Bid document for solar home system

Bid document for solar home system
SRI LANKA SUSTAINABLE ENERGY AUTHORITY
Selecting the Suppliers for Sunithyaloka Programme
To Provide off- grid solar home systems
NO: SEA/RE/04/01/2014/Pro-03
Sri Lanka Sustainable Energy Authority
Block 05, 1st floor
BMICH, Bauddaloka Mawatha
Colombo 07
Tel: 0112677445
Fax: 0112682534,
Email: [email protected]
1
SRI LANKA SUSTAINABLE ENERGY AUTHORITY
Identification No: RE/04/01/2014/Pro - 02
Selecting the suppliers for Sunithyaloka programme to provide
off- grid solar home systems
Bidder’s Name
(Issued To)
Address
Tel.
Fax.
Date
Bid No
:……………………………….
……………………………
:……………………………….
:……………………………….
:……………………………….
: ……………………
: ……………………
………………………..
Issued Officer
……………………………….
Seal
BIDDING DOCUMENT
2
Selecting suppliers for Sunithyaloka programme to
provide off- grid solar home systems
INVITATION FOR BIDS
SRI LANKA SUSTAINABLE ENERGY AUTHORITY
IDENTIFICATION NO: SEA/RE/04/01/2014/Pro - 3
1. The Chairman, Procurement Committee on behalf of Sri Lanka Sustainable Energy
Authority (SLSEA) invites sealed bids from eligible and qualified bidders for supplying,
delivering, installing, commissioning and maintenance of 1200 off grid solar home
systems under Sunithyaloka programme.
2. Bidding will be conducted through the National Competitive Bidding Procedure and
selected prospective suppliers (maximum five) are eligible for entering to the
Sunithyaloka programme according to the SLSEA requirements.
3. Bid documents may be inspected at free of charge and bidder may obtain further
information and clarifications from SLSEA or Engineer (Renewable Energy) over the
telephone number 011-267-7445/ 0715344175 or facsimile number 011-268-2534/
011-2682969 or e-mail: [email protected], during normal office hours
(0830-1615). Bid documents are published through SLSEA web site
www.energy.gov.lk for perusal only.
4. A complete set of Bidding Documents in English language are issued free of charge to
interested bidders on the submission of a written application on a business letter head
to Head (Support Service), HR & Administration Division, Sri Lanka Sustainable
Energy Authority, 3G-19, BMICH, Colombo 07 from 2 July 2014 until 25 July 2014
during normal working days from 0900 hrs to 1500 hrs.
5. The sealed bids marked “Sunithyaloka programme” on the top left hand corner of the
envelop may be deposited in the tender box placed at the HR & Administration
Division of SLSEA or could be sent by registered post to reach the Head (Support
Service), HR & Administration Division, Sri Lanka Sustainable Energy Authority, 3G - 19,
Colombo 07 on or before 28 July 2014 at 1400 hrs. Late bids will be rejected. Bids will
be opened soon after the closing time at following place in the presence of the bidder’s
representatives who choose to attend.
6. A pre-bid meeting will be held on 14 July 2014 at 1030 hrs at the address given below.
All bidders are requested to be present at this meeting. The cost of visiting the
meeting shall be at the bidder’s own expense.
Chairman, Board Procurement Committee
Sri Lanka Sustainable Energy Authority
Block 05, 1st Floor, BMICH
Colombo 07
27 June 2014
•Closing date & time: 28 July 2014 @ 1400 hrs
3
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4
Scope of Programme
The Sri Lanka Sustainable Energy Authority (SLSEA) wishes to support the government policy
target set by the Mahinda Chinthana of providing electricity to 100% of the households in
Sri Lanka by the end of 2014. In that context the programme “Sunithyaloka” with the aim of
providing electricity to the households that are away from the national grid using off-grid,
renewable energy solutions has been initiated. As the Phase 1, the programme is initiated
with providing of 1,200 off-grid solar home system to the households that are in the non
accessible areas to the National Grid. SLSEA has provided in annex A considering nonelectrification area under phase 1 of this programme.
The said programme will be executed by three parties, namely Sri Lanka Sustainable Energy
Authority (SLSEA), Facilitating Agency (FA) and Technical providing company (Supplier). The
task of each party is given below.
