderers passing the technical evaluation;

- Pin consideration: The tender price after correction of errors and rectification of deviation of the tender in
consideration.

9.3 General Evaluating The general evaluation criteria are based on the technical evaluation criteria and the financial evaluation criteria, in which the technical weighting score must not be less than 80% of the total score, the financial weighting score must not be more than 20% of the total score. The general score of a tender is defined according to the following formula:

General score = Scoretechnical x (80%) + Scorefinancial x (20%)

In which: + 80%: technical weighting score + 20%: financial weighting score + Scoretechnical: is the score of the tender defined at the technical evaluation + Scorefinancial: is the score of the tender defined at the financial evaluation.

BINH DINH WSSP PPMU

Water Supply and Sanitation in Binh Dinh Province 10/10