Request for Tender

Job Description

Request for Tender (RFT) 

Trócaire Sierra Leone invites tenders for the supply of Solar Kits and the provision of a Service  component for operating as the rural operator. Renderers’ must demonstrate that they have the  resources and expertise to supply the goods and 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: 29/11/2024 

Deadline for tender submission: 15/12/2024 23.59 GMT/Sierra Leone Time 1. 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 

2. 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. 

3. 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 empowering women and girls through  improving livelihoods, promote women’s leadership and challenge violence against women.  

4. Context 

Rural areas in Sierra Leone face significant challenges when it comes to achieving  electrification, which is crucial for economic development, improving living standards, and  overall well-being.  

A major obstacle to rural electrification in Sierra Leone is the lack of infrastructure. Many rural  communities are in remote, hard-to-access areas that lack the basic infrastructure necessary for  grid expansion. Traditional approaches to electrification do not often consider the specific  needs and constraints of rural communities in Sierra Leone. Furthermore, many households  lack the technical knowledge and support needed to effectively operate and maintain solar  home systems or other energy technologies, leading to underuse or even abandonment of  these systems over time. 

Another significant barrier to rural electrification is the high upfront cost. For many low-income  households in these areas, the expense of installing solar home systems, mini-grids, or even  connecting to the national grid is simply out of reach. Without access to affordable credit or  financial products or social protection schemes tailored to their needs, rural communities are  unable to invest in the energy solutions that could change their lives. While solar energy  approaches, particularly those based on private sector models like pay-as-you-go (PAYG)  systems, offer some flexibility by allowing customers to pay for solar systems in small  instalments, they often remain out of reach for the poorest and most vulnerable communities.  

Trócaire is currently engaging on a solar ‘energy as a service’ pilot project (phase 2) to explore  immediate, cost-effective energy solutions that address critical needs in the target  communities, creating a replicable model that could, under future funding, scale to broader  application. This 14-months project will assess operational and financial models, focusing on  minimising household upfront costs and leveraging subsidies and innovative financing  mechanisms to enhance affordability and accessibility. This approach will rigorously document  data on payment models, maintenance requirements, and service delivery structures to build a  foundation for potential future expansion based on the outcomes and insights gained from this  pilot phase. 

5. Scope of goods and services required 

To bring this pilot project to a successful end, Trócaire is seeking to contract an experienced  supplier to provide the following services:  

1. a) Supply and maintenance of 10,255 solar kits and 1,211 solar lamps1.  b) Provision of a service component for operating as the rural operator of the solar kits to  include the collection of monthly payments from households for installation, future  maintenance, repairs and replacement needs over the duration of this pilot project (14  months) and also decommissioning of the equipment at the end of lifecycle. 

5.1 Supply and Maintenance of Solar Kits and Lamps 

1 These quantities are estimates and subject to change.

5.1.1 Tier 1 Solar Kits x 10,225 pcs. 

The solar kits should be designed to meet the energy needs of rural households in Kambia,  Sierra Leone. The kits should comply with Tier 1 standards as defined by the World Bank’s  Multi-Tier Framework (MTF) for energy access, with enhanced features for functionality,  durability, and geographical tracking.

 

Key components and specifications: 

– Solar Panel: 

o Type: Polycrystalline or monocrystalline 

o Capacity: 10-20 Wp (Watt-peak) 

o Efficiency: Minimum 15% 

o Voltage: 12V DC 

o Durability: Weatherproof (IP65 rating or higher) 

o Warranty: min. 5 years 

– Battery: 

o Type: Lithium-ion or Lithium Ferro Phosphate (LiFePO4) 

o Capacity: Minimum 30 Wh 

o Depth of Discharge (DoD): 80% or higher 

o Voltage: 3.7V-12V 

o Lifecycle: Minimum 2,000 charge/discharge cycles 

o Warranty: min. 2 years 

– Charge Controller: 

o Type: MPPT (Maximum Power Point Tracking) or PWM 

o Voltage: 12V DC 

o Protection: Overcharge, deep discharge, and short-circuit protection 

o Warranty: min. 2 years 

– Lighting Output: 

o Number of Light Bulbs: 3 LED lights (one with motion sensor functionality) o Brightness: Minimum 120 lumens per bulb 

o Runtime: Minimum 4 hours at full brightness 

o Motion Sensor Bulb: Activated by movement, energy-saving mode 

o Lifetime: 10,000 hours 

– PAYGO System: 

o Integrated PAYGO functionality for flexible payment options 

o Secure activation and deactivation based on payment status 

o Remote payment tracking capability via mobile network 

– In-built Bluetooth Tracking: 

o Enables tracking of system performance and usage 

o Allows for remote diagnostics and troubleshooting 

o Compatible with Android/iOS applications 

o Geofencing capability to restrict system usage outside predefined GPS  coordinates. 

