Supply and Installation of Solar System in Halousieh

Please review the attached ToR for comprehensive information

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 qualified supplier for the supply, install, test, and commission of a photovoltaic (PV) solar system in Halousieh, South Lebanon.

• The scope of works includes the installation of a PV solar system to operate a 23 hp booster pump.
• In addition, the supplier shall install 56 PV modules as an expansion to the existing solar system serving the main water station in Halousieh.

Delivery location

Halousieh, Tyre District.

Contract start date

1 October 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

 28 September 2025

Specific considerations

The work includes the installation of solar system in one location and installation of 56 PV modules in other 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 should install a photovoltaic (PV) solar system to power the 23 hp booster pump in Halousieh, South Lebanon. The pump is required to lift water from the well to the main storage tank, overcoming a vertical head of approximately 50 meters and a linear distance of about 250 meters. The solar system should be designed to ensure efficient operation, continuous performance, and long-term reliability of the water supply infrastructure.

Location: 33°18'22"N 35°19'50"E

and additionally, the contractor should add 56 photovoltaic (PV) solar panels to the existing solar system at the Halousieh water station in South Lebanon. This station operates a 100 hp pump that supplies water to the village. However, the current solar system was not designed with sufficient capacity to reliably start and operate the pump according to the community’s needs. By expanding the system with an additional 56 PV panels, the overall efficiency and performance of the installation will be improved, ensuring a sustainable and continuous water supply for the village.

Location: 33°18'14.5"N 35°19'47.2"E

1. General Tasks

• Mobilization of workforce, equipment, and materials to the site.
• Site preparation including excavation, minor demolition, and temporary facilities as required.
• Demobilization and clearance of the site upon completion of works.
• Supply and installation of an approved project information board.

2. Civil Works

Concrete Works

• Excavation, leveling, and compaction of trenches for strip foundations under agricultural soil conditions.
• Construction of continuous reinforced concrete strip footing (0.5 m wide × 0.4 m deep).
• Reinforcement:
  • Bottom: Longitudinal:12 mm rebars (4 bars) / stirrups:  10 mm U shaped bars @ 200 mm spacing
  • Top: 12 mm rebars (2 bars).
• Gravel bedding of 150 mm compacted crushed stone below footing.
• Backfilling with selected soil after curing.
• Anti-soil settlement measures.
• Total foundation length equivalent to approx. 360 m² area for 56 panels.

Steel Works

• Supply and installation of G90 galvanized steel structure, hot-dip treated for corrosion resistance.
• Including plates, anchor bolts, nuts, and connections for 56 solar panels.
• Designed to withstand 130 km/h wind load and snow loads per standards. Design to be validated by Oxfam team.
• Supply and installation of accessories (end clamps, mid clamps, screws, nuts, bolts) for 56 modules.
• Tilt and orientation of PV panels must be optimized for max efficiency as per the geographic location.

3. Electrical Works

PV Panels

• Supply, install, test, and commission 56 mono-crystalline half-cut cell modules.
• Technical specifications:
  • Power: 575–610 Wp each.
  • Efficiency ≥ 23%.
  • VOC ≥ 47 VDC.
  • Total system: ≥ 30 kWp (14 modules per string).
  • Warranty: 12 years product, 90% at 10 years, 80% at 25 years.
  • Compliance with IEC/EN international standards.

Cables and Accessories

• DC String Cables: 6 mm² XLPE, UV resistant, halogen-free, flame-retardant, voltage up to 1.5 kV.
• Copper DC Cable: 2×35 mm², XLPE insulated, resistant to -40°C to +120°C, UV and fire resistant.
• AC Cables: 3×16 mm² copper cable with junction boxes, trays, cleats, and all accessories.
• DC Combiner Box: Waterproof IP65, Class II, 5-string capacity, surge arresters, PV fuses, MCCB, bus bars, reverse polarity protection.

