Procurement of Solar Energy systems for Peace Huts across Liberia
United Nations Entity for Gender Equality and the Empowerment of Women | Published August 10, 2015 - Deadline August 25, 2015
Invitation to Bid
Subject: Procurement of Solar Energy systems for Peace Huts across Liberia.
1. We hereby solicit your bid for the supply of following goods.
a. PV modules (Mono-crystalline or poly-crystalline)
b. Batteries (Gel battery)
c. Inverter (pure sine wave, 1000 w, I/C) & Controller
e. Over current Protection: Surge Protector/Breakers/Disconnects
2. To enable you to submit a bid, please find enclosed:
Annex I. Instructions to Bidders
Annex II. Bid Data Sheet
Annex III. General Terms and Conditions
Annex IV. Special Conditions
Annex V. Schedule of Requirements
Annex VI. Technical Specifications
Annex VII. Bid Submission Form
Annex VIII. Price Schedule
Annex IX. Form for Performance Security (delete if not required)
Annex X. Contract to be Signed
3. Interested Bidders may obtain further information at the following address:
Contact Person: Moses Kelleh
Name of Office: UN Women- Liberia
Telephone & Fax: +231-770-480-878
4. The bids must be securely sealed or in case of electronic submission submitted to secure bid e-mail address in accordance with the below instructions on or before 25/08/2015 at 17:00 (Monrovia, Liberia)(for local time ref, see www.greenwichmeantime.com). Any bid received after this date and time will be rejected.
A. Mail/courier/personal delivery: The bid must be securely sealed and clearly marked on the outside as “Procurement of Solar Energy systems for 25 peace huts and empowerment centers across Liberia.
B. ” and to be delivered to and marked as follows:
UN Women Liberia
4th Floor, H.G. Plaza
Sekou Toure Avenue
To the attention of:
Bid Opening Committee
UN Women Country Office
C. E-mail Submission: Your bid (in PDF format, free from any form of virus or corrupted contents) must be signed and stamped in all relevant places and submitted to UN Women secure bid e-mail addresses firstname.lastname@example.org with clear subject line as “Procurement of Solar Energy systems for 25 peace huts and empowerment centers across Liberia.
5. Bids will be opened in the presence of Bidders’ Representatives, who chose to attend at the address, date and time indicated in the Bidding Documents.
6. This letter is not to be construed in any way as an offer to contract with your firm.
Awa Ndiaye Seck
INSTRUCTIONS TO BIDDERS
1. General: The Purchaser invites Sealed Bids for the supply of goods to the UN system.
2. Eligible Bidders: Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design specifications, and other documents to be used for the procurement of goods to be purchased under this Invitation to Bids.
2.2 In the event that prequalification of potential bidders has been undertaken, only bids from prequalified bidders shall be considered for award of Contract.
2.3 If UN Women has not undertaken prequalification of potential bidders, all bidders shall include the information and documents specified in clause 9 of this Instruction to Bidders.
3. Cost of Bid: The Bidder shall bear all costs associated with the preparation and submission of the Bid, and the procuring UN entity will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.
B. Solicitation Documents
4. Examination of Solicitation Documents: The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Bidder’s risk and may affect the evaluation of the Bid.
5. Clarification of Solicitation Documents: A prospective Bidder requiring any clarification of the Solicitation Documents may notify the procuring entity in writing. The response will be made in writing to any request for clarification of the Solicitation Documents that it receives earlier than two weeks prior to the Deadline for the Submission of Bids. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders that received the Solicitation Documents.
6. Amendments of Solicitation Documents: No later than two weeks prior to the Deadline for Submission of Bids, the procuring entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend the Solicitation Documents. All prospective Bidders that have received the Solicitation Documents will be notified in writing of any amendments. In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their offers, the procuring entity may, at its discretion, extend the Deadline for the Submission of Bids.
C. Preparation of Bids
7. Language of the Bid: The Bid prepared by the Bidder and all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity shall be written in the language indicated on the Bid Data Sheet.
8. Documents Comprising the Bid:
The Bid must comprise of the following documents:
(a) Bid Submission form;
(b) Price Schedule completed in accordance with the Annexures V, VI and VIII and clause 11 of Instructions to Bidders;
(c) Documentary evidence established in accordance with clause 9 of Instructions to Bidders that the Bidder is eligible to and is qualified to perform the contract if its Bid is accepted,
(d) Documentary evidence established in accordance with clause 10 of Instructions to Bidders that the goods and ancillary services to be supplied by the Bidder are eligible goods and services and conform to the Bidding Documents;
9. Documents Establishing Bidder’s Eligibility and Qualifications:
The Bidder shall furnish evidence of its status as qualified Supplier. The documentary evidence of the Bidder’s qualifications to perform the contract if its Bid is accepted shall be established to the Purchaser’s satisfaction:
(a) That, in the case of a Bidder offering to supply goods under the contract which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorized by the goods’ manufacturer or producer to supply the goods in the country of final destination.
