Ref No. RFQ_JCS_BD_2021_FEB_Survey

Request for QuotationforSTS survey, Market survey, and Business partner survey
forEstablishment of Efficient and Hygienic waste storage system in
Bangladesh

Japan Clean System Co., ltd. (hereinafter referred to as JCS) now invites quotation to provide thefollowing services: Secondary Transfer Station survey, Market survey, and Business partner
survey, work for the project ”Establishment of Efficient and Hygienic waste storage system in
Bangladesh”. Details of the required services are provided in the “Scope of Work” attached.
The bidder who offers a lowest price or a price lower than the predetermined price set by JCS, andmeets all the conditions stipulated in the Attachments will be designated as the prioritizednegotiator for the supply of the services.

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Terms of reference
Project Background
In Bangladesh, capacities of municipalities in waste management are lagging despite the increasing amount ofwaste discharge caused by the high concentration of population in cities and rapid expansion of urban areas.
North and South City Corporation (DNCC and DSCC) in Dhaka city, and Chittagong City Corporation (CCC)
in Chittagong city are responsible for waste collection and management. The number of measures have beentaken under assistance of international organization or development projects for the past decade. One of the
major projects is for the municipalities to place Secondary Transfer Stations (STSs) inside the city. STSs aretemporary storages that accommodates municipal waste that are brought by Rickshaw vans from primary waste
collection points. The stored waste at STSs will be transferred to the final landfill site eventually by compactors
and other vehicles. The municipalities intend to set up at least one STS in each ward so the total planned number
of STS could be over one hundred in future in Dhaka city alone. The municipality also making effort byallocating more budget for procurement of necessary equipment and vehicles for waste management. However,
due to the manual operation by the labors at STS, the operation efficiency and cost effectiveness are not sufficientand waste storing capacity is limited due to slow flow of waste. In addition, occupational environment of STS
workers in terms of health and safety at STSs require improvement. In addition, there are a number of private
facilities or companies that generate considerable amount of municipal waste. Due to limited waste management
measures and resources, some facilities and companies’ waste are causing adverse impact to the surrounding
environment.

Products and Technologies proposed
Japan Clean System Co., Ltd (JCS) and J-DrumSince the foundation in 1982, JCS has been dedicated to provide environmentally friendly solutions for waste
management for the clients in Japan and other countries such as Singapore and Vietnam. JCS has developed amunicipal waste storing system called “J-Drum” and the system has served over 1,500 clients and become thebest-selling system in Japan over several competitors’ products in the market. The main characteristics andadvantages of J-DRUM are described below.
① Increase in Storing Capacity through Space-Saving Technology
The proposed product compresses the waste down to 2/3 in volume as shown in the figure below, which resultsin saving the necessary storing space down to 1/6 in case of Japan (maybe 1/2 in case of STSs in Bangladesh).

Figure 1: Image of Space-Saving② Efficiency Enhancement in Receiving/Loading and Discharging Waste

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The automation devices enable higher efficiency in receiving or loading waste from Rickshaw vans anddischarging waste into compactor vehicles as compared with the current STS’s practice which entirely relies on
manual handling.
③ Hygienic Management of Waste by tightly sealed storing
Bad smell and wastewater are minimized by eliminating drift and fly loss of waste. Pollution to the surrounding
water bodies and pest problems will be mitigated. Discomfort to pedestrians and neighboring residents will besignificantly reduced.
④ Weight Measuring Function (optional)
The quantity and time for receiving and discharging waste can be measured. This function is optional.

Objectives of the project and the survey
JCS will conduct business feasibility study in Bangladesh (in Dhaka and Chittagong) during the period of
February 2021 for approximately one year (subject to change). JCS aims to learn how J-Drum could contributeto overall municipal waste management in cities and to betterment of the environment. Potential markets are
private-run facilities and STSs that are operated by city municipalities. Other potential facilities should be studied
and evaluated as J-Drum could also improve waste management and surrounding environment at various sites.

In the initial stage, JCS intends to manufacture J-Drum in Japan and export to Bangladesh. However, inorder to improve the quality and sustainability of service as well as its cost competitiveness, JCS is seeking
qualified business partners in Bangladesh.
For executing these tasks, JCS will select a local contractor to conduct surveys as described in the scope ofwork attached herewith. Candidate contractors (bidders) shall examine carefully the contents of the scopeof work and the following instructions, and submit their quotation to JCS to the email address below by thedate prescribed by JCS on their website.

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The scope of work
General Tasks


Mobilization of survey works shall commence immediately after signing of the contract.



Prepare a work plan for the all survey works within 1 week after mobilization. Work plan is subject to
JCS’s approval.



Maintain close and regular communication through emails, phone calls, mobile communication apps, webmeetings.

Progress report meeting at least once in every 2 weeks through web-meeting.



