Solar System in Bint Jbeil Office and Provision of PV Panels

 TERMS OF REFERENCE

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.

 

OVERVIEW

Title and brief description of the requirement

Oxfam is seeking a supplier to install PV solar system in SLWE Bint Jbeil main office and to deliver 100 PV panels to Kounin Village, Bint Jbeil.

 

Delivery location

SLWE Bint Jbeil main office, Bint Jbeil.   Kounin Municiplaity, Bint Jbeil District.

Contract start date

08 Aug 2025

How to apply

Interested candidates are invited to submit:

A quotation describing goods and the financial offer. 

See section ‘4. Application Process’ for further details

Deadline for submission of offers

03 Aug 2025

Specific considerations

The work includes the installation of solar system in one location and the provision of PV panels in different location. 

 

1. BACKGROUND AND CONTEXT

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. 

 

2. SPECIFICATION OF GOODS REQUIRED

The contractor must install a full PV solar system in SLWE Bint Jbeil Main Office and to deliver only 100 PV panels to Kounin Municipality as specified below: 

2.1 SLWE Office:

1. Supply, install, test and commission of Solar module of a Crystalline technology 600 Wp or higher
   1. Manufacturer must be one of the worldwide renowned solar manufacturers, Tier 1
   2. Power tolerance: 0-3%
   3. Module Efficiency: higher than 21%
   4. Cell type: N type Mono-crystalline
   5. Dimension: 2465x1134x35mm
   6. Frame: anodized aluminium alloy
   7. Operating temperature -40°C to +85°C
   8. Relevant codes and standards: IEC 61215, EN/IEC 61730, IEC 62716, IEC 61701, IEC 60891 ed2.0, IEC 60904, NL 137 Produced in ISO 9001 and ISO 14001

 

2. Supply and connect DC cables from PV to the Inverter.
   1. Cables shall be of high quality and UV, heat, cold, water, oil, and abrasion resistant. 
   2. All cables shall be protected and insulated. 
   3. Voltage rating: 600/1000V.
   4. Official manufacturer certifications must be achieved and submitted for the following: TUV, ROHS, CE,

class 5, IEC 60228. Manufactured according to the international standard EN 50618- H1Z2Z2-K

 

 

3. Supply and install high quality hybrid solar inverter of 20kW
   1. Supply, install, test and commission of minimum 20 kW Solar inverter, overload/short circuit protection , built in MPPT solar charge controller, able to operate industrial /electric motor application ( withstand  starting current surge ) with all the needed accessories (AC/DC breakers,...)
   2. The Hybrid inverter should have all the technical requirements for connecting to the Grid and provision of Intentional Islanding with facility for connecting to a battery bank.
   3. The Hybrid inverter shall include appropriate self-protective and self-diagnostic feature to protect itself and the PV array from damage in the event of inverter component failure or from parameters beyond the inverter’s safe operating range due to internal or external causes
   4. Nominal Voltage: 230V/415V
   5. Nominal Frequency: 50Hz
   6. Operating Frequency: 47.5 to 50.5Hz
   7. Waveform: Sinewave
   8. Efficiency: Efficiency shall be >97%
   9. Installation shall be conducted in accordance with approved standards, as per manufacturer’s recommendations, and to the satisfaction of Oxfam Engineer
   10. MPPT: MPPT range must be suitable to individual array voltages
   11. Casing Protection Level: IP-54 for internal units and IP-65 for outdoor units 3.12 LCD Display.

1. 13. Communication Interface: RS485/ RS232/Wi-Fi 
   14. Harmonics: AC side total harmonic current distortion < 3%
   15. Integrated equipment protection: Protection, AC Output Short Circuit Protection, DC Component Monitoring, Arc Fault Circuit Interrupter (optional), Protection, AC Output Short Circuit Protection, DC Component Monitoring, Arc Fault Circuit Interrupter (optional), Anti-islanding Protection, DC Switch, Insulation Impedance Detection, Residual Current Detection.
   16. Surge Protection Level: TYPE II(DC), TYPE II(AC)
   17. Warranty Period 5 years

 

4. Supply, install, test and commission of galvanized metallic support structures, G90 type, with all needed accessories for a complete installation. 
   1. Support structures mounting arrangements should comply with applicable building codes, regulations and standards to ensure the best efficiency.  Particular attention should be given to wind loads on the PV generators and their structures so that they withstand winds up to 120 km/h, (thickness and details of the steel structures to be validated by Oxfam Engineer. 
   2. Installation works shall be carried out in accordance with approved standards, as per the manufacturer’s recommendations, and to the satisfaction of Oxfam Engineer.
   3. Tilt and orientation of PV must be optimized for max efficient depending on the geographical location.