VFD System

• Supply, install, test, and commission 22 kW solar VFD (AC/DC hybrid input).
• Features:
  • ≥ 97% efficiency, MPPT ≥ 99%, THD ≤ 3%.
  • Overload capacity 50%.
  • Built-in protections: short circuit, over/undervoltage, overheating, earthing fault, lightning, speed-loss.
  • Pump protections: dry-run, high temperature, high pressure, abnormal flow.
  • Minimum 5 years warranty.

Other Electrical Components

• Sinewave filter for 22 kW VFD with protection systems.
• Manual Transfer Switch (400 VAC, 4 poles, 160 A).
• Earthing & Lightning Protection System:
  • One near PV array (frames, mounting, fences).
  • One near electrical room (all equipment connected, ≤ 5 Ohms resistance).
• AC Surge Arrester Type 1+2, 400 VAC, plus DC surge arrestor with fuses.

4. Safety, Security, and Miscellaneous

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

The system shall include:

• Air Terminals: Lightning rods on PV arrays and elevated structures.
• Down Conductors: Copper or aluminum conductors connecting rods to grounding system.

• Supply and install first aid kit.
• Supply and install 2 rechargeable firefighting extinguishers (6 kg ABC and 5 kg CO₂).

5. Commissioning and Testing

• Commissioning and testing for the solar system including
• Training of a local electrician and SLWE engineers on the operation and maintenance of the solar system for 2 days minimum.
  It also includes the defect liability period of 1 Year.
• Material submission of used equipment, single line diagram, as-built drawings, operation and Maintenance (O&M) manual.
• Preventive maintenance visit after 6 months of final handing-over.
• Site labeling for all strings, DC cables, electrical boxes, and electrical connections

6. Perimeter Fencing

• Fence height: 2.2 m total (2.0 m chain-link mesh + 0.2 m barbed wire).
• Galvanized chain-link mesh (50×50 mm, 4 mm thick).
• Galvanized steel bars (100×100 mm, embedded in 0.6 m C20/25 footing).
• Spacing: max 3 m.
• Security: 3 rows of barbed wire with tensioners.
• One galvanized steel sliding gate (4 m wide, lockable).
• Includes all concrete works, anti-rust paint, and accessories.
• Fence perimeter length confirmed after site survey.

7. Warranty

• Final commissioning with 1-year after-sales services.
• 5-year warranty on the system.
• As-built drawings to be submitted.
• Operation and Maintenance (O&M) manual required.
• All installed components must be referenced, labeled, and reflected in drawings.

8. Additional Supplier Obligations:

• the supplier’s relationship will be directly with Oxfam staff.
• Oxfam staff will be responsible for inspecting and confirming the delivery and completion of the project.
• Oxfam reserves the right to increase or decrease quantities at the same unit cost.
• Any item not complying with the technical specifications will be rejected.
• The supplier shall submit comprehensive datasheets meeting all minimum requirements.
• The supplier shall provide warranty document or letter for the entire system.
• Oxfam will inform the supplier of the exact date for project implementation and delivery.

BOQ - 1:

Item Number

Description

Unit

Quantity

Unit Price
 USD

Total Amount
USD

1.Civil Works

Concrete Works

1.1

Reinforced Concrete Strip Foundation for Solar Structure

• Excavation, leveling, and compaction of trench for long strip foundation under agricultural soil conditions.
• Foundation type: continuous reinforced concrete strip footing.
• Dimensions: 0.5 m wide × 0.4 m deep, running continuously below each row of steel supports.

Reinforcement:

• Bottom reinforcement: 12 mm rebars (4 bars) with stirrups 10 mm @ 200 mm spacing
• Top reinforcement: 12 mm rebars (2 bars).
• Gravel bedding: 150 mm compacted crushed stone below concrete footing.
• Backfilling with selected soil after curing.
• Anti-soil settlement measures to account for agricultural soil conditions.
• Total foundation length: calculated according to the array layout (approx. 360 m² area equivalent for 56 panels).

