RFQ-LBQZQ-23-0103/ Rehabilitation of the Solar Water Pumping System in Al Maslakh – Baalbeck.

Terms of Reference for Service Provider to Conduct

Rehabilitation of the Solar Water Pumping System in Al Maslakh - Baalbeck

Oxfam Lebanon Programme

Background

Oxfam is a global movement of people, working together to end the injustice of poverty. Oxfam has been working in Lebanon since 1993. We provide humanitarian assistance to vulnerable people affected by conflict, and we promote economic justice and good governance, and women’s rights. Oxfam also works with local partners to contribute to the protection and empowerment of marginalized women and men.

In responding to the Syrian Refugee Crisis, Oxfam addresses the emergency water needs through WaSH service provision to populations residing in informal settlements; and to those of the Lebanese host communities through efforts to improve water infrastructure and management systems.

Objective

Oxfam is seeking for a service provider to rehabilitate Al Maslakh - Baalbeck solar water pumping station.
 

Expected Deliverables

1. Service provider is requested to conduct troubleshooting to the existing solar water pumping station of different components including:
   • Inverter
   • Solar modules
   • Control system
   • All electrical accessories
   • …
2. Supply, install, test and commission of 5 kWp solar hybrid PV system to power the existing control system, indoor lighting, CCTV, and chlorination system.
3. Replace 10 broken PV modules: supply, install, test and commission of 10 PV modules (Polycrystalline type - 320 Wp) 
4. Rehabilitation of the station control room and chlorination room including (plastering, painting, door maintenance...)
5. Check the operation of the complete PV solar pumping system.
6. Provide inspection report including findings and recommendations for the additional work needed to ensure the functionality and operation of the system.

Location of the station

Location: Al Maslakh - Baalbek (34.0008109, 36.1902947).

Information about the PV plant

The PV plant consists of 512 PV panels of 320 Wp each, for a total nominal power of 162.840 kWp operating a 125 HP submersible pump at 196 m depth with a flowrate of 46 m3/h.

Content of Works

• The service provider will conduct a troubleshooting for the different components of the station.
• The service provider will be responsible to do the needed works to operate the PV system.
• The service provider will be responsible on rehabilitating the control room.
• The service provider will be responsible on rehabilitating the existing chlorinating system.
• The service provider will check the complete solar PV system.
• Oxfam will amend the work with the service provider to complete what might be requested to ensure the functionality of the system.
• The service provider relationship will be directly with Oxfam staff and not with the BWE team.
• Oxfam staff to monitor and confirm the work.
• The service provider should seek Oxfam’s approval for each requested item before installation.
• Service provider must ensure safety and security/prevention to avoid any accident while working.
• The service provider will be responsible to provide transportation for himself.
• The service provider will submit full technical inspection report, including findings and recommendations for the additional work needed to ensure the functionality and operation of the system.

Bill of Quantity

Description

Unit

Unit Cost (USD)

Total Cost (USD)

Supply, install, test, and commission of 5 kW monophase Hybrid Solar Inverter and all other related works. The inverter shall power the existing control system, indoor lighting, CCTV, and chlorination system, as per technical Appendix I.

(Warranty shall be 5 years)

1

Supply, install, test and commission of Solar Modules of a Crystalline technology 545 Wp or higher, as per technical Appendix I.

6

Supply, install, test and commission of G90 Galvanized steel support structures, with all needed accessories for a complete installation, as per technical Appendix I.

LS

Supply, install, test and commission of accessories, wires, AC and DC breakers, protection devices and all necessary component for the proper protection and functioning of the system and all other related works, as per technical Appendix I.

LS

Supply, install, test, and commission of Lithium battery not less than 5 kWh, 200 Ah 48VDC, 6000 cycle depth of discharge is 95%, the battery system shall be mounted on rack or wall mounted, well ventilated including all required cables and accessories, as per technical Appendix I.

1

Refurbishing the pump control room internal and external walls

LS

Refurbishing the chlorination room internal and external walls

LS

Refurbishing of the exiting doors and openings. Painting in epoxy blue colour after applying the needed maintenance.