(b) That the Bidder has the financial, technical, and production capability necessary to perform the contract.
10. Export License:
All bidders/vendors must aware that the goods and services are for the benefit of the Government under UN WOMEN’s development assistance framework and goods purchased will normally be transferred to the national partners, or to an entity nominated by it, in accordance with UN WOMEN’s policies and procedures.
The bidder/vendor shall include in their proposal:
(a) A statement whether any import or export licenses are required with respect to the goods to be purchased or service to be rendered including any restrictions on the country of origin, use/dual use nature of goods or services, including distribution to end users;
(b) Confirmation that he has obtained licenses of this nature in the past and have an expectation of obtaining all the necessary licenses should their bid be successful.
11. Documents Establishing Goods’ Conformity to Bidding Documents:
The Bidder shall also furnish as part of its Bid, documents establishing the conformity of all goods and related services which the Bidder proposes to supply under the contract to the Bidding Documents.
The documentary evidence of conformity to the Bidding Documents may be in the form of literature, drawings, and data, and shall consist of:
(a) A detailed description of the essential technical and performance characteristics of the goods;
(b) A list giving full particulars, including available sources and current prices of spare parts, special tools, etc, necessary for the proper and continuing functioning of the goods for a period to be specified in the Bid Data Sheet, following commencement of the use of the goods.
12. Bid Currencies/Bid Prices: All prices shall be quoted in US dollars or any other convertible currency. The Bidder shall indicate the unit prices on the appropriate Price Schedule (where applicable) and total Bid Price of the goods it proposes to supply under the contract.
13. Period of Validity of Bids: Bids shall remain valid for 120 days after the date of Bid Submission prescribed by the procuring UN entity pursuant to clause 16 of Instructions to Bidders. A Bid valid for a shorter period may be rejected as non-responsive pursuant to clause 20 of Instructions to Bidders. In exceptional circumstances, the procuring UN entity may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. Bidders granting the request will not be required nor permitted to modify their Bids.
14. Bid Security:
(a) The Bidder shall furnish as part of its Bid a Bid Security to the Purchaser in the amount of 5 % of the Offer Value.
(b) The Bid Security is to protect the Purchaser against the risk of the Bidder’s conduct which would warrant the security’s forfeiture, pursuant to Clause 14(g) below.
(c) The Bid Security shall be denominated in the currency of the Purchase Order or in a freely convertible currency and shall be in one of the following forms:
i. Bank guarantee or irrevocable letter of credit, issued by a reputable bank located in the purchaser’s country or abroad, and in the form provided in these Solicitation Documents, or,
ii. Cashier’s cheque, or certified cheque.
(d) Any Bid not secured in accordance with Clauses 14 a) and 14 c) above will be rejected by the Purchaser as non-responsive pursuant to clause 20 of Instructions to Bidders.
(e) Unsuccessful Bidder Bid Security will be discharged or returned as promptly as possible within thirty (30) days after the expiration of the period of Bid Validity prescribed by the Purchaser pursuant to clause 13 of instructions to Bidders.
(f) The successful Bidder’s Bid Security will be discharged or returned upon the Bidder signing the Purchase Order, pursuant to clause 27 of Instructions to Bidders, and furnishing the Performance Security, pursuant to clause 28 of Instructions to Bidders.
(g) The Bid Security may be forfeited:
1) If a Bidder withdraws its offer during the period of the Bid Validity specified by the Bidder on the Bid Submission Form, or,
2) In the case of a successful Bidder, if the Bidder fails:
i. to sign the Purchase Order in accordance with Clause 27 of Instructions to Bidders, or,
ii. to furnish Performance Security in accordance with Clause 28 of Instructions to Bidders.
D. Submission of Bids
15. Format and Signing of Bid: The Bidder shall prepare two copies of the Bid, clearly marking each “Original Bid” and “Copy of Bid” as appropriate. In the event of any discrepancy between them, the original shall govern. The two copies of the Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. A Bid shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the Bidder, in which case such corrections shall be initialed by the person or persons signing the bid.
16. Sealing and Marking of Bids:
16.1 The Bidder shall seal the original and each copy of the Bid in separate envelopes, duly marking the envelopes as “ORIGINAL” and “COPY”. The envelopes shall then be sealed in an outer envelope.
16.2 The inner and outer envelopes shall:
(a) Be addressed to the Purchaser at the address given in section I of these Solicitation Documents; and
(b) Make reference to the “subject” indicated in section I of these Solicitation Documents, and a statement: “NOT TO BE OPENED BY REGISTRY”, to be completed with the time and the date specified in section I of these Solicitation Documents for Bid Opening pursuant to clause 17 of Instructions to Bidders.
16.3 The inner and outer envelopes shall also indicate the name and address of the Bidder to enable the Bid to be returned unopened in case it is declared “late”.
16.4 If the outer envelope is not sealed and marked as required by clause 16.2 of Instructions to Bidders, the Purchaser will assume no responsibility for the Bid’s misplacement or premature opening.
