Request for Tender (RFT)——Consultancy

Job Description

Request for Tender (RFT)

Trócaire Sierra Leone invites tenders for the service of a Business Model for Renewable Energy Access Pilot Project in Kambia District, Sierra Leone – Consultancy. Tenderers’ must demonstrate that they have the resources and expertise to provide services required and have a presence in country (Sierra Leone).

This project is funded by the Irish and Icelandic Embassies in Sierra Leone but they do not have any involvement in the tendering and/or awarding of the contract. 

Tender Release Date: 13/01/2025

Deadline for tender submission: 26/01/2021 23.59 GMT/Sierra Leone Time

• Introduction

Tenders are invited from suppliers who wish to be considered for selection as the supplier of below goods and services to Trócaire.

This tender document deals with:

• Section 2 : Confidentiality
• Section 3 : Profile of Trócaire
• Section 4 : Context
• Section 5 : Scope of the work
• Section 6 : Content and format of Tenders
• Section 7 : General Terms and Conditions
• Section 8 : Conflict of Interest 
• Section 9 : Contract Period
• Section 10 : Intellectual Property
• Section 11 : Termination of Contract
• Section 12 : Evaluation of Tenders
• Section 13 : Submission of Tenders

• Confidentiality

Trócaire will treat the content of all tenders as strictly confidential and information provided in the tenders will be used solely for the purpose of deciding on the award of a contract as described in this document.

• Profile of Trócaire 

Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. With the support of the generous people of Ireland, we work towards five goals:  

• Promote Access to Justice;
• Achieve Climate & Environmental Justice;
• Ensure Women & Girls’ Protection, Voice & Influence;
• Save Lives and Protect Human Dignity
• Mobilise the Public on the island of Ireland to achieve Global Justice.  

More information about Trócaire can be found on http://www.trocaire.org/.

Through its programmes in Sierra Leone, Trócaire is  implementing development and humanitarian programmes on governance, human rights, women’s empowerment, prevention, response to gender-based violence, sustainable livelihoods, climate change, and peacebuilding. In partnership with local CSOs that directly implement projects in communities. 

• Context

Rural Sierra Leone faces significant energy access challenges, with limited electricity infrastructure hindering economic development, education, and quality of life. According to Sustainable Development Goal 7, ensuring access to affordable and reliable energy for all by 2030 is essential for eradicating poverty. While Sierra Leone has significant potential for renewable energy development due to its geographical location and natural resources, including solar, hydropower, and biomass, Sierra Leone remains one of the countries with the lowest electricity access rates globally. Only about 26% of the population have access to electricity, with rural areas faring far worse, with rates as low as 5%. This means that over 90% of the rural population lacks access to reliable electricity, which has significant socioeconomic implications. 

With the significant economic and infrastructure barriers to extending the national grid to all rural areas, off-grid renewable energy solutions, particularly solar energy, emerge as the most viable option for meeting the energy needs of rural communities in the short and medium term. This is also in line with the Government of Sierra Leone, Ministry of Energy, 2016 National Renewable Energy Policy.  

With funding from Irish Embassy and Icelandic Embassy in Sierra Leone, Trócaire in partnership with Kambia District Development and Rehabilitation Organization (KADDRO) is implementing the Renewable Energy Access for Vulnerable Households in Kambia District pilot (phase 2) project from December 2024 to January 2026. Building on lessons learnt from phase one of the pilot; the overall aim of phase 2 of the pilot is to scale up and rigorously test an innovative ‘renewable energy as a service’ access model for vulnerable households in Kambia District, Sierra Leone. Acknowledging the complex challenges of rural electrification, including limited infrastructure, financial constraints, and the inadequacies of purely market-driven models; the first pilot phase highlighting the need for a structured learning approach that can generate comprehensive data and insights (market, operational and institutional) to inform future scaling of rural, accessible and affordable renewable energy initiatives. This second phase pilot project therefore, prioritises innovative and inclusive approaches tailored to the unique needs of rural communities with robust evidence collection and learning throughout. This includes a market system development (MSD) approach to undertake and examine the sustainability, scalability and inclusivity – to establish evidence about market-driven solutions, specifically, sustainable business/institutional model option(s) that could continue to thrive (and be scaled up) beyond initial project support. 

The project will document how private sector technical and operational capacity can be effectively leveraged for rural energy service delivery while building evidence for sustainable business models, specifically, market-driven business/institutional model options that:

• Provides inclusive sustainable solar lighting solutions for underserved rural areas;
• Creates local economic opportunities e.g. in installation, maintenance and sales of solar systems;
• Demonstrates a replicable solar energy access model;
• Becomes financially self-sustaining within 24 months;
• Ensure long-term sustainability, community involvement, and operational efficiency for the solar electrification and rural energy access under ‘solar energy as a service’ model;
• Serves as an independent entity responsible for managing the operations, finances and governance, allowing for clear accountability and decision-making among stakeholders.