LS

Re-arrangement of the existing AC cables in the control room and checking the Automatic Transfer Switch (ATS) (contactors)

LS

Supply and install the safety signs, as per technical Appendix I.

LS

Supply, install, test and commission a CCTV system and cameras

LS

Supply and install of fire extinguisher 6 kg, type ABC dry powder

1

Supply and install of fire extinguisher 5 kg, type CO2

1

Supply and install of a first aid kit.

1

Checking the PV system protection and cabling (DC Fuses, DC cables…) and arrange the DC cables.

LS

Checking of the existing mounting steel structure (supporting 512 PV panels) including welding of damages, scraping and removal of rust followed by removal of paint and apply new black epoxy painting

LS

Check the complete operation of the solar pumping system and monitor the operation for 3 days

LS

Supporting photos in Appendix II.

The Service provider must:

Visit the work site before submitting his technical offer and must match the technical offer with the actual status for the execution.

Ensure that the supplied items are brand new not renewed, and that applies to all the supplied items. Preference is given to the items that have proven technical quality and efficiency during the operation.

Coordination and Supervision

The activity will be supervised by Oxfam’s solar team. Oxfam may assign additional staff during the implementation of activity.

Questions / Request for clarification

Any requests for clarification may be submitted by email to eelkhoury@oxfam.org.uk ccing SHeneskehian@oxfam.org.uk

Delivery time

The optimum execution period for the project is between 10 and 15 calendar days starting contract signature.

Timeframe and Payment

100% payment after completing the service, submitting the final report and financial documents.

Tenders’ evaluation and other considerations

The contract will be awarded to the administratively and technically compliant tender that is the most economically advantageous, considering the quality of the services offered and the price of the tender, otherwise referred to as “best value for money”. Tenders will be evaluated on the criteria listed below:   

CRITERIAS

Award criterias

Max. Score

% of overall

Capability / competence of tenderer to perform the service required

Experience in implementing of similar type of works, of similar scale

30

30%

Experience with Oxfam or other international NGOs of a similar Oxfam volume.

Experience working with the Bekaa Water Establishment

Qualifications, skills, languages, or experience of key personnel engaged in the project

Quality / Understanding of requirements

Meeting technical specifications (quality, methodology, etc.) OR Level of understanding of work/service required

30

30%

Ability to meet delivery dates OR Reliability of plan proposed

Prices for

Services

Price proposal of service in accordance with the request

40

40%

TOTAL MAXIMUM GENERAL SCORING

100

100%

Contract will be awarded to highest scored bid provided it passes all the following criteria:

• Bidder shall be fully compliant with the present TOR.
• List of customers (solar projects) in the past years (including power of the system, name of contracting party, contract value and date of completions).
• The bidder must have a minimum of 2 years’ experience in construction of solar photovoltaic solutions (bidders with less than 2 years of experience are not eligible)
• Bidder PV projects references including contact names and phone numbers.
• CVs of bidder’s key personnel to be mobilized for this project (project manager, electrical engineer, field supervisor, civil engineer).
• Bidder financial statements for the last three years.
• Bidder shall submit at tender stage the following documents:

• Datasheets, certificates and any other technical documents to show compliancy of all the specified components in Appendix I. This shall include at least:
  • PV modules,
  • inverter,
  • all electrical accessories such as DC & AC cables, DC & AC SPD’s, DC and AC switches and fuses, changeover switch.
• Time delivery schedule over 10 to 15 days.
• Proposed methodology of work clearly developing the expected work phases.

• Bidder shall provide completed priced Bill of Quantities (BOQ)
• An organisational (human resources) chart
• Company Profile.

Appendix I: Technical Specifications

I.1.          Solar photovoltaic (PV) Modules:

The service provider shall supply, deliver, and install the PV modules according to the following criteria:

• PV capacity at STC (Wp) shall be at least 5 kWp.

• PV-modules must have a product warranty of at least 10 years and a linear power warranty of at least 97% after 1 year, 90% after 10 years and 80% after 25 years. All PV-modules must be plus-sorted and thus deliver more power than their designation indicates. This must be clearly stated in the manufacturer's data sheet.

