Solarization consultant

Background

Action Against Hunger is a global humanitarian organization committed to ending world hunger. Recognized as a leader in the fight against malnutrition, Action Against Hunger saves the lives of malnourished children while providing communities with access to safe water and sustainable solutions to hunger.

With 30 years of expertise in emergencies of conflict, natural disaster, and chronic food insecurity, Action Against Hunger runs life-saving programs in over 40 countries. Action Against Hunger's 5,000+ professionals work to carry out innovative, life-saving programs in nutrition, food security & livelihoods, and water, sanitation & hygiene. ACF's humanitarian programs directly assist some five million people each year, along with countless others through capacity-building programs in collaboration with government ministries.

In Lebanon, Action Against Hunger has been active since 2006, operating mainly in the South, Beqaa, and Beirut.

Objective

As most of the local wells are slowly reducing their operating hours due to increased fuel costs and the lack of financial capacity to cover its demand, Action Against Hunger proposes to solarize a water borehole in South Lebanon. In doing so, Action Against Hunger would be building on its successful experience under an AECID humanitarian action in South Lebanon that was completed in 2022. Considering the absence of electricity and fuel, such an intervention would guarantee adequate water supply to the residents throughout the day, providing independency from the current instable and expensive fossil fuel market.

Acknowledging the right to access public water services should be guaranteed to all residents. Following the development of a detailed technical assessment and selection criteria, a solarization intervention, that yields the highest social and economic return, has been prioritized in close coordination with the South Lebanon Water Establishment.

Within this framework, Action Against Hunger seeks to hire a consultant to design and supervise the solarization of a pumping well in South Lebanon. The submersible pump is of power 100 HP with a safe yield of 55m3/h located at a dept of 300 m. Additionally, the consultant will be responsible for preparing and conducting a training focusing on strengthening managerial and technical capacities around solar PV system design, installation, and maintenance. This activity aims to support the water sector partners and authorities particularly the technical and logistics staff to strengthen the capacity in procurement procedures, quality assurance, and/or solar engineering. 

The consultant will be responsible for:

• Preparing a full design for solarization of the well including priced BoQ, shop drawings for the installation of the panels, structures, civil works (if any) and all electrical connections needed, in addition to a SCADA system that will be installed for the water system.
• Submitting all the data sheets for the materials needed for the implementation process.
• Preparation of risk analysis for the new system.
• Preparation of a ToR for contracting the works.
• Monitoring the works during the implementation process upon the request of Action Against Hunger’s engineer.
• Providing any technical clarifications needed during the implementation process.
• Attending the site visit and pre-bid meeting with the contractors.
• Handing over the intervention once completed.
• Conducting a training for around 25 participants over 2-3 days, to strengthen managerial and technical capacities around solar PV system design, installation, and maintenance. In particular, the training will cover the procurement procedures, quality assurance, and/or solar design. (Place, refreshment, and logistics of the training will be provided by ACF).

Expected Products:

Design:
BoQ, shop drawings, risk analysis, ToR for contractor, work plan, method of statement.

Supervision:
Monitoring the works during the implementation process upon the request of Action Against Hunger’s engineer.

Training on PV Solar Systems:
Training materials, pre and post-tests.

Location:

Qaaqaaiyet El Snoubar, Zahrani area, Saida District, South Lebanon. The location is subject to change in case of any obstacle impeding the execution of solarization in the said village.

Duration:

• Starting Date: Upon signature of the contract (expected March 2023)
• End date: Upon completion of the design, supervision, and training (December 2023)

Estimated workplan for the service:

Below are the projected timeframes based on Action Against Hunger judgment of the proposed consultancy activities and the duration of the project. Vendors are encouraged to share their detailed timeframe as part of their technical offers. The submitted timeframe will not be considered unless approved officially by Action Against Hunger team.

Selection Criteria

The selection of the firm will have in consideration the following points: 

• Technical Offer (Qualification and General experience, project Related Experience): 50%   
• Financial offer 50%

Selection Process

A contractor Selection Committee (CSC) will evaluate technical and financial proposals according to the requirements and criteria defined above. Evaluators will first independently assess whether the technical proposals comply with submission requirements and will then evaluate each proposal. The CSC will be composed of a minimum of 3 staff from Action Against Hunger.  

Roles and Responsibilities of the Consultant

The consultant is obliged to: 

• Report any incident or delay to Action Against Hunger engineer during the activity process.  
• Commit to provide all the requested products/supplies as mentioned above, and not to change any specifications without the written consent of Action Against Hunger.
• Inform ACF about any legal documents or approval processes related to the project.
• Be flexible for any change in the location of the well.
• Abide by all rules and regulations of Action Against Hunger, particularly the ones related to safety and security.

Roles and Responsibilities of Action Against Hunger 

Action Against Hunger is obliged to: 

• Provide on time all the necessary documentation, information, and contacts for the accomplishment of the service.
• Provide the Consultant with the exact location of the project.
• Liaise with SLWE and the Mayor. The Contractor is not expected to initiate or participate in municipalities' meetings without the presence and authorization of Action Against Hunger.
• Review and validate the work plan proposed by the Consultant. 
• Provide any further technical specifications for the adequate performance of the work.  
• Ensure proper monitoring by assigning a Site Civil Engineer from Action Against Hunger who will be present in the site and to support the consultant during the consultancy process.
• Organize weekly management meetings with the consultant to verify the work progress during the implementation. 
• To pay the Consultant according to the Terms of Payments agreed in the Contract. 
• Final approval of the completion of the consultancy process.

Clarification Meeting

A clarification meeting will be held on 21 February 2023 12:00 Beirut time, so bidder needs to confirm there presence by max on 20 February 2023 16:00 Beirut time to receive the meeting link.

All questions will be answered via email to all bidders in 22 February 2023 12:00 Beirut time.

Essential Criteria of the Consultant

Interested companies must request the bid documents by email to:

  [email protected].

The consultant shall submit:

1. General experience of the company.
2. Experience of the applicant and the team (letters, certificates and CVs) in designing solar pumping systems and capacity to cover all related activities (design, supervision and training including organization name and reference).
3. Logical work plan with available resources to finalize the works.
4. ID of the general Manager/Owner
5. Bank Details signed from the bank
6. ToR should be signed and stamped
7. RFQ should be signed and stamped

Make sure once sharing your offer to take the below into your account:

• Offer should show the net price aside from the VAT amount (if applicable)
• Validity of the offer (minimum 60 days)
• Payment modality: Cheque/Bank Transfer
• Project design costs
• Project implementation supervision costs
• Design costs for training materials
• Staff training costs (excluding venue and materials)
• Reporting costs

Deadline

Deadline to receive offers is 24 February 2023 16:00 Beirut time, offer received after will not be considered.