SLSEA
The SLSEA has decided to involve an existing Rural Consumer Network as a Facilitating
Agency and a suitable suppliers to fulfil the below mentioned tasks and to support SLSEA
in ensuring the sustainability operating the solar home system for many years.
This scheme of finance would comprise of subsidy component and loan component.
Subsidy component is Rs.30,000.00 per house which undergo by SLSEA and directly pay to
the suppliers on recommendation of beneficiaries and FA.
SLSEA Engineers and Technical staff are responsible for monitoring the tasks of other two
parties and giving certification for payments.
SLSEA provide the list of villages to FA. FA should select the suitable consumer according
to the list who lives in non accessible areas where extension of the grid is not possible
within next five years.
Apart from the subsidy component, SLSEA will further discuss potential- Bank and other
financial agencies to implement loan mechanism for the target beneficiaries in order to pay
the up-front balance payment to the suppliers.
FA
Visit the listed villages, mobilize the community and select the villagers who are willing to
get off grid solutions.
a. Provide a list of households who are willing to install solar home systems
b. Coordinate with the technology providing company and monitor the
installation of the systems
c. If the financial assistance given by the programme is not adequate and if the
consumers need financial assistance, arrange the necessary facilities to the
consumers with the banks. Balance amount will be paid by customer as
obtained loan in an agreed manner.
d. Monitor the progress of the project and periodical reporting of the project.
e. Two parties (FA & Suppliers) should be responsible for the sustainably
operation of the system for many years.
f. Recommend payments to supplier
5
Technical providing company (Suppliers)
a. Supply the requested solar home system as per the specification without delay
b. Delivery, install and commission to the selected homes within one week period
c. Providing the necessary documentation (warranty agreement & manuals) and
demonstration to the customers
d. Providing the necessary technical training to beneficiary and local activist of the FA
e. Selected suppliers discuss with FA and decides the final completion date of the
installation. But all systems expect to be installed when 31 March 2015.
f. Apart from the warranty period, suppliers should agree for providing after sales
service and maintenance the sufficient spare parts for sustainably operating the
systems for many years through FA (At least five years)
g. Suppliers cannot increase the price of the system during the project period, without
obtain a consent from SLSA
NB
Bidder should not be allowed any comments, changes, propose or any adding to this bid
document. But bidder could be allowed for such things in the pre-bid meeting. If SLSEA
agreed with your comments which add to the bid document as an amendment.
All party should be signed the try party agreement for the executing the task
successfully.
6
Section II. Bidding Data Sheet (BDS)
The following specific data for the goods to be procured shall complement, supplement, or
amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the
provisions herein shall prevail over those in ITB.
ITB Reference
A. General
1
The Purchaser is beneficiaries
2
The name and identification number of the Contract are “Selecting the
Suppliers for Sunithyaloka Programme to Provide off- grid solar home
systems”
No: SEA/RE/04/01/2014/Pro-03
3
Finance would comprise government subsidy and loan component.
SLSEA subsidy – Rs. 30,000/= per off-grid house hold
Financial Institute - loan component(This is the balance payment)
B. Contents of Bidding Documents
4
For Clarification of bid purposes only, the contact address is:
Attention: Engineer(RE)
Address: Sri Lanka Sustainable Energy Authority, Block 05, 1st floor
,BMICH, Colombo 07
Telephone: 0112677445/ 0715344175
Facsimile number: 0112682534/ 0112682969
Electronic mail address: [email protected]
5
The price shall be fixed during the project period
C. Preparation of Bids
6
The bidder shall quote all prices in Sri Lankan Rupees only. If it is not, that
bid will be rejected.
7
Eligibility & Qualification requirements:
(i). Bids may be submitted by any reputed Solar Manufacturer who has a
registered business in Sri Lanka or any accredited local agent who
takes fullest responsibility for the whole bid. The local agent shall
submit evidence of status, obligations, power of attorney and any
other documentary evidence that he is duty authorized and eligible
to bid on behalf of the manufacturer.
7
(ii) The bidders should also have previous experience of at least five
years in the supply/installed and maintenance of stand-alone off grid
solar home systems in Sri Lanka (Evidence of registration of business,
with evidence-list of address, no. of systems were sold & present
situation) and also technical and financial capability necessary to
perform the contract.
(iii). Bidder shall not have been blacklisted.