– Radio: 

o AM/FM functionality 

o Powered directly by the solar system 

o Compact, durable design for household use 

– Charging Ports: 

o Number: At least 2 USB ports 

o Output: 5V/2A (for fast charging) 

o Charging Cable: Included with multiple connectors (micro-USB, Type-C,  lightning) 

– Rat-Proof Cables:

o Cables made from reinforced materials (e.g., nylon-braided or PVC-coated steel  core) to resist chewing by rodents. 

o Length: Minimum 5 meters, suitable for installation flexibility. 

o Durability: UV and weather-resistant for outdoor use. 

o Certification: Meets IEC 60227 and IEC 60502 standards for cable safety. – Other Features: 

o Plug-and-play setup 

o Portable and lightweight design 

o Battery level indicator 

o Overcharge and discharge protection 

– Certifications and Standards: 

o IEC 61215: Performance standards for solar panels 

o IEC 61730: Safety standards for solar panels 

o Lighting Global Certification for Tier 1 solar home systems 

o Environmental compliance: RoHS (Restriction of Hazardous Substances) 

5.1.2 Solar lamps 

Standalone solar-powered lamps suitable for basic lighting in rural households, adhering to  international standards for quality and performance.

 

Key components and specifications: 

– Solar Panel: 

o Type: Integrated or detachable 

o Capacity: 1-3 Wp (Watt-peak) 

o Efficiency: Minimum 15% 

o Durability: Weatherproof (IP65 rating or higher) 

o Warranty: min. 3 years 

– Battery: 

o Type: Lithium-ion or NiMH 

o Capacity: Minimum 10 Wh 

o Depth of Discharge (DoD): 80% or higher 

o Lifecycle: Minimum 1,000 charge/discharge cycles 

o Warranty: min. 2 years 

– Lighting Output: 

o Brightness: Minimum 100 lumens 

o Runtime: Minimum 4 hours at full brightness 

o Lifetime: 10,000 hours 

– Design Features: 

o Lightweight and portable 

o Rugged and drop-resistant design 

o Adjustable light direction 

o Integrated handle for mobility 

– Charging Options: 

o Solar charging with a full charge time of less than 8 hours under direct sunlight o Optional USB charging capability 

– Additional Features: 

o Overcharge and discharge protection 

o Integrated battery level indicator 

o Glow-in-the-dark power button or easy visibility in low light 

– Certifications and Standards: 

o Lighting Global Certification for solar lanterns

o IEC TS 62257-9-5: Off-grid solar product testing standards 

o Environmental compliance: RoHS 

o Safety standards: IEC 60598-1 (general safety for luminaires) 

5.2 Provision of a service component for operating as the rural operator of the solar kits 

The proposed service model should incorporate a revenue-generating mechanism whereby  community members will pay a fixed amount ($) per month for the received solar services. A  percentage of these monthly fee should be paid into a reserve fund managed by Trócaire and  the remaining percentage is paid to the contractor to cover any operational expenditure  including managing installation, maintenance and repair, payment collection and  decommissioning of the supplied equipment at end of lifecycle. Additionally, the collected fees  should also potentially support expanding access to these services by purchasing and  supplying additional kits for vulnerable households. 

To measure the efficiency of this pilot project there is an essential requirement to ensure full  transparency and generate reliable data about operational sustainability. The contractor  should therefore provide detailed reporting on all financial and operational aspects, including  full cost breakdowns and service delivery metrics and visibility on actual costs and profit  margins.

