Request for Proposal HCLFoundation, under its flagship programme Samuday, invites proposals from NGOs / CSR organizations working in waste management services for implementation of an Integrated Waste Management project in 4 Urban Local Bodies (ULBs) of Hardoi, Uttar Pradesh.

Last Date for Submission of Proposal 19 th May 2024

RFP released by HCLFoundation RFP Code HCLF/Samuday/WaSH/01052024 Program Name Samuday

Date of Posting 1 st May 2024

Location Mallawan, Beniganj, Kursath and Kachhauna, Hardoi district, Uttar Pradesh

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 programs; Uday and My Clean City – Urban Development programmes; Harit – Environment Action program 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://www.youtube.com/watch?v=rMgq4fHTwAA

About 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. We do this through optimal interventions across Agriculture, Education, Environment, Health, 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.

1. Description of RFP HCLFoundation requests for proposal from eligible NGOs/CSR implementing agencies for system straightening, assessment & gap identification, and implementation of integrated model for waste management. HCLFoundation’s response towards waste management and their ecosystem will include

➢ Brief need assessment to analyze the current situations of Urban Local bodies (ULBs) and furnish feasible solutions and plans to sustainably manage the waste systems and processes in these ULBs

➢ Implementation and strengthening of existing systems of waste management operations in the defined areas, including end-to-end systems for processing of waste in accordance with the SBM– U 2.0 guidelines

➢ Development of an integrated model of waste management, by means of creating ‘Model ULBs’ leading to clean wards reinstating aesthetic clean-green value

➢ Enabling environment and behavioral practices prompting prolonged safe sanitation practices developing a holistic waste management model in 4 ULBs of Hardoi district

➢ Raising awareness and actively involve communities and urban bodies in waste management efforts

➢ Connecting and liaising with all concerned departments responsible for waste management in the respective ULBs for smooth implementation of the project (state govt.,state missions, district and ULB administration)

➢ Measuring the effectiveness of waste management initiatives and adapt strategies accordingly

2. Background Swachh Bharat Mission (both urban and rural) was contemplated as people’s movement (Jana Andolan) for ensuring 100% hygiene, waste management and sanitation across the country. For effective implementation of Swachh Bharat Mission – Urban, ULBs play a significant role in obtaining the active participation of the ward committees, Area Sabha(s), Resident Welfare Associations, NGOs and civil society groups.

Poor sanitation has significant health costs and untreated sewage from cities has been the single biggest source of water resource pollution in our country leading to severe health hazards. The district of Hardoi has 13 Urban Local Bodies (ULBs) and Samuday by HCLFoundation has been working with some of these ULBs to achieve total solid and liquid waste management in the area. Hardoi district being a peri-urban area, the ULBs of the district face specific challenges unique to their local context. Challenges include infrastructure deficits, limited resource and funds, rapid industrialization and unplanned sewage treatment, limited knowledge and awareness on hygiene practices among communities and many more.

During our initial assessments and observation, in regard to waste generation, door to door collection and disposal, cleanliness, it was found out that there is improper Solid and Liquid Waste Management, the urban local bodies need support in managing the waste generated within the ULBs. It is also understood that without the support of non-profit making bodies, proper city sanitation cannot be achieved and therefore it is difficult to attain the objectives of Swachh Bharat Mission. The interventions by these bodies should include various approaches and strategies for innovations and strengthening of the existing system, capacity building of the frontline workers and last but not the least activities involving IEC/BCC for sustainability.

