Objectives

The primary objective of this tender is to appoint a professional service provider to act as an independent chairperson for residents’ monitoring committees at various waste management facilities. Additionally, the provider will host an online environmental compliance audit portal to improve transparency, accountability, and community engagement in urban waste management operations.

Scope

The scope includes:

• Confirmation of the constitution, terms of reference, and code of conduct for each residents’ monitoring committee (RMC), including a one-time initial review in the first year.
• Facilitation of RMC meetings at designated waste facilities, including preparing agendas, site tours, note-taking, and drafting minutes within specified timeframes.
• Coordination with existing environmental monitoring contractors for feedback during meetings.
• Development, hosting, and maintenance of a website portal for registration, user management, and publication of environmental compliance reports.
• Hosting fees, user registration, and publication of environmental audit reports (internal and external) for multiple waste facilities, with access restricted to registered users.
• Provision of administrative support, including maintaining files, scheduling meetings, and preparing reports and correspondence.
• Periodic reporting and compliance monitoring aligned with national environmental legislation and municipal requirements.

Technical Requirements

The technical scope encompasses:

• Appointment of a qualified independent chairperson with experience in environmental and waste management facilitation.
• Facilitation of at least three scheduled RMC meetings per year at specified facilities, with flexibility for additional meetings.
• Preparation of agendas, site tours, and minutes, including circulation within 14 days.
• Development of a secure, user-friendly website portal for registration, login, and publication of environmental reports, with email verification and access control.
• Hosting of environmental compliance reports, including internal and external audits, for multiple facilities, with reports accessible via the portal.
• Provision of administrative support for meeting scheduling, documentation, and record-keeping.
• Compliance with applicable environmental legislation, health and safety standards, and data protection laws (POPIA).

Skills Requirements

The tenderer must demonstrate:

• Proven experience in facilitating environmental and waste management meetings and public participation processes, with documented evidence of at least 4 relevant meetings or projects in the past 10 years.
• Experience in developing and managing online portals for environmental reporting, with evidence of successful publication of reports on public websites.
• Qualified and experienced project manager or chairperson with relevant environmental facilitation credentials.
• Administrative personnel with expertise in secretariat functions, meeting coordination, and record management.
• Knowledge of environmental legislation, waste management practices, and community engagement strategies.
• Capacity to provide technical support, training, and ongoing maintenance of the online portal.
• Compliance with health and safety standards, including site-specific safety inductions and PPE requirements.
• Ability to produce comprehensive curricula vitae for key personnel, including proof of relevant experience and professional registration where applicable.