17. Deadline for Submission of Bids/Late Bids:
17.1 Bids must be delivered to the office on or before the date and time specified in Section I of these Solicitation Documents.
17.2 The Purchaser may, at its discretion, extend this deadline for the submission of the bids by amending the Bidding Documents in accordance with clause 6 of Instructions to Bidders, in which case all rights and obligations of the Purchaser and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
17.3 Any Bid received by the Purchaser after the Deadline for Submission of Bids will be rejected and returned unopened to the Bidder.
18. Modification and Withdrawal of Bids:
The Bidder may withdraw its Bid after submission, provided that written notice of the withdrawal is received by the procuring UN entity prior to the deadline for submission. No Bid may be modified after passing of the Deadline for Submission of Bids. No Bid may be withdrawn in the interval between the Deadline for Submission of Bids and the expiration of the Period of Bid Validity.
E. Opening and Evaluation of Bids
19. Opening of Bids:
19.1 The Purchaser will open all Bids in the presence of Bidders’ Representatives who choose to attend, at the time, on the date, and at the place specified in section I of this Solicitation Document. The Bidders’ Representatives who are present shall sign a register evidencing their attendance.
19.2 The bidders’ names, Bid Modifications or withdrawals, bid Prices, discounts, and the presence or absence of requisite Bid Security and such other details as the purchaser, at its discretion, may consider appropriate, will be announced at the opening. No Bid shall be rejected at Bid Opening, except for Late Bids, which shall be returned unopened to the Bidder pursuant to clause 16.3 of Instructions to Bidders.
19.3 Bids (and modifications sent pursuant to clause 18 of Instructions to Bidders) that are not opened and read out at Bid Opening shall not be considered further for evaluation, irrespective of the circumstances. Withdrawn Bids will be returned unopened to the Bidders.
19.4 The Purchaser will prepare minutes of the Bid Opening.
20. Clarification of Bids:
To assist in the examination, evaluation and comparison of Bids the procuring UN entity may at its discretion ask the Bidder for clarification of its Bid. The request for clarification and the response shall be in writing and no change in price or substance of the Bid shall be sought, offered or permitted.
21. Preliminary Examination:
21.1 Prior to the detailed evaluation, the Purchaser will determine the substantial responsiveness of each Bid to the Invitation to Bid (ITB). A substantially responsive Bid is one which conforms to all the terms and conditions of the ITB without material deviations.
21.2 The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the bids are generally in order.
21.3 Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of errors, its Bid will be rejected. If there is a discrepancy between words and figures the amount in words will prevail.
21.4 A Bid determined as not substantially responsive will be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the non-conformity.
22. Conversion to Single Currency:
To facilitate evaluation and comparison, the Purchaser will convert all Bid Prices expressed in the amounts in various currencies in which the Bid Prices are payable to US dollars at the official UN exchange rate on the last day for Submission of Bids.
23. Evaluation of Bids:
Determination of compliance with the Solicitation Documents is based on the content of the Bid itself without recourse to extrinsic evidence.
1.1 Compliance with pricing conditions set in the ITB.
1.2 Compliance with requirements relating to technical design features or the product’s ability to satisfy functional requirements.
1.3 Compliance with Special and General Conditions specified by these Solicitation Documents.
1.4 Compliance with start-up, delivery or installation deadlines set by the procuring entity.
1.5 Demonstrated ability to comply with critical provisions such as execution of the Purchase Order by honoring the tax-free status of the UN.
1.6 Demonstrated ability to honor important responsibilities and liabilities allocated to Supplier in this ITB (e.g. performance guarantees, warranties, or insurance coverage, etc).
1.7 Proof of after-sales service capacity and appropriateness of service network.
F. Award of Contract
24. Award Criteria:
The procuring UN entity will Issue the Purchase Order to the lowest priced technically qualified Bidder. The Purchaser reserves the right to accept or reject any Bid, to annul the solicitation process and reject all Bids at any time prior to award of purchase order, without thereby incurring any liability to the affected Bidder(s) or any obligation to provide information on the grounds for the purchaser’s action.
25. Purchaser’s Right to Vary Requirements at Time of Award:
The Purchaser reserves the right at the time of making the award of contract to increase or decrease by up to 15 % the quantity of goods specified in the Schedule of Requirements without any change in unit price or other terms and conditions.
26. Notification of Award:
Prior to the expiration of the period of Bid Validity, the Purchaser will send the successful Bidder the Purchase Order. The Purchase Order may only be accepted by the Supplier’s signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this purchase order, as herein specified. Acceptance of this Purchase Order shall effect a contract between the parties under which the rights and obligations of the parties shall be governed solely by the terms and conditions of this purchase order.
27. Signing of the Purchase Order:
Within 14 days of receipt of the Purchase Order the successful Bidder shall sign, date and return it to the purchaser.
28. Performance Security:
The successful Bidder shall provide the Performance Security on the Performance Security Form provided for in these Solicitation Documents, within 2 weeks of receipt of the Purchase Order from the purchaser.
