Overseas Request for Quotation (RFQ) for Hybrid Photovoltaic System

PEACE CORPS

Overseas Request for Quotation (RFQ) for Hybrid Photovoltaic System

Date: August 16, 2017

Peace Corps intends to offer a firm-fixed price contract to supply, design, construct and install Solar PV Grid Tie system (maximum 135 kWp) to include but not limited to rooftop mounting on a turnkey basis.

The proposed project is aimed to showcase the multiple benefits of saving cost while decreasing pollution and greenhouse gases emission by reducing consumption of electricity from the grid. For that, the proposed technology is to be installed over a suitable area (to be agreed with Peace Corps) with the grid-connected inverter which will be used to automatically synchronize the inverter output with the local grid.

Interested vendors should submit a quote for the services as described in this RFQ.

Quotes are due electronically by close of business on August 21, 2017 to Rexford Asamoah on and Melanie Huckstep on

Alternately a copy of RFQ may be hand delivered to the Peace Corps office at 14 Dade Link in Labone.

Any questions regarding the RFQ may be addressed electronically to emails above or to the persons named below. No phone inquiries will be accepted. Offers received after the closing date will not be accepted.

Name: Melanie Huckstep

Address: U. S. Peace Corps

P. O. Box 5796,

Accra - North

Name: Rexford Asamoah

Address: U. S. Peace Corps

P. O. Box 5796,

Accra - North

Statement of Work/Specifications

The scope of services provided by the Contractor/Vendor shall include all tasks required to survey, design, engineering, procuring, constructing, commissioning, training for operation and maintenance, and perform necessary maintenance of the solar PV system for Peace Corps Compound.

The general scope under this contract is to design 135 kWp grid tie solar PV system for the Peace Corps Ghana main office. The works includes but not limited to the following:

· System design of all the components including calculations and layout drawings

· Manufacture, testing, inspection, packing and forwarding, transportation of all the materials including materials for operation and maintenance of the system up to project site, loading & unloading, storage in safe custody

· Construction, installation, erection, carrying out preliminary tests at site, commissioning and performance testing including all civil works.

· Performance warranty of minimum 5 years for safe operation and maintenance

· Handing over of all the 135 kWp Solar PV grid tie systems including all the equipment’s to the Peace Corps at Labone, Accra.

· Any other requirement as mutually agreed between the contractor and the Peace Corps

The Peace Corps Ghana office occupies a total built up area of approximately 794m2. The main supply of electricity is from the Electricity Company of Ghana (ECG) grid and 200KVA and 150KVA diesel-based generator in case of electricity outages.

The scope of this project is to:

More specifically the contractor shall provide all labor, equipment and materials necessary to perform the following tasks:

a) Design and install a grid tie solar power system which includes photovoltaic modules, DC/AC inverters; connects the local grid supplied power, and onsite diesel generator; and other components that supply a complete operable working system.

b) Install the approved hybrid solar power system. This shall include installation of all designed components; electrical components and installation; and any other component and installation needed to provide a complete and operable working system. Provide and supply any and all Operation and Maintenance Manuals, as-built drawings and hands-on training needed for on-site staff to operate and maintain the system in a safe and efficient manner.

A. Price

Service and Supplier Unit Quotes shall be a Firm Fixed-Price, and inclusive of any administrative or overhead costs. Costs for the following factors should be included at minimum:

Materials

Installation

Permitting

Taxes

Warranty/Maintenance

B. Location of Work:

Peace Corps Main Office – 14 Dade Link, Labone – Accra.

On-Site Inspections can be scheduled to receive more details about desires for new plan.

POC Names: Rexford Asamoah and Kwame Segu

Mailing Address: and

Telephone numbers: 0243816185 or 0244311182

C. Period of Performance:

All construction related work is located on the Peace Corps’ main office grounds in Labone. Construction work on the project can begin after Notice to Proceed is given. The Period of Performance shall be 90 days.

D. Contract Terms and Conditions

The contract for these services required shall be a fixed firm priced contract price on the basis of unit completed.

If the contractor fails to perform any portion of the contract, the contractor will be responsible to repay any money advanced or a prorated portion of the advance as determined by the Peace Corps Contracting Officer.

The work shall be done in accordance with the minimum requirements of the current edition of the International Electrotechnical Commission (IEC). The work shall be accepted when all the work is completed as described here within and in accordance with any design specifications. Work will be inspected to assure compliance with the contract documents. But quality control and adherence to all contract requirements is still the responsibility of the contractor.

Any historical reports and construction related documents that are in the possession of the Peace Corps associated with the existing facilities shall be made available upon request. Use of restroom facilities shall be made available to the contractor during the period of performance as long as such use is not deemed excessive and does not negatively impact Peace Corps operations. No other government equipment or materials shall be provided during the contract.

A pre-bid site visit shall be scheduled to allow perspective bidders an opportunity to visit the site and talk to Peace Corps personnel. The visit is not mandatory but it is highly recommended as this will be the only time Peace Corps contract staff personnel will be on-site at the same time to answer questions before the contract is awarded.

Normal duty hours are Monday through Friday 8:00 am to 4:30 pm. Work shall be performed during these hours unless prearranged with the Director of Management and Operations. Federal holidays not included.

E. Peace Corps Payment Schedule and Terms

Supplier will receive payment in approximately 30 days after acceptance and receipt of valid/accurate invoice.

F. Evaluation Factors:

Award will be made after consideration of the following factors as marked below:

· Worked on 2 electrical/solar energy projects of similar size and complexity within the last 10 years

· Proposed length of time for completion

· Submission of proposal for annual maintenance;

· Compliance to international standards;

· Comprehensiveness of after-sales services

· Price (submit completed bid schedule for design and installation costs) Technical and past performance, when combined, are significantly more important that price.

· Past performance (not-to-exceed 4 pages)

Award may be made to other than the low priced quote. The award will be made to the total quote that offers the best value in accordance with the above evaluation factors.

G. Instructions to Vendors:

a. Please read RFQ in its entirety including factors that will be considered in making award.

Return completed RFQ by due date as follows:

1) Provide Cover Letter explaining why you are interested in this project.

2) Provide past performance summaries as well as descriptions of past solar energy projects your company has worked on.

3) Provide full proposal covering all details specified in Section A.

4) Provide a comprehensive price breakdown, stating at minimum categories described in Section B.

5) List/state any other terms or items not requested in the RFQ that is believed would benefit Peace Corps and would improve consideration for selection. These terms/items must not increase the prices quoted in Section B.

6) Sign and return RFQ by required due date.

H. Other Terms/Items Offered at No Additional Cost:

SUPPLIER AUTHORIZED REPRESENTATIVE

Name: _________________________ Position/Title: __________________________

Signature: ______________________ Date: _______________________________

Phone: ________________________ Email: _______________________________

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