HCLFoundation, under its flagship programme Samuday, invites proposal from agencies for a Solid Waste Management project in coastal villages of Thoothukudi district in Tamil Nadu

Last date of submission  10 July  2024

HCLFoundation delivers the corporate social responsibility agenda of HCLTech in India through its flagship programmes and special initiatives. It is a not-for-profit organisation that strives to contribute towards national and international development goals, bringing about lasting positive impact in the lives of people, through long-term sustainable programmes.

HCLFoundation aims to alleviate poverty and achieve inclusive growth and development. Active community engagement ensures optimal long-term gains and upward accountability. It works through Life Cycle Based, Integrated Community Development Approach with a thematic focus on Education, Health, Skill Development and Livelihood, Environment, and Disaster Risk Reduction and Response. Child protective strategies, inclusion, and gender transformative approaches remain central in all initiatives of HCLFoundation, thus ensuring comprehensive development. At present, HCLFoundation is implementing five flagship programmes, Samuday and HCLTech Grant – Rural Development programmes; Uday and My Clean City – Urban Development programmes; Harit – Environment Action programme and 4 special initiatives – Power of One, Sports for Change, Academy and My E-Haat.

For more details, please visit our website – https://www.hclfoundation.org

VISION
To be the source code for sustainable socio-economic and environmental development.

MISSION
Nurture clean, green and healthy communities where everyone is empowered and equipped to reach their full potential in partnership with its employees, communities and stakeholders, while promoting volunteerism and establishing international standards of strategic planning, execution and measuring impact.

Link
HCLFoundation: https://youtu.be/rMgq4fHTwAA

Samuday by HCLFoundation
Samuday, a flagship programme of HCLFoundation, is an outcome of HCL’s commitment to uplift rural India. Established in 2015, Samuday intends to develop a sustainable, scalable, and replicable model – a source code for economic and social development of rural areas in partnership with state governments, local communities, NGOs, knowledge institutions and allied partners. This is being done through optimal interventions across Agriculture, Education, Health, Environment, Livelihood, and WASH (Water, Sanitation & Hygiene) in selected villages.

The program is designed to help the local people identify their problems, co-create solutions, and then implement the same on their own with professional support from team Samuday, thereby, lending the dimension of sustainability and ownership to the vision of development. Currently implemented in Hardoi district of Uttar Pradesh and Thoothukudi district of Tamil Nadu, Samuday is operational in 619 Gram Panchayats of the country

RFP released by HCLFoundation
RFP Code HCLF/RFP/Samuday/TN/18062024
Programme Name Samuday
Date of posting 19–06-2024
Last date for submission 10–07-2024
Location Thoothukudi, Tamil Nadu

Request for Proposal

Clean Costal Village Initiative

1. Description of RFP

Purpose of the RFP
The purpose of this document is to invite proposals from organizations that have been working in providing Solid Waste Management services with a proven record of accomplishment in implementing such projects with ULBs or at village level in costal areas. The organization needs to submit proposal for ‘Clean Costal Village Initiative’ in one of HCLFoundation’s project areas – Vembar South, Thoothukudi in Tamil Nadu.

Aim
The aim is to create a process model of effective solid waste management in coastal areas, by implementing end-to-end waste process mechanism for bringing efficient waste practices among the village and fishing community, along with sensitizing the community on practicing safe and sustainable solid waste management at their end.

Background
HCLFoundation’ s Samuday programme is being implemented across Pudur and Vilathikulam blocks of Thoothukudi district in Tamil Nadu. With focus on areas such as water resource management, agriculture, health, education, malnutrition, and better income for undeserved families, it is expected to impact 140,000 individuals.

HCLFoundation aims to transform the selected coastal villages by means of creating sustainable surroundings at the following location – Vembar South, Thoothukudi – Tamil Nadu. Below is a map for reference:

The project is seeking to engage the services and knowledge of a partner to carry out awareness and develop an end-to-end waste processing model for the management of solid waste that can be used to mitigate the challenges faced in effective management of waste and foster the project’s successes in terms of improving cleanliness, general sanitary conditions and generating positive feedback from all stakeholders for the project.

Objectives of the RFP
The objective of this document is to request for proposals in-line with the standards of HCLFoundation.

Respondents are requested to submit their proposals on the basis of detailed instructions given below.

Proposals are invited from organizations with a track record of successfully implementing projects in the domain of Solid Waste Management, Marine Waste, and Community Awareness – Engagement and Sensitization. Further the aim is to identify a notable partner to analyze the current situation of the location specified above with the aim to conduct a brief need assessment by visiting both the locations/villages, thereby furnishing feasible solutions and plans to sustainably manage the waste systems and processes in the defined geography. Further, the partner shall be expected to conduct citizen sensitization and awareness activities; establish SWM and marine waste processing in the defined areas and establish end-to-end systems for efficient and effective waste management within the said
geography.