• All modules must be of a robust design. Only certified Polycrystalline or Mono-crystalline silicon modules will be accepted from Tier1 Manufacturers.

• Number of cells in a module: 144 cells.

• Rated power of the PV panel > or = 545Wp at STC.

• Module conversion efficiency: greater or equal to 20.8 %.

• Module DC voltage up to 1000 VDC.

• Cell protection: Cells should be protected by antireflective coated tempered glass.

• Module shall withstand load up to 5400 Pascal.

• I-V curve should be supplied.

• PV modules must be approved to IEC/EN 61215 ,61730-1/2, certified and listed. Certifications have to be issued by an internationally recognized laboratory.

• Measures against Potential Induced Degradation (PID)

• Including but not limited to:

• All fixing accessories on module framing.
• Earthing of the PV modules.
• Device preventing any risk of electrolytic couple.
• Report flash testing of the modules to be provided before installation.

• The  PV  Modules  shall  be  clearly  labelled  and  permanently  marked  with  a  data  plate  containing  the following  information:  manufacturer’s  name  and  physical  address,  type/model  number,  the  watt-peak power rating at STC, open circuit voltage and short circuit current, voltage and current at maximum power point,  tolerance  and  temperature  coefficient,  country  of  manufacture,  certification,  e.g:  UL  listing,  IEC 61215,ISO certification, with fool-proof +ve/-ve connectors.

• Tilt and orientation of PV modules have to be optimized for maximum yearly energy output.

• PV module wiring, and associated components should resist to UV, wind, water and other environmental conditions. Wiring and components should be fit for this purpose and built in such a way as to minimize exposure to detrimental environmental effects. Particular attention is drawn to the need for prevention of water accumulation in cable/ module support systems.

• Provide manufacturer’s flash test report for each panel used in the project.

I.2           Steel Structural Design Criteria

The service provider shall provide his own proposal with the drawing guidelines and in conformity with the international and national standard codes.

Service provider shall supply, deliver and install G90 Galvanized support structures according to the following criteria:

• The service provider shall limit his structure installation to the allocated area.

• Particular attention should be given to wind loads on PV modules and structure so that they withstand up to 140 Km/h gust speed.

• Particular attention should be given to snow loads on PV modules and structure.

• Wind and snow load calculation study for PV array should be presented according to international structural codes software simulation.

• Safety procedure for Steel Structure should be planned to avoid any injury to site, equipment, and personnel. Fire extinguishers, water buckets, safety gloves, life rope, helmets, safety shoes, welding masks…. And other needed PPE, are mandatory during the welding process

I.3           Hybrid (On/Off) Inverter

Service provider shall supply, deliver, and install hybrid (On/Off grid) inverter according to the following criteria:

• Rated power of the inverter should be Monophase Hybrid 5 kW (capable of charging Lithium battery (ies))

• The inverter must have a product warranty of at least 5 years and an efficiency of at least 97% according to international standards by the end of the warranty term.

• Should be connected in parallel with a back-up generator in addition to EDL public Grid.

• The single-phase inverter shall be of 230 V and 50 Hz output

• Insulation testing feature on DC side.

• AC type 1+2 surge arrestor shall be provided on the AC side.

• Acoustic noise less than 45 dB (A).

• Ground connection of the inverter to the equipotential bonding conductor and to the protective conductor on the AC Side.

• Suitable consideration of the inverter ventilation to avoid potential capacity de-rating.

• Inverter must meet following standards: EN 62109-1&2, EN 61000-2 & 3.  Safety according to EN 60335-1, 60335-2-29. Emission and immunity according to EN 55014-1, EN 55014-2, EN 61000-3-3. Anti-islanding according to VDE AR-N 4105.

• Minimum manufacturer warranty of 2 years from commissioning.

