Consultancy Services for the Valorization of Faecal Sludge and Organic Waste at the Rulindo Vermifiltration Plant through the Production of Standard-Compliant Bio-Compost

Terms of Reference

Consultancy Services for the Valorization of Faecal Sludge and Organic Waste at the Rulindo Vermifiltration Plant through the Production of Standard-Compliant Bio-Compost

1. Background

Water For People is an international non-profit organization dedicated to improving access to safe drinking water, sanitation, and hygiene education in developing countries. The organization works at local, national, and global levels to influence water and sanitation policies, ensuring they serve the needs of underserved communities. In Rwanda, Water For People has been active since 2008, with the goal of providing sustainable water and sanitation services, as well as promoting hygiene behavior change, in the districts of Rulindo, Kicukiro, Gicumbi, Karongi and Gisagara.

To support the achievement of SDG 6.2 -ensuring access to adequate and equitable sanitation and hygiene for all through safely managed sanitation services by 2030—Water For People has been promoting the construction of Decentralized Faecal Sludge Treatment Systems in small towns of Rulindo, Gicumbi and Nyamagabe districts since 2017. As part of this effort, a vermifiltration plant was established in Base Sector, Rulindo District, to offer essential fecal sludge management services to the local population.

In collaboration with Rulindo District, Water For People is also implementing a pilot project on composting using fecal sludge and organic solid waste. Funded by GIZ, this project aims to provide support to valorization of faecal sludge and organic waste at the Rulindo vermifiltration plant (that uses Tiger Worms technology) by producing bio-compost that meets standards, building capacity of local farmers in learning by doing approach focusing on the valorization step of the waste value chain. To ensure the project’s success, Water For People is seeking a qualified Vermicompost/Biocompost Individual/firms/company Consultant to oversee compost production and related activities, including the installation of a shelter for composting operations.

2. Objective of the Consultancy

The objective of this consultancy is to provide technical assistance in the design, implementation, and management of the vermicomposting and bio composting process.

The consultant team will provide technical expertise in designing, implementing, and managing the vermicomposting and biocomposting activities. They will oversee the installation of a composting shed, ensuring optimal conditions for compost production. Additionally, they will train local farmers and a private vermifiltration operator on compost production and safe usage, as well as participate in site visits and community awareness campaigns to promote bio-composting.

Beyond technical supervision, the consultant will lead quality control efforts by guiding lab tests to ensure compost meets the required standards, where the cost of the lab tests will be covered by the Client (Water For People). They will also propose a sustainable business model for bio-compost production and suggest a cost-effective treatment approach that can be applied beyond the pilot project.

3. Scope of Work

The scope of work for the consultant will cover a range of responsibilities, including technical assistance, supervision activities, training, and community engagement. Specifically, the scope of work will include:

• Technical assistance – Compost making:

• Develop a detailed work plan for implementing the vermicomposting and bio-composting process.
• Participate in the Kickoff meeting and other subsequent meetings of the project with the key partners.
• Support Water For People in the development of technical specifications for the bio-compost shelter and in the identification of the area to install the compost shelter.
• Supporting the supervision of the construction of the bio-compost shelter at the designated site in Rulindo District, to ensure it is constructed to optimize aeration, moisture control, and protect from adverse weather conditions, and approve the deliverables.
• Lead the compost-making process during the pilot phase, by proposing different by-products while ensuring compliance with best practices in organic waste production and management.
• Lead the required laboratory tests and processes to assess and verify the quality of the produced compost to ensure they meet agricultural and environmental quality and safety standards.
• Provide technical specifications for the toolkit equipment (e.g.: sludge sampler, containers, Personal protection equipment (PPE) and Physical parameters measurement tools (e.g.: portable balance, thermometer, Ph meter, measuring tape), etc.) to be used during the compost making process.

• Technical assistance – Capacity building:

• Develop training materials for local farmers and the Vermifiltration plant operator on compost making and safe usage.
• Conduct training sessions for selected local farmers and other key stakeholders (including the Vermifiltration plant private operator and key district staff) to enhance their knowledge and skills in compost production and application.
• Provide on-the-job coaching to the bio composting team for the private operator to ensure sustainability of the process.
• Participate in organized site visits and provide technical assistance during Farmers’ Field Schools and other stakeholder engagements.

• Technical assistance – Awareness raising:

• Actively participate in community awareness campaigns on the benefits of composting and bio-compost use, organized by Water For People and the District.

• Technical assistance – Business model development:

• Develop and propose a sustainable bio-compost business model to support the plant operator to continue bio-compost production and supply to the customers.
• Provide recommendations to support the plant operator in continuing bio-compost production and ensuring a steady supply to customers.
• Develop a low-cost approach for bio-compost treatment that is scalable and can be applied in various contexts beyond the pilot project.

4. Deliverables Indicators and their targets

Based on the scope of work, the consultant is expected to deliver the following outputs:

5. Duration of the Assignment

The assignment is expected to be completed within Nine (9) months, starting from the date of contract signing. The consultant will work closely with Water For People and Rulindo District authorities to ensure smooth execution.

6. Reporting and Supervision

The consultant will report to the Sanitation officer in Water For People in Rwanda who is referred as the Project Manager. Regular progress meetings will be held to review the project status and address any challenges.

Inception report: The consultant will produce an inception report that will provide a detailed methodology and workplan for compost production, including lab testing, training, business model development and community awareness activities. A work plan with key activities, milestones, and a timeline will be presented, along with expected deliverables such as reports, training materials, and lab test results for validation by the client.

