CONSULTANT SERVICES FOR THE SUPERVISION OF SOLAR STREET LIGHTS PROJECT.

Transcription

1 MINISTRY OF ENERGY AND WATER RESOURCES 4 TH FLOOR, ELECTRICITY HOUSE SIAKA STEVENS STREET FREETOWN, SIERRA LEONE WEST AFRICA REQUEST FOR EXPRESSION OF INTEREST (EOI) CONSULTANT SERVICES FOR THE SUPERVISION OF SOLAR STREET LIGHTS PROJECT. General Information. Country: Sierra Leone Notice/Contract No: GOSL/EBID/01/11 Publication Date: 18 April 2011 Deadline Date and Time: 27 May 2011 at hours 1

2 Client: Ministry of Energy and Water Resources. Original Language: English Contact Information: The Energy Policy Adviser 1 st Floor, Electricity House Siaka Stevens Street Freetown, Sierra Leone West Africa. Tel: or stevensye@yahoo.com TERMS OF REFERENCE 1. BACKGROUND The Government of Sierra Leone has received financing from the Government of India (GoI) Line of Credit extended to the ECOWAS Bank for Investment and Development for supply and installation of solar street lights in Freetown, Lungi and the twelve (12) District Headquarter Towns in Sierra Leone. 2

3 The Ministry of Energy and Water Resources is seeking to identify competent Indian Consulting firms in engineering (electrical and civil) to provide technical expertise on a time based contract for the supervision works of supply and installation of solar street lights in Freetown, Lungi and the 12 Districts Headquarter Towns in Sierra Leone. The Consultant will be recruited under the rules Governing the utilization of Government of India (GoI) Line of Credit and therefore this expression of interest (EOI) is limited only to Indian Firms. 2. THE OBJECTIVE OF THE ASSIGNMENT The Objective of the assignment is to provide technical expertise to MEWR by ensuring that the supply and installation work for the solar street lights is consistent with the highest International Standards in the solar industry. The consultant will be responsible for total quality assurance and overall contract management. The Consulting Firm will be responsible for the review supplier s technical specification, project supervision and control as well as certification of measured works. 3. SCOPE OF THE ASSIGNMENT In order to meet the overall objective of the assignment, the firm will require a deep comprehension of solar energy electrification and civil works contract administration. During the supervision assignment, the firm will, in collaboration with the MEWR, carry out the supervision of construction works of solar streetlights installation, according to the rules of the art, the laws, the regulations and the standards currently in force in Sierra Leone, and according to the Terms of Reference below. The firm is responsible, to MEWR, for the proper execution of the works. The firm will carry out the following tasks: 1. Review and approve specifications and drawings, materials and equipment as well as the design made by the contractor before the implementation; 2. Witness the tests of samples of the fully assembled solar street lights systems to be installed, and ensure their proper functioning, before shipment to Sierra Leone; 3

4 3. Advise on the detailed planning for the installation of the streetlights; 4. Check the quantities of the estimated detail before and during the execution of the works; 5. Review and approve specifications and drawings, materials and equipment as well as the design made by the contractor before the implementation; 6. Witness the tests of samples of the fully assembled solar street lights systems to be installed, and ensure their proper functioning, before shipment to Sierra Leone; 7. Advise on the detailed planning for the installation of the streetlights; 8. Check the quantities of the estimated detail before and during the execution of the works; 9. Undertake the examination, control and the approval of the plans of construction, the calculation notes, formulations and the other documents submitted by the contractor; 10. Approve the calendar and the schedule updated by the contractor and the general work plan for all the tasks; 11. Undertake the supervision, surveillance, inspection and control of the execution of the works realized by the contractor, in respect of the terms and the clauses of the tender in matter of quality, cost and time schedule; 12. Undertake the supervision, testing in situ and in laboratory made by the contractor to verify if the quality of materials and the construction techniques are in accordance with the technical specifications planned in the contract; 13. Approve the supplied construction materials by the contractor based on approved technical specifications; 14. Provide technical advice to the MEWR for decision making, during contract administration; 15. Provide price market research and approve new unit price in case new items are to be executed; 16. Approve invoices of the contractor after quality assurance; 17. Accompany the MEWR Project Coordinator to all onsite meetings; 18. Advice the client on any technical changes during execution and seek approval before implementation; 4