(iv) Bidders are requested to submit Manufacturer’s Authorization
Certificate as per the Sample format given in Section IV.
(v) They should posses the Certificate of Business Registration issued
by a Government Authority of Companies/Provincial Registrar of
Business in the relevant field.
(vi) Bids will be rejected as non-responsive if documentary evidence in
proof of above has not been provided.
8
Period of time the Goods are expected to be functioning within project
period. Suppliers should be able to provide spare parts for many years of
operation (At least 5 years).
9
After sales service is required(See Annex B)
10
The bid shall be valid until 21 January 2015(Minimum 6 month from 2014
July)
D. Submission and Opening of Bids
11
The inner and outer envelopes shall bear the following identification marks
No: SEA/RE/04/01/2014/Pro-03 and Sunithyaloka Programme
12
For bid submission purposes, the contact address is:
Sri Lanka Sustainable Energy Authority
Attention : Head(Support Service)
Address : Sri Lanka Sustainable Energy Authority, Block 05, 1st floor
,BMICH, Colombo 07
The deadline for the submission of bids is:
Date: 09 July 2014
13
Time: 1400 hrs
The bid opening shall take place at:
Address: Sri Lanka Sustainable Energy Authority, Block 05, 1st floor
,BMICH, Colombo 07
Date: 09 July 2014
8
Time: 1400 hrs
Bidders are kindly requested to attend before 10 minute of the bid opening
event to prevent any delay. Bidders are not allowed to enter while bid
opening event.
E. Evaluation and Comparison of Bids
14
Domestic preference shall not be a bid evaluation factor.(See Section III)
15
Bidder should quote for all items of one unit in page 16. SLSEA & FA allow to
selected bidders who decided the supply quantities on awareness the
beneficiaries after awarding the contract. Interest bidder mention unit price
in page 19.
16
The Employer reserves the right to accept or reject any Bid or accept part of
items, and to cancel the bidding process and reject all Bids, at any time prior
to the award of Contract, without thereby incurring any liability to the
affected bidder or bidders or any obligation to inform the affected bidder or
bidders of the grounds for the Employer’s action.
17
The law of Democratic Socialist Republic of Sri Lanka is applicable
18
Within fourteen(14) days of the receipt of notification of award, the
successful five bidders shall furnish the performance security in accordance
with the CC(issued by bank or any commercial bank operated within Sri
Lanka and registered under central bank of Sri Lanka)
A bidder that is under a declaration of ineligibility by any government
institute, at the date of submission of bids or at the date of contract award,
shall be disqualified.
19
9
Section III
Evaluation Criteria
a. After opening the bids, the Technical Evaluation Committee (TEC) will
undertake the detail study and evaluation of the Bids received to
determine the substantially responsive five Bidders among others and
after that ranking of ascending as per considering price.
b.
Prior to the detail evaluation of Bidders the TEC will determine
whether each Bidder has fulfilled the followings. Bids are rejected
if they do not have the following.
(1)
(2)
(3)
Meets the eligibility criteria
Whether required documents are submitted properly and signed.
Substantial
responsiveness
of
the
bidder
to
the
requirements/conditions
Necessary warranty required.
Past Experience and Performances
Human resources availability of the company
Previous/Present client list
(4)
(5)
(6)
(7)
c.
After that preliminary examination of above, the TEC will attend to
a detail examination of Bidders considering the following:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
Total Prices
Conformity with specifications
Financial Stability
After Sale Service
Delivery Schedule
Installation and commissioning period
Technical Capacity
Able to maintain the spare parts after warranty period
Technical verification certificates of all parts of the system (if
necessary, Supplier should be able to provided this during the
project period as well)
11
Section IV. Bidding Forms
Table of Forms
Bid Submission Form..............................................................................................................
Price Schedule: .......................................................................................................................
Price and Completion Schedule - Related Services ...............................................................
Bid Security (Guarantee) .......................................................................................................
Manufacturer’s Authorization ..............................................................................................