 

5. Supply, install, test and commission of a lithium battery bank with at least 20 kWh autonomy (2 x 10 kWh or equivalent) with all needed connections to the PV system. 
   1. Battery shall be of brand-new origin and not refurbish.
   2. Battery Chemistry: LiFePO4
   3. Installation shall include fuse/breaker protection on each polarity & monitoring system and all required accessories such as controls, wires, etc…
   4. Cycle Life ≥6000 cycles
   5. Nominal Voltage > 50V
   6. Depth of discharge > 95%
   7. Installation Wall-Mounted / Floor-Mounted / Rack-Mounted
   8. Communication Port CAN2.0 / RS485
   9. Warranty Period 5 years
   10. Certification UN38.3, IEC62619, CE, UK, VDE2510-50, CEI 0-21, FCC, UL1973, UL9540A. 
   11. In case if the battery is not wall mounted, a heavy-duty galvanized steel stand shall be provided. 

 

 

6. Battery cables. 
   1. DC cable type 
   2. Thickness greater than 50mm2

 

7. Supply, install, test and commission of surge arrestors, circuit breakers, fuses, electrical boards, etc.
   1. surge arrestors: type 1+2
   2. EU origin or equivalent

 

8. Supply, install, test and commission of earthing system
   1. supply, install, test and commission of earthing system as per technical specifications. All PV panels frames, Mounting Structure, Cable trays & All PV equipment and metallic structures on roof should be properly earthed. 
   2. Copper rods, tap-clamps, earthing pits (earthing cable, earthing rods, clamps, interconnection wires, earthing pits and all system accessories) as would be needed to get a maximum of 5 Ohm. Interconnection to existing earthing system.

 

 

9. Supply, install, test and commission of lightning protection system
   1. Supply, install, test and commission of a lightning protection system covering the total area of the PV field (maximum resistance of 5 Ohm)

 

10. Final commissioning of the system with 1 years after sales services
    1. The contractor shall provide 5 years warranty of the system
    2. The contractor shall submit as-built drawings
    3. The contractor must submit Operation and Maintenance Manuel   
    4. Any element installed in the scope of this project should be clearly referenced and labelled. References are to be clearly shown on As-Built drawings

 

 

2.2 Kounin Municipality: 

Supply of 100 PV panels (Tier 1) of nominal power equal or higher than 550 Wp to be compatible with the existing PV panels below specifications: 

1. Rated maximum power: 550 Wp.
2. Cell Orientation: 144 (6*24)
3. Output Cable: 4mm2  
4. Glass: Single glass, 3.2mm coated tempered glass
5. Frame: Anodized aluminium alloy frame
6. Power tolerance: 0-3%
7. Voltage at Pmax (Vamp): 41.95 V
8. Current at Pmax (Imp): 13.12 A
9. Open-Circuit Voltage (Voc): 49.80 V 
10. Short-Circuit Current (Isc): 13.98 A
11. Voc and Isc Tolerance: 3%
12. Maximum System Voltage: 1500 V 
13. Maximum Series Fuse Rating: 25A
14. Module efficiency: 21.3%
15. Dimensions: 2279*1134*35 mm
16. Panels shall be packed, transported, and delivered to the roof of the municipality of Kounin (3 floors high), located in Bint Jbeil District, Nabatiyeh Governorate. 
17. The supplier must deliver the panels only; the municipality will do the installation. 
18. The supplier’s relationship will directly be with OXFAM staff. 
19. Oxfam staff will be responsible to inspect and confirm the delivery of the panels.

Oxfam has the right to increase or decrease quantities at the same unit cost.

20. Any item not complying with the specs will be rejected. 
21. The supplier shall submit comprehensive data sheets meeting the minimum requirements listed. 
22. The supplier shall submit warranty of the product. 
23. Oxfam will inform the supplier on the exact date of delivery. 

 

Note that this purchase may be incorporated into a framework agreement which means that the cost quoted will be considered for delivery and installation of items to cover South Area and not only SLWE and Kounin village.

 

If the supplier wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam ´s objectives) these must be considered as an alternative offer. The Supplier must make alternative offers in a separate letter to accompany the offer. OXFAM is under no obligation to accept alternative offers.

 

 

Bill of Quantity 1: SLWE Office 

 

Item

Description of items

Quantity

Unit

Unit price $

Total price $

 

 

Solar PV Module

 

 

 

 

 

1

Supply, install, test and commission of Solar module of a Crystalline technology 600 Wp or higher, Total Rated Max.

power: 600WP

pcs

34

 

 

 

2

Supply and connect DC cables from PV to the Inverter

LS

1

 

 

 

 

Solar Inverter 

 

 

 

 

 

3

Supply, install, test and commission of minimum 20 kW

Solar inverter, overload/short circuit protection, built in

MPPT solar charge controller, able to operate industrial /electric motor application (withstand starting current surge) with all the needed accessories (AC/DC breakers,)

Pcs

1

 

 

 

 

 

 

Metallic support Structure

 

 

 

 

 

4

Supply, install, test and commission of galvanized metallic support structures, with all needed accessories for a complete installation. 