The objective is to develop a comprehensive Solid Waste Management plan, by means of creating ‘Clean Coastal Village Initiative’ which will not only lead to clean areas but also reinstate aesthetic clean-green value. Additionally, the aim is to create an efficient waste management system enabling clean beaches and efficient behavioral practices prompting prolonged safe sanitation practices through engaging different stakeholders of project area.

2. Scope of Work

The proposed scope of work is captured below.

The selected partner will work with HCLFoundation for 12 months to establish and implement awareness on SWM, marine waste and set waste management processes at – Vembar South, Tuticorin, Tamil Nadu on the below key (but not limited to) objectives:

A) Baseline Survey & Waste Assessment
Partner organization has to carry out Solid Waste Management assessment in 5 coastal villages, namely: Vaippar, Vembar South, Keela Vaippar, Periyasamypuram, and Vembar, – calculating per day dry, wet, and marine waste load. Open Garbage Vulnerable spots and other aspects related to SWM and marine waste.

B) Training, Awareness – Workshop & Citizen Engagement
Partner organization must engage with local stakeholders of Vembar South Gram Panchayat to improve awareness on solid waste and marine waste management system management.

• Achieve positive behavior change of relevant stakeholders towards establishing effective and efficient Solid and Marine Waste Management systems
• Train, counsel, and make individuals/stakeholders aware about all aspects of waste management and importance of improvement in solid and marine waste management through trained motivators
• Carry out various activities like door-to-door inter-personal communication, citizen sensitization through mass awareness activities, messaging, and awareness through creative means, to achieve waste segregation etc.
• Conduct awareness campaigns leveraging both traditional and digital platforms, ensuring maximum outreach and participation
• Educate fishing community on the importance of marine conservation and encourage them to put back corals and unwanted fishes into the ocean
• Install Swachhta related boards and posters to aware citizens on waste segregation across the village
• Establish a robust monitoring and evaluation framework to track project progress and impact

C) Beach and Garbage Vulnerable Spot Clean up Drive

Partner organization through multiple stakeholders, local volunteers should strive towards improvement in developing clean areas through elimination of Garbage Vulnerable Points and clean the beach areas of all 5 listed coastal villages through regular cleanliness drives. They should beautify the area through installation of Waste-to-Art products, wall beautification and other sustainable alternatives to achieve clean and litter-free beaches. They shall also create mechanism to reward and recognize local volunteer groups engaged in the cleanliness drives.

D) End-to-End Processing of Waste
Partner organizations should ensure all collected waste is managed and processed at given geography and only inert waste gets disposed at designated sites. This may include processing of both dry and wet waste at community level, and setup of centralized/decentralized Material Recovery Facility to ensure proper waste management for all the 5 coastal villages. All the marine and wet waste to be managed through the technology feasible as per the quantum and with available local resources.

Additionally, the partner organization has to establish a channel with municipal corporations to transfer all the waste at the processing facility.

E) Create Value Chain and Develop Alternative Options for Nylon and Mono-filament Fishing Nets

Partner organizationsshould study and strengthen the existing value chain for disposing off unused fishing nets. And develop infrastructure for storing and manage the discarded fishing gears and nets. Additionally train and develop fishermen, who can collect the ghost nets/floating plastics and other floating materials from the ocean during the fishing.

F) Assessment, Installation, Maintenance and Cleaning of Twin-Bins
As per the guidelines of the Tamil Nadu State policy, partner organization should assess the location for the installation of Twin-bin across the Vembar South Village. Undertake the Installation work with the relevant information on the bin stating the waste segregation in both English and local language. Carry out regular cleaning and maintenance of the twin-bins through jet cleaning machinery.

G) Strengthen the Local Government systems & processes:
Partner organization should organize regular workshop and trainings for the officials and Sanitation workers of the local municipality. And organize health-checkup camps for the sanitation workers.