 

6. Content and Format of Tenders 

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

6.1 Technical Details 

• A detailed description of the goods provided and how these will meet the technical  specifications as per paragraphs 5.1. Samples should be provided on request from  Trócaire. 
• A detailed description of the proposed service delivery model and how this will meet  the requirements as per paragraph 5.2. 
• A summary of the tenderer’s expertise and competency in the areas outlined. • Details of similar work including experience preferably in Sierra Leone. 

6.2 Administration 

• A copy of current company registration and confirmation of eligibility to provide the  services in Sierra Leone. 
• A copy of a current tax clearance. 
• Proof from insurer of adequate cover (Employer Liability, Public Liability and  Professional Indemnity). 
• A corporate biography including of all key personnel who will be involved in the  provision of services, if successful, including details of previous similar or relevant  work undertaken. 
• Details of the proposed contract or details of standard contractual arrangements if  available. 
• References may be requested and a list of clients who may be contacted should be  supplied. 
• Details of any possible conflict of interest. 

6.3 Pricing 

• Proposed pricing for the solar kits and solar lamps detailing the actual cost and the  suggested profit margin. The split is important to measure sustainability of the project.
• Actual cost per household to deliver and administer the required services, on a monthly  basis, as per paragraph 5.2 including the installation, maintenance and repairs during  the 14 months pilot project. Decommissioning costs at the end of lifecycle are excluded  and should be quoted separately. 
• Actual cost for decommissioning the supplied equipment, specifically the solar kits, at  the end of lifecycle. 
• Details of any additional costs or expenses that might be associated with the supply of  the equipment of service delivery element. 
• Any measures proposed to ensure that a sustainable and cost-effective service is  delivered. 
• All charges should be quoted in USD exclusive of VAT and applicable VAT rates should  be quoted separately. Please mention if any specific VAT tariffs apply for such products  or services. 
• Any other relevant details regarding charges should be provided in the tender.
•  The proposal should indicate the period for which the prices and terms quoted will hold  firm.  

 

7. 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 

o To accept the whole, or part only, of any tender. 

o To accept none of the proposals tendered. 

o 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.  

8. 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. 

9. Contract Type and Period

The contract will be a mixed supply/service contract for an initial period of 14 months with an  option to extend the contract beyond this and also extend the number of units supplied. 

10. 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. 

11. Termination of Contract 

10.1 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. 

10.2 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.  

12. Evaluation of Tenders 

11.1 All suppliers should at least meet following minimum criteria: 

11.1.1 General requirements 

1. Technical Expertise and Certification: 

o Demonstrated experience in supplying and installing Tier 1 solar kits and solar  lamps in similar rural projects, preferably in Sierra Leone, or generally in Africa.  Specifically, the contractor must have completed at least 2 similar projects within  the last 3 years to demonstrate up-to-date expertise and operational capacity. 

o Compliance with Lighting Global Quality Standards for all solar products. o Accreditation by recognized certification bodies (e.g., ISO 9001 for quality  management systems). 

2. Capacity and Supply Chain: 

o Ability to supply the required quantity of kits and lamps within the project  timeline. 

o Robust supply chain management system to ensure timely delivery and  replacement parts availability. 

o Documentation of supply chain sustainability and ethical sourcing of  components. 

3. Warranty and Support: 

o Minimum warranty period: 

▪ Solar Kits: 5 years for solar panels, 3 years for batteries, and 2 years for  components like light bulbs and controllers. 

▪ Solar Lamps: 2 years. 

o Commitment to provide after-sales services, including maintenance and repairs,  during and after the warranty period. This includes the option to offer an  extended warranty for solar panels, batteries, and components, and a  

commitment to provide after-sales support for a minimum of 3 years post warranty. 

4. PAYGO Integration: 

o Experience with Pay-As-You-Go (PAYGO) systems. The contractor must  demonstrate experience in implementing Pay-As-You-Go (PAYGO) systems for  solar energy products, with at least 2 projects successfully completed by preference in Sierra Leone within the last 3 years. The contractor must provide  supporting documentation, including project descriptions (number of PAYGO enabled systems deployed, geographic locations, and customer outcomes) and  references for verification, to ensure proven expertise in managing PAYGO  systems effectively. 

o Ability to integrate PAYGO functionality into solar kits with remote monitoring  and control options. 

o Support for local mobile money payment platforms (e.g., Orange Money or  Afrimoney). 

