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Acquisition of Electrical System and Load Data for Project Pre-Development Services in the Commercial and Industrial Sector in Rwanda At GIZ Rwanda – CLOSE: 06/07/2021

Acquisition of Electrical System and Load Data for Project Pre-Development Services in the Commercial and Industrial Sector in Rwanda

Expression of Interest (EoI)

ACQUISITION OF ELECTRICAL SYSTEM AND LOAD DATA OF FOR PROJECT PRE-DEVELOPMENT SERVICES IN THE COMMERCIAL AND INDUSTRIAL SECTOR IN RWANDA

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).

1. Context

1.1    Project Development Programme 

The German Energy Solutions Initiative was launched by the German Bundestag in 2002 to make a significant contribution to climate change mitigation by promoting high quality German products in the field of renewable energies. Support has since been provided to small and medium-sized German enterprises (SMEs) in the fields of Renewable energies, Energy efficiency (EE), smart grids and storage technologies as they seek to position themselves on international markets. The Project Development Programme (PDP) for developing countries and emerging economies is a major pillar of the German Energy Solutions Initiative along with the German Chambers of Commerce Abroad’s Business Trip Programme, the German Energy Agency’s RE Solutions Programme and the Foreign Trade Fair Programme. PDP is implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH and currently in phase 4 in the following target regions: West Africa, South and East Africa, the Middle East, South Asia and South-East Asia.

The programme’s objective is pursued through several sets of measures, which include:

1.2 Business development

  • Information events/trips, studies and webinars in Germany provide German companies with background information on foreign markets in order to enable the targeted positioning of climate-friendly energy solutions.
  • PDP/German Chambers of Commerce Abroad’s business trips allow for German companies to establish local partnerships with companies from the target countries and to inform them about possible uses for German technology products and services.

1.3 Project development

  • Identification of project opportunities for the RE and EE sectors, particularly those which are already competitive compared with conventional energy supply and do not require additional support. A focus of these efforts is on operator models for supplying energy to commercial and industrial energy customers that use the power supplied directly on site.
  • Detailed analysis of these opportunities in the form of sector analyses is made available to the sector.
  • Support during project development and with promoting success stories.
  • Provision of information on financing options for projects in the field of renewable energies and EE in sub-Saharan Africa, the Middle East and Asia.

 1.4 Market development

  • German companies use innovative training formats to provide participants in the local area with knowledge relating to technology and business. The participants can then use this knowledge to promote the use of climate-friendly energy systems.
  • German companies raise awareness among political and economic decision-makers about their range of services during specialist workshops, conferences and trade fairs, and enter into partnerships.

Initiating and organising dialogue processes between stakeholders in politics and business to improve the regulatory frameworks for renewable energies

2.Tasks to be performed by the contractor

The objective of this assignment is to acquire high quality data of the electric power consumption for a specific site (normally a production facility of a domestic or international company), via:

1) Verification on the site’s electrical system configuration

2) Quantitative load measurements of the site.

The resulting data shall serve as basis for the development of a renewable energy project (e.g. photovoltaic) for the energy supply of the respective site.

The data shall be collected and checked by the contractor for plausibility and be prepared so that they are accurate, complete and reliable and serve the purposes:

  • The data will be used for the preparation of a pre-feasibility study, which is intended to carry out a preliminary Photovoltaics (PV) system sizing, usually designed for self-consumption.
  • The data will be used by project developers and suppliers as a basis for an analysis.
  • The measured period shall be as far as possible representative for the annual load pattern. An annual load curve will be extrapolated from the data.

The contractor is responsible for providing the following services:

2.1 Collection and verification of individual site’s electrical system configuration: overview of current electrical supply from grid and other supply sources and backup systems.

The contract foresees a maximum of up to ten (10) sites in Rwanda

  1. Single line diagram
    • Supply:
      • Grid connection level and rated capacity (if connected),
      • Rated power of all Transformers
      • Diesel generators: brand and rated capacity
      • UPS system (battery based) (if any): type, year of manufacturing, rated power, rated capacity
      • Existing solar Photovoltaics (PV) system: system capacity, PV module capacity, inverter capacity, PV module and inverter types.
  • Demand:
    • Mapping of all 3-phase consumers
  • Connection point(s) of data logger(s) used for quantitative load measurements as described below.

An example of a single line diagram is provided in Annex 2. The standard shown Annex 2 must be respected.

