Terms of Reference for the Service Provider

The project requires the services of a biogas digester service provider to undertake detailed design, procurement of unit components and other materials, components, installation, testing and commissioning of a 1000L biogas digester system, and capacity building training for the community and the personnel-in-charge of operations and maintenance. The services rendered shall ensure that appropriate unit scale and installation are adopted with due consideration to factors such as the amount and type of collected organic/food waste, installation location, and the safety measures.

Scope of Work

The following activities will need to be undertaken in order to help meet the objectives of the project.

Detailed design and structural safety assessment

• On-site assessment of the civil structure of the building where the biogas digester will be installed to take into account safe distance from and logistics of waste sources (i.e. from households, restaurants).

Procurement of unit components and other materials, fabrication, set up and installation

• Procurement and fabrication of 1000-liter  biogas digester system not limited to the following:
  • 1000-liter digester tank
  • Pipes
  • Gas stove
  • Any other relevant components that are needed
• Facilitation of complete set-up and installation of the portable biogas digester system in the project site.

Testing and commissioning (including warranty period)

• Monitoring and regular maintenance for at least 3 months after completion of set-up and installation.
• The contractor also assumes liability for the manufacturer warranties of the respective system components/parts.
• Quality control inspection test and trial run shall be conducted with the oversight of a representative of the Department of Science and Technology – Industrial Technology Development Institute (DOST-ITDI).

Capacity building training for personnel in charge

• Conduct capacity building training for personnel (barangay representative) in charge of maintenance of facilities on proper use and maintenance of the technology to ensure optimum efficiency.
• Develop and handover operations manual for personnel in charge.
• Establish coordination mechanisms (i.e. focal persons) to facilitate on-site and remote assistance in the operation and troubleshooting of the technology after installation and testing period.

Service provider eligibility

The service provider must provide evidence of:

• Eligible portable biogas digester service provider, in conformation to relevant national/international standards and regulations;
• Necessary documentation of accreditation from relevant government authorities for the installation of biogas digester in the Philippines;
• Prior experience in completed supply, installation, testing, commissioning, and handing over of the biogas digester;
• Use of environment-friendly, cost-effective, and genuine equipment and materials from reputable equipment/component suppliers that conform with available and appropriate national and international standards;
• Safety construction solution and overall aesthetics consideration in the design and implementation.

Additionally, advantageous criteria for prospective service providers include:

• Prior work experience in Pasig City;
• Flexibility and a shared vision for the project outcome are essential, since the work will be undertaken in close cooperation with the project team members

Proposal requirements, general conditions, and procurement process

Prequalification documents

The following information must be provided together with the Letter of Interest:

• Certified copy of valid business registration certificate with respective competency required for biogas digester system design and installation;
• Certified copy of respective Value-added tax (VAT) registration certificate, and other relevant financial and registration documents required for the organization to operate in the Philippines.
• A portfolio of similar projects previously undertaken including information on the Beneficiary, Capacity of Installation, Contract Value, Date of Commencement, Date of Commissioning, Contact Details.
• Details of tools, tackles, machinery available to perform the work.
• Testing certificates for system components to showcase conformance to applicable international and national standards.
• A detailed CV and proof of certification (i.e. certified technician) of technical personnel to be engaged for this project.
• The bidder shall produce original documents for cross verification as and when requested by ICLEI Southeast Asia.

General conditions

The following conditions shall apply to this project contract:

• The service provider is not allowed to subcontract other firm(s) to carry out the project.
• The quotation shall be inclusive of all costs including taxes associated with the project. Furthermore, the service provider shall adhere to the following requirements:
  • The price quoted shall be fixed and firm and not subjected to any escalation or variation. The price should be inclusive of all transportation, communications, per diem, and installation charges including all required material to successfully complete tasks, duties & taxes, and insurance.
  • Bill of materials for the biogas digester system as indicated should be provided along with the price bid.
  • ICLEI Southeast Asia reserves the right to add/delete to the final size and components of the biogas digester system at the unit rate quoted by the bidder.
  • All or any accessories/consumables/items required for satisfactory commissioning of work shall be deemed to be included in the contract and shall be provided by the bidder without extra charges.
• It should be noted that the project is being implemented by ICLEI in partnership with the City Government of Pasig. Hence instructions to bidders will be given by ICLEI Southeast Asia in consultation with officials of the Barangay and the City Government of Pasig. This also applies in the conduct of structural safety inspection before, during, and after construction.
• Once the system is installed, commissioned and operated successfully for 3 months, this will be handed over to Brgy. Sta Rosa, Pasig City as the beneficiary of the system.
• Bidders shall submit bids that satisfy every condition outlined in this Terms of Reference (ToR), failure to do so will make the tender liable to be rejected.

Procurement process

The following information shall serve as guidance for prospective bidders:

• Based on the prequalification documents listed, prospective bidders will be shortlisted and will be requested by ICLEI to visit the site.
• Provide analysis of the proposed system’s treatment capacity.
• The submitted system design proposal, work plan, and financial bid, together with the prequalification documents, shall be the basis for the overall evaluation of proposals and bids and subsequently the selection of the preferred/winning bidder.
• The selected bidder shall submit a revised detailed work plan (if necessary) while submitting the initial system design report which gives details about the procurement of system components and the installation.

Closing date for submission of proposals

Kindly submit your system design proposal, work plan, and financial bid. As much as can be provided, certifications, and other supporting documents. Submissions should be made via e-mail to Mr. Ricardo Marfiga Jr. <ric.marfiga@iclei.org> and Ms. Kristianne Jemi Santos <jemi.santos@iclei.org> until 8 November 2020. For any queries related to submission, please contact via the email address above.

Read full terms of reference here.