12
(Please fill in page 15, 16)
Bid Submission Form
Date: [insert date (as day, month and year) of Bid Submission]
No.: [insert number of bidding process]
To: Director General, Sri Lanka Sustainable Energy Authority
Block 05, 1st floor, BMICH, Colombo 07
We, the undersigned, declare that:
(a)
We have examined and have no reservations to the Bidding Documents, including
Addenda No.: [insert the number and issuing date of each Addenda];
(b)
We offer to supply in conformity with the Bidding Documents and in accordance
with the Delivery Schedules specified in the Schedule of Requirements the
following Goods (solar panel, battery, controller, bulbs, universal mobile different
output jack set with Mobile charger, DC cables, related fixing accessories), Related
Services (necessary training with after sale service) and sample of sale document
(warranty certificates / operational manual)
(c)
The total price of our Bid without VAT, including any discounts offered is: [insert
the total bid price in words and figures];
(d)
The total price of our Bid including VAT, and any discounts offered is: [insert the
total bid price in words and figures];
(e)
Our bid shall be valid for the period of time specified in ITB Clause 10, from the
date fixed for the bid submission deadline in accordance with ITB Clause 12, and it
shall remain binding upon us and may be accepted at any time before the
expiration of that period;
(f)
If our bid is accepted, we commit to obtain a performance security in accordance
with ITB Clause 18 and CC Clause 7 for the due performance of the Contract;
(g)
We have no conflict of interest in accordance with ITB Clause 19
(h)
Our firm, its affiliates or subsidiaries including any subcontractors or suppliers for
any part of the contract has not been declared blacklisted by the National
Procurement Agency or Department of Public Finance or any other Government
institute.
(i)
We understand that this bid, together with your written acceptance thereof
included in your notification of award, shall constitute a binding contract between
us, until a formal contract is prepared and executed.
13
(j)
We understand that you are not bound to accept the lowest evaluated bid or any
other bid that you may receive.
Signed: [insert signature of person whose name and capacity are shown]
In the capacity of [insert legal capacity of person signing the Bid Submission Form]
Name: [insert complete name of person signing the Bid Submission Form]
Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
……………………………………….
Common Seal
14
Bid Submission Form
Date: ……………………………………….
No.: …………………………………………
To: Director General, Sri Lanka Sustainable Energy Authority
Block 05, 1st floor, BMICH, Colombo 07
We, the undersigned, declare that:
(a) We have examined and have no reservations to the Bidding Documents, including
Addenda No.: …………………………………………………………………………………………………………
(b) We offer to supply in conformity with the Bidding Documents and in accordance
with the Delivery Schedules specified in the Schedule of Requirements the following
Goods (solar panel, battery, controller, bulbs, universal mobile different output jack
set with Mobile charger, DC cables, related fixing accessories) and Related Services
(necessary training with after sale service)
(c) The total price of our Bid without VAT, including any discounts offered is:
…………………………………………………………………………………………………………………………………
(d) The total price of our Bid including VAT, and any discounts offered is:
………………………………………………………………………………………………………………………………..
(e) Our bid shall be valid for the period of time specified in ITB Clause 10, from the date
fixed for the bid submission deadline in accordance with ITB Clause 12, and it shall
remain binding upon us and may be accepted at any time before the expiration of
that period;
(f) If our bid is accepted, we commit to obtain a performance security in accordance
with ITB Clause 18 and CC Clause 7 for the due performance of the Contract;
(g)
We have no conflict of interest in accordance with ITB Clause 19
(h)
Our firm, its affiliates or subsidiaries including any subcontractors or suppliers for
any part of the contract has not been declared blacklisted by the National
Procurement Agency or Department of Public Finance or any other Government
institute.
(i)
We understand that this bid, together with your written acceptance thereof
included in your notification of award, shall constitute a binding contract between
us, until a formal contract is prepared and executed.
15
(j)
We understand that you are not bound to accept the lowest evaluated bid or any
other bid that you may receive.
Signed: …………………………………………………………………………………………………………………..
In the capacity of …………………………………………………………………………………………………..
Name: ……………………………………………………………………………………………………………………
Duly authorized to sign the bid for and on behalf of: ……………………………………………..
Dated on ____________ day of __________________, _______ …………………………..
……………………………………………
Common Seal
16
Price Schedule
[The Bidder shall fill in these Price Schedule in accordance with the instructions indicated.
The list of line items in column 2 of the Price Schedules shall coincide with the List of
Goods and Related Services specified by the project implementer in the Schedule of
Requirements.]