Failure of the successful Bidder to comply with the requirement of clause 27 or clause 28 of Instructions to Bidders shall constitute sufficient grounds for the annulment of the award and forfeiture of the Bid Security, in which event the Purchaser may make the award to the next lowest evaluated Bidder or call for new Bids.
29. Vendor Protest:
Our vendor protest procedure is intended to afford an opportunity to appeal to persons or firms not awarded a purchase order or contract in a competitive procurement process. It is not available to non-responsive or non-timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.unwomen.org/en/about-us/procurement/vendor-protest-procedure
BID DATA SHEET
The following specific data for the goods to be procured shall complement, supplement, or amend the provisions in the Instruction to Bidders. Whenever there is a conflict, the provisions herein shall prevail over those in the Instructions to Bidders.
Relevant clause(s) of Instruction to Bidders Specific data complementing, supplementing, or amending instructions to Bidders
Language of the Bid
X English French Spanish If others, specify…………………
The prices quoted shall be as per following INCOTERMS 2010 and place:
CIP FCA CPT X DAP Other…………………….
Documents Establishing Bidder’s Eligibility & Qualifications
X Required. Not required.
Bid Validity Period.
X 120 days If different, please specify………………………
X Required. Not required.
Preliminary Examination – completeness of bid.
Partial bids permitted. X Partial bids not permitted.
Purchaser’s Right to Vary Requirements at Time of Award
15 percent, increase or decrease. remain unchanged. x
Condition applies but change limit to ……… percent.
Compliance with any other clause required?
X No. If yes, specify:
(When required this space may also be used to enter a modified version of any of the above data.)
General Terms and Conditions
The following Special Conditions shall complement, supplement, or amend the General Conditions. Whenever there is a conflict, the provisions herein shall prevail over those in the General Conditions.
X Applies Does not apply If, within 12 months after the goods have been put into service, any defects are discovered or arise in the normal course of usage, the Supplier shall remedy the defect either by replacement or by repair.
Applies × Does not apply If the Supplier fails to supply the specified goods within the time period(s) stipulated by the purchase order, the Purchaser shall, without prejudice to its other remedies under the contract, deduct from the Purchase Order price, as liquidated damages, a sum equivalent to 0.5 percent of the delivered price of the delayed goods for each week of delay until actual delivery, up to a maximum deduction of 10 percent of the delayed goods Purchase Order price. Once the maximum is reached, the Purchaser may consider termination of the Purchase Order
X Applies Does not apply a) Within 14 days of receipt of the Purchase Order from the purchaser, the successful Bidder shall furnish a Performance Security to the Purchaser in the amount of 10% of the Purchase Order Value.
b) The Performance Security shall be valid until a date 30 days from the date of Issue of a Satisfactory Certificate of Inspection and Testing by the procuring UN entity.
c) The proceeds of the Performance Security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the contract.
d) The Performance Security shall be denominated in the currency of the Purchase Order and shall be in one of the following form of a bank guarantee or irrevocable letter of credit, issued by a reputable bank located in the purchaser’s country or abroad in the form provided in these Solicitation Documents.
e) The Security will be returned to the Supplier within 30 days of completion of the Purchase order, including any warranty obligation.
Compliance with any other
condition (s) required?
Applies Does not apply
(This space is also used to enter a modified version of any of the above Special Conditions.)
SCHEDULE OF REQUIREMENTS
[Describe the required items, quantities and delivery periods and terms (INCOTERMS 2000).]
1. Basic System Requirements
1.1 All the components shall be new and of recent model. All the components shall be specified for the conditions of installation such as voltage, current, temperature, etc.
1.2 All components (except batteries) shall comply with, or exceed, the technical specifications of an independent testing laboratory such as UL, JET, CSA, ETL, FM, etc.
1.3 Good design and workmanship practices are expected. All system components as well as installation must be done to specifications. UN Women must be given prior notification of any modification.
1.4 All the devices shall be installed so that they remain protected against physical abuse, dust, heat, and rain. Each component shall be located where it will remain accessible for inspection and maintenance, while also considering the maximum security for the user and children.
2.1 Codes and Standards
The PV power systems shall be designed and installed in full compliance with national standards. In particular, the electrical design will comply with the National Electrical Code (2011) and the National Electrical Safety Code (IEEE C2-2012), where applicable.
2.2 Construction Requirements
The system shall be designed and built to have minimum maintenance requirements and high reliability, to have an overall 20-year design life (excluding expected replacements such as batteries, and inverter).
All the components shall be new and of recent model. All the components shall be specified for the conditions of installation such as voltage, current, temperature, etc. All electrical components shall comply with, or exceed, the technical specifications of an independent testing laboratory such as UL, CSA, ETL, etc. Where available, all electrical components and equipment will be listed to standards established by Underwriters Laboratories (UL) and provides one year manufacture warranty for all equipment.