  1. Specifications of generators: data to be provided in .xls or .xlsx. format based on the format below:
    • Diesel generators
GenSet 1 GenSet n
Type of generator (Brand name)
Rated capacity [kW]
Manufacturing Year [YYYY]
Initial CAPEX [BDT or USD]
Current book value [BDT or USD]
Minimum Load Ratio to nominal capacity [%]
Nominal consumption [litre/hour]
Real consumption [litre/hour]
Total operating hours per day [h/d]
Total operating days per year [d/y]
Electrical efficiency [%]
Maintenance interval [run hours]
Nominal lifetime [run hours]
Total run hours already operated [run hours]
Remaining lifetime [run hours]
Annual maintenance costs without fuel cost [BDT or USD/year]
Annual diesel consumption [litre/year]
Annual diesel costs [BDT or USD]

If for any reason some of the data required on diesel generators cannot be provided, the consultant shall discuss with the PDP Country Representative (CR) and if needed with the PDP Country Manager (CM).

2.2 Collection and presentation of quantitative and qualitative electrical load data (listed under i and ii below) for different sites to be determined by GIZ.

Load Profile Data

  • Measurements of load curves (each phase L1 L2 L3 separately) representing in sum the total load (e.g. grid connection + generator(s)/UPS) + solar PV) so that all sources with different pricing are measured separately and in parallel.
    • Period: 2 weeks (1 week includes 7 full consecutive days per week and 1 full day includes 24 continuous hours counting from the moment the meter(s) start recording) – this period should be suitable to be extrapolated to cover a whole year and needs therefore to be discussed and approved by GIZ before the measurement takes place in order to find in cooperation with the site owner a representative measurement period depending on the site´s operational schedule.

Additionally, shall all available data on power quality at the measurement points be supplied as far as available by the measurement device.

  • frequency [Hz]
  • frequency [Hz]
  • frequency deviation [df/dt]
  • Average Power Factor [Cos phi]
  • Measurement interval: all parameters of load profile and power quality shall be measured at 1-minute interval or shorter.
    • Accuracy must be better than 2%. Datasheet and calibration protocol of the metering device must be provided
    • Data shall be checked on plausibility
    • Format: .csv, .xls or .xlsx. or Dashboard access and .csv download. An example of a load measurement sample xls-file is provided in the annex 3 while annex 4 is a handout for the verification of load measurement.
    • Individual files for each load measurement point
    • Aggregated file of all measurements combined into a total load
    • Measurements must be provided with timestamps in local time or UTC
  • Measurements shall not have any gaps: the contractor shall check if there would be gaps in the data collected. In the final load profile submitted to GIZ, data gaps longer than 5 minutes will be added as data rows and the backgrounds will be declared (e.g. power cuts, generator maintenance, weekends, internet connection disruption, logger/ meter error, etc.) and a suitable proposal for interpolation been made. It remains under the full discretion of GIZ whether GIZ accepts or refuses the suggested fixing method or refuses the measurement in case that the measurement data may not be sufficiently representative. In case of major power supply deficiency or interruption at the intended site in which the site owner is not able to conduct normal business operation, the load measurement will be delayed until normal operation is resumed. It remains under the full discretion of the customer whether the situation is considered a major power supply deficiency and therefore, the load measurement should be delayed.
  • In case a site has two or more connection points to the grid, aggregated data for all connection points must be collected and presented at the same time.
  • In case a site has other sources of electricity generation, e.g. diesel generators, LNG generators, existing solar PV system, the data shall include all electrical outputs of such generators and be carried out at the same timeframe with grid consumption to provide an accurate overview of total energy demand on-site.
  • This means that for each site, the contractor has to be able to provide multiple load curves for the same time period (e.g. deploy multiple meters and measure at multiple points in parallel)

Special considerations:

  • Load profile of multiple generators can be measured via the same logger, provided that, the generators use the same type of fuel (i.e. diesel) AND have the same operational schedule AND are fed into the same distribution board. The logger in this case can be installed to measure the output of the distribution board.
  • It is not required to acquire data of any stand-alone supply source (e.g. generator), except for the grid, which is deployed as back-up solution and contributes to less than 5% of total annual energy consumption. This must be discussed and agreed with GIZ prior to the logger installation.

Tasks and & estimated expert days

Task Deliverables Estimated expert days

Up to

Load measurements

 

  •  Single line diagram for supply and demand (see chapter 2.1)
  • Load measurement data (see chapter 2.2)
 

40 expert days

Analysis of data from load measurements
  • Provision of load measurement report and excel file to GIZ  analyzing the load measurement data according to chapter 2.2)
 

30 expert days

Period of Assignment:

  • The period for this assignment shall be 07.2021 until 01.07.2022.

3.Concept

In the offer, the contractor is required to show how the objectives defined in Chapter 2 are to be achieved, if applicable under consideration of further specific method-related requirements (technical-methodological concept). In addition, the contractor must describe the project management system for service provision.

Technical-methodological concept

Strategy: The contractor is required to consider the tasks to be performed with reference to the context of the services put out to deliver (see Chapter 1). Following this, the contractor presents and justifies the strategy with which it intends to provide the services for which it is responsible (see Chapter 2).

