INVITATION TO BID ITB _UNDP PSU Clarifications 2 to Bidders 02/08/2016

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Arleen McCormick
6 years ago
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1 Question 1: LOT 2: Plug and play PV system with cabinet for ZIMBABWE: item 1.4: Minimum IP 55 class storage cabinet. and LOT 3: Plug and play PV system with cabinet for ZIMBABWE: item 1.5: Minimum IP 55 class storage cabinet. and LOT 4: Plug and play PV system with cabinet for ZIMBABWE: item 1.5: Minimum IP 55 class storage cabinet. Our concern: Even sealed batteries should never be put into a totally sealed enclosure. IP 55, however, requires projection from accumulative dust and water jets from any direction, making natural ventilation difficult. The ventilation for sealed battery enclosures is needed primarily for cooling, and secondarily for hydrogen produced due to internal corrosion processes. Given that batteries are to be placed indoors, would it be satisfactory to provide enclosure against dripping/ spraying water (IP classes 1-3)? Question 2: LOT 2: Plug and play PV system with cabinet for ZIMBABWE. items (excluding hp tube lights, led lights and data logger): phone charging system, fridge, fan and radio. Q2.1: Could these low voltage appliances be supplied by a local vendor (=excluded from the bid)? Answer: Appliances should be offered taking into consideration the indicative maximum power to connect to the system. Q2.2: Is the phone charger (connection cable and adapter from power socket to phone) included in phone charging system? Answer: Yes, to the specific phone offered. Q2.3: Are the rated powers for respective items suggestive or required? Finding appliances rated in power exactly as given in the ITB (and yet functioning as intended) may prove challenging. For example, 5W DC fan is about a size of a computer case fan. Thus, the intended uses for the low voltage appliances could be specified (For example, is the fan meant for providing comfort at a working desk/ staff housing room? Should the radio have a transmitting capability, or is it only for receiving FM/AM signals?). Appliances should be offered taking into consideration the indicative maximum power to connect to the system. 1

2 Question 3: As it will be an indoor installation is it sufficient to provide a rack for the batteries. Question 4: Is there requirement for indoor wiring on the ac side Answer: No, there is no requirement for indoor wiring. Question 5: Please define roof type. We d assume the existence of corrugated iron sheet roof with 15 tilt we can clamp to. Or flat roof?. Question 6: Can we assume that no internal wiring for the loads at the site location will be required of the bidder? Answer: Only wiring to connect the system components is required. No wiring is required for the appliances to connect to the system such as Radio, Fan, mobile phones etc Question 7: Pls. confirm: Stock for all the products can be used at UNDP country offices Juba and Harare. Answer: Yes, we confirm that all stocks will be used at both destinations. Question 8: Pls. confirm: IP value 55 is not compulsory as it will be installed at clinics. Question 9: Lot 4: Please clarify if 12V internal wiring and distribution board to be installed in the house should be included. Answer: Only wiring to connect the system components is required. No wiring is required for the appliances to connect to the system such as Radio, Fan, mobile phones etc Question 10: Do the proposed sites already have existing wiring as this will also affect installation charges. Answer: Only wiring to connect the system components is required. No wiring is required for the appliances to connect to the system such as Radio, Fan, mobile phones etc Question 11: In LOT 2, do the Radio, LED lamp and Phone Charging systems have to be AC or can they be DC units. Also can these be portable units or they have to be stationary units. Answer: DC units are acceptable. Portable and stationary are both acceptable 2