3. Photovoltaic Array
3.1 The PV array shall be installed permanently in a location which is free from shading by obstacles such as trees, natural topography and permanent structures which might project a shadow upon the modules, especially between 10 am and 3 pm.
3.2 The PV array shall have an average peak power which meets the demand specified under Basic System Requirements and under standard test conditions, defined as 1,000 W/m2 and 25°C module temperature. The Contractor shall provide the technical specifications of the module measured under standard test conditions, including I-V curves, temperature coefficients, open circuit voltage, operating voltage, short circuit current, operating current, and physical dimensions.
3.3 The PV modules (Mono-crystalline or poly-crystalline) shall be a product tested and certified to meet the 1703 UL (Underwriters Laboratories) safety standard and/or the requirements of IEEE Standard 1262 Recommended Practice for Qualification of PV Modules. Each module shall be clearly marked indicating: Manufacturer, Model Number, Serial Number, Peak Watt Rating, Peak Current, Peak Voltage, Open Circuit Voltage and Short Circuit Current of each module. The Contractor shall also provide the expected Peak Watt Rating, Peak Current, Peak Voltage, Open Circuit Voltage and Short Circuit Current of the PV array.
3.4 If more than one module is used, they shall be new and identical modules.
3.5 The modules shall be guaranteed for a minimum of twenty (20) years with a maximum allowable degradation of 20 percent over this period.
3.6 The modules shall be framed in such a way as to allow secure connection to the module mounting structure.
3.7 The arrangement shall face true south.
3.8 PV array mounting structure shall be fixed and at a slope of 10 degrees.
3.9 The PV system shall be bonded and grounded against atmospheric discharges.
3.10 A PV disconnecting means shall be installed at a readily accessible location and permanently marked to identify it as a PV system disconnect.
4. Mounting Structure
4.1 The Contractor shall provide a simple, sturdy and highly corrosion resistant structure for the mounting of the PV array.
4.2 PV modules shall be mounted to a solid framework made of either aluminum, galvanized, or painted steel. The mounting structure shall be able to withstand sustained winds of 160 km/h and have a design lifetime of 20 years adequate for the Liberian climate.
4.3 The structural support shall allow the array to be mounted at a fixed angle of 10 degree tilt.
4.4 The modules shall be Roof mounting: Minimum clearance between the PV array and the roofing material shall be at least 20 cm above the roofing material. Anchoring of the mounting structure shall be to the building and not to the roofing material. The mounting structure shall withstand constant wind speeds of 160 km/h.
5. Battery Storage
5.1 Energy shall be stored in a deep-cycle rechargeable battery bank. No shallow cycle batteries are acceptable.
5.2 Batteries (gel batteries) shall have an original manufacturer’s label with the manufacture date, the type of battery, nominal voltage and capacity in ampere-hours.
5.3 The 20-hour battery amp-hour capacity, measured at 25°C shall be such that it will permit a maximum depth of discharge of 80 percent of rated capacity for gel batteries. Warranty should be not less than 5 years.
5.4 The batteries shall be deep cycle. Neither automotive nor marine batteries are acceptable.
5.5 The nominal useful life of the battery (when its residual capacity remains at or above 80% of the nominal capacity) at 25 degrees Celsius shall be at least 1000 cycles when discharged to a discharge depth (PD or DOD) of 50%. Contractors shall provide battery cycle life curves.
5.6 The battery bank shall be installed in a well-ventilated area with no access to general public.
6. Charge Regulation
6.1 The charge controller shall be listed by UL, CSA, ETL, JET, or equivalent.
6.2 The charge control system shall have a display to indicate when it is in charging mode and when batteries are fully charged (LED’s or screen indicators).
6.3 Any controllers with continuous use classification shall be capable of conducting at least 125% of the nominal (short-circuit) current of the photovoltaic system (1.25 x Isc). Controllers that are not classified for continuous use shall be capable of conducting at least 156% of the nominal short-circuit current of the photovoltaic system (1.56 x Isc).
6.4 Safe, reliable, easily operable battery connections shall be provided for each battery connection node. Battery connections shall be designed to last for at least 20 years of daily usage.
6.5 The design of the regulation set points shall meet the recommendations of the battery manufacturer while compensating for temperature. Voltage regulation (high voltage disconnect voltage) set points shall prevent excessive gassing of the battery
7. Cables and Connections
7.1 All conductors shall be color coded and/or labeled to meet international code requirements. Positive conductors shall be red and negative conductors shall be black or white (if grounded). Any equipment grounding conductors shall be green or bare.
7.2 Any wiring which will be exposed to the outdoors shall be resistant to ultraviolet light. If conduit is not used to house the wiring, then the wiring shall be rated for use in humidity, to 90 degrees Celsius and also be resistant to ultraviolet light (e.g., USE-2 wiring.)
7.3 If conduit is used, the wiring shall be specified for use in 90 degrees Celsius wet and humid environment. (e.g., USE-2, RHW-2, THW-2, THWN-2 and XHHW-2.)
