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ROSHNAYEE: Afghanistan National Lighting Program Ministry of Energy and WaterREOI

Request for Expression of Interest

For

Empanelment of agencies under the “LED enabled Energy Efficient Lighting

Program in Afghanistan”

ROSHNAYEE

Ref#: MEW/004/-96/QCBS

Date: December 5, 2016

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ISLAMIC REPUBLIC OF AFGHANISTAN


Table of ContentsBackground..................................................................................................................................3

Intent and Objective....................................................................................................................4

Eligibility/Qualification Criteria..................................................................................................5

Qualification Criteria...................................................................................................................5

Minimum Eligibility Criteria........................................................................................................6

General Conditions for Consortium/Joint Venture Firms.......................................................7

Scope of Service:........................................................................................................................8

GENERAL TERMS & CONDITIONS............................................................................................9

SUBMISSION OF EOI RESPONSE...........................................................................................11

Evaluation of EOI.......................................................................................................................12

Brief on Assignments...............................................................................................................14

List of IEC Standards:...............................................................................................................17

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BackgroundMinistry of Energy and Water (MEW), Government of Afghanistan is one of the key ministry to

plan and direct the development of energy sector in Afghanistan.

Power utilities across the world are increasingly focusing on adoption of Demand Side

Management (DSM) measures to reduce power demand. These measures are aimed at all

categories of customer’s viz. Residential, Industrial/Commercial and Agriculture. The primary

objective of DSM initiatives is to reduce power consumption by using efficient lighting and other

electrical equipment. DSM measures also result in reducing peak load caused by lighting,

electric water heating, agricultural pumping, etc.

Residential/Household lighting loads constitute a major proportion of power consumption

amongst the residential category of customers. Apart from this, illumination of commercial

buildings, shopping malls, government offices, highways, streets, pedestrian walkways, major

intersections, parking areas etc. also consume enormous amount of power.

The current practice in Afghanistan is to mainly use conventional bulbs / fluorescent tubes /

compact fluorescent lamps (CFL) for internal lighting. In case of external lighting, High Intensity

Discharge (HID) Lamps viz. High Pressure Sodium Lamps (HPSV) /Metal Halide (MH)

Lamps /Halogen Lamps based light fixtures are used.

With the advancements in lighting technology, huge quantities of power can be saved, mainly

in the evening peak hours that not only helps the customers to reduce their monthly electricity

bills but also enables the utilities to efficiently manage their power systems with lesser

generating capacities. The resultant effect is reduction in the requirement of investments in

new generation facilities and saving of precious monetary resources that can be diverted to

social development sectors such as health, education, women welfare etc.

The present procurement process is a part of the national initiative to reduce the energy demand for lighting.

Keeping the above benefits in mind, Ministry of Energy and Water (MEW) of Afghanistan plans

to procure LED lights in bulk and distribute these to customers in Afghanistan to significantly

reduce the power requirement in the country and more specifically the evening peak power

requirement.

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Intent and ObjectiveMEW is inviting Expression of Interests (EOIs) along with the information as required for the

detailed evaluation from the prospective agencies who can participate in this empanelment

process as per the eligibility criteria and terms & conditions mentioned in this Request for

Expression of Interest (REOI).

MEW encourages participation of the agencies which are technically and professionally

qualified in the sector of LED Lighting Based Energy Efficiency Projects with experienced

personnel and resources to provide the services required by the MEW in timely and efficient

manner. The objective of this empanelment will be broadly to work in the area of LED based

lighting, including design, supply, and erection/installation/retrofitting in place of conventional

lights, testing, commissioning, operation and maintenance in different government offices. The

detailed scope of work will be finalized on case to case basis by MEW at its sole discretion

while seeking financial quote from the empaneled agencies.

Presently a study is being made to assess the lighting loads in all the government offices in

Kabul. Objective of the study is to change all different lighting loads from CFL, Incandescent

bulbs to LED.

It is envisaged that once all the lighting loads of Kabul city are changed to LED, a saving of 100 MW of power can be achieved. This saving in the power will go a long way in helping the MEW’s aim to supply electrical energy throughout the country.

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Eligibility/Qualification Criteria

Qualification Criteria Annual Turnover : 50 Million Afghanis or above

Minimum Value/Project cost of Single/two/three projects of similar nature executed successfully in last 5 years:

Single Project of Minimum 50 Million Afs.or

Two Projects of Minimum 30 million Afs.or

Three projects of Minimum 20 Million Afs

NB: LED Lighting Projects of similar nature means: Design, supply, erection/installation/retrofitting in place of conventional lights, testing, commissioning and/or operation and maintenance of LED based lighting systems in different areas of applications such as Street Lights in Municipal/ Civic areas, Commercial Buildings, Offices.