3 Question 12: This is important point which was not mentioned during the phone call. So far I have prepared system configuration for all LOT 1, 3 and 4 in single phase. Answer to question 72 is that LOT 4 will be 3 Phase which play an important role in the configuration as well as cost. Please confirm the following: LOT 1: 230 Vac 50 Hz => single phase LOT 3: 230 Vac 50 Hz => single phase LOT 4: 380 Vac 50 Hz => three phase Question 13: kwh is not available. Reference to capacity in AH. To make sure that its clear having 48Vdc 4000AH and 48Vdc 1000AH is totally different. For LOT 4 just a quick estimation, the first option would cost more than 3m USD and the second option around 1m USD. Note that serious batteries manufacturer stop their range around 3000AH AH for 2Vdc cell batteries. This is a remark that you cannot based on AH if you have not set up a reference voltage. 48 Vdc with 4000 AH capacity give 192 kwh which is enormous. As reference we have been part of a mini grid installation in Sri Lanka with 65 kwh batteries for an island of about 700 people (just basic load) I will provide what I think make sense which is 48 Vdc (24 batt x 2Vdc) system and divide capacity by 4 (assuming that you calculated your capacity for 12Vdc) Question 14: We are bidding for ITB/Ref/GP for LOT 2, LOT 3 and LOT 4. As a company that is already located in Harare, Zimbabwe, most of the items required in the bid are already located at our warehouse in Harare. As we have already paid the necessary VAT and charges to bring in this equipment, is it possible for us to quote UNDP with the Vat charges, allowing UNDP to then reclaim this VAT from the Zimbabwe Revenue Authority as we usually do when we do business with organizations that are exempt from tax. Also, how would this affect the Price Schedule Form under Section 7 as FCA cost, Freight Charges to Zimbabwe and Freight details no longer apply. Answer: All lots should be quoted as per price schedule with corresponding INCOTERM. In this case, offers will be evaluated based on FCA and DAP quoted prices. All bidders should provide their prices excluding VAT. UNDP is Tax exempted and cannot apply this exemption once goods are already in the country. Question 15: LOT 3. Required 2000Ah is this at 6V or 12V or 48V. same as lot 4, required is would be 16X 250Ah 6V blocs = 24KWh. 12V would be 16X 250Ah 12V blocs or 32X 250Ah 6V blocs = 48KWh 3

4 Question 16: We are looking for some clarification on the battery sizing. Take Lot 4 for Zimbabwe. The requirements are 6V or 12V min 250Ah required quantity to make a total output of 4000Ah is this at 6V or 12V or the system voltage of 48V. 6V will give us 24 kwh 12V will give us 48kWhs and 48V (inverter voltage ) will give us 192kWhs Question 17: Reference is made to the above mentioned Invitation to Bid and the clarification send to the bidders following the Pre-Bid Telephone Conference. In regards to clarification of the Battery Capacity and Voltage we noted that there is need to be more specific on the actual design and capacity for all bidders to quote on the same technical understanding. Reference is made to the questions 3, 12, 13, 27, 43, 44, 46, 47, 56, 65, 80, 91, 98 We therefore kindly ask you to specifically advise on the required Battery Voltage and Capacity per Lot. Please advise on your calculated power requirement. The Technical requirement for the Battery Bank could be as follows for example for Lot Number 1: 3 kw System - Battery Bank with totally capacity of 12V 1600AH (or equivalent 24V 800Ah / 48V 400Ah) Question 18: Although you responded to our clarifications which we sent on 6th July, you did not respond to our subsequent questions which we sent 15th July. The last two questions still remain unanswered and 1 & 2 of the first question still remains unanswered. Also in your clarification answers sent on Monday 18th July, your response to question 10 was not clear and I do not believe the question was interpreted to the way in which it was meant, so I shall rephrase: Payment: for Zimbabwe will the 80% be paid on delivery to the sites or on delivery to Harare Warehouse? Also, will the 80% be paid on a per site basis, or a Lot basis or all Lots basis (should you be awarded all lots)? The same questions would apply for installation, will this be paid on completion per site, or per lot etc. Answer: 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty within one (1) year. Arising from your clarification answers and lists of sites we now have some additional questions that we request you kindly clarify: List of Sites in South Sudan: with regards to your paragraph that states Note. Please could you clarify this point. Are you stating that should there be storage issues at Riverside Warehouse, we would still only have the responsibility to deliver DAP to the 4