7.4 Any wiring which is installed in buried ducts or not exposed to the direct light of the sun shall be rated for use in the presence of humidity, such as types RHW, RHW-2, THW, THW-2, USE and USE-2.
7.5 All exposed wires, with the possible exception of the interconnections among modules, shall be in conduits or firmly attached to the structures. The wires through roofs shall be sealed and waterproof.
7.6 The capacity of conductors in the PV source circuit shall be at least 156 percent of the rated module (or parallel connected modules) short-circuit current. All other wires shall be at least 125 percent of the rated load current. Welding cables and automobile battery cables are NOT acceptable.
8. Over current Protection
8.1 Protection shall be provided against voltage and current surges for all circuits
9.1 A ground connection shall be provided for all equipment.
9.2 The ground electrode shall be a copper rod not less than 5/8" (16 mm) diameter and 3 meters in length, buried vertically or at an angle of no more than 45 degrees off vertical. The connection bracket to the ground electrode shall be resistant to corrosion (preferably be of copper or bronze).
9.3 The equipment ground cable (in all cases) and of the system (if it applies) shall be of bare copper or with green insulation.
No. Location Description and minimum/mandatory specifications
Across Liberia System requirements: 745W instant power, 4888wh, 815AH Battery Bank and system voltage 12v
a. PV modules (Mono-crystalline or poly-crystalline)
b. Batteries (Gel battery)
c. Inverter (pure sine wave, 1000 w, I/C) & Controller
e. Over current Protection: Surge Protector/Breakers/Disconnects
BID/PROPOSAL SUBMISSION FORM
To: The procuring entity
Dear Sir / Madam,
Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver [description of goods] in conformity with the said bidding documents for the sum of [total bid amount in words and figures] as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Bid.
We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements.
We agree to abide by this Bid for a period of [number] days from the date fixed for opening of Bids in the Invitation to Bid, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
We understand that you are not bound to accept any Bid you may receive.
Dated this . . . . .day of . . . . .[year].
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Signature [in the capacity of]
Duly authorized to sign the Bid for and on behalf of . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1. The Price Schedule must provide a detailed cost breakdown for each item.
2. Technical descriptions for each proposed item must provide sufficient detail to allow the Purchaser to determine compliance of Bid with specifications as per Schedule of Requirements and Technical Specifications of this ITB.
3. The unit price of items should include the supply of the best quality materials, transportation, manpower, instruments and temporary installation, purchase or hired machines and equipment used in execution, and all other necessary measures required to provide the best quality workmanship for the item.
4. Estimated weight/volume of the consignment must be part of the documentation submitted.
5. The Bidder shall indicate the all-inclusive price separately for each item.
6. Where there is a discrepancy between the unit price and the total amount derived from the multiplication of the unit price and the quantity, the unit price as quoted shall govern. If there is an obvious gross misplacement of the decimal point in the unit price, the total amount as quoted shall govern and the unit price shall be corrected accordingly.
7. Bidders are expected to submit realistic prices. Any gross deviations from the prevailing market prices or unethical manipulations to take advantage of the bidding system may cause the bid to be disqualified.
8. All prices/rates quoted must be exclusive of all taxes, since the United Nations, including its subsidiary organs, is exempt from taxes.
9. The format shown on the following pages should be used in preparing the Price Schedule. The format uses a specific structure which may or may not be applicable but are indicated to serve as examples.
Name of Bidder:…………………………..
Item Description Unit Unit Price * Quantity Required Total Price per item
• *Unit price should be based on Incoterms 2010 used i.e. CIP/FCA/CPT//DAP as the case may be.
Signature of Bidder ………………………………………..
PERFORMANCE SECURITY FORM
To: UN WOMEN
WHEREAS [name and address of Contractor] (hereinafter called “the Contractor”) has undertaken, in pursuance of Contract No. ……………. dated ………. , to execute Services ……………..
(hereinafter called “the Contract”):
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligations in accordance with the Contract:
AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee:
NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Contractor, up to a total of [amount of guarantee] [in words], such sum being payable in the types and proportions of currencies in which the Contract Price is payable, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of [amount of guarantee as aforesaid] without your needing to prove or to show grounds or reasons for your demand for the sum specified therein.
The guarantee shall be valid until a date 30 days from the date of issue of a satisfactory certificate of inspection and testing by the procuring UN entity.
SIGNATURE AND SEAL OF THE GUARANTOR
Name of Bank .........................................................................................................
[PLEASE ATTACH THE CONTRACT THAT WILL BE USED]
This Contract dated [date] is made
The UNITED NATIONS ENTITY FOR GENDER EQUALITY AND THE EMPOWERMENT OF WOMEN, a composite entity of the United Nations established by the United Nations General Assembly by its resolution 64/289 of 2 July 2010, with its Headquarters at 220 East 42nd Street, New York, NY 10017, USA (hereinafter referred to as “UN Women”);
[official name of company in full], duly incorporated or organized under the laws of [country], with its registered offices at [address] (hereinafter referred to as “the Contractor”);
(Both hereinafter separately and jointly referred to as the “Party” or the “Parties”).