(See page 18)
17
(VI). SCHEDULE OF REQUIREMENTS
1. Bidders should quote for all items of one unit.
Table: 01
2. Evaluation will be based on each item separately complying with specifications.
3. The Chairman, Procurement committee reserves the right to accept or reject any or all bids and to accept a part of the offer before
awarding the contract. .
Item
Number
1.
Solar Panel
Quantity of
components
per one
system
01
2.
5.0 W DC LED Lamp
05
02 Year
3.
SMF deep cycle 70 Ah VRLA
Battery
01
02 Year
4.
Charge Controller
01
05 Year
5.
Mobile Charger
01
01 Year
6.
Universal Mobile Different
Output Jack set
01
01 Year
7.
DC Cable ,Connection Box and
all other necessary fixing
accessories
User Manual*
01
01 Year
8.
Brief Description
for One Unit
Specifications
Make
Model
Country of
Origin
See Table 05
----------------
-----------------
-----------------
--------------
Year of
Manufacture
------------------- 01
Minimum
warranty
Requirements
20 Year
----------------
Note
*User manual should be provided in own languages as per ethnic of the people for selected areas for individual house while installing the
system.
18
PRICE SCHEDULE
Item.
No.
1.
Description
Supply, Delivery , Installation,
Commissioning and Maintenance*
of the Solar Home Systems
Place of
Delivery &
installation
See Annex A
Delivery
Period in Days from
issue of awarding
letter
60
…………………………..
Bidders Signature
…………………………….
Common Seal
* Maintenance – Free maintenance period of bidder offered
19
Table: 02
Unit Rate.
(Rs. & Cts)
Any
Discount
offered
Unit Price
(Rs. & Cts.)
VAT
(Rs. & Cts)
.
Manufacturer’s Authorization (This letter should be provided for separate
components- Mainly Solar panel, charge controller, battery, LED bulbs, DC
cables)
[The Bidder shall require the Manufacturer to fill in this Form in accordance with the
instructions indicated. This letter of authorization should be on the letterhead of the
Manufacturer and should be signed by a person with the proper authority to sign
documents that are binding on the Manufacturer. The Bidder shall include it in its bid, if
so indicated in the BDS.]
Date: [insert date (as day, month and year) of Bid Submission]
No.: [insert number of bidding process]
To: Sri Lanka Sustainable Energy Authority, Block 05, 1st floor, BMICH, Colombo 07
WHEREAS
We [insert complete name of Manufacturer], who are official manufacturers of [insert
type of goods manufactured], having factories at [insert full address of Manufacturer’s
factories], do hereby authorize [insert complete name of Bidder] to submit a bid the
purpose of which is to provide the following Goods, manufactured by us [insert name
and or brief description of the Goods], and to subsequently negotiate and sign the
Contract.
We hereby extend our full guarantee and warranty in accordance with Clause 27 of the
Conditions of Contract, with respect to the Goods offered by the above firm.
Signed: [insert signature(s) of authorized representative(s) of the Manufacturer]
Name: [insert complete name(s) of authorized representative(s) of the Manufacturer]
Title: [insert title]
Duly authorized to sign this Authorization on behalf of: [insert complete name of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
21
Section V. Schedule of Requirements
Contents
1. List of Goods and Delivery Schedule................................................................................
2. List of Related Services and Completion Schedule ........................................................
3. Technical Specifications ...................................................................................................
4.. Drawings ..........................................................................................................................
5. Inspections and Tests .......................................................................................................
22
1. List of Goods and Delivery Schedule
Item
No
01
Description of Goods
Unit
50 W Solar home system (5 W LED ultra Sets
efficiency bulb, PV Solar Panels, Charge
controller, Battery,
DC wires, Mobile
Charger, Universal Mobile Different Output
Jack set and all necessary fixing accessories
& Manual)
Maximum
Quantity
1200
Final (Project
Site) Destination
as specified in
BDS
Table: 03
Delivery Date
Required Delivery Date
(From date of awarding
letter)
Bidder’s offered
Delivery date [to
be provided by
the bidder]
See Annex A
Awarding-31 July 2014
Delivery-30 September 2014
(See table : 01)
Note
The Supplier warrants that all the Goods are new, unused, and of the most recent or current models, free from defects and that they
incorporate all recent improvements in design and materials.
23
Table: 04
2.