LS

1

Steel Works

1.2

• Supply and install G90 galvanized steel structure, hot-dip anti-corrosion treated.
• Including all plates, anchor bolts, nuts, and connections for 56 solar panels.
• Designed to withstand wind load up to 130 km/h and snow loads as per local standards. 56 solar panels.
• Supply and installation of required accessories: end clamps, mid clamps, screws, nuts, bolts, and other hardware for securely fixing the 56 solar modules
• Tilt and orientation of PV panels must be optimized for max efficiency as per the geographic location.

Piece

56

2.Electrical works

PV panels

2.1

Supply, installation, testing, and commissioning of Mono-crystalline PV modules (half-cut cells).

Technical requirements:

• Power rating: 575–610 Wp.
• Efficiency ≥ 23%.
• 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
• Operating temperature -40°C to +85°C
• Surface treatment: anti-reflective, anti-soiling.
• Warranty: 12 years product, performance guarantee 90% at 10 years, 80% at 25 years.
• Configuration: ≥ 30 kWp total capacity, 56 modules, 14 modules per string.
• VOC ≥ 47 VDC.
  Unit: No. | Qty: 56

Piece

56

DC and AC cables and accessories: Supply and installation of all required size cables(DC and AC) and connections between solar panels and inverter and connection to the pump main panel, including DC combiner boxes ,accessories , breakers, electrical conduits and control panel.

2.2.1

DC String Cables (VFD to Combiner Boxes)

• 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
• Supply and installation of 6 mm² DC cables between VFD and combiner boxes.
• Insulation: XLPE, UV & ozone resistant, halogen-free, flame-retardant.
• Voltage: 1.5 kV (max 1.8 kV).
• Temperature range: -40°C to +120°C.
• Voltage drop ≤ 3%.
  Unit: LS | Qty: 1

LS

1

2.2.2

Supply and install of Copper DC Cable 2x35 sqr.mm from solar farm to control room

• XLPE insulation
• the cables shall be Resistant to extreme temperatures (-40°C to +120°C), ozone and UV, zero-halogen, low-smoke, and flame-retardant for enhanced fire security.
• DC voltage of 1.5 kV and a maximum DC voltage of 1.8 kV.
• The cables Shall be suitable for permanent outdoor long-term use, under variable and harsh climate conditions.
• the DC voltage drop from PV panels to inverter shall not exceed 3%.. 

LS

1

2.2.4

Supply, install and connect 3x16sqr.mm copper cable for AC cables between Existing Panel (main distribution board / pump control panel) and new Panels (Provisional Sum)

• Including junction boxes, cable ladders or trays, cable cleats, cable glands, sealing compound, cable sleeves and all necessary accessories including conduit

LS

1

2.2.5

DC Combiner/ Totalizer Box for Up to 5 Strings (4+1spare)
Supply, install, test and commission of waterproof DC combiner Panel IP65 suitable for outdoor use, insulating cabinet.

• Maximum DC voltage: 1,500 Vdc maximum voltage
  Standards: IEC 60364-7-712, IEC 61439-1, IEC 61439-2, AS/NZS 61439-2, AS/NZS 5033.

• Electric shock protection: Class II equipment
  Embedded block diode for reverse polarity protection.
  10 X PV Fuses gPV 20 A, for positive and negative polarities as per manufacturer recommendation and norms
  10 X PV Fuses holders
  DC Surge arrester Type 2, 1000VDC or higher, with fuse protection

• Cable glands for input and output cables
  1x DC MCCB 100A/2pole, 1000VDC + DC fuse 100 A DC
  Bus bar on positive and negative polarities + any other accessories

LS

1

VFD system

2.3

Supply, install, test, and commission a 22 kW Solar Variable Frequency Drive (AC/DC hybrid input VFD) including all necessary accessories.