3. Scope of Work for system strengthening in 4 ULBs The response towards strengthening the systems and developing the implementation model for waste management by HCLFoundation, has been envisioned as under,

i. Assessment The objective of this activity is to determine status of waste management services and systems in all the 4 ULBs. Collect the pre-requisite data required to establish effective project plan for each ULB. The data collection to include all the important measurements which seem necessary to create sustainable and impactful implementation plan.

ii. Project implementation and advocacy To be well versed with all the policies/guidelines issued by the central/state government pertaining to the SBM (U). The project implementation plan needs to be developed in sync with the SBM-U 2.0 guidelines.

a. Appropriate co-ordination and liaison with all the concerned departments

b. Permissions/Approvals from concerned departments

c. Monitoring mechanism and strengthening of existing institution d. Project visibility at state and national level

e. Applying for awards and recognitions

iii. Waste management To carry out daily waste management activities (door-to-door, drain cleaning, street sweeping) by engaging with Safai Karamchari, local stakeholders to improve the solid waste management system in the wards through regularization of solid waste collection and cleaning process. The door-to-door waste collection activity will be carried out by the safai kamarachris of the respective wards. A ward level committee need to be formed to monitor the ongoing work and for the long-term engagement of the community.

iv. Garbage Vulnerable Points (GVPs) elimination and situation improvement Towards improvement in developing clean areas through elimination of Garbage Vulnerable Points and creating Zero Litter Spots. Listing of all GVPs (with GPS coordinates) to be done, also pre-cleaning and post-cleaning photo documentation to be maintained for each GVP.

v. Behavior Change Communication Will conduct regular behaviour change awareness and sensitization activities and events through Information, Education & Communication campaigns, to achieve improvement in behaviour of relevant stakeholders, ensuring effective and efficient Solid and Liquid Waste Management systems in the designated areas. These behaviour change communication campaigns will be designed in line with the Swachh Bharat Mission Urban (SBM-U) guidelines and Swachh Survekshan. The behaviour change activity will be carried out with the households/residents, shopkeepers, school children, administrative staff of ULB, Safai Karamchari etc. Use all the communication to design the effective behaviour change strategy (social media, informative audio/video, wall painting/art, mobile message, Nukkad Natak, skit/plays).

vi. System strengthening and capacity building of the stakeholders Capacity building and formal training of frontline sanitary workers/green friends with regard to household level waste segregation, disposal, and transportation. Training module development and to conduct capacity building and knowledge strengthening of all the stakeholders on different topics of waste management through various workshops and trainings.

vii. End-to-End waste processing – Material Recovery Facility (MRF) To ensure all the waste collected is managed and processed at given geography and only inert waste to be disposed at designated sites. This may include processing waste at household/community level, with the aim to create model ULBs. To ensure sure that all waste gets properly treated, from collection to recycling, within the specified geographic area. MRF should be operational in accordance with the guidelines of SBM-U, where waste should be segregated and sorted according to its recyclability. Support local businesses that use recycled materials and adopt circular economy principles. Set up compost pits for organic waste, which can be processed and used effectively.

viii. Monitoring of E Garbage loaders and maintenance of waste composting units To ensure monitoring and maintenance of the assets created by HCLFoundation for effective waste management and transportation of the waste. ix. Improvement in Swachh Survekshan ranking Work closely with the all the stakeholders to complete the compliances required for the survekshan. Ensure participation in Swachh Survekshan and improve the state and national ranking of the respective ULBs.

x. Please note that the Scope of Work (SOW) is indicative and not exhaustive. NGO partners are encouraged to build on the SOW to achieve the overall aim of the RFP in line with the SBM (U) Phase II guidelines

xi. Geography Mallawan, Beniganj, Kursath and Kachhauna in Hardoi District of Uttar Pradesh, India.

4. Project Duration 12 Months (1 Year) – Extendable up to 36 months (3 years) based on the performance

5. Expected Outcomes

Door to Door collection from 100% households and other entities’ coverage in all ULBs
Achieve 90% source segregation
100% cleaning of street and drains •
100% elimination of GVPs and creating litter free spots
Create community awareness with 100% coverage of all the 4 ULBs
90% of waste to be managed and processed
Ward level committee formation to ensure community participation and long-term continuity of the work Improvement in Swachhta ranking

6. Expected Output The implementing partner should provide the following:

Pre-feasibility and baseline survey report
Preparation and submission of the detailed work execution plan for end-to-end solution to ensure the sustainable waste management in the intervention area.
Project Process Manual
Training modules
Project impact measurement – The project aims to create the holistic impact considering the life of Safai Karamchari/Green Friends, rag pickers, environment impacts etc.
Three major categories creating overall impact of the project are (i) Human Impact (ii) Environment Impact (iii) Impact on performance under Swachh Survekshan
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 waste management process 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. While preparing the project plan, partner is expected to provide an appropriate methodology, in 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.