I.4           Lithium Battery

The battery bank provided for this project shall comply with the below specifications:

• Lithium Ion LIFePO4

• Maintenance free Battery bank

• Built in BMS integrated into battery

• Battery Capacity 5 kWh, 200Ah

• Maximum DoD > 95%

• Operating ambient Temperatures: Discharging: -30 to 50 °C Charging: 0 to 50 °C.

• Equipped with battery connectors

• Allows both indoor and outdoor installation

• IP55 rating or higher

• Battery Warranty: 10 years

I.5           Site CCTV monitoring:

Service provider shall supply, deliver and install a CCTV system with cameras installed to monitor the PV field according to the following criteria:

Supply, install, test and commission CCTV system as per specifications

• DVR. 4CH, DS-7104HGHI-F1, H.264+, AHD, CVI, TVI Up to 2MP, Analog, IP Up to 5 MP, Up To 4-ch IP Cameras Connected, Full channel recording at up to 1080p lite resolution, Audio: 1 Rca, HDMI/

• 4 HD Cameras | Bullet | 2MP TVI, 3.6mm, IR: 20Meter

• Hard Disk | 3.5" | 4 Terra | SV |Seagate SkyHawk Surveillance HDD, SATA, RPM: 7200

• Cable | RG-59 | 92M | Thin | Black CCTV System | Cable | RG-59 | 92M | Thin | Black Video, Audio, Power.

• Power Supply | 12V | 15A

• Connector | BNC Cable | BNC Male| DC Male BNC & DC Cable: 20cm

• Connector | BNC Cable | Male Shield BNC Male Open-End Wire 30cm w/ Shield

• Power Cable | German Plug - Open Cable End, 3x0.5mm Open End Electrical Cable German Plug 3x0.5mm Open End Electrical Cable German Plug

• Cable | HDMI | 1.5 m HDMI Male - Male Cable 1.5m

• Power Strip | 5 Outlet UK | 2x0.75mm | 2M | Outlet, UK, 5x Socket, Choko 4.0mm, Cable 2m, 0.75mm

• Cabinet | 4U | 60x45 Wall Mount, (W:60 x D:45 x H:30) cm

• Minimum manufacturer warranty of 2 years from commissioning.

• CCTV system to be remotely monitored through internet access.

• Detailed shop drawing of the CCTV system shall be submitted for approval.

I.6           Monitoring and Control Equipment

The service provider must check troubleshoot the existing monitoring system for PV system including the:

Manual-Mode Operation:

The system shall operate manually from solar PV system (DC Source) and in case the operator needs to shut down the pump inverter, and switch to the existing AC source, an MTS shall be installed switching between the pump inverter output and the starter output prior to the pump.

Pump Runs/Stops If:

The pump shall operate normally from the solar PV or Grid/ Generator side unless:

-              Any fault detected from pump inverter, pump stops

-              Any fault detected from existing starter, pump stops

The pump shall stop operating at any fault detection mentioned above and shall resume its operation after a manual reset and safety time frame has passed (time frame is set at 10 min and can be edited through the interface).

I.7           Protection Circuits and Cables (based on the requirement):

The service provider shall supply, deliver, and install the protection circuits and cables according to the following criteria and as per BoQ, field engineer recommendation; :

• Circuit breakers should be provided for short-circuit conditions.

• All electronics components must take into consideration temperature compensation issues.

• Full protection against open circuit, accidental short circuit and reverse polarity should be provided.

• All circuit breakers, fuses, disconnects and cables used on DC side must be listed or recognized for use in DC circuits where applicable. Equipment only rated for use in AC circuits will not be permitted for use in DC circuits.

• All cables and items that are exposed to the sun should be UV resistant.

• All cables installed must follow the specifications listed in the BOQ and minor voltage drop (voltage drop less than 2% on DC side, and less than 4% on AC side)

• Solar cables (Photovoltaic cables) specifically manufactured for solar applications shall be used. They should be manufactured according to the international standard EN 50618- H1Z2Z2-K.

• Electrical junction boxes shall be UV resistant, IP65, weatherproof.

• Earthing and lightning protection systems of the installation shall be verified (less than 5 ohms).

• Provide at least one AC disconnector located adjacent to the inverter.

