Invitation to Bid: Solar Photovoltaic Service Provider: 15 kWp Rooftop Grid-Connected Solar Photovoltaic System and Installation of LED Solar Street Light Kits in Kaysone Phomvihane City, Lao PDR

The Urban LEDS-II project requires the services of a solar photovoltaic technology service provider to undertake a detailed engineering design, procurement of unit components and other materials, components, installation, testing, and commissioning of (i) a 15 kWp Rooftop Grid-Connected Solar Photovoltaic System,(ii) LED solar street light kits, and (iii) capacity building training with material (Dos and Don’ts list, Visual charts, etc), Technical Handbook, O&M Manual for the beneficiary community and the personnel-in-charge of operations and maintenance (e.g., local governments of the Lao PDR, etc). The services rendered shall ensure that appropriate unit scale and installation are adopted with due consideration to factors such as electricity demand, installation location, as well as alignment with available international and national standards.

  • Scope of work

 The following activities will need to be undertaken to help meet the objectives of the project.

Detailed engineering design and structural safety assessment

On-site assessment of the following:

  • Civil structure of the building and rooftop, and areas where LED solar street light kits will be installed;
  • Assessment with a simulation of the 15 kWp Solar PV system with total electricity generation and consumption at the pilot sites vs. reduction potential;
  • Proposed ideas on how to install rooftop grid-connected SPV systems;
  • Proposed ideas on how to install on the existing poles;
  • Proposed ideas on how/where to install new LED solar street light kits at the park;
  • GHI/sun path tracking/shading analysis for the building and roof
  • Assessment of the grid infrastructure and building connection with a net-metering system
  • Any SPV systems and LED solar street light kits technology coming outside of the Lao PDR is required to provide a permit letter in terms of installing and operating the solar technology from the relevant government institutions as well as proof that the spare parts are available locally.

Submit detailed engineering design for the installment of a 15 kWp Rooftop Grid-Connected Solar Photovoltaic System and LED solar street light kits and based on the results of the assessment for review and approval by ICLEI.

Procurement of unit components and other materials

Procurement of 15 kWp Rooftop Grid-Connected Solar Photovoltaic System, but not limited to the following:

List of equipment Qty Unit Description Brand
Solar PV panel 15000 W Monocrystalline cells JINKO or Clenergy
MC4 Connectors (pair) XXX Pair Should come from the same with solar panel’s Manufacturer JINKO or Clenergy
Array Mounting Structure 15000 W Rooftop array mounting structure Mibet or Clenergy
PV Inverter 15 kW Remote monitoring optional SMA or FRONIUS
Protection Boxes 1 Set AC Distribution Box with a breaker for AC OUT of PV Inverter 35 A 30 kA Schneider
Cables XXX M Cable DC PV1-F 1×4.0 mm2 BLACK -Strings to PV Inverter

Cable 4C 15mm2 XLPE – PV Inverter to AC DB

Earthing set 1 Set Cable 1C 6mm2 with grounding rod and connector
PVC Pipe / Cable tray XXX M For wires protection

Procurement of new smart LED solar street light kits (2 new poles with an installment of 4 LEDs per pole) to be installed at the Kaysone Phomvihane City Public Park not limited to the following:

Item Minimum Technical specifications Brand
Pole Using the new poles with a height of 12m VKK
Solar panel Monocrystalline Silicon cell 18V 150W. Lifespan minimum 20 years  Bluecarbon
Charge controller MPPT Solar charge controller 24V Bluecarbon
Battery Lithium battery 12V 88Ah Bluecarbon
LED power 120W Bluecarbon
Lumen 12000-13000LM
Charging time 6-7 hours
Discharge time Saving model: 3-5 rainy days
Lamp structure All aluminum lamp body, waterproof, rustproof, anti-corrosion
Lamp support arm Depends on the necessity of the proposed LED solar street light kit
Other Labor cost for installation + other accessories

Procurement of smart LED solar street light kits (3 sets) to be installed on the existing poles at the Nouhak Phoumsavanh Public Park not limited to the following:

Items Minimum Technical specifications Brand
Pole Using the existing poles with a height of 6m VKK
Solar panel Monocrystalline Silicon cell 18V 80W. Lifespan minimum 20 years Bluecarbon
Charge controller MPPT Solar charge controller 24V Bluecarbon
Battery Lithium battery 12V 36Ah Bluecarbon
LED power 50W Bluecarbon
Lumen 4500-5500LM
Charging time 6-7 hours
Discharge time Saving model: 3-5 rainy days
Lamp structure All aluminum lamp body, waterproof, rustproof, anti-corrosion
Lamp support arm Depends on the necessity of the proposed LED solar street light kit
Other Labor cost for installation + other accessories

Set up and installation

  • Installation of 15 kWp Rooftop Grid-Connected Solar Photovoltaic System.
  • Installation of new LED solar street light kits at the Kaysone Phomvihane City Public Park. The details of the poles are as follows:
  • 2 new poles = 12m high (4 LED lights per pole)
  • Installation of LED solar street light kits (on the existing poles) at the Nouhak Phoumsavanh Public Park. The details of the poles are as follows:
    • No. of the poles to be installed: 3 (to be installed at the parking lot) 
    • Size of the poles: 6m high

Testing and commissioning (including warranty period)

  • Monitoring and regular maintenance for at least three (3) months after commissioning.
  • The contractor will assume full liability for a 1-year performance guarantee after the signed acceptance report.
  • The contractor also assumes liability for the manufacturer warranties of the respective system components/parts which shall have no less than a minimum warranty period of 3 years for each component.

Capacity building training for personnel in charge

  • Conduct capacity building training for personnel-in-charge (city representatives) of maintenance of facilities on proper use and maintenance of the technology to ensure optimum efficiency.
  • Develop the material (Do’s and Don’ts list, Visual charts, etc.), Technical Handbook, O&M Manual.
  • Establish coordination mechanisms (i.e., focal persons) to facilitate on-site and remote assistance in the operation and troubleshooting of the technology after installation and testing period.

Deliverables and time frames

 A maximum of three (3) months is estimated to complete the deliverables as stated below. The following table lists the deliverables and their respective delivery date. The contractor will assume full liability for a one-year performance guarantee which shall cover removal, replacement, and/or repair of solar photovoltaic system components. The system components will have their own representative manufacturer warranties which shall maintain a minimum warranty period of three (3) years.

Deliverables Indicative Timeline
Detailed engineering design and structural safety assessment April/May 2021
Procurement of unit components and other materials May to June 2021
Set up and installation

 

July 2021
Testing and commissioning

 

July 2021
Development and handover of the material (Dos and Don’ts list, Visual charts, etc.), Technical Handbook, O&M Manual.  

July to August 2021

 

Proposal Requirements

The following information must be provided in the proposal:

  1. A detailed system design technical proposal taking into consideration the minimum requirements outlined in this Terms of Reference (ToR). The technical proposal must also provide descriptions of the system’s design specifications, approaches to achieve conventional energy dependence reduction and less reliance on the national grid, and co-benefits of end-products while maintaining environmental safeguards.
  2. A work plan with the corresponding timeline and financial proposal/bid duly signed by the bidder.
  3. A system performance of the solar energy initiatives to be implemented that represents the amount of cost savings from carrying out its operating activities based on the following factors: 1) Average solar irradiance across Lao PDR (average amount of sunlight received on a daily basis for the specified area) 2) cost of electricity projected. Additionally, the service provider should be able to show the projected return on investment (ROI) based on system cost, energy generated by the system, and the cost of traditional grid-connected electricity.

The following information must be provided together in the proposal:

  • Letter of Interest;
  • Certified copy of valid business registration certificate with respective competency required for solar photovoltaic systems and LED solar street lighting system design and installation;
  • Certified copy of respective Value-added tax (VAT) registration certificate, and other relevant financial and registration documents required for the organization to operate in the Lao PDR;
  • A portfolio of similar projects previously undertaken including information on the Beneficiary, Capacity of Installation, Contract Value, Date of Commencement, Date of Commissioning, Contact Details;
  • Details of method, tools, and equipment available to perform the work through considering the key indicators given in ToR;
  • Testing certificates for system components to showcase conformance to applicable international and national standards;
  • A detailed CV of technical personnel to be engaged for this project;
  • The bidder shall produce original documents for cross verification as and when requested by ICLEI Southeast Asia.

Download the full ToR here.

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