List of Related Services and Completion Schedule
Maximum
Service
01
Description of Service
Installation and Commissioning of the
system with free maintenance
Unit
Quantity
Set
1200
24
Place where
Services shall be
performed
See Annex A
Final
Completion
Date(s) of
Services
As per the
selected
bidders
discuss with
FA but all
system will be
installed
before 31
March 2015
3. TECHNICAL SPECIFICATIONS
Table: 05
[The Technical specifications may be provided in the following format. The bidder shall fill the columns 6 and 7. Bidder’s failure to provide the
information requested in the columns 6 and 7 may be a reason for the rejection of the bid. If any discrepancy is observed between the
information provided by the bidder in the columns 6 and 7 and the other technical information attached to the bid, the information provided
herein shall take precedence.]
Item
No
Item
Feature
Purchaser’s Requirements
Bidder’s Offer
Minimum
Warranty
1
PV Solar panel
Type
Mono crystalline
Capacity
50 W
Weight
Please mention
Front Glass
3.2 mm tempered high transmission glass. Low iron
Efficiency
15 % or higher
Open circuit voltage
Please mention
Nominal voltage
12 V
Maximum Power
Voltage
Please mention
Maximum Power
Current
Please mention
Short circuit current
Please mention
Operating Temperature
0 C to 85 C
Operating Humidity
0% - 100%
Junction Box
Sealable and moisture resistance
Frame
Aluminum or resist to corrosion
0
25
0
20 Year
Yes(Y)
No(N)
Remarks
2
Solar charge controller – MPPT controller
Certification
Provide
Standard
Please mention
Max PV input
40 – 100 W
MPPT system voltage
12/24V
Maximum
current
Display
Please mention
charging
12 V 70 Ah battery
0
0
0 C to 85 C
Operating Humidity
0% - 100%
Indicator
Charging, Charging Full, Medium, Battery Low, Load
Cut- Off
Battery Over Voltage & Under Voltage Cut- Off,
Reverse Polarity, Reverse Current at night, Lightning
Protection
Please mention
Low Battery Load
Disconnect
Low Battery Load
Reconnect
Topicalization
3
LED
Operating Temperature
Protection
05 Years
Please mention
Self Consumption
Conformal Coated printed Circuit Board, Corrosion
Resistance Terminals
Please mention
Certification
Please provide
Type
Fully sealed maintenance free Deep cycle battery
(SMF)/ Valve Regulated Lead-Acid(VRLA)
Full Charge
Please mention (Usage)
Charge
Please mention (Usage)
Charging time
Please mention(Full)
Temperature Range
0 C to 85 C
0
26
0
02 Year
4
Bulb
Operating Humidity
0% - 100%
Self discharge
Less than 10 %
Design life time
Please mention
Weight
Please mention
Autonomy
3 Days
Certification
Please provide
LED/ DC
Ultra efficient with heat sink
Lighting color
Pure White
Operating Voltage
Range
Please mention
Power
5W
Base type
Screw
Design life time
40,000 hrs or higher
Lumens
450-500 vertical
( + 5% accuracy)
5
Please provide the details
6
DC Cable ,Connection Box and other all fixing
necessary accessories
Mobile Charger
7
Universal Mobile Different Output Jack set
Jacks can be used to any type of hand phone
Providing any type of hand phone can be charged
N: B
•
•
Brochures should be provided for all components.
Operation demonstrations should be provided for customers.
27
02 Years
•
•
•
•
At least one/two person will be trained for minor repair from each area/village
After sales service should be mentioned (See Annex B)
Provide all serial numbers of each item for installed system. All houses are provided customer check sheet. Format of the check list
will be received to the supplier by SLSEA.
Provide the warranty card for all items to the customers
28
4. Drawings
These Bidding Documents does not include the drawings.
29
5. Inspections and Tests
Selected bidders are requested, the following inspections and sample tests shall be
performed by related institutions if it is needed.
PV Solar panel, battery
Sample test reports of above all items should be provided from receiving National
Engineering Research and Development Centre (NERD)
Solar charge controller (MPPT controller)
Sample test report of above item should be provided from receiving University of
Moratuwa.
LED Bulb
Sample test report of LED bulb should be provided from Regional Center for Lighting (RCL).
Office is in the BMICH premises (Block 05, 2nd floor)
Installation & Commissioning
Normally Inspection is done by Facilitating Agency (FA). SLSEA will check the system
randomly before and after installing.
