LRPS-2020-9158692To provide Solar PV system for UNICEF Cox’s Bazar office covering design, supply, install, test, commission and maintenance of the system.
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title of the assignment
To provide Solar PV system for UNICEF Cox’s Bazar office covering design, supply, install, test, commission and maintenance of the system.
Purpose
To provide a Solar PV system for the UNICEF Cox’s Bazar office premises. The office therefore intends to identify an Engineering Company/ contractor who will undertake the design, supply, installation, testing, commissioning, and servicing of the anticipated solar photovoltaic (PV) system as stipulated in this ToR. The contractor needs to complete and hand over the project within the specified timeframe, cost and quality parameters defined by UNICEF Cox’s Bazar.
Location
Cox’s Bazar, Dhaka, Bangladesh.
UNICEF Cox Bazar field office, located at within the Upal Motel Complex, along motel road, Cox’s Bazar, 4700, Bangladesh.
Geo- Location :- 21°26'10.0"N 91°58'20.0"E
Estimated Duration
The successful bidder will be expected to complete the Works within 4 months from the date of commencement of the Works (PO issue date). Works include design, installation, testing, commissioning and handover.
Estimated start of Installation: December 2020 (tentatively)
Reporting to Technical Supervisor of this assignment
Francis Kaunda -Operations Manager Cox- Bazar
Brenda Gunde -ICT Specialist
1. Background
The UNICEF Cox Bazar Office requires the design, supply, installation, testing, commissioning, and servicing of the anticipated solar photovoltaic (PV) system, inclusive of submission of documents, product specifications, statement of work, and certifications required by UNICEF Cox’s Bazar office. UNICEF is also looking into an option of a lease agreement with the Supplier of the Solar services for agreed period of time. This is also a Greening/Eco-efficiency initiative to be implemented by the UNICEF Office as part of global efforts to reduce the environmental impact of UNICEF facilities and operations.
2. Objectives, Purpose and Expected Results
To provide a Solar PV system for the UNICEF office premises. The office therefore intends to identify an Engineering Company/ Solar Contractor who will undertake the design, supply, installation, testing, commissioning, and servicing of the anticipated solar photovoltaic (PV) system as stipulated in these ToRs. The contractor needs to complete and hand over the project within the specified timeframe, cost and quality parameters defined by UNICEF Cox’s Bazar office.
UNICEF wishes to award this scope under Contract.
Accordingly, UNICEF wishes to receive bids for the design, supply, installation, testing, commissioning, and servicing of the anticipated hybrid solar photovoltaic (PV) system which is defined in General and Technical Specification sections.
UNICEF, also seeks in the same bid response an option for Lease of Solar equipment for minimum of three years, including commissioning, installation, maintenance and support. Bidders are requested to submit a proposal including the option to lease in their financial proposal. For the leasing option bidders will also be required to specify the technical specifications of the equipment under lease, the technical requirements below apply for both leased and supplied equipment.
The bidder is requested to consider the design for the below building roof and parking roof areas, maximizing the yield of solar energy without deviating technical recommendations and professional prudent practice of installation for given roof areas:
Structure
Length (ft)
Width (ft)
Area (sqf)
Building 1
96
68
6,528
Building 2
30
68
2,040
Parking Shed 1
66
17
1,089
Parking Shed 2
17
44
722
Parking Sheds 3+4
17
44
722
3. Description of Assignment
3.1 Contractor’s Scope of Work
The contractor should maximize the yield of solar energy without deviating technical recommendations and professional prudent practice of installation for given roof area, and design, supply, install, test, commission and maintain the solar PV system, inclusive of submission of the documents listed below.
3.1.1 Roofing of the Car Park
The bidder will be required to mount suitable steel structure for fixing of solar panels and the roofing structure, This should also used for the car park. Roof structure must not contain ground support columns or pipes that obstruct the movement of vehicles or damage to the roofing installations. The structure to be mounted but take cognisatnt of the weight of the panels as well as maximise panel efficiency.
Design and Installation work the bidder should also consider the Aesthetics of the premises and building and should take every reasonable effort to minimize any affects.