WHEREAS, UN Women wishes to obtain the services of the Contractor as set forth below (the “Services”) in accordance with the terms and conditions set forth in this Contract (as defined below); and
WHEREAS, the Contractor represents that it possesses the requisite knowledge, skill, personnel, resources and experience and that it is fully qualified, ready, willing, and able to provide such services in accordance with the terms and conditions set forth in this Contract.
NOW THEREFORE, in consideration of the mutual promises and covenants herein contained, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:
1.1 This document and the documents listed below (“Contract Documents”) constitute the entire agreement between the Parties with regard to the subject matter hereof (“Contract”):
1.1.1 UN Women General Conditions of Contract—Contracts for the Provision of Services, annexed hereto as Annex A (“General Conditions”);
1.1.2 Terms of Reference, annexed hereto as Annex B (“TOR”) [Include a Terms of Reference setting forth the description of the Services to be procured, clearly evidencing your requirements.]
[1.1.3 Fee Schedule (the “Fee List”)]; [and]
[1.1.4 [Form of Performance Security]; [and]
[1.1.5 [other annexes that may be relevant]]
1.2 The Contract Documents are complementary of one another but in case of ambiguities, discrepancies, or inconsistencies between or among them, the following order of priority shall apply:
1.2.1 First, this document;
1.2.2 Second, Annex A;
1.2.3 Third, Annex B;
[1.2.4 Fourth, Annex C;]
[1.2.5 Fifth, Annex D;] [and]
[1.2.6… other Annexes]
1.3 This Contract embodies the entire agreement of the Parties with regard to the subject matter hereof and supersedes all prior representations, agreements, contracts and proposals, whether written or oral, by and between the Parties on this subject. No promises, understandings, obligations or agreements, oral or otherwise, relating to the subject matter hereof exist between the Parties except as herein expressly set forth.
1.4 Any notice, document or receipt issued in connection with this Contract shall be consistent with the terms and conditions of this Contract and, in case of any ambiguity, discrepancy or inconsistency, the terms and conditions of this Contract shall prevail.
1.5 This Contract, and all documents, notices and receipts issued or provided pursuant to or in connection with this Contract, shall be deemed to include, and shall be interpreted and applied consistently with, the provisions of Article 16 (Settlement of Disputes) and Article 17 (Privileges and Immunities) of the General Conditions.
Effective Date and Term
2.1 This Contract shall take effect on the date both Parties have signed this Contract or if the Parties have signed it on different dates, the date of the latest signature (the “Effective Date”).
2.2 This Contract shall remain in effect until [ ]for a period of time] from the Effective Date], unless earlier terminated in accordance with the terms of this Contract (the “Initial Term”). The United Nations may, at its sole option, extend the Initial Term of this Contract, under the same terms and conditions as set forth in this Contract, for a maximum of [number] additional period[s] of up to [time period] each (the “Extended Term”). The UN shall provide a written notice of its intention to do so at least [number] days prior to the expiration of the then Initial Term.
[Optional] [2.3 Include any other relevant provisions regarding the objective or scope of the Contract.]
Representations and Warranties
3.1 The Contractor represents and warrants that:
3.1.1 it is duly organized, validly existing and in good standing;
3.1.2 it has all necessary power and authority to execute and perform this Contract;
3.1.3 the execution and performance of this Contract will not cause it to violate or breach any provision in its charter, certificate of incorporation, by-laws, partnership agreement, trust agreement or other constituent agreement or instrument;
3.1.4 this Contract is a legal, valid and binding obligation, enforceable against it in accordance with its terms;
3.1.5 all of the information it has provided to UN Women concerning provision of the Services pursuant to this Contract is true, correct, accurate and not misleading;
3.1.6 it is financially solvent and is able to provide the Services to UN Women in accordance with the terms and conditions of the Contract;
[Optional] [3.1.7 Include any other relevant representations and warranties regarding the Contractor that are appropriate for the Services to be provided under this Contract.]
Obligations of the Contractor
4.1 The Contractor shall perform the services described in the TOR (the “Services”), in accordance with the terms and conditions of this Contract.
4.2 The Contractor shall submit to UN Women the deliverables specified hereunder according to the following schedule:
[LIST DELIVERABLES] [INDICATE DELIVERY DATES]
Progress report ../../....
Final report ../../....]
4.3. The Parties acknowledge that nothing in this Contract commits, or shall be construed as committing, UN Women to deal with the Contractor as an exclusive or sole-source supplier of the Services.
4.4 All reports shall be written in the English language, and shall describe in detail the services rendered under the Contract during the period of time covered in such report. All reports shall be transmitted by the Contractor by [mail, courier and/or fax] to the address specified in Article 17 (Notices) below.
4.5 The Contractor and its Personnel (as defined in Article 4.12 below) shall perform the Services under this Contract with the necessary care and diligence, and in accordance with the highest professional standards.