• Capacity & Efficiency
o Nominal power: 22 kW, designed for pump applications
o 50% overload capacity
o Total Harmonic Distortion (THD) ≤ 3%
o Efficiency ≥ 97%

• Protection & Safety
o Protected by Molded Case Circuit Breaker (MCCB)
o Equipped with DC fuses (gPV) for positive and negative polarities
o Built-in protection and diagnostics against:

•  Short circuits
•  Overheating
• Overvoltage & undervoltage
• Overcurrent
• Earthing faults
• Lightning
• Speed-loss

o Soft-start and soft-stop functionality

• Pump Protection Features
o Dry-running protection
o High-temperature protection
o High-pressure protection
o Abnormal flow rate protection

• Performance Enhancements
o Integrated Maximum Power Point Tracking (MPPT) with ≥ 99% efficiency
o Built-in DC reactor to reduce interference and improve power factor

• Warranty
o Minimum 5 years manufacturer warranty for the inverter

Piece

1

2.4

Supply, install, test, and commission a Sinewave filter for VFD Drive rated 22KW, complete with all necessary protection systems. The filter shall be housed in a properly ventilated enclosure and must be compatible with and tested by the VFD supplier to ensure seamless integration and reliable performance.

Piece

1

2.5

Supply, install, test and commission of Manual Transfer Switch, 400VAC,4 poles, 160 A, mechanical and electrical interlock All with accessories such but not limited to IP65 Enclosures, protection of live metals, earthing points, auxiliaries for positions, Terminal covers as specified, and to the satisfaction.

Piece

2

Earthing and Lightning Protection System:

2.6

Supply, install, test and commission of earthing and lightning system

• 1st one near PV arrays, to connect PV panels frames, Mounting Structure, Cable trays, fences.  All elements should be properly earthed.
• 2nd Earthing system is near the electrical room. All Electrical equipment inside the electrical room shall be connected to Earthing system the as per international standards. A maximum value of 5 Ohms will be accepted.

• The Price shall include cables, earth pits, test links, Rodes and all necessary accessories.

LS

2

2.7

Supply, install, test and commission of AC surge arrester Type 1+2, 400VAC, with circuit breaker.

DC surge arrestor with fuses.

All with accessories such but not limited to IP65 Enclosures, protection of live metals, earthing points, auxiliaries, terminal covers as specified

LS

1

3. Safety, security, and other

3.1

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

LS

1

3.2

Supply and installation of first aid kit

Piece

1

3.3

Supply and Installation of Rechargeable firefighting extinguishers 6 KG ABC type dry powder and 5 KG type CO2.

Piece

2

4.Perimeter Fencing

4.1

Fence height: 2.2 m total (2.0 m chain-link mesh + 0.2 m barbed wire).

• Galvanized chain-link mesh (50×50 mm, 4 mm thick).
• Galvanized steel bars (100×100 mm, embedded in 0.6 m C20/25 footing).
• Spacing: max 3 m.
• Security: 3 rows of barbed wire with tensioners.
• One galvanized steel sliding gate (4 m wide, lockable).
• Includes all concrete works, anti-rust paint, and accessories.
• Fence perimeter length confirmed after site survey.

LS

1

TOTAL

VAT (11%)

TOTAL (AFTER VAT)

2.2 Main Water station:

Installation of 56 PV panels to complement the existing solar system at the main water station in Halousieh:

The project includes civil works and steel structure for the PV array, supply and installation of photovoltaic modules, DC cabling works, and miscellaneous tasks including commissioning and documentation.

1. Civil Works & Steel Structure for PV Array

• Steel Mounting Structure
  • Supply and installation of a galvanized steel mounting structure with all necessary accessories (base plates, stainless steel anchor bolts, nuts, PV fixing clamps, UV-resistant PVC ties for cables, etc.).
  • Final PV arrays tilt angle set at 25°, installed on the designated roof.
  • Works include welding and painting with primer coat (oxide/zinc chromate) of approved brand, surface preparation, rust removal, and smoothing.

• Structure designed to withstand wind loads up to 130 km/h. Design to be validated by Oxfam team.