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Minimum Eligibility CriteriaSr.No Minimum Qualification Criteria Documents Required

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Bidders Average annual turnover for the last 3 years (FY2015-16, FY 2015-14 and FY 2013-14) should be submitted

Audited balance sheet of last three FY 2015‐16, 2014‐15, 2013‐14 is to be

submitted with summary as cover page on company’s letterhead.

For consortium/join venture firm, both the firms shall collectively meet the turnover criteria in a ratio of 50:50

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Bidder should be profitable for at least two of the last three financial years. ((FY2015-16, FY 2015-14 and FY 2013-14)For consortium/join venture firm, both the firms shall be profitable for at least two of the last three financial years (FY2015-16, FY 2015-14 and FY 2013-14)

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Bidder should have successfully executed similar LED lighting based energy efficiency project(s) in Afghanistan or anywhere abroad in last seven years, having project cost as detailed in Annual turnover criteria for which EOI response is submitted and bidder (at least one member in case of Consortium/Joint Venture Firm) itself is a manufacturer of LED based lights for past three years.

Bidder should submit copy of (i) Work order (ii) Payment receipts (iii) Proof of release of performance security after completion of the contract (iv) Proof of settlement/release of final payment against the contract (v) Certificate for successful completion of work/Performance report by the client. Any three documents are required to be submitted to substantiate the successful execution of work. Bidder should submit details of in‐housefacilities for manufacturing LED Luminarieswhich shall include in‐house SMT, wavesoldering set up, test facility formeasurement of luminous flux & luminousintensity etc

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Bidder (Lead Member in case of Consortium/Joint Venture Firm) should have at least 03 certified Energy Auditors/ Energy Managers as on date of submitting the EOI response.

Details of certified Energy Auditors/ Energy Managers with relevant documents/ certificates to be furnished

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General Conditions for Consortium/Joint Venture Firms

1. Member of any Consortium/Joint Venture Firm shall not be permitted to participate either

in individual capacity or as a member of any other Consortium/Joint Venture Firm in the

same tender. Submission or participation in more than one bid will cause

disqualification of all the proposals submitted by the bidder. Number of members in a

Consortium/ Joint Venture Firm shall not be more than TWO.

2. In case of Consortium/Joint Venture Firm, ‘Lead Member’ should be the agency which

has successfully executed similar LED lighting project(s) in Afghanistan or abroad for

which EOI response is submitted.

3. All formalities in respect of submission of tender shall be done only in the name of ‘Lead

Member’ and not in the name of Consortium/Joint Venture Firm. However, name & other

details of both the members of Consortium/ Joint Venture Firm should be clearly

mentioned in the Bid/Response.

4. A copy of Memorandum of Understanding (MOU) executed between the members of

Consortium/JV shall be submitted along with the tender. The complete details of the

members of the Consortium/ Joint Venture Firm, their share and responsibility in the

Consortium/JV etc. particularly with reference to financial, technical and other obligations

shall be furnished in the MOU.

5. Once the EOI response is submitted, the MOU shall not be modified / altered/ terminated

during the period of empanelment with MEW including any extension thereafter by MEW

or validity of any work order awarded to the said Consortium/Joint Venture Firm.

6. Authorized Member of Consortium/Joint Venture Firm: ‘Lead Member’ shall be

authorized on behalf of Consortium/Joint Venture Firm to deal with MEW to sign the

agreement or enter into contract in respect of the said tender, to receive payment and

such activities in respect of the said tender/ contract. All notices/ correspondences with

respect to the contract would be sent only to this ‘Lead Member’ of Consortium/Joint

Venture Firm.

7. Duration of MOU and Consortium/JV Agreement shall be valid during the entire

Empanelment period and any extension thereafter /currency of the contract including the

period of extension, if any

8. Any change in constitution of Consortium/Joint Venture Firm shall not be allowed

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Scope of Service:1. Empaneled agencies broadly would be required but not limited to following: To work in

the area of LED based lighting systems, including design, supply,

erection/installation/retrofitting in place of conventional lights, testing, commissioning,

operation and maintenance in different application areas such as street lights, Buildings,

houses etc. in different towns, cities, villages including remote villages in hilly, desert and

forest areas across the country. However, the detailed scope of work will be finalized on

case to case basis by MEW at its sole discretion while seeking financial quote from the

empaneled agencies.

a. Note: LED based lights, fixtures/modules and other accessories supplied by the

agency shall conform to latest International Standards as applicable.

