TERMS OF REFERENCE SUPERVISION FOR INSTALLATION OF RENEWABLE ENERGY SYSTEM AT BOSASO AIRPORT, PUNTLAND STATE OF SOMALIA.

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Solomon Curtis
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1 TERMS OF REFERENCE SUPERVISION FOR INSTALLATION OF RENEWABLE ENERGY SYSTEM AT BOSASO AIRPORT, PUNTLAND STATE OF SOMALIA. 1. Background Under the Immigration and Border Management (IBM) programme, International Organization for Migration (IOM) has been undertaking various Infrastructure works with civil aviation and immigration departments. Security equipment such as X-ray luggage scanners, walk-through metal detectors and computerised border management information system for the immigration process has been provided and installed at targeted airports and seaports in Somalia. One of the major challenges for efficient and effective border management at the ports of entry has been unreliable power supply from the grid line regulated by private firms and high cost of fuel and maintenance required for the standby power generators. The unreliable and unstable power supply hinders routine immigration processes and civil aviation operations at the ports of entry, resulting in increased security risks and breakdowns of electronics installed. In 2013, the IOM commissioned an assessment on renewable power supply for the airports in Puntland Somalia, focusing on gauging energy requirements for immigration processes as well as for the operations of the whole airports, and designing an appropriate renewable energy solution. Based on the assessment, the IOM plans to pilot-test installation of an alternative power supply at Bosaso airport. The IOM wishes to recruit a competent consulting firm or an individual to provide supervision and monitoring of the installation works of the renewable energy supply planned to be carried out by an identified company. 2. The Objective and Scope of Consultancy The objectives of the consultancy service shall be to ensure that the project is implemented with a high standard of workmanship and quality in accordance with the planned budget, schedule, technical specifications, and terms stipulated in the contract signed by an identified company. These objectives of the services will be achieved through: 1) review of installation plans; 2) supporting contract management; and 3) monitoring and evaluation of the installation works More specifically, 1. Assist the IOM in identification of the best suitable company by reviewing installation plans proposed by interested bidders, assessing their installation plans such as technical drawings, work plans, and methodology. 1

2 2. Prepare and finalize a contract for an identified company, ensuring the contract terms stipulates the planned outputs and deliverables in accordance to the project timeframe and its budget, in co-ordination with the Procurement unit of IOM Somalia and Headquarters. Prepare recommend variation orders to the IOM for approval before implementation by the contracted firm and clarify items of work to be followed up by the contractor during the retention and/or warranty period. 3. Ensure appropriate progresses of the installation works and identify corrective measures, if any required, through regular on-site monitoring, testing of the equipment installed and liaison with the contractor and the beneficiary institution. 4. Monitor and supervise on site testing of the all the major equipment to ensure that they meet the requirements and specification under the contract in consultation with the IOM, The list of equipment to be inspected is as follows, but not limited to PV solar modules, wind turbines, inverters, battery banks, cabling and control systems. 5. Prepare certification of work as per the payment schedules stipulated with the contractor and assist the IOM in collection of other supporting documents to timely manage the contract and payment as per the deliverables. 6. Review and if necessary, revise the operation and maintenance manuals prepared by the contractor for civil aviation staff and supervise the training of the civil aviation staff by the contractor. 7. Prepare a completion report for the works under the contract and submit to IOM for future reference. 3. Deliverables The following deliverables are expected from the consulting firm/individual consultant: 1. The bidding documents thoroughly evaluated in a bids evaluation form. 2. Weekly monitoring reports with photographic evidence prepared and submitted to the IOM, outlining the implementation progress of the project, possible and actual risks identified and recommended actions. 3. Minutes of the meetings held with the contractor or the beneficiary institutions to review project progress, technical issues, and measures to achieve the targeted quality and schedule control on the project, as required. Prepare correspondence with the contractor or other parties as required for the IOM. 2