All written deliverable and communications will be in English.

All the reports are subject to evaluation by JCS before official submission by the contractor.

Task 1: Marketing Survey
Task 1-1: Prepare a work plan for the marketing survey within 1 week after mobilization. Prepare a list of atleast 100 companies/facilities in Dhaka city and adjacent areas, and 40 companies/facilities in Chittagong city
who meet the criteria specified below within 3 weeks after mobilization.


Whose nature of business or activities produce large volume of municipal waste.



Whose owners, users or customers have high awareness of waste-related environmental and social issues.

Whose businesses or activities requires hygienic environment.

Whose premises, either indoor or outdoor, could accommodate J-Drum, which require at least 9 metersby 5 meters and 3 meters height, and has additional area for compactor truck’s accessibility.



Any venue that are still in planning phase or under construction but expected to meet the criteria (e.g. New
large residential buildings, New shopping malls with food court, etc.).

Information on the list should include; Name of the company, Brief Business/activities of the company, contact
information (email and/or phone number), website URL (if any), Location and physical characteristics (landarea, floors, facilities, etc.).
Task 1-2: Visit and conduct interviews with approximately 30 companies, which will be selected from the long
list by JCS. Questionnaire will be provided by JCS. Submit a draft report of the visited companies and facilities
within 2 months after mobilization.
Task 1-3: Coordinate and attend tele-meetings with the companies, which will be selected by JCS based on
outcome of Task 1-1, Task 1-2. Assist JCS to obtain additional information by inquiring to the companies.
Submit a Market survey report within 4 months after mobilization.

Deliverable
Task 1-1

Submission of Work Plan within 1 week after mobilization.
Submission of A list of candidate companies/facilities within 3 weeks after mobilization.

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Task 1-2
Task 1-3

Submission of Draft marketing survey report within 2 months after mobilization.
Coordinate and attend meetings with candidate companies for JCS upon request.
Submission of a Market survey report within 4 months after mobilization.

Task 2: Secondary Transfer Stations Survey
Task 2-1: Make or obtain a list and a map of Secondary Transfer Stations (STS) of Dhaka city (a list may beprovided by DSCC, DNCC or ADB) and of Chittagong city. Prepare a work plan for the marketing survey within
1 week after mobilization. Should any permission from the municipalities be required, JCS shall communicate
with relevant personnel of the municipalities for obtaining permission.
Currently there are said to be about 25 STSs in DSCC’s jurisdiction and about 50 STSs in DNCC’s jurisdiction.
In addition, there are several STSs under construction or planning phase. The total number of operating STS
including Chittagong could be about 80 to 100.
Contractor will conduct field survey using a questionnaire (to be provided by JCS), and record the visuals (video
and photos) of the STSs. All identified operating STSs should be visited both in Dhaka and Chittagong. If thecontractor face difficulty in visiting some STSs due to their remote location or external factors, the contractor
should consult with JCS so that those STSs may be exempted from the survey. For monitoring of the survey
progress, weekly updates should be reported by the contractor to JCS via periodic email and tele-meeting.
The contractor will complete Task 2-1 and prepare a draft STS survey report (About 1 to 2 pages per each STS)
within 2 months after mobilization.
Task 2-2: For extended survey, the contractor shall coordinate JCS team’s visit to STSs in Dhaka and Chittagong(approximate total of 10 days). STSs will be selected by JCS based on the draft report prepared in Task 2-1.
Schedule of JCS’s visit to Dhaka and Chittagong is yet to be determined due to Covid 19. In case JCS is unable
to travel to Dhaka, the contractor is expected to perform the extended survey on behalf of JCS.
Task 2-3: Supplemental field visits to selected 5 to 10 STSs in Dhaka for obtaining additional and detailed
information may be necessary. Additional survey work may include night visit to STSs. Findings from Task 22 as well as the additional visits performed in Task 2-3 shall be incorporated into the STS report. The contractor
shall submit STS report within 6 months (subject to change due to JCS’s travel restriction to Bangladesh) after
mobilization.
Deliverable
Task 2-1

Listing and mapping of all STSs and Submission of Work Plan within 1 week after
mobilization.
Submission of Draft STS survey report within 2 months after mobilization.

Task 2-2
Task 2-3

Coordinate and assist JCS’s visit to Dhaka and Chittagong upon request. Schedule shalldepend of JCS’s visit schedule (due to Covid 19).
Additional field survey at 5 to 10 STSs.
Submission of Final STS survey report within 6 months after mobilization.

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Task 3: Business Partner Survey
Task 3-1. Prepare a work plan for the marketing survey within 1 week after mobilization. Prepare a list of thepotential business partners in or around Dhaka city who meet the criteria specified below within 3 weeks after
mobilization;Who can manufacture and/or procure conveyor belts (specification of conveyor belt for J-Drum shall be
provided) and other peripheral equipment.