Monthly progress reports: These reports will provide updates on the project status and progress. They will be summarizing activities completed, challenges faced, preliminary results, actions required (e.g., compost quality tests), and the next steps.

Final report: The consultant will produce a results-based final report highlighting key achievements per deliverable and indicators, challenges, lessons learnt, and recommendations.

7. BID DOCUMENTS

7.1.  Technical Proposal

Companies/firms and Individual consultants are eligible to apply for this consultancy. The technical proposal to be submitted by the bidder must have the components described in the below sections.

A.1. Companies and firms

Company Profile and administrative documents

 The company must provide the following administrative documents:

• Full company address in Rwanda indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box,
• A copy of the Trade License/Certificate of company registration provided by RDB.
• VAT registration certificate
• Valid Certificate of tax clearance by Rwanda Revenue Authority (RRA),
• RSSB clearance certificate

A.2. Individual consultants

Individual consultants must form a joint venture duly notarized.

Team composition and required skills (for both Companies and joint venture consultants)

The consultant is expected to assemble a team with expertise in composting and construction. The proposed team should include:

• The lead Consultant (Team Leader): the lead consultant should have at least held a master’s degree (with at least 10 years of work experience) or higher in Agriculture and Soil Sciences, Agricultural engineering, Agriculture economics and Agribusiness, horticultural science, or agronomy with at least 5 years of proven experience in agribusiness with focus on business modelling, training module development and capacity building. Experience in circular economy projects and in advanced earth worms composting techniques is an added value. Three (3) Copies of similar assignments (with evidence for good completion certificates).
• Composting Specialist: This specialist should possess at least a bachelor’s degree in agriculture engineering, Crop production or Agriculture science, Horticultural Science, Soil science with at least 7 years of experience in organic compost making. Experience in vermicomposting and aerobic composting techniques with practical experience in compost production is an added benefit. Three (3) Copies of similar assignments (with evidence for good completion certificates).
• An environmental engineer/specialist: the environmental specialist will provide technical guidance on environmental sustainability, ensuring compliance with regulations and best practices in waste management. A bachelor’s degree in environmental engineering or a related field, along with at least three years of experience in waste management and composting, is required. Two (2) Copies of similar assignments (with evidence for good completion certificates).
• A quality control/Analytical specialist: who will be responsible for developing and implementing quality assurance protocols to ensure compost meets safety and nutrient standards. A bachelor’s degree in chemistry, Microbiology, or Agricultural Sciences, with at least three years of experience in quality control for composting or related industries is required. Two (2) Copies of similar assignments (with evidence for good completion certificates).

The technical proposal should include a detailed timeline outlining when each team member will be engaged in their assigned tasks.

8. Submission of proposals

• Administrative documents:
• The Joint venture consultants: a joint venture duly notarized.
• The companies/firms must provide their full address, Trade registration number (TIN), VAT registration certificate, valid RRA Tax clearance, and RSSB certificate)

Failure to any of the requirements above-mentioned for either category will lead to immediate disqualification.

• Technical proposal: a proposal must contain a detailed methodology, an understanding of ToRs showing the team members roles and tasks allocation, a clear workplan detailing how the deliverables will be achieved, team composition, and evidence of the consultant’s experience.
• Financial offer: it should detail the various costs associated with the delivery of the above services (in Rwanda Francs and all taxes inclusive), in PDF format and must be a separate document from the technical proposal and password protected. Please do not include any financial/price in the technical proposal.

9. EVALUATION CRITERIA

Proposals will be evaluated using the following criteria: administrative requirements, clarity of methodology, the profile of team members, understanding of the task, a clear workplan and cost as follows.

Stage I: Administrative documents: Mandatory (Pass/Fail)

Any bid that will fail at this stage will not go to the next stage.

Stage II: Technical evaluation

• Understanding of the assignment and relevance of the proposed methodology with clear workplan of all the activities: 30%
• Profile of Experts/Team composition: 70%

Stage III: Financial evaluation

Following the technical evaluation, only bidders who score 80% or higher will advance to the financial evaluation stage. At this stage, financial proposals will be assessed, and the bidder with the lowest price will be selected. Financial proposals must be password-protected, and passwords will only be requested from bidders who qualify for the financial evaluation. The financial proposal must include all applicable taxes.

Note: Any arithmetic error in the financial proposal will result in an automatic disqualification.

The selected bidder will be contractually required to comply with Water For People’s Vendor Code of Conduct https://www.waterforpeople.org/Vendor-Code-of-Conduct and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer.

10. COPYRIGHTS

Copyright of all material on assignment will be retained by Water For People in Rwanda.

11. RIGHTS RESERVED

• Water For People reserves the right to cancel the entire procurement process without incurring any liability whatsoever.
• Water For People reserves the right to amend any segment of the RFP prior to the announcement of selected candidates.
• Water For People also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in WFP’s best interest to do so.
• Water For People also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.
• Water For People reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid the compromise of the process.

12. How to apply

If you feel qualified and interested in the assignment, please send your documents (including the technical and financial proposals as two separate documents but in one email) to: rwprocurement@waterforpeople.org no later than 02 April 2025 with the following subject: “Consultancy Services for the Valorization of Faecal Sludge and Organic Waste at the Rulindo Vermifiltration Plant through the Production of Standard-Compliant Bio-Compost”. Hard copies and late submissions shall be rejected.

Done at Kigali, on 18 March 2025

Eugene Dusingizumuremyi

Country Director