4.6 Except as expressly provided in this Contract, the Contractor shall be responsible at its sole cost for providing all the necessary Personnel, equipment, material and supplies and for making all arrangements necessary for the performance and completion of the Services under this Contract.
4.7 The Contractor shall be responsible for obtaining, at its own cost, all licenses, permits and authorizations from governmental or other authorities necessary for the performance of this Contract.
4.8 The Contractor acknowledges that (i) UN Women shall have no obligation to provide any assistance to the Contractor in performing the Services other than as expressly set forth herein and in particular the TOR; and (ii) UN Women makes no representations as to the availability of any facilities or equipment which may be helpful or useful for performing the Services.
4.9 The Contractor shall at all times keep the premises free of accumulation of waste materials or rubbish caused by its operations. At the completion of the Services, the Contractor shall remove all its waste materials, rubbish, tools, equipment, machinery and surplus materials from, on and around the premises. If the Contractor fails to clean up the premises upon the completion of the Services, the UN may do so, and the Contractor shall be liable for the costs thereof.
4.10 In addition to its obligations under Article 25 (Observance of the Law) of the General Conditions, the Contractor shall be aware of and shall comply with all applicable international standards and local labor laws, ordinances, rules, and regulations pertaining to the employment of local and international staff in connection with the Services in countries where Services will be performed and the country where the Contractor is incorporated, including, without limitation, laws, ordinances, rules and regulations associated with the payment of the employer’s portions of income tax, insurance, social security, health insurance, worker’s compensation, retirement funds, severence or other similar payments.
4.11 Except as expressly provided in this Contract, the Contractor shall be responsible at its sole cost for providing all the necessary personnel, equipment, material and supplies and for making all arrangements necessary for the performance and completion of the Services under this Contract.
4.12 Without limiting and further to Articles 2.1 and 2.2 of the General Conditions, the Contractor shall supervise and be fully responsible and liable for all work and services performed by its personnel, employees, officials, agents, servants, representatives and sub-contractors (or any of those sub-contractors’ personnel, employees, officials, agents, servants and representatives) (“Personnel”) and for their compliance with the terms and conditions of this Contract. The Contractor shall ensure that all Personnel performing Services under this Contract are qualified, reliable, competent, properly trained, and conform to the highest standards of moral and ethical conduct.
4.13 Without limiting and further to the General Conditions, the Contractor shall be fully responsible and liable for, and UN Women shall not be liable for (i) any action, omission, negligence or misconduct of the Contractor or its Personnel, (ii) any insurance coverage which may be necessary or desirable for the purpose of this Contract, or (iii) any costs, expenses, or claims associated with any illness, injury, death or disability of the Contractor’s Personnel. The obligations under this Article do not lapse upon expiration or termination of this Contract.
4.14 The Contractor shall maintain for the term of the Contract detailed financial records, which clearly identify all funds received from UN Women and expended by the Contractor for the implementation of the Contract. The Contractor shall ensure that adequate systems of internal control are put in place to ensure that the financial management of this Contract is conducted with the highest level of due diligence.
4.15 In addition to its obligations under Article 20 (Audits and Investigations) of the General Conditions, the Contractor shall promptly notify UN Women of any legitimate suspicion on the part of the Contractor of fraudulent or corrupt activities or other wrongdoing by UN Women personnel, Contractor’s personnel (including its agents or subcontractors) or by other third parties through UN Women. Such notification shall be sent to UN Women in accordance with Article 18 (Notices) of this Contract. The Contractor acknowledges and agrees that this Article 4.15 is an essential term of the Contract and that any breach of this provision shall entitle UN Women to terminate the Contract or any other contract with UN Women immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.
4.16 The Contractor expressly acknowledges and agrees that Article 25 (Observance of the Law) of the General Conditions includes, but is not limited to, Contractor’s obligation to undertake all reasonable efforts to ensure that: (a) none of the UN Women funds received under this Contract are used to provide support to individuals or entities associated with terrorism, and (b) the recipients of any amounts provided by UN Women hereunder do not appear on the list maintained by the Security Council Committee established pursuant to resolution 1267 (1999). The list can be accessed via http://www.un.org/Docs/sc/committees/1267/1267ListEng.htm. This provision, as well as Article 25 (Observance of the Law) of the General Conditions, must be included in all sub-contracts or sub-agreements entered into by Contractor under this Contract.
4.17 Without limiting and in addition to Article 2.6 of the General Conditions, the Contractor shall ensure that its Personnel abide by all security regulations, policies and procedures of UN Women.
4.18 Without limiting and further to Article 6 (Insurance and Liability) of the General Conditions, the foregoing provisions of this Article 4, and Article 8 (Insurance) below, the Contractor shall ensure that all of its Personnel used to perform the Services in connection with this Contract are (i) medically fit to perform such Services, and (ii) adequately covered by insurance for any service related illness, injury, death or disability.