The Consultant will report directly to the Climate Change Manager and work in close collaboration with the project implementation team led by the Renewable Energy Project Manager to ensure effective documentation and analysis of project learnings. This includes regularly engaging with key stakeholders, attending project meetings, and participating in field visits to capture insights from both the operational and community levels. The consultant will be responsible for synthesizing feedback, identifying best practices, challenges, and areas for improvement, and contributing to adaptive management strategies. Their role will be critical in supporting the ongoing refinement of the market-driven business/institutional model options (Special Purpose Vehicle (SPV) or viable alternatives) and ensuring lessons learned inform future project phases and replication efforts. The consultant will contribute to the overall learning of the project, working directly with the MEAL officer to capture lessons learnt.

• Scope of goods and services required

5.1. Strategic Business Model Designs

• Conduct comprehensive market systems analysis;
• Design financially viable and legally robust institutional structures;
• Develop sustainable business models with multiple revenue streams.

5.2. Operational Framework Development

• Create robust, evidenced based governance mechanisms;
• Establish clear, evidence based operational and financial management systems;
• Outline organizational structure and potential actions to build organizational capacity for long-term success based on proposed different models.

5.3. Market Systems Integration

• Map potential market actors and service providers;
• Identify innovative financing mechanisms;
• Develop strategies for market engagement and expansion.

5.4 Detailed Scope of Work – to be further discussed in inception meeting

5.4.1  Market Analysis and Business Modelling 

• Conduct in-depth market research on: 
  • Solar energy access landscape in rural Sierra Leone;
  • Customer segments and willingness to pay;
  • Competitive pricing strategies;
  • Potential partnership opportunities.
• Develop comprehensive financial projections (both capital and operational)
• Design flexible business models supporting scalability

5.4.2   Legal and Institutional Setup

• Recommend optimal legal structure (e.g., social enterprise, limited company by guarantee, hybrid cooperative);
• Ensure compliance with Sierra Leonean regulations;
• Develop comprehensive governance documentation;
• Create risk management frameworks – including but not limited to technical, financial, social and political risks – include strategies to address.

Key Deliverables

1. Stakeholder Mapping and Engagement Framework: A detailed map of key stakeholders, including private sector actors, government agencies, local communities, NGOs, and donors. This will include an engagement framework that documents stakeholder roles, interests, and potential contributions and responsibilities to long-term rural energy access solutions, providing a foundation for future partnership development.
2. Business Model Analysis Report: A comprehensive report examining various business models considered, including detailed analyses of each option (e.g., Special Purpose Vehicle (SPV), cooperative, private sector-led model, hybrid models etc.) This report will assess the strengths, weaknesses, risks and financial viability of each model, providing evidence-based recommendations for future rural energy access initiatives in Sierra Leone. 
3. Governance and Legal Framework Options: Analysis of potential governance frameworks, detailing how decision-making authority, accountability, and oversight could be structured under different models. This will include an examination of legal requirements and regulatory considerations for establishing and operating various institutional arrangements within Sierra Leone’s energy sector and regulatory environment.
4. Financial Model and Projections: A detailed financial analysis that documents capital and operational expenditures (CAPEX and OPEX) and requirements, revenue streams, and cash flow data and projections. This model will examine pricing strategies, subsidy mechanisms, and cross-subsidization options to ensure affordability for low-income households. The financial projections will span 5-10 years to assess long-term sustainability requirements.
5. Partnership and Fundraising Strategy: An analysis of funding pathways and partnership opportunities to support sustainable rural energy access. This will include mapping potential donors, investors, and partners, along with recommendations for pursuing blended finance options that combine grants and private capital.
6. Risk Mitigation Strategy and Action Plan: A comprehensive strategy for identifying, assessing, and managing potential risks associated with the rural energy access project, along with corresponding action plans to address them effectively.

• Content and Format of Tenders

Tenders should be submitted by way of a written tender document and contain at least the following elements:

Submit as part of this application:

• Resume 

• Cover letter 
• Two references for similar or relevant assignments 
• Technical proposed workplan with clear timeline and deliverables (outlining your understanding of the ToR, the approach, required materials) 
• Proposed budget outlining all relevant costs, including consultant fees

• General Terms and Conditions of this RFT

• Trócaire does not bind itself to accept the lowest priced tender.
• Trócaire does not guarantee exclusivity and reserves the right to engage other companies for the same services (if required) during the term of the contract.
• Trócaire shall be free to
  • To accept the whole, or part only, of any tender.
  • To accept none of the proposals tendered.
  • To republish this Request for Tenders.
• In the event of not accepting any of the tender submissions received on foot of this RFT, Trócaire shall be free to make such arrangements as it considers necessary in relation to the provision of the goods/services.
• Trócaire will not be liable for any costs or expenses incurred in the preparation of a tender.
• The Contract shall be considered as a contract made in Sierra Leone according to Sierra Leone law and subject to the exclusive jurisdiction of the Sierra Leone courts.
• The Standard Procurement Terms and Conditions to which Trócaire expects all of its supplier to respect can be found here https://www.trocaire.org/wp-content/uploads/2023/05/Trocaire-General-Terms-Conditions-for-Procurement-V4-April-2023.pdf. 
• The Suppliers Code of Conduct to which Trócaire expects all of its suppliers to respect can be found here https://www.trocaire.org/wp-content/uploads/2023/05/Trocaire-Supplier-Code-of-Conduct-V3-April-2023-EN.pdf. 

