Maintenance of Services for Solar, Generators, and Air Conditioners Tender, Somalia - 66773550

Procurement Summary

Country : Somalia

Summary : Maintenance of Services for Solar, Generators, and Air Conditioners

Deadline : 10 Jun 2022

Other Information

Notice Type : Tender

TOT Ref.No.: 66773550

Document Ref. No. :

Financier : Other Funding Agencies

Purchaser Ownership : Public

Tender Value : Refer Document

Purchaser's Detail

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Tender Details

Tenders are invited for Maintenance of Services for Solar, Generators, and Air Conditioners.

Closing Date: 10 Jun 2022

Type: Consultancy

TOR FOR MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

Background
World Vision (WV) is an international Christian relief, development, and advocacy organization working in more than 100 countries to create lasting positive change in the lives of children, families and communities to overcome poverty and injustice.

WV Somalia has field Offices in Somaliland, Puntland, South West, and Juba Land states uses Solar, Electrical power, and Generator power system and Air Conditioners installed to serve ICT Equipment (server room, switches, printers, and access points), lighting, Air conditioners as well as Water and Sanitation sector sites.

Aims and Objectives
World Vision Somalia-s aim is to identify a supplier(s) to undertake Maintenance and Repair of Power (Solar, Generators and Air Conditioners) at WV Somalia field Offices.

It is the purpose of this Request for proposal (RFP) to solicit responses from qualified suppliers on the below among other requirements as laid down by this document: -

The supplier shall undertake Preventive Maintenance- Activities carried out on a regular basis which are designed to ensure Solar, Generators and Air Conditioners is operating as designed and intended.
The supplier shall undertake Corrective Maintenance- Activities carried out on an as-required basis to restore Solar, Generators, and Air Conditioners to full working capability as designed.
Terms of Reference/Scope of work
Preventive Maintenance
The supplier shall plan twice a year Preventive Maintenance visits to inspect and maintain the equipment according to the manufacturer-s recommendations to proactively avert possible failure.

The supplier shall ensure that sites are visited at least once per 3 calendar months for Preventive Maintenance purposes by maintaining a service schedule to be shared and agreed upon with World Vision.

The regular quarterly Preventive Maintenance activities outlined shall be recorded as completed using the supplier-s Preventive Maintenance record and job cards sent to World Vision.

While on site to carry out Preventive Maintenance activities, the supplier should observe the general Generators. Solar and Air conditioners units- condition, and notify World Vision of any anomalies. Supplier will do this through a Report including the works to be carried out and/or parts to be replaced then proceed to fix, unless the issue is external to Power, Solar, Generators case a Corrective Maintenance ticket shall be raised to World Vision to follow up accordingly and have responsible parties resolve.

World Vision reserves the right to audit all completed maintenance activities for Quality Control purposes.

.

Spares and Technical teams
The cost of any spare parts to be used in the quarterly Preventive Maintenance or for Corrective Maintenance shall be provided on ‘Spare Part Pricing Schedule- for review and approval. Payment for the same shall remain fixed for the contract period.

The supplier is responsible for dimensioning the required spares holding for the sites under their control and working with World Vision to ensure that such spares are available within a timeframe that allows for Mean Time To Repair KPIs.

The supplier is required to adhere to the following guidelines:

Only genuine spares are to be used for servicing or repairing of Generators, Solar and Air Conditioners.
Suppliers must enforce a clear accountability process for managing the issue, usage and disposal of spares with their field maintenance teams.
Each Field Maintenance Team should carry an agreed minimum stock of spares with them in the field.
Traceability of spares utilization within the network to prevent theft of spares
Disposal arrangements must comply with waste management and environmental regulations
Environmental disposal of unserviceable parts and waste in an environmentally friendly manner
For Generators WV Somalia shall provide consumables i.e. filters and Oil.
Logistic costs shall be covered by WV Somalia
Ensure spares availability and reduced lead times for rarely used spares.
The supplier is required to provide a working method statement on how they propose to manage the availability and accountability of spare. The distribution of the technical teams should be in a manner to ensure MTTR KPIs are met for all regions.
Generators
Check generator house door and door-lock for damages, rust and roof for leakages
Visually inspect cabling and labelling
Dust and clean wall mounted generator changeover panel
Check bolts and nuts or corrosion and presence
Check evaporator for damage and cooling coils
Check and replace the timing belt.
General service of the Generators
Air conditioners
Remove, clean and refit air filters and replace with new if necessary
Clean blower blades
Check clean and lubricate fan motor
Clean condensate tray
Check for ice formation on evaporator, and if there is then adjust thermostat settings and refrigerant levels/pressure
Run unit on test and ensure the proper operation of all units and controls
Clean condenser fins and fans
Check/replace/oil fan bearings
Check fan for noise/vibration
Check compressor current
Check and tighten electrical terminations
Check operating parameters
Visually inspect all components for damage and correct
Check fins for corrosion, clean and paint as applicable
Clean inside and out of unit
Test run the system and check all controls to ensure evaporator is condensing on entire surface.
4. Evaluation Criteria:

Mandatory Documents
Company profile (attachment or link).
Provide a certified copy of a certificate of business registration (Companies/ Organizations).
Provide a certified copy of tax registration.
Provide references from previous clients for similar works.
The Technical Proposal should contain the following:
Bidders, willing to be considered for Maintenance and Repair of Power (Solar, Generators and Air Conditioners) Services are expected to furnish WV with among others the following vital information, which will be treated in strict confidence by WV.

Provide a company profile
A brief background of the firm, highlighting experience, capabilities, processes and resources
Legal registration, and professional affiliations,
Length of time in relevant area of work/specialization.
Method statement on management of the availability and accountability of spare parts in the field
Certified Technical Resources in relevant area i.e. Profile of the personnel to be involved in the work, with emphasis on academic qualifications, professional qualifications and experience in respect of the stated scope of work.
At least three reference sites where similar nature of work has been successfully completed.
The Financial proposal
shall clearly indicate the total cost of carrying out the service/or supplying the goods as follows: -

Credit period
Payment term
The Financial Proposal should include a breakdown of the costing for carrying out the assignment.
The Supplier shall provide and shall ensure that the prices are fixed during the Original Contract Period.
All costs associated with this requirement shall be included in the financial proposal.
Reimbursable costs should be clearly indicated and included as part of the financial proposal
The cost should be inclusive of applicable taxes (VAT) and these should be clearly indicated.
Clarification of Bidding Document
A prospective bidder making an inquiry relating to the tender document may notify WVS in writing at caroline_njuki@wvi.organd joel_okumu@wvi.org. WVS will only respond to requests for clarification received no later than 5th June 2022. It is the responsibility of the bidder to obtain any further information required to complete this RFP. All correspondence related to the contract shall be made in English.

How to Apply
All interested bidders are requested to submit their proposal in English and by email to somo_supplychain@wvi.org on or before 10th June 2022. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified).

EMAIL TITLE SHOULD BE; - MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

Bids received after deadline shall not be considered.

APPENDIx

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Solar Power
Our Solar power system have the following models: -

Outback Power VFxR3048E Export Inverters
Outback Power FlexMax FM80 Charge Controllers
Solar Panels - 5.20 KW Output
Solar Panels - 9.92 KW Output
Solar Batteries - 28.8 KWh storage
Gaston Solar GT 12V 100AH General Purpose MF/AGM solar battery
Generators
South Central (Baidoa and Doolow)
Gen: OLY0000HD4J00625 MODEL: GEP18-4, type Olympian

Puntland
Model PEP 17

S/N FGWPEP17CD4L05331

Air Conditioners
LG AC 32 wall unit

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How to apply
All interested bidders are requested to submit their proposal in English and by email to somo_supplychain@wvi.org on or before 10th June 2022. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified).

EMAIL TITLE SHOULD BE; - MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

Bids received after deadline shall not be considered.

Documents

 Tender Notice