Item
No
1
2
3
4
5
6
7
8
Description of Goods
Serial No
Physical
Condition
Good
Bad
Solar Panel
5.0 W DC LED Lamp
SMF/ VRLA deep cycle
70 Ah Battery
Charge Controller
Mobile Charger
Universal Mobile
Different Output Jack
set
DC Cable ,Connection
Box and all other
necessary fixing
accessories
Installation &
Commissioning
Technical Inspections and Tests
Physically checked by
:
(Signature of technical person level 1)
Technically inspected by
:
(Signature of technical person level 2)
Certified by
:
(Signature of technical person level 3)
30
Working
Condition
Good Bad
Section VII. Contract Data
The following Contract Data shall supplement and / or amend the Conditions of
Contract (CC). Whenever there is a conflict, the provisions herein shall prevail over
those in the CC.
CC 1
The Purchaser is beneficiaries
CC 2
Final Destinations are in the given list (See Annex A)
CC 3
For notices, the contract address shall be:
Attention: Chairman, Procurement Committee
Address: Sri Lanka Sustainable Energy Authority
Blok 05, 1th floor, BMICH, Colombo 07
Telephone: 0112677445/ 0715344175
Facsimile number: 0112682534/ 0112682969
Electronic mail address: [email protected]
CC 4
CC 5
The rules of procedure for arbitration proceedings pursuant CC Clause
…… shall be as arbitration Act, 11 of 1995 with single arbitrator.
Details of Shipping and other Documents to be furnished by the
Supplier are
-Not Applicable-
CC 6
The method and conditions of payment to be made to the Supplier
under this Contract shall be as follows:
(a)
First Payment: While installing the systems, first payment
will be paid by beneficiaries as received loan component.
(b) Final payment (Rs.25, 000/=) will be paid by SLSEA according
to the conformation of FA and beneficiaries under installing
properly and operating successfully.
(c)
CC 7
Five thousand Rupees (Rs.5000/=) will be retained from each
system until after the warranty period (Free maintenance).
Free maintenance period should be minimum one year. If the
bidder offered free maintenance period for more years, the
purchaser will release retaining amount as the equal part year
by year. Method of releasing the retained amount will be
detemined after selecting the suppliers.
A Performance Security (Rs. 600,000/=) shall be required.
Performance security will be released at the end of successful
31
completion of the installed systems.
CC 8
The inspections and tests shall be required (See page 30)
CC 9
The Inspections shall be conducted by related experienced Engineers
from SLSEA and the Facilitating Agency
CC 10
Selected bidders should be willing to sign try party contract
agreement with SLSEA and FA.
CC 11
CC 12
CC 13
The period of contract of defects in the warranty period is within 07
days.
If the supplier is being notified, fails to remedy the defect(s) within
seven (07) working days, the purchaser may proceed to take such
remedial action as may be necessary, at the supplier’s risk and
expenses and without prejudice to any rights which the purchaser
may have against the supplier under the contract. Purchaser will do
break down and deduct the cost of such repairing from retaining
amount if suppliers fail to attend the repairing within notified period
in free maintenance period.
Maintenance Services
(a) Free maintenance services shall be provided by the Supplier during
the period of warranty. After Completion of the warranty period the
contractor or the supplier should sign the maintenance agreement.
(a)
(b)
For supply the spare parts to FA
For giving technical input if it is needed
32
Section VIII.
Contract Forms
1. Contract Agreement
2. Performance Security
33
1. Contract Agreement (Draft)
THIS CONTRACT AGREEMENT is made the [ insert: number ] day of [ insert: month], [ insert:
year ].
BETWEEN
(1) Director General, Sri Lanka Sustainable Energy Authority, Block 05, 1 st Floor, BMICH,
Colombo 07 (hereinafter called “SLSEA”),
(2) Coordinator, Facilitating Agency ………………………………………..(hereinafter called “FA”)
(3) [ insert name of Supplier ], a corporation incorporated under the laws of [ insert: country
of Supplier ] and having its principal place of business at [ insert: address of Supplier ]
(hereinafter called “the Supplier”).