Submission Guidelines Interested organizations are encouraged to visit the locations and understand the current situation of the field before submitting the detailed proposal plan as per their strength and expertise. Proposals that you need to share should include as Gantt Chart with comprehensive list of activities proposed in scope of work along with a tentative timeline. Applicants are requested to share proposal along with duly filled as Budget Costing Excel Sheet, as per below mentioned submission details and deadlines.

Budget: 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 suggested in the proposal along with a tentative timeline.

Kindly provide an LFA 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.

How to Apply

The proposal (technical & financial) shall contain following documents:

A cover letter to Project Director – Samuday & My Clean City, HCLFoundation for submission of expression of interest for partnership singed by the head of organization.
Registration Certificate
12 A Certificate
80 G certificate
CSR-1 registration
Trust Deed (if NGO) otherwise Memorandum of Association/ By-Law
Pan Card
FCRA certification (Not Mandatory)
Last three-year Income Tax return (ITR)
Audited financials for the last three years
Last year Annual report
Board Members list (with address, designation and contact number)
Any support request letter from Govt. in context of COVID-19

Submission Details For Proposal Submission (Technical & Financial separate files),

Technical: Email to: priyanshu.kumari@hcl.com and CC to kumar_s1@hcl.com

Financial: Email to: shahzada.n@hcltech.com and CC to akshay-a@hcltech.com

Subject Line: HCLF/RFP/WASH_ SNP/date/

For all Queries; Email to: priyanshu.kumari@hcl.com

Subject Line: Query/HCLF/RFP/WASH_ SNP/date/

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

Deadline: Proposals received after the designated deadline may be subject to rejection by HCLFoundation.

Validity: Your proposal must remain valid for a minimum of six (6) months from the date of receipt by HCLFoundation.

Negotiations: The most competitive proposal is requested. It is anticipated that the contract will be awarded on the basis of merit of proposal. However, HCLFoundation reserves the right to request responses to questions and conduct negotiations with any potential organization/subject matter expert prior to awardinga contract.

Rejection of Proposal: This document is a request for proposals only, and in no way binds HCLFoundation to make an award. HCLFoundation reserves the right to reject any and all offers received and/or to cancel the RFP. HCLFoundation will not be obliged to either inform or provide a justification for rejection of proposals.

Incurring Costs: HCLFoundation will not be liable for any cost incurred during preparation, submission, or negotiation of an award for this RFP.

Financial Responsibility: Proposals must certify the financial viability and adequacy of resources of the organization to complete the proposed assignment within the agreed time frame and in conformity with the agreed terms of payment. HCLFoundation reserves the right to request and review up to the last three financial statements and audit reports including schedules and annexures, as part of the basis of the award if required.

Branding: HCLFoundation has set brand guidelines that should be incorporated and followed while demonstrating the Foundation’s brand.

Copyright and Patents: HCLFoundation shall be entitled to all copyrights, patents and other proprietary rights and trademarks with regard to the products or documents and other materials which bear a direct relation to or are produced or prepared or collected in consequences of or in the course of the execution of the contract. All plans, reports, recommendations, estimates, documents and data compiled by the service providers under the contract shall be the property of HCLFoundation and shall be treated as confidential. All confidential documents should be delivered to the relevant people within HCLFoundation during the project duration and upon completion.

Child Safeguarding: We hold ourselves accountable to children. Adherence to comply with HCLFoundation’s Child Protection Policy and procedures with respect to child safeguarding is nonnegotiable. A range of pre-employment checks can be undertaken in conformity with HCLFoundation’s Child Protection Policy.

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