• Conflicts of interest

Any conflicts interest involving an applicant must be fully disclosed to Trócaire. Failure to disclose a conflict may disqualify an applicant or invalidate an award of the contract. Applicants are required to declare any current or past work which might reasonably be considered to represent a conflict of interest. It will be for Trócaire to decide if a material conflict of interest exists and applicants in doubt in this regard should seek the advice of Trócaire. 

• Contract Type and Period

The contract will be a service consultant contract expected to do this work in a period of 10 months-February 3rd, 2025, to December 4th 2025.

• Intellectual Property

Any concept, guidelines or other material developed during the contract will be considered the property of Trócaire and may be used by Trócaire at any time.

• Termination of Contract

11.1 Trócaire reserves the right to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination. The contract may be terminated by either party on giving appropriate written notice.

11.2 If at any stage during the contract, the goods / services delivered by the tenderer is found to be unsatisfactory, the contract may be terminated by Trócaire. In the event of such a termination, the tenderer will only be entitled to receive payment in relation to the acceptable goods / services rendered at that time. 

• Evaluation of Tenders

12.1 All Service Providers should at least meet following minimum criteria:

12.1.1 General requirements

Consultant Qualifications

Required Expertise

• Advanced degree in Business, Law, Development Studies, or related field
• Proven experience in: 
  • Program Management including social enterprise development, energy access projects
  • Market systems transformation
  • Institutional design in developing contexts
  • Conducting similar consultancies 
  • Knowledge of renewable off grid energy models in Sierra Leone and similar African context countries

12.1.2 Specific requirements:

Critical Competencies

• Systems thinking approach;
• Strong analytical attention to detail and strategic planning skills;
• Stakeholder engagement capabilities;
• Understanding of market-based development models;
• Ability to work collaboratively with diverse teams and adapt to changing circumstances in a dynamic environment;
• Excellent organisational skills and the ability to deliver high-quality results within specified deadlines.

12.1.3 Ethical and legal compliance requirements

1. Legal and Regulatory Compliance:
   • Must be registered and licensed to operate in Sierra Leone.
   • Adherence to Sierra Leone’s local tax laws.

12.1.4 Financial and contractual requirements

1. Pricing and Value for Money:
   • Consultant must provide in their proposal transparent pricing with a detailed breakdown of actual cost.
2. Payment Terms:
   • Consultant must offer flexible payment terms aligned with project funding cycles.
   • Advance payment conditions, if any, tied to delivery milestones.
3. Performance Bonds:
   • Requirement for a performance bond to ensure Consultant compliance with quality and delivery standards.
4. Insurance:
   • Consultant must have adequate liability insurance to cover any Service defects or failures.

Performance-Linked Payment Schedule

• 10%: Inception Report;
• 10%: Market Analysis Report, and Stakeholder Mapping and Engagement Framework;
• 30%:  Proposed Business Model Designs with Financial Model and Projections;
• 30%: Governance and Legal Framework Options, and Partnership and Fundraising Strategy;
• 20%: Risk Mitigation Strategy and Action Plan, and Final Reporting (including PowerPoint presentation) and Handover.

12.2 The successful tenderer will be the one who, in the opinion of Trócaire, submits the most economically advantageous proposal applying the following award criteria: 

1. Price of products and services offered: 20%
2. Quality of Services: 25% 
3. Methodology of service delivery: 20%
4. Relevant experience and expertise: 20%
5. Delivery time: 10%
6. Innovation: 5%

12.3 During the evaluation period clarification may be sought in writing from tenderers. Responses to requests for clarification may not materially change any elements of the tenders submitted. 

12.4 No unsolicited communications from tenderers will be accepted or entertained during the evaluation period.

12.5 A shortlist of those who have tendered may be drawn up and a certain number of those who have tendered may be invited to make a final presentation of their tender.

• Submission of Tenders

Your proposal marked “RFT TROCAIRE SIE BUSINESS MODEL RENEWABLE ENERGY ACCESS JAN 2025” should be submitted ONLY by email (in ZIP format) to tenders_sl@trocaire.org and will be acknowledged. To facilitate the dropping of any large reference materials – that could not be fitted into the ZIP file – there will also be a physical tender box available in the Trócaire Office in Freetown (31c Lower Pipeline, Off Wilkinson Road, Freetown). But please be mindful that all financial and technical proposals should be submitted by email only.

The deadline for the receipt of tenders is 26.01.2025 @ 23h59 GMT/Sierra Leone time. Any technical issues experienced with the submission of the tender please email chernor.jalloh@trocaire.org before the deadline.

Any other queries relating to this RFT should be directed to by e-mail only chernor.jalloh@trocaire.org.