5 19. Control the daily reports of the firm, in relation to the climatic conditions and any other important information which could arise on the construction site; 20. Prepare the periodic meetings organized either on the construction site, or with the contractor and / or the MEWR; 21. Review and approve specifications and drawings, materials and equipment as well as the design made by the contractor before the implementation; 22. Witness the tests of samples of the fully assembled solar street lights systems to be installed, and ensure their proper functioning, before shipment to Sierra Leone; 23. Advise on the detailed planning for the installation of the streetlights; 24. Check the quantities of the estimated detail before and during the execution of the works; 25. Undertake the examination, control and the approval of the plans of construction, the calculation notes, formulations and the other documents submitted by the contractor; 26. Approve the calendar and the schedule updated by the contractor and the general work plan for all the tasks; 27. Undertake the supervision, surveillance, inspection and control of the execution of the works realized by the contractor, in respect of the terms and the clauses of the tender in matter of quality, cost and time schedule; 28. Undertake the supervision, testing in situ and in laboratory made by the contractor to verify if the quality of materials and the construction techniques are in accordance with the technical specifications planned in the contract; 29. Approve the supplied construction materials by the contractor based on approved technical specifications; 30. Provide technical advice to the MEWR for decision making, during contract administration; 31. Provide price market research and approve new unit price in case new items are to be executed; 32. Approve invoices of the contractor after quality assurance; 33. Accompany the MEWR Project Coordinator to all onsite meetings; 34. Advice the client on any technical changes during execution and seek approval before implementation; 5

6 35. Control the daily reports of the firm, in relation to the climatic conditions and any other important information which could arise on the construction site; 36. Prepare the periodic meetings organized either on the construction site, or with the contractor and / or the MEWR; 37. Prepare handover and reception of completed solar street lights installations. 4. OUTPUTS/DELIVERABLES/REPORTS The following outputs will be delivered in both soft and two (2) bound hard copies by the Consultant: An Inception Report to be prepared two weeks after the award of the contract Twice a month progress reports summarizing the works done. The report must show clearly: The materials supplied, works completed and ongoing activities; Problems encountered during construction works and solutions to be taken; Progress of contract execution; Technical changes to be made during contract execution; Approvals on invoice payments; Financial status report. Preparation of site meetings and reception of works (handover) Handover report Final report summarizing the works executed including the following: The detailed description of all the technical modifications, with all their justifications as well as an exhaustive presentation of the final project. The economic analysis of the realization costs of item by item and typical works based on representative bill of quantities. Interpretation of the results and the information taken from the control and supervision to allow the MEWR to define the best future programs of maintenance and rehabilitation of the solar street lights and its related works. A set of necessary photos to illustrate various stages of the realization of the project. Definition of the possible reasons of their difference (deficiency of the study, the means and/or the unsuitable standards) Presentation of the recommendations on the methods of the work or for the modification of certain specifications in the future. The reports in English will be submitted to the Project Coordinator, MEWR 6

7 (printed and electronic copy) 5. COMPETENCES AND QUALIFICATIONS OF THE KEY STAFF Overall Project Manager(1) The Project manager qualified in electrical engineering (Engineer in electrical engineering) or other experienced personnel with an experience of at least 5 years in the solar systems design and construction. He should be fluent in English. Area Supervisors (1 in Freetown and 1 in each District Capital) The Area Supervisors will be an electrical or civil engineer. He/She must have supervised or constructed at least two (2) solar PV projects. He will have to coordinate the work of the teams of technicians who are in charge of the day to day site works. The Team Leaders (1 in each town) The Team Leaders should be qualified Electrical Engineers, with experience in construction works, and a thorough understanding of solar technology. They must be capable of controlling quality and the proper execution of civil engineering works and solar energy electrification works. The team leaders and the technicians should be present every working day on the sites. Other technicians (2 in each town) A Technician, in Public works and construction with an experience of 5 years in civil construction works. An electrician in electromechanical, electricity or electronics with an experience of 5 years in solar energy installation works. For each key personnel, the copies of Certificates and Degrees, detailed CV, updated and signed by the holder, must be provided. 6. DURATION OF THE ASSIGNMENT The contract duration: 9 months 7. REPORTING ARRANGEMENTS 7

8 The Consultant will be hired based on a time based contract. During the course of the assignment, the Consultant will report to the Project Coordinator of the Solar Street Lights Programme Management Outfit, MEWR and with a copy to the Director, Project Management Unit, MEWR 8. SUBMISSION AND SELECTION PROCEDURES Expressions of interest must provide profiles of team members indicating similar experience, key personnel and the financial capability. The short listed firms will be invited to submit their technical and financial proposal Expressions of Interest must be delivered to the address below on or before hours on Monday 21 st March February 2011: The Permanent Secretary, Ministry of Energy and Water Resources 4 th Floor Electricity House, Siaka Stevens Street, Freetown Tel: / assheku19@yahoo.com 8