Equipping Pump station with solar power Ghabate chlorination station-Jbeil

Terms Of Reference

Equipping Pump station with solar power

Ghabate chlorination station-Jbeil

Oxfam Lebanon Programme

1. Background

Oxfam is a global movement of people, working together to end the injustice of poverty through campaigning and responding to the needs of the poor. 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 an effort to increase the sustainable access of the population to safe drinking water, Oxfam is looking to support the BMLWE in providing power to water chlorination stations. The project aims to equip the chlorination station located in the Ghabate, Byblos, with solar power in order to provide chlorinated water to the community. The pump station supply water to about 80,000 persons living in more than 90 localities.

2. Objectives

Provide electricity to the water chlorination station in the Ghabte village using Solar Technology.

Rationale

Beirut and Mount Lebanon Wate Establishment (BMLWE) Director highlighted that solar power as a renewable energy source is their main priority as current shortages in electricity is the main obstacle to supply safe water to the community.  The fuel crisis is taking its toll on the daily electricity supply.  Due to steep fuel price hikes and limited availability (which is still expected to worsen), Beirut and Mount Lebanon Water Establishment is unable to procure fuel to generate electricity or to purchase generators to install it in every station.

The BMLWE only supplies chlorinated water. Hence, equipping pump stations with solar power to operate chlorination pumps is a key priority in order to supply water to the community. The availability of solar power will enable BMLWE to continue their services uninterrupted to people in need.

Location of Al Ghabte chlorination station: 34°04'49.3"N 35°52'26.2"E

3. Activity

Oxfam would like to hire a supplier to install a solar system in the pump station (located in Ghabate area). The supplier will design, supply, and install a PV (ON/OFF)- Hybrid system 13KWp with battery autonomy (1.5Kw/16 hours) a day.

4. Content of Works

1. Provide a complete design for the suggested system including civil and electrical drawings as well as an output simulation and all necessary calculations to be submitted to Oxfam for approval.
2. Supply and install a total of 13,000 Wp PV system, Panels shall be of Monocrystalline type and from a Tier-1 brand (supplier to provide datasheet).
3. Supply and install Galvanized Steel structure for the Solar system. The steel structure shall be fixed on the roof of the station. (Supplier to provide datasheet).
4. Supply & Installation of 3-phase Hybrid inverter, high frequency, 12KW, 480VDC/380VAC, pure sine wave, with built-in MPPT solar charger. (Supplier to provide datasheet).
5. Supply and installation of a battery bank. The battery bank usable capacity shall be of a minimum 24,000 Wh to power the load for at least 8 hours@ 50% DOD (Supplier to provide datasheet).
6. Supply and install all the DC & AC cables, battery cables, connectors, circuit breakers, panel board, protection devices, and accessories.
7. Supply and install all the needed AC cables and accessories to connect selected loads such as lighting, Laptops, PC & printer sockets.
8. Supply and install all the needed AC & DC circuit breakers, Surge Protectors, and all necessary protective devices
9. Testing and final commissioning of the system within 1 year after-sales services.

All material documents shall be submitted for approval, all items to be of well-known brands. The offered system shall comply with the suggested BOQ but shall not be limited to the indicated equipment and devices. Any additional or complementary equipment or devices shall be included to ensure the right and complete operation of the system. The below BOQ is indicative.

5. Bill of Quantities (BoQ)

Supply and installation of: PV ON/off- Hybrid system 13KWp with battery autonomy (1.5KW/16 hours)

Item No

DESCRIPTION

UNIT

QTY

RATE

AMOUNT

Comments

USD

USD

1

Transportation and Installation of PV modules - Mono 545 Wp

PCS

24

0

Total power shall be =>13,000 Wp

2

Galvanized supporting frame to install the modules on a flat roof- including supporting concrete pads- no floor fixation

LS

1

0

3

Supply & Installation of 3-phase Hybrid inverter, high frequency, 5KW, 48VDC/380VAC, pure sine wave, with built-in MPPT solar charger.

PCS

1

0

4

Batteries, Lithium PO4, 8600Wh

PCS

3

0

5

DC & AC cables, battery cables, connectors, circuit breakers, panel board, protection devices and accessories (All accessories to be included including the connection to main board)

LS

1

0

7

Design, testing, and final commissioning of the system with 1 year after sales services

LS

1

0

TOTAL HT

0

VAT (11% on official BDL Rate)

0

TOTAL TTC

0

Say Total TTC Lump Sum price (in Letters):

Provisional BoQ for optional items of work

Item No

DESCRIPTION

UNIT

QTY

RATE
(USD)

AMOUNT
(USD)

Comments

1.

Installation, testing and commissioning of an earthing system

LS

1

To be connected to PV modules, inverter, metal structures…etc.

VAT (11% on official BDL Rate)

0

TOTAL TTC

0

6. Specifications

Solar Photovoltaic (PV) Modules:

• PV capacity at STC (Wp) shall be at least 13 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: 72 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.
• DC fuses to be installed on (+) and (-) polarities of each PV string.

Metallic Support Structures:

• The contractor shall limit his structure installation to the allocated area.
• All Steel structure shall be Sand blasted (or bullet shot), cleaned and degreased, coated with epoxy primer before delivery to site, then painted after installation.
• 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.
• Welding should abide by AWS requirement; welding rods and thickness and welding procedure and treatment should be submitted by contractor for approval.
• 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.

Hybrid (On/Off) Inverter:

• 3-phase Hybrid inverter, 50Hz, >5KW, 48VDC/380VAC, pure sine wave, with built-in MPPT solar charger.
• Automated charge control, hybrid management system.
• Rated input voltage: 160-260 VAC. 41-63VDC.
• Compatible with LiPO4, Li-ion and Lead-Acid
• Efficiency not less than 94%
• Surge current should not be less than 200% of rated current.
• Inverter max idle consumption < 20 Watts.
• Operating temperature range ‒25°C to 60°C.