5 Riverside Warehouse and from unloading here, UNDP will be responsible to take the containers to the sites (should they not be able to store them at the riverside warehouse)? Answer: We do not envisage any storage issue. If we have any storage issue it will be handled accordingly. List of Sites in Zimbabwe: The ITB gives 47 sites for Lot 3 but the list of sites issued on Monday just gives 42 for Lot 3. Please can you confirm what is correct? Also the information given which gives the sites broken down into districts, I believe only gives 117 sites? Answer: Please provide the unit prices based on the requested quantity of 47 and Prices for Installation, training for the indicated 42 sites. Warehouse in Harare: Please could we be provided with the UNDP warehouse address in Harare? Answer: We don t have the exact address in Harare and do not think this will affect the DAP cost. Collection from warehouse in Harare: Are there any collection restrictions? i.e. are we able to load containers as we wish i.e. load as many on to one truck or will the distribution be controlled by UNDP? Answer: No, there will be no restrictions. Question 19: Clarification 1. Lot I, 3, 4 - Integrated GPS label for tracking of panels Please kindly provide the more detailed specification for this requirement, as normally, module suppler does not provide this and how can make sure the module will be not stolen with this GPS label which may be broken by thief? Clarification 2. Lot I, 2, 3, 4 -Mounting structure for solar panels Please provide the detailed rooftop type or drawing. Clarification 3. Lot Battery 12 V - Lead acid Please kindly provide the exact capacity of battery. as we can not calculate the battery capacity without detailed power requirement information. Clarification 4. Lot Lights for HP tube form 1.The lights are included in 1 system or as accessories for whole order. 2. We need the socket specification of the light. Clarification 5. Lot These accessories are included in 1 system or as accessories for whole order. 2. We need the detailed specification for each item. 5

6 Clarification 7. Lot Continuous Monitoring of the Solar PV System Generally, there isn't this kind of monitoring will be needed for this kind of solar home system. We just integrate some relate protection function and operation indicator. Please kindly confirm that this reuqirement is mandatory or not? Question 20: we are working on your tender and received your additional information regarding the Q & A, site locations and the extension of submission for bids. After reading your Clarifications I to Bidders almost all questions are clear except of the following two (35 and 72): Question 35: We are very much interested in PV System with cabinet, Zimbabwe under lot no 2, 3 & 4. While studying the tender documents, we came to understand the Governing Incoterms is 2010, DAP Harare, Zimbabwe and awarded supplier will be responsible to ship the goods to the proposed location for which details is not available in the documents. Request to provide the details of the proposed location in Harare or in case, if the location is not identified yet or some other reason, kindly provide the details of the centralized warehouse in Harare up to where supplier will be responsible to shipped the goods. Answer 35: List of locations has now been provided (please see answer 5 above). There is the option to have the in-country storage and transport lifted out of the package and dealt with separately. What does this mean? Should we provide the inland transport or is there a possibility to lift it out to UNDP? Answer: The sites have been provided and inland transportation for Zimbabwe is required. Question 72: The inverter for 10 kw system should be 3 or 1 phase. Answer: Three phase. In section 3a: Schedule of Requirements and Technical Specifications Lot 3 & 4 there are is no specification that the system must be a Three phase system. Is this is a mandatory requirement? Because it is a really important information for the calculation of the system to build up a three phase system you have to spend a lot more money. If it is mandatory, is it only required for Lot 4 or also for Lot 3 (5kWp)? 1. Although the preferred currency is USD we assume that an offer in Euro is also acceptable? Answer: Yes, this is acceptable and exchange as per UN operational rate. 2. Initial 12 month warranty period This is specified as 12 months from delivery. As the delivery term is DAP Harare this implies 12 months from delivery to UNDP warehouse Harare, Please confirm/clarify. 12 months from DAP delivery and installation. 6