3.1.2 Site Condition
- Site coordinates 21°26'10.0"N 91°58'20.0"E
- Site average weather conditions to be referred from Meteorological Department of Bangladesh
- Site pictures: Pictures Link
3.1.3 Testing and Inspection (These cover for both Options of New installation and Leasing)
The Contractor shall carry out the tests stated in accordance with the conditions of this Specification and, without extra charge, such additional tests as in the opinion of the Purchaser are necessary to determine that the Contract Works comply with this Specification under either test or ordinary working conditions.
Not less than 7 days' notice of all tests shall be given to UNICEF. Three copies of the Contractor's record of tests shall be supplied to UNICEF. Measuring apparatus shall be approved by UNICEF and if required shall be calibrated at the expense of the contractor at an approved laboratory, if necessary.
The Contractor shall be responsible for the proper testing of the work completed or materials supplied by a subcontractor to the same extent as if the work or materials were completed or supplied by the Contractor. All apparatus, instruments and connections required for the above tests shall be provided by the Contractor.
The contractor shall produce the test result sheet of all materials as required by UNICEF. The test specimens shall be prepared for re-testing and forwarded at the expense of the Contractor to an independent testing authority selected by UNICEF, if necessary.
The cost of all tests and/or analyses shall be borne by the Contractor, but the costs of re-tests and/or analyses effected elsewhere than at the manufacturer's works of on the site, and the results of which are approved, the expense of re-test will be payable by UNICEF.
Any costs incurred by the UNICEF in connection with inspection and re-testing as a result of a failure of the subject under test, or damage during transport, shall be to the account of the Contractor.
No inspection or lack of inspection or passing by UNICEF of work, plant or materials, whether carried out or supplied by the Contractor or sub-contractor, shall relieve the Contractor from his liability to complete the Contract Works in accordance with the Contract or exonerate him from any of his guarantees.
3.1.4 Standards
The Contractor will be required to follow all International and local standards and ensure compliance with the photovoltaic standards and codes governing installation and deployment of Solar systems.
Except where otherwise specified or implied the Contract Works shall comply with the latest applicable specifications of the British Standard Specification (BS) or International Electro-Technical Commissioning (IEC) Recommendations, but the Contractor may submit for approval equipment or materials conforming to technically equivalent National Standards of the country of origin. One copy of each of the relevant Standards or part thereof, in the English language shall be submitted by the Contractor.
Reference to a standard or recommendation in this Specification does not relieve the Manufacturer of the necessity of providing the Contract Works complying with other relevant standards or recommendations.
3.1.5 Compliance with Regulations and Standards
All works carried out shall comply in all respects with such of the requirements of the Regulations and Acts in the country of Bangladesh and are applicable to the Contract Works and with any other applicable regulations to which UNICEF is subjected.
3.1.7 Environmental Considerations
All packaging and wastes associated with the installations shall be carefully disposed of in accordance with the laws of the local municipality. The contractor shall be responsible for ensuring that waste materials, packaging, and any other items associated with these installations, do not get blown or otherwise distributed around the site. They shall also be careful not to create excessive noise, dust or debris in any area. Any works with potential to emit noise, the contractor shall agree with the Project Manager and Operations Manager on site regarding best allocated time to avoid any impact on the business operations. Any costs incurred in cleaning wastes or debris generated by the contractor shall be charged to the contractor. The contractor shall be responsible for repairing and/or replacing anything which has been damaged by the contractor or their sub-contractors within the site. They shall also be responsible for the cleaning of any debris, wastes or other items created during these works.
3.1.8 Programme, Progress Reports and Meetings
The Contractor shall submit for approval within 3 days of the starting-date five copies of an outline construction chart. Within a further period of 5 days the Contractor shall provide five copies of detailed programs covering all items of supply showing plant manufacture and delivery.
If at any time during, the execution of the Contract it is found necessary to modify the approved chart, the Contractor shall inform UNICEF and submit a modified chart for approval. Such approval shall not be deemed to be consent to any amendment of the completion date stated in the Conditions of Contract.