Cables and Surge Protection:

• Cables Temperature rating to be higher than 40°C above ambient temperature.
• All DC cables to comply with requirements for PV use.
• Cable Voltage rating of at least 1000 Vdc.
• The AC System shall be protected by Using Type I plus II SPD (Surge Protective Devices) with fault signal
• The SPD shall be mounted according to manufacture recommendation. The maximum distance between SPD and LOAD Bus is 1 m.
• DC Surge arrester Type 1+2, 1000VDC or higher, with fuse protection to be installed.
• Type 2 SPD for the DC strings is required if the distance between the inverter(s) and the PV panels is greater than 10 meters.

Batteries:

• Lithium PO4, 48VDC, > 24,000Wh total capacity
• Batteries shall be deep cycle type and free of any obvious defects.
• Self-Discharge rate (@25˚C) less than 3%/month.
• Low internal resistance (not more than 6 m Ω).
• Battery container must be flame redundant.
• Battery bank to be connected to a suitable DC disconnect switch.

Earthing system:

• installation of proper earth connections, and grounding of all electrical items accessible to personnel (PV modules, mounting structures, solar inverter, steel cabinet…etc.)
• Earth resistance shall not exceed 5 ohms.

7. General Conditions

• The period of execution of the works on the site shall be up to 10 working days from the date of handover of the site.
• The contractor should prepare and submit a technical and financial offer for the works with details of the execution plan, detailed Bills of Quantities, and execution schedule.
• The contractor must visit work sites before submitting his technical and financial offer.
• The tender items are not dividable.
• The site engineer may amend what he deems "technically" suitable for the project and after taking the approval of Oxfam, and the Contractor must abide completely with the instruction of the supervising committee.
• The Contractor’s relationship will directly be with OXFAM staff and not with the WE
• Oxfam shall give approval before installing any item, especially PV panels, Inverter, and batteries.
• Oxfam Team or his/her representative is responsible to monitor and confirm the work.
• Ensure safety and security/prevention to avoid any accident while implementing.
• Oxfam has the right to increase or decrease quantities at the same unit cost and to request additional items.
• Cleaning and removing the existing debris and unused materials from inside and around the site and transporting debris outside the site as directed by the engineer.

Contractor

• The contractor must ensure that the supplied items are brand new and 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
• The contractor is committed to all the engineering specifications.
• Any unclarified items in the BOQ must be discussed with Oxfam staff.
• Procedure of execution in the site will be shared with the contractor after signing the contract.

Pricing / Required Details

The prices must be presented according to the following titles:

1. All Bidders must be qualified technically and financially to be able to submit their offers
2. The unit prices must be presented in US dollars for each of the offer items.

Coordination and Supervision

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

8. Timeline and field visit

A mandatory site visit will be facilitated by the Oxfam technical teams to the site premises on 21st of Feb 2023 at 10:30am, to familiarize the suppliers with the site and work details on site as well as to present the project requirements and allow for a Q&A for interested bidders.

Failure to attend the site visit will automatically lead to the disqualification of the bidder.

Interested bidders should contact eelkhoury@oxfam.org.uk CCing  SHeneskehian@oxfam.org.uk  to participate in the field visit and to confirm their attendance by email before 20th of February 3:00 pm

9. Period of Implementation of Tasks and reporting

• The allocated timeframe for the delivery of the solar system is 10 workdays.
• The timeframe to reply to Oxfam questions is 2 working days.
•  All documents should be submitted as editable files.
• Tentative start date: March 1st, 2023

10. Submission of quotations and Questions

Submission of quotations and any requests for clarification may be submitted by email to eelkhoury@oxfam.org.uk CCing  SHeneskehian@oxfam.org.uk before February 24th, 2023, at [17:00, Beirut].

Content of Administrative Package

The administrative offer should include:

• Consultant profile.
• Certificate of registration at the Ministry of Finance and VAT, if available
• List of similar works performed in the last 3 years with their corresponding amounts, in addition to work completion certificates, and references
• Names and CVs of key personnel proposed for the implementation of the consultancy.
• Detailed work plan, including delivery date of each deliverable
• Any other information considered useful

CRITERIAS

Award criteria

Score up to

Max. Score

% of overall

Capability / competence of tenderer to perform the service required

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

10

25

25%

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

2

Experience working with Lebanese Water Establishments

3

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

10

Quality / Understanding of requirements

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

25

35

35%

Ability to meet delivery dates OR Reliability of plan proposed

10

Prices for

Services

Price proposal of service in accordance with the request

40

40

40%

TOTAL MAXIMUM GENERAL SCORING

100

100%

Content of Financial Package

• The currency for the bid shall be in US Dollars
• Items against which no rate or price is entered by the Bidder will not be paid for if executed, and shall be deemed covered by the other rates and prices
• All duties, taxes (except the VAT) and other levies payable by the Bidder under the Contract, or for any other cause, as of the date of the deadline for submission of bids, shall be included in the rates and prices
• Any other expense such as insurance, transportation, or phone bills should also be included in the above rates and prices. No additional expenses will be covered

Required documents for submission

• Ensure that financial offer must be submitted separately from the technical offer
• Technical offer should include the following details such as clear data sheets, methodology, time frame and any relevant that supports the outcome
• Legal document of the company
• VAT registration
• Company profile
• Bank details Fresh USD + Fresh LBP

11. Payments Schedule

100% upon project commissioning and handover. Oxfam will release the payments in Fresh USD.