2. Further, scope of work may also include following:

a. Retrofitting of LED based lights may also include the dismantling, handling and/or

buyback the existing conventional lights & fixtures.

b. Supplier may also be required to provide comprehensive on‐site warranty (for a

definite time period i.e. 2‐8 years etc.) for all retrofitted LED luminaries. Period of

warranty will be fixed as per the requirement of the project and will be mentioned

in the Notice Inviting Financial Bid.

c. Empaneled agencies may also be required to conduct the energy audit to assess

the potential of energy savings in a specific project by deploying their certified

Energy Auditor(s). A detailed report on energy savings will be required to be

submitted by the agency based on the energy audit conducted.

3. LED luminaries have to adhere to the International (IEC) standards.

4. Initial survey of some government offices have shown the following results for the type of

lighting solutions presently used in the country :

a. 2 feet and 4 feet tube lights with wattages varying from 20 W to 40 W

b. Incandescent lights with Wattages varying from 20 W to 200 W

c. CFL bulbs with wattages varying from 8 W to 24 W.

d. CFL and Incandescent lamps have a screw type and pin type fittings.

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GENERAL TERMS & CONDITIONS 1. The bidder must fulfill the above eligibility criteria/ pre‐qualification conditions for

evaluation of their bids. Bids of bidders fulfilling the above eligibility/ pre‐qualification

conditions will only be evaluated by the duly constituted evaluation committee. Bids of

the bidders not fulfilling the eligibility/ pre‐ qualification conditions given above may be

summarily rejected. Undertaking for subsequent submission of any of the above

documents will not be entertained under any circumstances.

2. Each bidder should submit ONLY SINGLE bid/response as per fulfilling the eligibility

criteria given in Section‐IV.

3. MEW reserves the right to verify/confirm all original documentary evidence submitted by

the bidder in support of above mentioned clauses of eligibility criteria, failure to produce

the same within the period as and when required and notified in writing by MEW shall

result in summary rejection of the bid.

4. The bidder shall ensure that deputed personnel are trained and experienced for jobs as

defined in scope of work for ensuring the high quality and correctness of jobs so that job

is carried out in a highly professional and sound managerial manner.

5. Empanelment shall be initially for a period of two years, which may further be renewed

at the sole discretion of MEW.

6. Empanelment with MEW does not confer any right to the agencies to be invited for

participating in any bids, tenders etc. floated by MEW. MEW reserves the right to call

bids/assign work/associate the agency/agencies in any area as may be deemed fit by

MEW depending upon the profile provided by the agencies and requirement of

assignment.

7. MEW may consider making either one or separate panel of agencies covering above

said work/project.

8. MEW reserves the right to accept or reject any or all requests for empanelment without

assigning any reason.

9. MEW reserves the right to waive off any shortfalls; accept the whole, accept part of or

reject any or all responses to this REOI.

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10. MEW reserves the right to cancel or annul the Expression of Interest (EOI) at any stage

and call for fresh EOI and/or tender for any and /or all of the categories for any of the

projects of MEW.

11. MEW reserves the right to call for fresh tenders at any stage and/or time for any and /or

all of the categories as per the present and/or envisaged MEW project requirements,

even if the EOI is in evaluation stage or the responders have been empanelled.

12. MEW reserves the right to modify, expand, restrict, scrap, re‐float the expression

of interest and float a tender without assigning any reason for the same.

13. MEW at its discretion may use the complete proposed solution and/or a part of, technical

specifications as submitted by any responder(s) with the response(s) for further stages.

The said usage does not confer any right and/or claim of any sort and/or manner on the

responder(s) for this EOI and/or tender irrespective of the outcome of this EOI.

14. The responder shall bear all costs associated with the preparation and submission of its

response, and MEW will in no case be responsible or liable for these costs, regardless of

the conduct or the outcome of the EOI process.

15. Organization chart of key personnel with name, designation, contact no./Mobile no., E‐mail id along with available infrastructure/equipment for execution of proposed work

should be submitted.

16. MEW reserves right at its discretion to delist empanelled agencies, who does not

participate four times in the financial bid invitation.

17. MEW reserves the right to withdraw the work & get it completed at the risk & cost of the

agency, if performance of the agency is unsatisfactory, to whom work has been

awarded. Further, the said agency may be black‐listed for a period of one year or more

for participating in any of the bids invited by MEW. Also, MEW would be free to intimate

such black‐listing to various Governments/ Other agencies not to consider the said

agency for any assignment including of the same on websites.