At each week’s intervals the Contractor shall submit to UNICEF three copies of written detailed progress reports in an approved format, indicating the stage reached in the design, ordering of material, manufacture and delivery of all components of plant. Copies of the overall and detailed production and delivery charts indicating the current status shall be included in these two weeks progress reports.
If during execution of the Contract UNICEF considers the progress position of any section of the work to be unsatisfactory, UNICEF will be at liberty to call such meeting, either in their head office or at site office, as deems to be necessary. If required by UNICEF a responsible representative from the Contractor's works shall attend such meetings.
3.1.9 Supervision and Checking of Work on Site
The carrying out of all work on Site shall be supervised throughout by qualified representatives of the Contractor. When required the contractor may engage the Bangladesh Standards and Testing Institution and the Utility company at the cost of contractor to ensure all measures are adhered to during project implementation.
3.2.1 Warranty and Maintenance
The bidder will be required to provide details of warranty for the new installation and the leasing option. For the new installation the warranty the bidder needs to indicate standard for production years and equipment warranty within the minimum standards of 10-12 years. The bidder should also provide warranty period for accessories and other electronic equipment used in the installation. Lease warranty will be borne by the supplier and as per timeframe of the lease agreement. For procurement standard Warranty for panel covering degradation and capacity generation (10+years?) for all electronics and 3 years for accessories
As part of ongoing support and maintenance, the bidder is required to include support mechanisms as well as inclusion of a draft Service Level Agreement that will inform expected service levels. The bidder needs to also indicate any local service agents that will be used to ensure timely service provision when required.
3.2.2 Insurance (More details found in the annex for general terms and conditions)
A solar panel’s product warranty insurance will cover the integrity of the panel itself and protects you against problems such as manufacturing defects, environmental issues, premature wear and tear, The contractor shall take an all risk erection policy including workmen’s compensation. This policy shall cover against theft at site and transport. Within one weeks of the award, the contractor shall take an insurance cover for the full value of the contract.
3.2.3 Fire Protection and Safety
At all time, while working on site, contractor shall take every precaution to prevent fires and observe safety regulations. Workers always should wear appropriate PPE (Personnel Protection Equipment). All the required equipment shall be provided by the contractor. At times of working at heights and Live Electrical connections responsible supervisor should be appointed as a Safety Office who issues permits to work.
3.3 Drawings
- Electrical Drawings
- Architectural Drawings
3.4 Annexures
- Annex 1 - Technical Specifications of the Solar PV Hybrid System at UNICEF Cox’s Bazar Office.
- Annex 2 - Office power distribution board image
- Annex 3.1 - Energy consumption of 2018
- Annex 3.2 - Energy consumption of 2019
- Annex 4 - Site Surrounding images
- Annex 5 – Energy Audit
- Annex 6- Building Map
3.5. Site Visit
3.5.1 The bidder is strongly advised to visit and examine the Site of Works and its surroundings and obtain for itself on its own cost all information that may be necessary for preparing the bid and entering into a contract for the design, build and completion of the Works. The cost of visiting the Site shall be at the bidder's own expense. For this purpose, interested bidders are requested to contact in writing (email) to the following UNICEF officials to prefix the site visit plan and get their approval:
- Francis Kaunda, Operations Manager, UNICEF Cox’s Bazar (E-mail: fkaunda@unicef.org;) and
- Leonard Baidya, Cox’s Bazar, Bangladesh, United Nations Children’s Fund
(Tel : +8801714086987, E-mail: lbaidya@unicef.org; )
3.5.2 The bidder and any of its personnel or agents will be granted permission by UNICEF to enter upon its premises and buildings and roofs for the purpose of such inspection, but only upon personnel and agents from and express condition that the bidder, its personnel and agents, will release and indemnify UNICEF and its personnel and agents from the against all liability in respect thereof and will be responsible for death or personal injury, loss of or damage to property and any other loss, damage, costs and expenses incurred as a result of the inspection.
3.5.3 The bidder’s personnel requiring to enter the site shall ensure they have a valid ID clearly bearing the name of the company of the bidder. The bidder shall also give at least 24 hours’ notice to UNICEF before entering the site, through the Operations manager to conduct the site survey.