 

LS

34

 

 

 

 

 

Battery bank 

 

 

 

 

 

5

Supply, install, test and commission of a lithium battery bank with at least 20 kWh autonomy (2 x 10 kWh or equivalent)

LS

1

 

 

 

6

Supply and install Battery cables,Thickness greater than

50mm2

LS

1

 

 

 

Electrical Accessories

 

 

 

7

Supply, install, test and commission of surge arrestors, circuit breakers, fuses, electrical boards, etc.

LS

1

 

 

 

8

Supply, install, test and commission of earthing system.

LS

1

 

 

 

9

Supply, install, test and commission of lightning protection system.

LS

1

 

 

 

 

Installation and after sales support

 

 

 

10

Final commissioning of the system with 1 years after sales services. 

LS

1

 

 

 

 

 

 

Total

 

 

 

VAT (11%)

 

 

 

TOTAL (after VAT)

 

 

 

               

 

 

 

Bill of Quantity1- Provision of 100 PV panels to Kounin: 

 

Item

Description of items

Quantity

Unit

Unit price $

Total price $

1

Supply and deliver PV panels of 550 Wp.  

100

Pcs

 

 

2

Delivery of panels to South area 

1

LS

 

 

 

 

 

Total

 

 

 

 

VAT (11%)

 

 

 

 

TOTAL (after VAT)

 

 

 

 

 

 

3. TIMEFRAME AND PAYMENT SCHEDULE 

The supplier shall deliver the works in 13 days. 

Remuneration is based on the full delivery of the panels. 

No.

Deliverables

 

 

Estimated Dates

% Payment

1

DELIVERABLE: 

1. Installation of solar system 
2. Delivery of 100 PV panels

 

 

18 Aug 2025

100 %

 

 

 

TOTAL

 

100%

  

4. APPLICATION PROCESS

Submission instructions

Quotations and applications must reach Oxfam no later than 3rd of August 2025, Midnight, Lebanon time.

Responses must be submitted in English, electronically or by hand to: lebanonprocurement@oxfam.org.uk

The subject of the mail should be: [Supply of PV panels+ [Name of bidder] 

Any questions, remarks or requests for clarification can be sent up to 4 days before the submission deadline in writing. The (anonymised) questions will be answered to all applicants.

Administrative requirements  

To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application:

Documents to be submitted

Importance

1

Supplier Quotation/Proposal (description of the goods/services/works provided as per the specification, including any details of quality, brand and a clear indication of pricing 

• All prices must appear in USD with unit prices, total price and with a breakdown of applicable taxes (specify the VAT rate if applicable).
• Date and validity of quote must be included
• Supplier shall submit comprehensive technical data sheets showing specs and features of the PV panels. 
• Warranty letter.  

 

 

Mandatory

2

Proof of registration: The bidders also must include a copy of their registration at the relevant Chamber of Commerce and / or document showing self-employed tax registration.  

Mandatory

3

Evidence of previous work

(List of similar projects with INGO’s)

Mandatory

4

Reference list showing company name, contact name, and phone number. 

Mandatory

5

Work Plan and Delivery Timeline showing delivery date 

Mandatory 

 

Evaluation and award criteria

 

The quotations will be assessed according to the following criteria and distribution of points:

Award Criteria

 

Max. points

Technical criteria

 

 

Capability / competence of bidder to perform the work / service required

Demonstrated expertise and experience in the same domain (10pts)

70

 

Previous experience with Oxfam (5pts)

Previous experience with the NGO sector (5pts)

References (5pts)

 

Quality of products/ services and ability to meet requirements

Meeting technical specifications OR Level of understanding of work/service required (Data sheets) (20pts)

Warranty (15pts)

Ability to meet delivery date (5pts)

Value for money (5pts)

 

Financial criteria

 

 

Financial offer

Total cost of the offer

 30

 

TOTAL:

100

 

Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential suppliers and their teams.

5. OTHER CONDITIONS

Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding

6. CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards and expect all Oxfam suppliers to demonstrate commitment towards them. 

All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anticorruption that suppliers must follow.

 

 

 

[1] Non-Staff Code of Conduct applies for any self-employed individuals or contracted employees of suppliers who are working on Oxfam sites, or who have access to Oxfam materials, or who may represent Oxfam in any manner but are not part of Oxfam’s legal entity)