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SUBMISSION OF EOI RESPONSE

1. The bidder who meets the qualifying requirement should submit following documents (as

applicable) as its EOI response:

a. Eligibility / Qualification Criteria Documents.

b. Responder’s particulars (on Letter Head) as per Annexure‐I c. Brief on Assignments as per Annexure‐II d. Organization chart as per Annexure‐III e. Details of Methodology and work plan proposed as per Annexure‐IV

2. Only complete EOI response received on or before the due date and time shall be

considered. The EOI received by telegraphic/fax/email mode or incomplete or after due

date or time shall not be considered.

3. The responses complete in all respects are required to be submitted latest by on or

before December 21 st , 2016 up to 15:30 hrs Kabul Local Time , and shall be opened on

the same day at 16:00 hrs. The agencies or their authorized representative may, if they

so desire, be present at the time of opening.

4. Address: Procurement Department, Ministry of Energy and Water, Darul Aman Road,

Kabul, Afghanistan.

Email address Hizbullah Stanikzai

Contracts Management Specialist

Procurement Directorate

Ministry of Energy and Water (MEW)

Darul -Amman Road

Kabul, Afghanistan

Email: [email protected] , [email protected] and [email protected]

Mob No. 0093(0)777238320

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mailto:[email protected]




Evaluation of EOI Stage‐1MEW will identify the eligible responders based on the evaluation of the pre‐ qualification

response.

Stage‐2: Such shortlisted responders shall be required to make a detailed

presentation including the below mentioned areas:

1. Strategy for the assignment, work plan with timelines, details of

methodologies proposed to be followed for assignments, ability to raise finance for the

implementation of the projects etc.

2. Experience on the project, list of assignments completed along with experience.

3. Financial strength of the organization.

4. Qualification and experience of the key staff.

5. Sample of LEDs should be demonstrated.

Empanelment shall be done at the sole discretion of MEW

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Annexure‐I Responder’s Particulars (To be submitted on Company Letter head)

To -----

Sir,

We wish to apply for empanelment with MEW for Execution of LED Lighting Based Energy Efficiency Projects against REOI No. MEW/004/-96/QCBS dated: December 07, 2016 as per details enclosed.

1. Name of Organization ______________________________________________________________________(Clearly mention the names of ‘Lead Member’ and Consortium/JV Partner in case of Consortium/Joint Venture Firm)

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2. Name, Address, Phone/Fax No., Email of Contact Person with designation ______________________________________________________________________

3. Year of Establishment ______________________________________________________________________(Furnish details for both members in case of Consortium/Joint Venture Firm)

4. Range of Services Offered (To be enclosed separately in not more than two pages). 5. Brief on Major Assignments (To be enclosed as per Annexure‐II)6. Key personnel’s details along with available infrastructure/equipments for execution of

proposed work (Organisation chart to be enclosed as per Annexure‐III) 7. Total Nos. of Qualified & Experienced Personnel __________________ (Professionals

only) 8. Annual Turnover and profit (Last three financial years): Enclose audited annual accounts

& IT returns of the Company. (To be furnished for both members in case of Consortium/Joint Venture Firm)

9. Name of the Authorized Signatory, who is authorized to respond to this EOI and in case of short listing quote in the tender and enter into contract (Power of attorney to be submitted as per Annexure‐X)

10. Additional information if any:

(Authorized Signatory on behalf of the organization)

Annexure II

Brief on Assignments

(Detail of assignments to be submitted as per minimum eligibility criteria using separate sheet for each assignment)

Name of assignment

Name of the client

Location of the assignment

Originally agreed time to complete the assignment (in months)

Actual time taken to complete the assignment (in months)

Scope of work of assignment in detail (Separate sheet may be attached, if required)

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Deliverabales of the assignment


Note: Agency should submit copy of any three of following to substantiate the successful execution of work:

1. Work order 2. Payment receipts 3. proof of release of performance security after completion of the contract 4. proof of settlement/release of final payment against the contract.5. certificate for successful completion of work/Performance Report by the client

Annexure III

Organisation Chart of Key personnel with details of available Infrastructure/Equipments for execution of proposed work

(The bidder shall provide Name/Contact Nos./Email IDs/Fax No. of all Key management officials including Chairman/ Directors/ CEO etc.)

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Note: Bidder shall also provide the details of Nodal officer and team to be deployed with their phone no and email‐id before start of any assignment and any change shall be with prior consent of MEW.

Annexure IV

Details of Methodology & Work Plan proposed

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(Signature of Authorized Signatory)Name of the SignatoryCompany NameDate and PlaceCompany Seal

List of IEC Standards:

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