Design and Build of Solar Photo-Voltaic System

Item Description:

The World Health Organization (WHO) was established in 1948 as a specialized agency of the United Nations. The objective of WHO (www.who.int) is the attainment by all peoples of the highest possible level of health. “Health”, as defined in the WHO Constitution, is a state of complete physical, mental and social well being and not merely the absence of disease or infirmity. WHO’s main function is to act as the directing and coordinating authority on international health work.

The Western Pacific Regional Office (WPRO) is one of the six regions of the World Health Organization. Headquartered in Manila, Philippines, we work with health authorities and other partners in 37 countries and areas with more than one quarter of the world’s population.

Purpose of the Consultancy

This document provides Terms of Reference (TOR) for tender to acquire Design and Build of Solar Panel System with the Project Background indicated under Section 2 of this document.

This package shall provide design and implementation information for the scope coverage specified in Section 5 and within the timeline specified in Section 3. Design information that will be provided under this scope shall be in clarity and agreement with the Owner.

2.Background

WPRO has implemented a series of projects during the last few years, which aimed to provide better and healthier working environment for staff, which eventually contributes to productivity from their work. And the next project in a row that WPRO would like to implement is the “Green Rooftop” consisting of some components which closely link to each other (Extension of the current Gym, Green Garden and Solar Panel System).

In the White Paper “For the Future – Toward the Healthiest and Safest Region” the thematic priorities which are focused on include climate change, environment and health, and one of the enablers indicated in the White Paper is “Leading by example: a ‘green’, health-promoting workplace”.

The proposed Green Rooftop Project contributes greatly to translate/transform the mentioned thematic priority and the enabler in the White Paper into concrete actions, setting WHO as an example in working toward Climate Change and Environment.

In this TOR, the tenderer is expected to submit a proposal for Design and Build of Solar Panel System which will be located in Roof Decks 1, 2, 3, and 6 with planned approximate area of 633 square meters. Roof deck plans will be provided in the pre-bid meeting.

3. Planned Timelines
4. Target tender activity dates are as follows:
   1. Contract commencement date: 01 March 2022
   2. Contract completion date: 30 June 2022

4. Site Inspection and Pre-Bid Meeting

1. Tender Briefing: 14 December 2021
2. Site inspection: 14 December 2021 – 21 December 2021
3. Submit pre-tender queries: up to 08 January 2022

Site inspection and all necessary documents for the proposal will be provided/allowed upon signing of Confidentiality Undertaking form that shall be accomplished by the tenderer.

5. Works to be performed

The following are the required specifications for the solar panel system and its components, along with the required information:

Bases for Design

1. General System Specifics
   1. Solar panel system shall be off-grid, with options of battery or non-battery type of system
   2. System components shall take into consideration the location of the project being near to Manila Bay
   3. System shall be with a monitoring system providing information of energy production
2. Inverter
   1. Single inverter
   2. Output shall be 230V AC
   3. Interconnection shall be in Emergency Lighting Panel located at Building 6
3. Battery (if applicable)
   1. VRLA-AGM 12V 90AH
   2. Dimensions 30.5cm x 16.5cm x 21cm
   3. Max capacity of battery to be identified in the proposal
4. Mounting System
   1. Mounting system shall avoid drilling or any penetration to the existing roof deck
   2. Aluminum-type framing

Information to be provided by the Contractor

1. General
   1. Panel count and layout reflected on the floor plan
   2. Technical data sheet of system components including but not limited to panels, charger, battery, and inverter
   3. Information describing use of single inverter for the system
   4. Time taken to warm-up to generate full capacity
   5. Weight load per square meter considering the panel and other system components
   6. Single line diagram for the off-grid system with battery and without battery
   7. Single line diagram showing interconnection to the existing electrical system
   8. Degradation factors to be identified
   9. Projected energy production (net of energy consumption) of the system considering degradation factor of the various system components
   10. Projected Return of Investment (ROI) based on the provided electricity consumption records and average electricity consumption cost for the past twelve (12) months
2. After-Sales Services
   1. Replacement/product warranty for panels, inverters, and other system components
   2. Service warranty for panels, inverters, and other system components
   3. Monitoring software for system operations
3. Maintenance options that the tenderer would offer

6. Design Deliverables

The scope of work to be done by the Contractor, as herein authorized by the Owner for the Project, herein referred to professional services consisting of the following:

1. Design Scope
   1. The Contractor shall establish Basis of Design/Base Design Terms in line but not limited to the required specifications specified by the Owner that will be the reference of further design production for the scope, which shall be in agreement with the Owner
   2. The Contractor shall produce detailed design drawings and specifications including but not limited to the following:
      1. Architectural
         1. Panel and equipment layouts in line with the roof deck where the system will be located including Floor plans
         2. Elevations and sections
         3. Blow-up plans, assembly details, connection details
         4. Schedule of finishes, material board/swatch
         5. Colored perspectives
      2. Structural
         1. Analysis of additional structural load from solar panel system
         2. Wind load analysis for the panel and mounting system/supporting structure
      3. Electrical and Electronics Engineering
         1. Panel and equipment schedules
         2. Power layout
         3. Schedule of loads
         4. Lighting and switching layouts (if applicable)
         5. Layout and schedule of devices
         6. Single line diagram
         7. Voltage rise analysis
         8. Power factor analysis
      4. Fire Protection Engineering (if applicable)
      5. Specifications shall include:
         1. Material specifications including efficiency
         2. Equipment specifications including dimensions, weights, and power requirements
      6. Detailed Design drawings and specifications shall be provided in five (5) complete sets, signed and sealed along with a digital copy.
   3. Permits and Coordination with Authorities
      1. The Contractor shall submit work and delivery permit requests to Building Management Office three (3) working days before implementation of work or delivery on site

7. Construction and Post-Construction Deliverables

1. Construction Deliverables
   1. The Contractor shall provide information on their approach on site management and construction sequencing, which shall be in coordination and agreement with the Facilities Management/Building Management Office.
   2. The Contractor shall perform the construction in compliance to quality, health, and safety standards of Philippine laws and rules and regulations of the WHO
   3. Should there be any change or any concern arising from, but not limited to, clash detection, clarification of information, and so forth, the Contractor shall coordinate with the Owner for agreement on direction.
   4. The Contractor shall provide a Project In-Charge that will be available on-site during construction. No construction activity shall be performed without the attendance of Project In-Charge on site.
   5. The Contractor shall be responsible for the security and safety of their materials and manpower on site.
   6. The Contractor shall submit work and delivery permit requests to Building Management Office three (3) working days before implementation of work or delivery on site
   7. The Contractor shall submit inspection requests to the Owner prior and after the execution of any activity on site.
2. Post-Construction
   1. The Contractor shall have a full close-out document handover to the Owner to formally complete the project scope.
   2. Certificate of Completion will be provided to the Contractor once the full close-out documents have been handed-over, and the completion of the scope is confirmed by the Owner.
   3. The Contractor shall interface and perform training on operation and maintenance to the end user of the system.
   4. The Contractor shall provide the after sales/service support as defined in the proposal.

8.Resource Requirements

1. The Contractor is required to provide technical staff consisting of, but not limited to the following:
   1. Overall Project Lead that will be in-charge of directing the entire project team of the Contractor and will serve as the point of contact between the Contractor and the Owner
   2. Design Lead
   3. Construction Lead
   4. Either Overall Project Team Lead or Design Lead shall be an Electrical Engineer registered under Professional Regulation Commission of the Philippines and with experience on design and build of solar panel system.
2. Site Utilities such as water and electricity consumption during construction shall be by the Owner.

9.Technical Supervision

The selected Contractor will be working under the supervision of:

Owner/Proponent:

• Responsible Officer: Mr. Novitovic Dusan, Administrative Services Officer
• Manager: Mr. Jeffrey Kobza, Director – Administration and Finance

10.Competencies

The tenderer will be evaluated in line with the capabilities and company information specified herein

1. Duly licensed corporation organized/registered under the laws of the Philippines to conduct the scope specified in this TOR. The tenderer shall possess necessary certificates, permits, and/or clearances such as Business Permits, Bureau of Internal Revenue (BIR) registration certificates, Securities and Exchange Commission registration certificates, etc.
2. At least five (5) years of experience in Design and Build of Solar Panel Systems

11.Place of assignment

1. Project location is at World Health Organization, UN Avenue corner Taft Avenue, City of Manila, Philippines

12.Medical clearance

1. Requirements for medical records/clearances will be discussed after onboarding of the Contractor.

APPLICATIONS

Qualified and interested specialists should submit the following documents to the Supply Officer through WP RO UNGM at < wproungm@who.int > on or before the following dates: (Please see attached bidding documents for further information) 

13 December 2021

• Confirmation of attendance to pre-bid meeting on 14 December 2021 by providing the email address of representative/s

14 December 2021 

• Intention to bid by submitting the following documents:
  • Annex 1: Acknowledgement Form
  • Annex 2: Confidentiality Undertaking
  • Annex 6: Self-Declaration Form

16 January 2022 (1700 GMT+8 Manila)

• Technical proposal
• Financial proposal
• Annex 3: Proposal Completeness Form
• Annex 5: Acceptance Form

Please use Tender Notice No. WPRO/2021-12/DAF_ASU/158425 as subject to all submission. Only successful candidates will be contacted.

Documents

RFP MV_Design and Build of Solar Voltaic System.pdf
C2110_WHO_Solar Panel_Terms of Reference and Document Requirements.pdf