• Reinforced Concrete Foundations

Supply and installation of precast reinforced concrete ballast blocks (minimum grade C25) with suitable inserts and protective pads for mounting solar panels on the slab, including all necessary accessories and works as per engineer’s design and approval, for 56 solar panels

2. PV Power Plant

• Supply, installation, connection, and operation of Mono-Crystalline Half-Cut Technology PV solar modules to achieve a total array capacity of approximately 30 kWp.
• The scope includes:
  • DC solar cables sized to connect PV cells to the inverter, ensuring a voltage drop <3%.
  • Hot dip galvanized ventilated or perforated cable trays with covers for outdoor use.
  • Manufacturer warranty for solar panels for at least 20 years.
  • Submission of required certificates for each PV module.
• All works and materials must comply with approved drawings, specifications, and supervisor/engineer instructions.

Solar Modules

• Supply, installation, testing, and commissioning of mono-crystalline half-cut cell modules.
• Specifications:
  • Minimum efficiency: ≥ 23%.
  • Power output: 545 Wp per module.
  • Class A certified with IEC, CE, TUV, and ISO 9001 certifications.
  • Anti-reflective and anti-soiling surface treatment.
  • Performance guarantee: 90% at 10 years, 80% at 25 years.
  • Equipment warranty: 12 years.
  • System capacity: ≥ 30 kWp with 56 modules (14 per string).
  • VOC ≥ 49.75 VDC.

3. DC Cables and Accessories

• Supply, transportation, and installation of DC cables between combiner boxes and inverters.
• Cable specifications:
  • Resistant to temperatures -10°C to +100°C, ozone, and UV.
  • Zero-halogen, low-smoke, and flame-retardant.
  • Standards: TUV certified and/or EN 50618:2014, IEC 60754, IEC 60332, EN 50525.
  • Minimum DC voltage: 1,000 V.
  • Suitable for permanent outdoor use under harsh conditions.
  • All cables must be protected against physical damage and rodents (openings sealed with foam).
  • Voltage drop between PV panels and inverter must not exceed 3%.

Specific Cable Components

1: Supply and installation of 1×6 mm² UV-resistant DC copper cables (red & black) with accessories including terminals, MC4 connectors, bolts, insulation sleeves (connection between PV modules and combiner box).

2: Supply, installation, testing, and commissioning of waterproof DC combiner box (IP65) for up to 5 strings (4+1 spare).

• • Rated up to 1,500 VDC.
  • Class II insulation with reverse polarity protection.
  • Equipped with PV fuses, fuse holders, DC surge arrester Type 2, MCCB 100 A/2-pole, bus bars, cable glands, and accessories.

3: Supply and installation of 2×35 mm² copper DC cables with XLPE insulation from solar farm to control room.

• • Resistant to extreme temperatures (-40°C to +120°C), UV, ozone, zero-halogen, low-smoke, and flame-retardant.
  • DC rating: 1.5 kV (max 1.8 kV).
  • Voltage drop ≤ 3%.

4. Warranty

• Final commissioning with 1-year after-sales services.
• 5-year warranty on the system.
• As-built drawings to be submitted.
• Operation and Maintenance (O&M) manual required.
• All installed components must be referenced, labeled, and reflected in drawings.

5. Commissioning and Testing

• Commissioning and testing of the solar system.
• Training for local electrician and SLWE engineers (2 days minimum).
• Defect liability period: 1 year.
• Site labeling for all strings, DC cables, electrical boxes, and electrical connections.

6. Additional Supplier Obligations:

• the supplier’s relationship will be directly with Oxfam staff.
• Oxfam staff will be responsible for inspecting and confirming the delivery and completion of the project.
• Oxfam reserves the right to increase or decrease quantities at the same unit cost.
• Any item not complying with the technical specifications will be rejected.
• The supplier shall submit comprehensive datasheets meeting all minimum requirements.
• The supplier shall provide warranty documents for the entire system.
• Oxfam will inform the supplier of the exact date for project implementation and delivery.