7 Answer: The supplier is responsible for delivery to all sites. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty within one (1) year 3. During the telephone clarification meeting it was stated that UNDP would be responsible for delivery from Harare warehouse to each specific installation site, Please confirm/clarify: Answer: The supplier is responsible for delivery to all sites. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty within one (1) year Question 21: Is it correct that we DO NOT quote the in-land logistic? ( from DAP Harare to sites, and Juba to sites)/ we quote DAP offloaded warehouse Harare within city limit and same for Juba? Answer: Inland freight for South Sudan is not required and required for Zimbabwe. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty within one (1) year Question 22: We understand pricing for this tender should be DAP in South Sudan and Zimbabwe but it is not specifically stated whether prices should be CDP (Customs duty paid) into destination country. Does UNDP pay duties on photovoltaic equipment? Answer: UNDP is tax exempted and prices should be quoted based on FCA and DAP as per price schedule section 7. Question 23: Please advise whether UNDP are exempt from Pre-shipment Inspection for Zimbabwe? Answer: UNDP is not exempted from pre-shipment inspection. Question 24: Does UNDP require a Certificate of Origin to be provided by the shipper for clearance purposes? This seems to be non mandatary for clearance in both South Sudan and Zimbabwe and up to the discretion of the importer? Answer: The Certificate of Origin will be required for clearance purpose but not for tender evaluation. Question 25: I would like to ask when you are able to reconfirmed our raised questions if the local logistic to the sites in Zimbabwe shall be included? According to the tender documents, we conclude that we shall not include the transport cost from DAP Harare ( central warehouse) to each of the sites, all other cost ( installations, warrantees etc shall form part of the bid) 7

8 Answer: The offer for the lots to Zimbabwe should include inland transportation. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty within Question 26: On our side the technical requirements is clear and we have already finished selecting all the equipment. For LOT #1, I would like to bring you some info regarding the condition in this country. Our partner has updated me with the following: There has been serious Fighting in Juba in the last few weeks with several hundred people reported killed. Although we think from our contacts in Juba the situation is even worse than reported on the International news. Outside of Juba the situation is even worse, making it impossible for anyone to travel around safely. There is a threat that the opposition are planning to return to Juba in which case the fighting and political situation may become even more dangerous. The costs of travel for ten relatedly small systems, apart from being virtually impossible because of the security risks would be prohibitively expensive. We had to close our offices and workshops in Juba for the moment and until the Political situation improves What are the UN themselves saying about the security situation and travel within South Sudan, and if they are keen to install the systems would they provide secure transport and accommodation to each location. Answer: We cannot predict what the situation will be in the future. Please provide your offer based on DAP Juba. The other option would be to provide and supply the equipment with technical details for the UN to install themselves. They may have the necessary skilled electricians available within their UN staff in South Sudan. Answer: We will look into possible options when the time comes. Question 27: In Lot 2 : Plug and play PV system with cabinet for Zimbabwe under 1.6 Lights for HP tube form, Please clarify the meaning of HP In Lot 2 : Plug and play PV system with cabinet for Zimbabwe under 1.9, if DC data logger is already included in equipment for online monitoring, is there a need to get an additional one In Lot 2 : Plug and play PV system with cabinet for Zimbabwe under 1.5, if inverter units already display power consumption of appliances connected to them, is there a need for this power meter. If so, is this meter to measure AC/DC power consumption as there are DC units in this Lot? 8

9 Question 28: What are the warehouse locations or property locations in Zimbabwe that UNDP is using or renting so that we can plan how and where we would be storing the units between installations. For Plug and play PV system with cabinet for Zimbabwe, The 80% initial payment, is that released within 330 days of all goods being acknowledged as landed in Zimbabwe, or when all goods are delivered to their various sites/ nearby storage facilities. Answer: We do not have the address of the exact location in Harare for the warehouse. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty Question 29: Currency of offer This is unclear and the documents refer to USD but also indicate other currencies are acceptable. Our company wishes to bid in UK GBP please confirm this is acceptable. Answer: Yes, it is acceptable, and exchange as per UN operational rate. Zimbabwe Logistics/distribution from central Harare UNDP warehouse to each individual installation location. From the telephone clarifications we understood that UNDP would be taking care of in country distribution to each location Please confirm if this is correct or otherwise. Answer: The supplier is responsible to deliver the items to sites. 80% of payment upon arrival of the systems to Harare and systems transported to local sites. The 15% is related to the installation and training at all sites, and the remaining 5% to the expiration of warranty 9

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