3. Expected Deliverables

• Spot guidance on waste segregation during door-to-door waste collection covering all stakeholders (Households / Shops / Commercial spaces / institutions)
• 100% elimination of GVPs in the villages and beaches to achieve litter free spots and beaches
• Intensive community awareness and sensitization covering all the stakeholders
• Setup of Material Recovery facility to ensure process processing/channelization of both wet and dry waste and discarded fishing gears

4. Expected Outputs

The implementing partner will provide the following outputs:

• Provide supportive supervision and monitoring support during the implementation of the project
• Prepare and submit detailed GANTT Chart / work execution plan for end-to-end solution to ensure sustainable solid and liquid waste management, and citizen sensitization in the intervention area
• Ensure proper monitoring and supervision system in place to enable smooth implementation of the project
• Monthly reporting of data in given format by HCLFoundation
• Final closure report containing the above-mentioned scopes, along with providing effective outcomes through efficient and effective Solid and Liquid waste management process
• Any other report, documents, photos or PPT as needed by HCLFoundation for compliance purposes
• Maintain all backup documents for the project as well as well-maintained financial documents/records. These shall be made available to HCLFoundation for internal and external audits

All the above reports to be submitted as initial drafts to HCLFoundation for review and comments, before finalizing.

The partner can draw on public domain information to prepare the background. It is proposed for the partner to visit the proposed work location in order to prepare a well-defined proposal. While preparing the project plan, partner is expected to provide an appropriate methodology for conducting assigned activities and the solution driven process. Quantitative and qualitative methods are expected to be used to document the findings, including indicators for assessing impacts.

5. Submission Process

• Submit the proposals as per the formats given in Section A and Section B
• Submit the Gantt chart as per Annexure I
• Submit the financial proposal separately as per Annexure II with the specified Microsoft Form
• Geography: Vilathikulam block of Thoothukudi district in Tamil Nadu
• Additional documents could be submitted to substantiate the project proposal, the evaluation of the project would be on the basis of the submitted details as per the Section A and Section B of this document

6. Evaluation Criteria
The evaluation process for projects with a single project code involves two main phases. First, there is a Qualifier phase where organizations must score a minimum of 50% in two key areas: Past experience and capacity (50% weightage) and Financial capacity (50% weightage). Only those that meet this threshold move on to the next phase.

In the second phase, the Technical Proposal is assessed with a 60% weightage, including criteria such as
Project Strategy, Operational Plan, Sustainability Plan, Monitoring & Evaluation Plan, Uniqueness/Innovation, and Applicability to Project Location. The Financial Proposal carries a 40% weightage and is evaluated based on the ability to achieve scale within the prescribed budget, the proportion of the budget allocated to community-focused initiatives, and overall budget prudence.

7. Who Can Apply
Non-for-Profit organizations with valid 12A, 80G & CSR 1 are eligible to apply. The organization should have prior expertise in the thematic area of the work.

Submission Details
Interested organizations may submit proposal plan as per their strength and expertise. Applicants are requested to share proposal along with duly fill in Budget Costing sheet, as per below mentioned submission details and deadlines.

Budget: Budget must be submitted as per the attached template provided. Please provide detailed break-up of each line item and all sub-line item costs with clear budget explanatory notes. Any taxes including Service Tax, Sales Tax, Value Added Tax or any other applicable tax, duty, cess or levies, must be quoted separately from the price of goods and services. The terms of payment along with a tentative timeline must also be attached.

Gantt Chart: The Gantt Chart must detail the comprehensive list of activities proposed in the proposal along with a tentative timeline. Kindly provide with key objectives, activities, inputs, outputs, outcome and impact & a risk assessment and mitigation plan. The proposal must include indicators that will be used for assessing impact. Applicants are requested to duly fill in all Annexures and share with proposal.

Kindly provide an LFA/ToC with key objectives, activities, inputs, outputs, outcomes and impact & a risk assessment and mitigation plan. The proposal must include indicators that will be used for assessing the impact.

Applicants are requested to duly fill in all Annexures and share with the proposal.

Submission Details & Deadlines

Please submit proposals (Technical & Financials/Budget) by 10 th July 2024 as per mail to:

1. Technical proposal with organizational details (as per templates) to be submitted to akash-verma@hcltech.com, mehrotrar@hcltech.com marking drmukul.k@hcltech.com in cc.

2. Financial/proposed budget (as per annexure II) to be submitted to vaibhav-c@hcltech.com.

• Please send in your submissions with the Subject Line in the given format: HCLF/RFP/Samuday/Tamil Nadu
• All enquiries regarding this RFP clarification should be shared before 03 rd July 2024 via email to mehrotrar@hcltech.com, akash-verma@hcltech.com
• Proposals received after the due date will be liable for rejection.
• Proposal must include all the components mentioned above.
• We will adhere to strict activities-timeline listed as per Annexure 01. We encourage organizations to submit proposal and deliver the said work keeping the defined timelines as per the HCLFoundation’s Gant Chart in Annexure 01.

Please note: HCLFoundation would/could engage more than one NGO/partner in project execution with expertise in different components to operationalize the project on-ground through a convergence-based model. Terms & Conditions

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