The contractor is required to present the actors relevant for the services for which it is responsible and describe the cooperation with them.

The contractor is required to describe the key processes for the services for which it is responsible and create a schedule that describes how the services according to Chapter 2 are to be provided. In particular, the contractor is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors in accordance with Chapter 2.

Project management of the contractor

It must be evidenced in the technical offer that the contractor has sufficient technical equipment (load meters) as well as human capacity to deliver the load measurement and site survey data to GIZ under the above requirements.

It must be specified in the technical offer that the contractor can arrange personnel and equipment within the period of 1 week (5 working days) upon receiving the request from GIZ responsible officer, to conduct site survey, set up equipment and deliver the data to GIZ.

The contractor manages costs and expenditures, accounting processes and invoicing in line with the requirements of GIZ.

Further requirements

Flexibility considerations due to COVID 19: Due to the current situation of the COVID19 pandemic and consequentially unforeseeable travel and social contact restrictions by the local Government or by the site owners, as well as the increased business insecurity and current disruption of supply chains, the contractor must take into consideration these scenarios:

  • There might be certain period under the contract duration when load measurement cannot be conducted, whereas in others, multiple load measurements might be requested at the same time.
  • It could be the case that the contractor could have long waiting times and fewer load measurements conducted (e.g. 5) compared to estimated “up to 10 cases” by the end of contract duration.
  • Additionally, it could be also the case that the contractor could not remove the load measurement equipment from the sites in due time due to local curfews or social contact restrictions.
  • Due partial lockdowns on district level as well as complete lockdowns in the case of surge in Covid-19 cases, business at the factories might not always be stable. It might be necessary to prolong the load measurement longer than 2 weeks to a) learn the moment when production ramps up again and b) have full 2 weeks of qualified load measurement of the factory under operation. In order to be able to monitor whether production has started again, the meters need to remain connected on site and supply data to the internet continuously.

It is therefore of high importance that the contractor takes all the above into consideration when preparing the technical and financial offers, e.g. estimating and proposing the efforts to prepare capacity corresponding to different scenarios.

Please consider again that GIZ is procuring “Quantitative and Qualitative Data Delivered”, thus the contractors services can only be accepted as fulfilled once the data is handed in as per the above requirements.

4. Personnel concept

The contractor is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 6), the range of tasks involved and the required qualifications.

Team leader

Tasks of the team leader

  • Overall responsibility for the deliverables of the contractor (quality and deadlines)
  • Coordinating and ensuring communication with GIZ, partners and others involved in the project
  • Regular reporting in accordance with deadlines

Qualifications of the team leader

  • Education/training (2.2.1): Sc. degree in Electrical Engineering, Industrial Engineering/Management, Renewable Energy or Energy Management,
  • Languages (2.2.2): Kinyarwanda and English
  • General professional experience (2.2.3): 5 years in renewable energy project development, market and business development
  • Specific professional experience (2.2.4): 3 years’ experience in field data collection, load measurements for photovoltaic project development / energy auditing
  • Leadership/management experience (2.2.5): 3 years’ experience with international team management
  • Regional experience (2.2.6): 3 years Rwanda
  • Development Cooperation (DC) experience (2.2.7): Understanding of documentation and administrative processes of DC is a plus
  • Other (2.2.8): Good English skill for reporting. Good network and experiences working with local industrial companies in Rwanda.

Short-term expert pool with 2 members

Tasks of the short-term expert pool

  • Travel to and from company identified by GIZ
  • Installation and deinstallation of measurement devices
  • Transport of data loggers
  • Data evaluation
  • Also see described in chapter 2.1 and 2.2

Qualifications of expert pool

  • Education/training (2.6.1): Diploma in Electrical Engineering, Energy Management etc.
  • Language (2.6.2): Kinyarwanda / English
  • General professional experience (2.6.3): 2-3 years’ experience as suppliers, contractors of industrial electrical systems/ components, operation and/or maintenance services to electrical systems of industrial scale, consultancy on industrial energy system
  • Specific professional experience (2.6.4): 2-3 years’ experience in electrical load measurement from different power supply sources
  • Regional experience (2.6.5): Rwanda / East Africa
  • Development Cooperation (DC) experience (2.2.6): Understanding of documentation and administrative processes of DC is a plus
  • Other (2.6.7): A plus is good network and experiences working with local industrial companies in Rwanda.

5.Costing requirements

As the expected delivered service is “Quantitative and Qualitative Data”, which can only be accepted once the data of each case is submitted to GIZ and fulfils all above requirements in chapter 2. The costing should be calculated based on completed case basis and include full efforts (equipment, human resources, travel) that the contractor requires to deliver complete data for each case.