3.5.4 Once awarded, the contractor must schedule a site visit to refine the design proposal and BOQ and undertake the necessary electrical measurements that guarantee optimal system design and functioning.
4. Deliverables ) These apply for both Leased and New Installation)
Tasks
End Product/deliverables
Time frame (Specify dates)
4.1 Design, Supply, Installation, Testing and Commissioning of Solar hybrid Photovoltaic system at UNICEF Cox’s Bazar Office, as per the attached specifications
The bidder shall submit a project plan with indicative time schedule in a Gantt chart and should include but not limited to below deliverables
- Submission of Design and arrangement Drawing with BOQ
- Submission of statement of work
- Submission of Single line Diagram
- Submission of Lightning Protection Drawings
- Submission of list of mounting structure materials.
- Submission of all material and equipment specifications
- Installation of the System
- Testing of the System
- Submission of application and Documents
- Submission of Drawings, Maintenance and Technical manuals
- System Completion
3 Weeks after signing of Contract
Installation and handover should be completed within 16 weeks after signing of the contract (excluding shipping and customs clearance time).
4.2 Support and Maintenance
The bidder shall submit the following with regards to system support and maintenance:
- Warranty description, as per attached specifications.
- Warranty should also cover wear and tear of panels wich may ccure due to unforeen reasons like strong winds, throwing stones Demo for online platform for system monitoring
- Submission of support and maintenance package, detailing the following:
- Types of maintenance, and training provided for local staff to maintain the system daily.
- Tiers of support, and what qualifies for on-site support, versus what qualifies for remote support, including the costs of each.
- Training package for the following:
- Cleaning and day to day maintenance
- Definitions of potential warnings and alerts generated by the system, and how to respond to each.
- Access to online data platform
- Basic troubleshooting
5. Reporting requirements
- Assessment, design, concrete implementation plan and milestones Report within 4-6 weeks of signing the contract;
- Agreed Service Level Agreement as part of Maintenance plan
- Progress Reports by 1st day of every week;
- Minutes of Meetings within 2 days after the meetings;
- Technical Assessment/Tests
- End of Project report and Electronic drawings and documentation support manuals 1 week before handover.
- All reports can be submitted electronically by email.
- Payment Schedule
Payment Instalment No
Description of deliverables
Payment
01
On completion of the final assessment of the project site, submission of inception report covering design, detailed implementation plan covering all aspects of the project activities like deployment of team, supply of equipment, installation (Contractor shall provide five copies).
5% of total Contract amount.
02
On submission and acceptance of all technical drawings, delivery of solar panels & all related accessories on site and starting installation of the System.
35% of total Contract amount.
03
On completion of installation of the Solar PV System covering testing, commissioning, handover of the running system and finalizing the Service Level Agreement as part of Maintenance plan.
55% of total Contract amount.
04
Certificate of Final Completion at the end of the Defects Liability period after one year of substantial completion or handing over of the project.
Retention money 5%
Note: After one week of signing off the contract the Contractor will submit the following documents to UNICEF:
- Performance Guarantee with 5% of the total contract amount and
7. Qualification requirement of the company/institution/organization
- The lead company be international with active experience in design and implementation of Solar Photovoltaic similar services for at least 5 years. They need to show evidence of having leased equipment or have capacity to handle leasing agreements.
- The company should be registered and valid licensed to provide the selected Services.
- The company should have implemented or ongoing 3 (three) contracts of similar nature with organizations/ companies of similar magnitude and complexity in the last 2 years or recent contracts. Bidder should add the technical information of the products used in the response.
- All bidders shall provide in Qualification Information, a preliminary description of the proposed work method and schedule, including drawings and charts, as applicable.
- All bidders shall include the following information and documents with their bids:
- Major items (Lifting Equipment, Test Equipment's) of installation equipment proposed to carry out the Contract.
- Calibration Certificates of Instruments
- Training certificates of skilled workers
- All documents mentioned in Technical Specification (Annex 1).
| Link | Description | |
|---|---|---|
| http://www.unicef.org | LRPS-2020-9158692 To provide Solar PV system for UNICEF Cox’s Bazar office covering design, supply, install, test, commission and maintenance of the system |