BOQ - 2:

Item #

Description

Unit

 Unit Rate
(USD)

Qty

Total Price
 (USD)

1

Civil works & steel structure for PV array

1.1

Supply and installation of a galvanized steel mounting structure with all necessary accessories( i.e.: base plates , Stainless Steel anchor bolts, nuts, PV fixing clamps, UV resistant PVC ties for cables, etc.).
Final PV arrays tilt angle of 25° installed on designated roof.
Work to include welding and painting with priming coat (One or more coat) with ready mixed oxide/ zinc chromate primer of approved brand and manufacture on steel galvanized works, including removing of rust, old paints and smoothening of surfaces.
Steel structure to withstand a wind load of 130 km/h

Piece

56

1.2

Supply and installation of precast reinforced concrete ballast blocks (minimum grade C25) with suitable inserts and protective pads for mounting solar panels on the slab, including all necessary accessories and works as per engineer’s design and approval, for 56 solar panels.

LS

1

2

PV Power Plant

2.1

Supply, install, test, and commission of Solar module of a Mono Crystalline Photovoltaic half-cut cell, minimum efficiency not less than 23%, Class A, IEC, CE, TUV, ISO 9001 Certification. Anti-reflective and anti-soiling surface reduces power loss from dirt and dust panel should guaranty 90% production at ten years and 80% at twenty-five years and the equipment warranty shall be twelve years. Solar module of a Mono Crystalline 545Wp for a total not less than 30 kWp. Open circuit voltage (VOC) should be not less than 49.75 VDC, 14 panels per string.

Piece

56

3

DC Cables

Supply, transport and install of DC cables between combiner boxes and inverters

3.1

Supply and installation of DC Copper Cables 1x6 mm² UV resistant suitable for PV applications (Red & black) with all needed accessories including but not limited to cable terminals, MC4, bolts, insulation sleeves, etc.  (Connection between PV Modules and combiner box)

LS

1

3.2

DC Combiner/ Totalizer Box for Up to 5 Strings (4+1spare)
Supply, install, test and commission of waterproof DC combiner Panel  IP65 suitable  for outdoor use, insulating cabinet.

LS

1

3.3

Supply and install of Copper DC Cable 2x35 sqr.mm XLPE insulation from solar farm to control room, the cables shall be Resistant to extreme temperatures (-40°C to +120°C), ozone and UV, zero-halogen, low-smoke, and flame-retardant for enhanced fire security.
-DC voltage of 1.5 kV and a maximum DC voltage of 1.8 kV.
-The cables Shall be suitable for permanent outdoor long-term use, under variable and harsh climate conditions.
the DC voltage drop from PV panels to inverter shall not exceed 3%.. 

 LS

1 

Total

VAT (11%)

TOTAL PRICE (AFTER VAT)

• 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 Halousieh 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.

• Oxfam requires that all bidders attend a mandatory site visit on Monday 22nd of September 2025 before submitting their tenders. The site visit will be organized and scheduled by Oxfam, and confirmation of attendance will be required as part of the bid submission package

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 of Booster in Halousieh
2. Installation of 56 PV panels at the main water station in Halousieh

15 October 2025

100 %

TOTAL

100%

4. APPLICATION PROCESS

Submission instructions

Quotations and applications must reach Oxfam no later than 28th September 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 and installation of solar system in Halousieh + [Name of bidder]

Any questions, remarks or requests for clarification can be sent up to 5 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 all components of system
• 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 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

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

Demonstrated expertise and experience in same domain

70

Previous experience with the NGO sector

Quality of products/ services and ability to meet requirements

Compliance with technical specifications OR Level of understanding of work/service required (Datasheets)

Warranty and after-sales support

Ability to meet delivery dates OR Reliability of plan proposed

Value for Money

Financial criteria

Financial offer

Total cost of the offer, all services included (without added tax)

30

 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 anti-corruption 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)