3 4. Review and confirm quantity and quality of works outlined in the reports from the contractor, which would serve as a basis for payment to the contractor according to the IOM Contract terms. 5. Certification of work and/or Variation orders prepared to the IOM for prior approval during the installation works. 6. Items of work documented for the contractor to deliver during maintenance/defects liability/warranty period. 7. Operation and maintenance manuals prepared by the Contractor for Civil Aviation technically assessed and revised as required. 8. Completion report prepared and submitted to the IOM, for the works under the contract. 4. Activities & Timelines Below are the proposed activities and timelines for this consultancy, subject to adjustment, following discussions with the consultant once hired? Activity Output No of Days Signing of the consultancy contract Contract Signed Briefing with IOM Somalia Co-ordination Office in Nairobi Contracting of the implementing contractor Technical supervision of the implementing contractor at Bosaso airport (installation and training) Commissioning and Project Testing Review of maintenance Support schedules / manuals The assessment report reviewed. o Technical support on review of proposals during bid evaluation o Contract award to implementing firm Hybrid renewable energy supply installed at Bosaso airport(solar PV and Wind) Commission and test run the system Maintenance manual support Within 5 days upon Within 30 days upon contract signature Within 140 days upon Within 155 days upon Within 160 days upon Completion report submission Completion report Within 170 days upon Total Number of days 170 days 3

4 5. Key selection Guidelines, Qualifications and Experiences For Individual consultants participating in the call for proposals Provide an outline technical and financial proposal including proposed methodology, time schedule and work plan for the consultancy; A Higher diploma,degree/master s in the field of Renewable Energy, Electrical engineering or a related field with at least seven years of relevant experiences in the field managing renewable energy projects; Previous experience in managing installation of renewable energy systems (i.e. wind and solar) in the Horn of Africa; Excellent command of English (written and spoken); Good command of Somali (spoken) is an additional asset; Prior work experiences with an international agency or firm in managing and implementing renewable energy project is a key asset; Previous work experiences in Somalia/or Puntland state is desirable, Excellent writing, communication and analytical skills with good expertise in drafting technical engineering reports Demonstrated high level of professionalism and an ability to work independently with tight deadlines For consulting firms/companies participating in the call for proposals Provide an outline technical and financial proposal including proposed methodology, time schedule and work plan for the consultancy; Company Profile (including the names of owners, key officers, technical personnel attached to this project with their relevant CV s) Company's Articles of Incorporation, Partnership or Corporation, whichever is applicable, including amendments thereto, if any. Certificate of Registration from host country's Security & Exchange Commission or similar government agency/department/ministry Valid Government Permits/Licenses Audited Financial Statements for the last 3 years Certificates from the Principals (e.g. Manufacturer's Authorization, Certificate of Exclusive Distributorship, Any certificate for the purpose, indicating name, complete address and contact details) 4

5 List of contracts entered into for the last 3 years(indicate whether completed or ongoing) Note: This assignment is based in Bosaso, Puntland state and the individual/firm MUST be willing to provide regular site supervision at Bosaso airport for the entire project duration. 6. Data, Local Services, Personnel and Facilities to be provided by IOM a) IOM Somalia Nairobi coordination offices will conduct a briefing to service provider/consulting firm at the beginning of the contract. b) IOM will facilitate visas for Somalia for the service providers/consulting firms staff assigned to the assessment upon request from the service providers/consulting firms accompanied with the scanned copies of the valid passports of the individuals concerned. c) IOM will facilitate booking of UNHAS flights to Somalia if/when the use of commercial flights are not possible or is deemed to compromise the schedule of the assessment due to their flight availability, upon request from service provider/consulting firm. Service providers/consulting firms must sign a letter of invitation by IOM, with understanding that cancellation of the travel must be notified to IOM at least 48 hours before the scheduled flight or bear the cost of no-show. d) IOM will facilitate local transports necessary for the assignment in Somalia. If/when there exists a challenge in renting local taxi s/ is not possible or is deemed to compromise the schedule of the assessment due to their un availability, upon request from service provider/consulting firm. e) IOM will recommend accommodation facilities of the personnel of service providers/consulting firms assigned to the assessment. f) The payment to the service providers/consulting firms is all inclusive. The expenses shouldered if any by IOM, through facilitation of IOM for air travels to, local transport and accommodation in Somalia, will be deducted from the final payment to the contracted firm. Method of Application: Interested candidates to submit their proposals to: International Organization for Migration (IOM), Procurement unit PO Box Nairobi Or send by to iomcbmmct@gmail.com Closing date: COB at 5:30 pm on 15 th September

DATE: 05/03/2018. REQUEST FOR PROPOSAL: No. RFP/2018/UNHCR/PSP/MENA/001 FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE PROVISION OF

DATE: 05/03/2018. REQUEST FOR PROPOSAL: No. RFP/2018/UNHCR/PSP/MENA/001 FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE PROVISION OF DATE: 05/03/2018 REQUEST FOR PROPOSAL: No. RFP/2018/UNHCR/PSP/MENA/001 FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE PROVISION OF Recruitment and staff administration services in Gulf Cooperation