Data service – Electrical system configuration

The contractor shall include a lump-sum cost position for data-as-a-service for 10 verifications of electrical system configurations.

Data service – Quantitative Load Measurements

The contractor shall include a cost position for data-as-a service for a total of 10 quantitative load measurements carried out. GIZ will not request any load measurements independent from requesting Electrical system configuration data. (e.g. any load measurement is always linked to a site verification).

Force majeure

If restrictions arise due to the measures to combat the Corona virus / Covid-19 (restrictions in air transport and other travel, restrictions on admission, quarantine measures, etc.) GIZ and the contractor are obliged to adjust their contractual services to the changed conditions in good faith, e.g. in terms of period of performance, service content and – if necessary – remuneration.

Confidentiality: The contractor hereby undertakes to maintain confidentiality during and after the completion of the assignment with respect to all business matters of which he learns during his time with the project and the outputs that are developed. Permission in writing must be obtained from GIZ before any publication.

6. Submission and evaluation of EoI

EoI will be evaluated based on the following criteria:

  • Company profile,
  • Relevant experience,
  • Company strategies to assure the completion of the assignment,
  • Personnel through CV
  • Financial offer.

 The EoI should contain the following:

For Technical Proposal:

  • A Cover letter expressing interest in this assignment.
  • The structure of the offer must correspond to the structure of the ToR. In particular, the detailed structure of the concept (Chapter 3) is to be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). It must be legible (font size 11 or larger) and clearly formulated. The offer is drawn up in English.

The complete offer shall not exceed 10 pages (excluding CVs).

  • The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs are to be submitted in English.
  • If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.
  • Company or business registration certificate
  • References and recommendations of similar works executed by the company in Rwanda or elsewhere outside of Rwanda.
  • VAT registration certificate if available
  • Latest tax clearance certificate

For the Financial Proposal:

The Financial Proposal indicates the contract price, supported by a breakdown of consultancy fee per day + all other costs. The cost must be in RWF and VAT excluded.

NB: the transport and accommodation to the site will be arranged by GIZ ( where needed).

Please submit your EoI documents in two separate envelopes (1 for technical offer and 1 for financial offer) until latest Tuesday 06 July 2021 at 4:00 pm, at the front desk of:

 

GIZ Office Kigali/Rwanda

KN 41 Street / Nr.17 – Kiyovu

B.P 59 Kigali – Rwanda

GIZ reserves all rights

7.     Annexes

Annex 1: Methodological remarks (see below)

Annex 2: Example of a single line diagram (see below)

Annex 3: Example of a load measurement sample xls-file (see separate file)

Annex 4: Handout verification of load measurements

ANNEX 1: Methodological remarks

 Sources

  • All sources and literature will be cited according to the APA guidelines and compiled into a directory.
  • Internet-sources must contain the name of the author / editor, URL and the date of access.

Structure

  • The contractor is mandated to follow a fixed product structure, which is indicated by the sequence of activities mentioned in Scope of Activities. Deviation from the structure is only possible with prior agreement with PDP.
  • The contractor is invited to comment on and suggest modifications to the ToR in general and on the structure in particular.
  • Detailed data tables, charts, photographs, etc. will be, unless essential, provided as annexes.

Abbreviations and Units

  • All abbreviations are compiled into a list of abbreviations as set out by the structure.
  • Units must be used consistently and in the metric system.
  • Prices and other figures displaying actual values are to be put in Euro.

Language and Format

  • The report will be compiled in English.
  • The wording will be precise, efficient, without typos and grammatically correct. No errors in orthography and punctuation will be accepted.
  • Avoid long sentences and long text paragraphs. Use graphs and pictures to break up such long sequences.
  • The contractor is required to:
    • To capture high resolution images and create high quality graphs, which are suitable for high quality printing
    • Caption each image and graph with specific details such as the time, location, activity and any other relevant information
    • The copy right for all these photographs and graphs remains with the Deutsche Gesellschaft für internationale Zusammenarbeit (GIZ) GmbH

Communication

Close communication with PDP Southeast Asia Advisor, is mandatory.

 ANNEX 2: Example of a single line diagram

⋆ Acquisition of Electrical System and Load Data for Project Pre-Development Services in the Commercial and Industrial Sector in Rwanda At GIZ Rwanda - CLOSE: 06/07/2021 ⋆ TOHOZA.com

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Acquisition of Electrical System and Load Data for Project Pre-Development Services in the Commercial and Industrial Sector in Rwanda At GIZ Rwanda - CLOSE 06072021

Acquisition of Electrical System and Load Data for Project Pre-Development Services in the Commercial and Industrial Sector in Rwanda At GIZ Rwanda – CLOSE 06072021

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