• Provide a lockable manual transfer switch between the Grid/Generator input and the pump inverter directly connected to the pump, in case of solar system emergency shutdown.

• Provide at least one DC disconnector adjacent to the inverter.

• Surge suppression on the DC and AC side of the inverter must be provided near the inverter and DC surge protection near the PV modules.

• Minimum warranty of 2 years from commissioning.

I.8           Electrical room rehabilitation

The existing electrical room at well should be cleaned and rehabilitated to accommodate the new inverter and lithium battery.

The service provider shall re-arrange of the existing cables.

The service provider shall refurbish the internal and external walls of existing electrical room.

The service provider shall refurbish the exiting doors and openings. Painting in epoxy blue color after applying the needed maintenance is recommended.

I.9           Chlorination room rehabilitation

The existing chlorination room at well should be cleaned and rehabilitated.

The service provider shall refurbish the internal and external walls of existing chlorination room.

The service provider shall refurbish the exiting doors and openings. Painting in epoxy blue color after applying the needed maintenance is recommended.

I.11         Safety Signs

The service provider shall supply and install the following safety signs which shall be treated against oxidation, and supplied with the descriptions below:

• Danger High Voltage

• Warning do not touch

The minimum dimensions of the safety signs must be 20 cm height and 50 cm length.

The service provider shall provide signage at all disconnecting means including switches and circuit breakers in accordance with NEC article 690.17.

I.12         Fire-Fighting Equipment

Each electrical room shall be provided with portable dioxide (CO2) fire extinguishers, complete with a gauge and wall bracket:

• Supply and install of fire extinguisher 6 KG, type ABC dry powder
• Supply and install of fire extinguisher 5 KG, type CO2
• Supply and install of a first aid kit

In addition to the above equipment, the site should be equipped with at least the following items:

Portable Power Emergency lights.

Electrical sockets for maintenance.

I.13         Testing and commissioning

Service provider shall execute the following PV tests:

• PV string test to assess each string performance.
• Inverter test to assess inverter performance.
• Cables insulation resistance test to assess cables integrity.
• Earthing test to assess earthing performance.

Methodology of the above tests shall be submitted for approval by the consultant prior to execution.

I.15         Documentation

After contract award all the here below documents shall be prepared by the service provider in line with the here above specifications and requirements and submitted for approval by the consultant prior to execution.

• Document submittal schedule (to be submitted 3 days after contract signature).
• Project execution schedule.
• All system’s components datasheets and certificates, highlighting the specific models and selections of parts that will be used in the project, with quantities if need be.
• PV modules layout indicating the configuration and the required space, with schematic drawings of the allocated area for PV array.
• CCTV shop drawing

I.16         Warranty, Defects Liability, Service and Maintenance

a.            The preliminary completion date is the date at which the service provider completes all his works, commission the system and train the BWE operator and get a provisional acceptance certificate from the Oxfam staff.

b.            The final completion date is the date at which the warrantee period starts. The Oxfam staff shall issue a final acceptance certificate.

c.             The Service provider Warrantee Period shall be one year from final completion date.

d.            The Service provider warrantee shall cover all works, manpower, spare parts, replacements, resulting from failure of equipment, systems and accessories supplied by the Service provider, except when said failures are due to Client’s fault.

e.            All components of the system mentioned above shall also be covered by the manufacturer’s guarantee.

f.             Rectification of all defects developed in the solar pumping plants during Warranty period shall be done by the service provider promptly, at most within two (2) days from date of receipt of the complaint.

g.            It is understood that any alteration made to the equipment or accessories without the prior approval of the Service provider will automatically cancel the remaining warranty period on the affected part.

h.            Prior to the final completion date, the service provider must be available to answer any request that comes from the operator. The reply delay should be within one week.

Appendix II: Supporting photos

Figure 1: Satellite view of the site

Figure 2: The building “Al Maslakh” under renovation

Figure 3: Photos taken inside the control room

Figure 4: Existing mechanical connections and valves

Figure 5: Water reservoir (volume 1000 m3)