Christian Health Association0 of Liberia (CHAL), 21st Street, Coleman Avenue, Fiamah, Sinkor REQUEST FOR QUOTATIONFOR SOLAR PHOTO VOLTAIC POWER PROJECT FOR CHAL HEAD OFFICES COMPOUND

Back Ground

Christian Health Association of Liberia (CHAL) a faith-based umbrella organization, dedicated to providing holistic Christian Health care services to the people in Liberia. Working through network of faith-based health facilities, the membership of CHAL currently spans across thirteen of the fifteen counties of Liberia.

Project Description

CHAL, in partnership with the German Institute for Medical Mission (Difaem) and with funding from Bread for the World (Brot) is soliciting proposals from qualified solar PV (solar) providers who have substantial experience designing, building, permitting, implementing, operating, providing and maintaining up to 45 kilowatts DC system that run for 10 hrs daily Roof-mounted solar photovoltaic project at CHAL Head Offices Compound situated as follows: 21st Streets, Coleman Avenue, Fiamah-Sinkor. Monrovia, Liberia.

The contractor is responsible for all project permitting. The contractor is expected to maintain the system for the term of the agreement. Respondents shall have demonstrated experience designing, planning, scheduling, supplying, permitting and constructing complete solar electric systems, have relationships with or knowledge of local utilities, provide project financial analysis and rebate support, providing system monitoring and maintenance, and have established onsite safety standards.

General Conditions

1. Each respondent is responsible for reviewing and understanding all terms of this Request for Proposal. Failure to thoroughly examine or request clarification on RFP terms may result in disqualification.
2. Any bid may be withdrawn at any time prior to the due date with a written request signed by the authorized respondent representative. Revised proposals may be submitted up to the original due date/time.
3. Issuance of this RFP and receipt of proposals does not commit the Christian Health Association of Liberia (CHAL) to move forward with an award or complete the project described. Christian Health Association of Liberia (CHAL) reserves the right to postpone the RFP award process, to accept or reject any or all proposals received in response to this RFP, and to modify the scope of the project at any time.
4. An award under this RFP may not be based solely on the lowest price but will be made to the respondent with the overall best value proposal. The successful proposal will meet the project site design guidelines and provide service level acceptable to the Christian Health Association of Liberia (CHAL).
5. Bid proposals shall remain valid for 60 days after private opening of the proposals. If Christian Health Association of Liberia (CHAL) decides to move forward with a certain bid, contract will be executed in the 60-days timeframe or contractors will be allowed to revise pricing.
6. Upon award, successful respondent shall secure all appropriate licenses to complete the scope of work included in this RFP.
7. Successful respondent will enter into a formal agreement with the Christian Health Association of Liberia (CHAL).

RFP Schedule

The schedule for this RFP is as indicated below. It may be modified at the discretion of Christian Health Association of Liberia (CHAL). An addendum will be issued in the event of any scheduling changes.

Mandatory Site Walk

Mandatory pre-bid meeting and site walk are scheduled for August 22, 2022 at 2: 00 Pm at CHAL Head Offices compound, 21st Streets, Coleman Avenue, Fiamah, Sinkor. Monrovia, Liberia. All interested firms must attend this required site visit. Participants will meet at CHAL conference room in the head Office Building with precise address and time stated above. Technical questions will be answered at this meeting. Please submit the names of those attending the site walk by Augustus 6-7, 2022.

Request for Information

Please submit questions via email to Christian Health Association of Liberia (CHAL), Email:cliffmdaitouah@yahoo.com, patriciaskamara@gmail.com and tomlehmelvinwuo@gmail.com by Sept 25, 2022. Responses to questions will be shared with all bidders.

Notice of Intent to Submit Proposal

Respondents must present their notice of intent to submit a proposal to cliffmdaitouah@yahoo.com to ensure receipt of all addendums and other project documents. Addendums to this RFP based on submitted technical questions, along with changes to the proposal schedule, will be issued via cliffmdaitouah@yahoo.com.

RFP Submission Guidelines

All submission must be placed in an A4 size Brown Envelop marked as follows;

The Procurement Committee

Christian Health Association of Liberia (CHAL)

21st Streets, Coleman Avenue, Fiamah-Sinkor

Monrovia, Liberia.

Kindly drop all submission at the security desk upon entering the Office compound.

Selection Process

Depending on the number and quality of the proposals received, Christian Health Association of Liberia (CHAL) reserves the right to either select a vendor or shortlist three to four companies. Shortlisted companies will be asked to meet with Christian Health Association of Liberia (CHAL) to present their proposal to the decision team and answer any outstanding questions.

Objective

Christian Health Association of Liberia (CHAL) is interest in pursuing solar photovoltaic projects reflects the following prioritized goals:

1. Offset or reduce grid electricity use/electricity bills
2. Meet company sustainability goals/ minimize company impact on the environment

Scope of Work

Contractor Responsibilities

The final design package and documents shall include the following;

• Description of the solar system
• Construction documents and engineering calculations that are signed and sealed by a licensed architect or engineer
• Layout drawing of installation site providing location of all equipment
• Equipment details and specifications
• Schedule for equipment procurement and installation
• Description of how utilities, grid interconnection requirements will be met
• Description of controls, monitors, and instrumentation to be used for the solar system • Equipment and installation manuals
• Safety plan
• Quality control plan
• Operations and Maintenance manuals for system operations and performance monitoring over the life of the contract
• Close out report including the following information: system nameplate size, the overall installed cost of the system and estimated and guaranteed annual kilowatt hour (kWh) production (if applicable).

Warranties

The solar provider’s standard system warranty coverage should cover modules, inverter, racking and workmanship.

• Modules: 25-Year Power Output warranty
• Inverter: 10-Year Limited Warranty
• Batteries:10-Years Limited Warranty
• Racking: 10-Year Limited Warranty priority
• Workmanship: 1 Year Limited Warranty
• Average and accumulated output (kWh/kW and total kWh)
• Capacity factor
• Air quality emissions averted (and real-world equivalents conversion)

The Christian Health Association of Liberia (CHAL) will evaluate proposals according to the evaluation criteria below. Result of this step will be the identification of the selection of a proposal for negotiation of a contract. Points will be awarded based on the relative merit of the information provided in the response to the solicitation. Selection based on the total number of points awarded by the evaluation committee.

Proposal Cost Effectiveness 40 points

Technical Approach/ Implementation Schedule 20 points

Company Qualifications/Project Experience 20 points

Project team, team experience and approach 20 points

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