Local sales agencies or distributors who have sufficient resources and network to promote J-Drum in
Bangladesh.



Who can provide maintenance service for J-Drum, conveyor belt and other peripheral equipment at STSs
and/or at private-run facilities / private customers.



Who can perform installation/engineering work for J-Drum (fixing J-Drum, minor foundation work,
electrical wiring, etc.)

Logistics companies for shipping and handling of J-Drum from Japan to installation sites.

Information on the list should include; Name of the company, Business/activities of the company, contact
information (email and phone number), Website address, Location, Major clients, number of employees,
branches, etc.
Task 3-2. Based on the list made in Task 3-1, JCS shall select about 20 companies. Contractor shall visit andconduct interviews with the selected candidate companies, and use a questionnaire (to be provided by JCS) to
obtain information requested by JCS. Obtained information about the candidate business partners shall be
documented and presented in the form of draft report within two months after mobilization.
Task 3-3: Coordinate meetings with the companies, which will be selected by JCS based on the list and thereport prepared in Task 3-1 and 3-2. Meetings may be remotely held due to travel restriction. Assist JCS to obtain
additional information by inquiring to the companies. Submit a Business partner survey report within 6 months
after mobilization.
Deliverable
Task 3-1
Task 3-2
Task 3-3

Submission of Work Plan within 1 week after mobilization.
Submission of A list of candidate business partners within 3 weeks after mobilization.
Submission of Draft marketing survey report within 2 months after mobilization.
Coordinate meetings with candidate companies for JCS upon request.
Submission of Business partner survey report within 6 months after mobilization.

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Activities

Tentative Schedule of the tasks
Feb

Mar

Apr

May June July

Aug

Sep

Overall Work Plan
Periodical progress report meetings
Task 1: Market Survey
Prepare Workplan
Make lists of candidate companies
Visit selected companies, conduct interviews and Submission of Draft
ReportCoordinate and attend tele-meetings/meetings
Complete Market survey report
Task 2: STS Survey
Listing and mapping of all STSs
Visit STSs, weekly-updates, and Submission of Draft Report
Extended field survey with JCS team (If JCS's visit to Dhaka allowed)
Supplemental STS visits and surveys
Complete STS survey report
Task 3: Business Partner Survey
Prepare Workplan
Make lists of candidate companies
Visit selected companies and Submission of Draft Report
Coordinate and attend tele-meetings/meetings
Complete Business partner survey report

Schedule of the surveys is subject to change.

NOTE:

Most of communication and meetings between the contractor and JCS will take place remotely via telecommunication. Thus, the contractor is expected to have sufficient tele-communication environment.
Due to COVID 19, international travel restriction as well as domestic travel restriction may cause significant
change or delay to the survey schedule. If such cases occur, the two parties shall seek mutually agreed solutions,and amendment of the contract shall be discussed accordingly.

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Instructions
1. Name of theassignment
2. Method of selection

3. JCS’s personnel incharge4. Clarification

5. Type of contract
6. Contents of
Quotation
7. Quotation
submission deadline
8. Quotation
submission address
9. Expected date forthe negotiations

Secondary Transfer Station survey, Market survey, and Business partner
survey, work for the project ”Establishment of Efficient and Hygienic waste
storage system in Bangladesh”.
Least Cost Selection
Mr. Masataka Yamano
Managing Director of JCS
Telephone: +81-6-6794-1581
E-mail: m-yamano@jcs-co.com
Kenji Kusama
External Consultant (Japan Development Institute: JDI)
Telephone: +81-3-5280-7707 / +81-80-2391-3009
E-mail: kusama@jditokyo.com
For clarification, please contact the following personnel;
Name: Kenji Kusama
External Consultant (Japan Development Institute: JDI)
Telephone: +81-3-5280-7707 / +81-80-2391-3009
E-mail: kusama@jditokyo.com
Lump-sumPrice Quotation for the Service
Please refer to the prescribed date and time on the website
E-mail: m-yamano@jcs-co.com
E-mail: kusama@jditokyo.com
Date: 18 FEB 2021
Because of travel restrictions due to COVID19, the negotiation andmeetings may be held via Phone or On-line communication.

10. Expected date forthe commencementof the Services

Date: 22 FEB 2021
Immediately upon signing of the contract.

11. Taxes

The Price Quotation shall include taxes and duties in Bangladesh.

Requirements for Price quotation
The bidder's authorized representative must sign the quotation (There is no specified form) and submit
electronic copy to JCS via E-mail (email addresses are presented above). (All prices shall be quoted in US
dollars).
Since this contract shall be Lump-sum contract, cost breakdowns are not required in the quotation. The
quotation should be inclusive of all reimbursable costs that the bidder may require for carrying out theservices.

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