5. Ruggedized Product Design: 

o All products must be durable and designed for rural conditions, including: ▪ Resistance to extreme temperatures, dust, and humidity. 

▪ IP-rated components (minimum IP65 for outdoor equipment). 

11.1.2 Specific requirements related to the supply of tier 1 solar kits: 

1. Customization and Branding: 

o Willingness to customize kits with project branding (e.g., logos, colour schemes). o Inclusion of locally relevant user manuals in English and local languages (e.g.,  Krio). 

2. Software and Digital Features: 

o Integration of Bluetooth tracking for monitoring solar system usage and  performance. 

o Provision of a mobile or desktop application for system diagnostics, updates, and  troubleshooting. 

3. Training and Community Engagement: 

o Capability to train community members and local technicians on soft  maintenance and troubleshooting. 

o Provision of user-friendly educational materials for end-users. 

4. Recycling and Decommissioning Plans: 

o Contractor must have an environmentally sustainable end-of-life recycling or  decommissioning plan for batteries and electronic components. 

o Proof of adherence to e-waste management standards. 

5. Delivery time latest May 2025 

11.1.3 Specific requirements related to the supply of the solar lamps 

1. Customization: 

o Inclusion of locally relevant instructions for solar lamp usage, care, and safety in  local languages. 

o Ability to offer bulk pricing for larger quantities. 

2. Accessories: 

o Provision of high-quality charging cables with universal connectors for devices  like mobile phones. 

o Inclusion of spare parts (e.g., bulbs, cables) as part of the contract. 

3. Performance Testing and Reporting: 

o Contractor must provide pre-delivery performance test reports for solar lamps,  verifying runtime, lumen output, and battery capacity. 

4. Delivery time latest May 2025 

11.1.4 Ethical and legal compliance requirements

1. Corporate Social Responsibility (CSR): 

o Contractor should demonstrate commitment to community development in Sierra  Leone, including partnerships with local businesses or cooperatives. 

2. Legal and Regulatory Compliance: 

o Must be registered and licensed to operate in Sierra Leone. 

o Adherence to Sierra Leone’s National Renewable Energy Policy and local tax laws. 

11.1.5 Monitoring and reporting requirements 

1. Documentation and Reporting: 

o Contractor must be able to submit regular progress reports detailing: ▪ Number of kits/lamps delivered and installed. 

▪ Locations and households served. 

▪ System performance and maintenance logs. 

2. Performance Monitoring Tools: 

o Contractor must be able to provide data collection tools or software to measure  project performance metrics, such as hours of energy provided, system uptime,  and household satisfaction. 

3. Post-Sale Feedback Mechanism: 

o Contractor must be able to set up a feedback system (hotline or digital platform)  for households to report issues or provide feedback on products. 

11.1.6 Financial and contractual requirements 

1. Pricing and Value for Money: 

o Contractor must provide in their proposal transparent pricing with a detailed  breakdown of actual costs (including warranties, spare parts, and after-sales  support) and suggested profit margins. 

2. Payment Terms: 

o Contractor must offer flexible payment terms aligned with project funding cycles. o Advance payment conditions, if any, tied to delivery milestones. 

3. Performance Bonds: 

o Requirement for a performance bond to ensure contractor compliance with quality  and delivery standards. 

4. Insurance: 

o Contractor must have adequate liability insurance to cover any product defects or  failures. 

11.2 The successful tenderer will be the one who, in the opinion of Trócaire, submits the  most economically advantageous proposal applying the following award criteria: a) Price of products and services offered: 20% 

1. b) Quality of products: 20%  
2. c) Methodology of service delivery: 20% 
3. d) Relevant experience and expertise: 20% 
4. e) Delivery time: 10% 
5. f) CSR element: 5% 
6. g) Innovation: 5% 

11.3 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. 

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

11.5 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. 

13. Submission of Tenders 

Your proposal marked “RFT TROCAIRE SIE SOLAR PROJECT NOV 2024” should be submitted  ONLY by email (in ZIP format) to tenders@trocaire.org and will be acknowledged after the  deadline. 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 15.12.2024 @ 23h59 GMT/Sierra Leone time. Any  technical issues experienced with the submission of the tender please email  filip.degrieck@trocaire.org before the deadline. 

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