WHEREAS the SLSEA invited bids for certain Goods and ancillary services, viz.,
Supply, Delivery, Installation, Commissioning and free maintenance of off grid Solar Home
Systems and has accepted a Bid by the Supplier for the supply of those Goods and Services
in the sum of [insert Contract Price in words and figures, expressed in the Contract
currency(ies) ] (hereinafter called “the Contract
Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall constitute the Contract between the project implementer
and the Supplier, and each shall be read and construed as an integral part of the Contract:
(a) This Contract Agreement
(b) Contract Data
(c) Conditions of Contract
(d) Technical Requirements (Including Schedule of Requirements and Technical
Specifications)
(e) The Supplier’s Bid and original Price Schedules
(f) The project implementer’s Notification of Award
(g) Supplier’s acceptance
(h) Performance Security
(g) Contract agreement with FA on ……………………………
3. This Contract shall prevail over all other Contract documents. In the event of any
discrepancy or inconsistency within the Contract documents, then the documents
shall prevail in the order listed above.
34
4. In consideration of the payments to be made by the SLSEA to the Supplier as
hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide
the Goods and Services and to remedy defects therein in conformity in all respects
with the provisions of the Contract.
5. The SLSEA hereby covenants to pay the Supplier in consideration of the
provision of the Goods and Services and the remedying of defects therein, the
Contract Price or such other sum as may become payable under the provisions of
the Contract at the times and in the manner prescribed by the Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with the laws of Democratic Socialist Republic of Sri Lanka on the day,
month and year indicated above.
On behalf of the SLSEA
Signed: [insert signature]
in the capacity of [ insert title or other appropriate designation ]
On behalf of the FA
Signed: [insert signature]
in the capacity of [ insert title or other appropriate designation ]
On behalf of the Supplier
Signed: [insert signature of authorized representative(s) of the Supplier]
in the capacity of [ insert title or other appropriate designation ]
In the presence of witnesses
For SLSEA
1………………………
For FA
2……………………………..
For Supplier
3………………………………
35
2. PERFORMANCE SECURITY
(Unconditional)
------------------ [Issuing Agency’s Name, and Address of Issuing Branch or Office] --------------------Beneficiary:
--------------------------- [Name and Address of Employer]
Date: -----------------------------PERFORMANCE GUARANTEE No.:
-------------------------
We have been informed that ----------------- [name of Contractor] (hereinafter called "the
Contractor") has entered into Contract No. --------------- [reference number of the Contract]
dated ------------- with you, for the -------------- [insert “contract”] of ------------------- [name of
Contract and brief description of Works] (hereinafter called "the Contract").
Furthermore, we understand that, according to the Conditions of the Contract, a
performance guarantee is required.
At the request of the Contractor, we ---------------- [name of Agency] hereby irrevocably
undertake to pay you any sum or sums not exceeding in total an amount of ----------------------- [amount in figures] (-------------------------------------------------------------------------------------------)
[amount in words], upon receipt by us of your first demand in writing accompanied by a
written statement stating that the Contractor is in breach of its obligation(s) under the
Contract, without your needing to prove or to show grounds for your demand or the sum
specified therein.
This guarantee shall expire, no later than the …. day of ……, 2014 [insert date, 28 days
beyond the Time for Completion] and any demand for payment under it must be received
by us at this office on or before that date.
_____________________
[signature(s)]
36
Annex - B
Item. No
Descriptions
1
Availability of stocks
Bidders Response
2
Do you have storage capacity?
3
How many years do you offer the free of charge
service for the system?
4
Taxes (Pls. attach copy of VAT certificate of
registration, if any)
5
After sale service(Maintenance)
i. How many dates/hours are required to attend
from the failure notified date?
ii. How do you arrange to sign the service
agreement after system warranty period ?
iii. How many days are needed to repair the item
from notified date ?
Annex-D
Check List for Bidder
No
1
2
3
4
5
6
7
8
9
10
11
12
13
Item
Yes(tick)
Table 01
Table 02
Table 03
Table 05
Annex B
Product Certification
Company Certification
Manufacture Authorization letters
Brochures/Manuals
VAT certificate of registration(if any)
Each Warranty
Bid submission form
Bid security
37
Reference
ANNEX - A
Identification of Rural Villages for Electrification through
Solar home systems
Province
Nos of Villages
Nos of Households
Central Provinc
26
2,924
Wayamba Province
444
12,971
Sabaragamuwa Province
195
7,678
38
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