quantitative analysis for the barbados renewable … · page 1 of 39 rfp/2015-026 request for...

of 39

RFP/2015-026

REQUEST FOR PROPOSALS (RFP)

[RFP/2015-026]

Quantitative Analysis for the Barbados Renewable Energy Roadmap

International Renewable Energy Agency

Abu Dhabi, UAE

[December, 2015]

Deadline for submission: 12 January, 2016

Time: 14.00 hrs. Abu Dhabi time

of 39

RFP/2015-026

Section 1: Letter of Invitation

Abu Dhabi, 17 December, 2015

Dear Madam or Sir,

The International Renewable Energy Agency (IRENA) hereby invites you to submit a Proposal to this

Request for Proposal (RFP) for the following consultancy for:


This RFP includes the following documents:

Section 1 – This Letter of Invitation

Section 2 – Instructions to Proposers (including Data Sheet)

Section 3 – Terms of Reference (TOR) including technical evaluation criteria

Section 4 – Proposal Submission Form

Section 5 – Documents Establishing the Eligibility and Qualifications of the Proposer

Section 6 – Technical Proposal Form

Section 7 – Financial Proposal Form

Section 8 – General Terms and Conditions (attached herewith)

1. Your offer comprising of a Technical and Financial Proposal, in separate sealed envelopes,

should be submitted in accordance with the Data Sheet.

2. You are kindly requested to submit an acknowledgment letter to IRENA via the following

email [email protected] or the following addressee and location:

International Renewable Energy Agency, IRENA Secretariat, Masdar City, Abu Dhabi,

United Arab Emirates, Procurement Section , 2nd floor

[RFP/2015-026], Quantitative Analysis for the Barbados Renewable Energy

Roadmap

The letter should advise whether your company intends to submit a Proposal and if not, we

would appreciate your kind indication of the reason, for our records purposes.

3. Should you need further clarification, kindly communicate with the contact person indicated

in the attached Bid Data Sheet duly assigned to handle all queries for this RFP

We look forward to your Proposal and thank you in advance for your interest in IRENA

procurement opportunities.

Yours sincerely,

David Iyamah

Director of Administration and Management Services

mailto:[email protected]

of 39

RFP/2015-026

Section 2: Instruction to Proposers

Definitions of Terms

a) “Contract” refers to the agreement that will be signed by and between the IRENA and the

successful proposer, all the attached documents thereto, including the General Terms and

Conditions (GTC1) and the Appendices.

b) “Country” refers to the country indicated in the Data Sheet.

c) “Data Sheet” refers to such part of the Instructions to Proposers used to reflect conditions of

the tendering process that are specific for the requirements of the RFP.

d) “Day” refers to calendar day.

e) “Government” refers to the Government of the country that will be receiving the services

provided/rendered specified under the Contract.

f) “Instructions to Proposers” (Section 2 of the RFP) refers to the complete set of documents

which provides Proposers with all information needed and procedures to be followed in the

course of preparing their Proposals

g) “LOI” (Section 2 of the RFP) refers to the Letter of Invitation being sent by IRENA to the

Proposers.

h) “Proposal” refers to the Proposer’s response to the Request for Proposal, including the

Proposal Submission Form, Technical and Financial Proposal and all other documentation

attached thereto as required by the RFP.

i) “Proposer” refers to any legal entity that may submit, or has submitted, a Proposal for the

provision of services requested by IRENA.

j) “RFP” refers to the Request for Proposals consisting of instructions and references prepared

by IRENA for purposes of selecting the best service provider to perform the services described

in the Terms of Reference.

k) “Services” refers to the entire scope of tasks and deliverables requested by IRENA under the

RFP.

l) “Supplemental Information to the RFP” refers to a written communication issued by IRENA

to prospective Proposers containing clarifications, responses to queries received from

prospective Proposers, or changes to be made in the RFP, before the deadline for the

submission of Proposals.

m) “Terms of Reference” (TOR) refers to the document included in RFP as Section 3 which

describes the objectives, scope of services, activities, tasks to be performed, respective

responsibilities of the proposer, expected results and deliverables and other data pertinent to

of 39

RFP/2015-026

the performance of the range of duties and services expected of the successful proposer.

A. GENERAL

1. IRENA solicits Proposals in response to this Request for Proposal (RFP). Proposers must

strictly adhere to all the requirements of this RFP. No changes, substitutions or other

alterations to the provisions stipulated in this RFP will be accepted unless approved in writing

by IRENA. However, whilst fully complying with the RFP requirements, Proposers are

encouraged to provide any suggestions and solutions that may achieve a more cost-effective

and value-for-money approach to fulfilling the requirements of this RFP.

2. Submission of a Proposal shall be deemed to constitute an acknowledgement by the Proposer

that all obligations stipulated by this RFP will be met and unless specified otherwise, the

Proposer has read, understood and agreed to all the instructions provided in this RFP.

3. Any Proposal submitted will be regarded as an offer by the Proposer and not as an acceptance

of an offer of any Proposal by IRENA. This RFP does not commit IRENA to award a

contract.

4. A Proposer shall not be in any position of conflict of interest arising from their current or

future work with respect to IRENA. All Proposers found to have a conflict of interest shall be

disqualified. Proposers may be considered to have a conflict of interest with one or more

parties in this solicitation process, if they:

4.1 are or have been associated in the past, with a firm or any of its affiliates which

have been engaged with IRENA to provide services for the preparation of the

design, specifications, Terms of Reference and other documents to be used for the

procurement of the goods and services to be purchased in this selection process;

4.2 were involved in the preparation and/or design of the programme/project related to

the services requested under this RFP;

4.3 have owners, officers, directors, controlling shareholders, or key personnel who are

related to IRENA staff involved in procurement functions;

4.4 submit more than one Proposal in this RFP, either as an individual entity, or

through its membership with a joint venture/consortium/association that is also

submitting a Proposal for the same contract.

4.6 are found to be in conflict for any other reason, as may be established by, or at the

discretion of, IRENA.

B. CONTENTS OF PROPOSAL

6. Sections of Proposal

Proposers are required to complete, sign and submit in the number of copies the following

documents:

6.1 Proposal Submission Covering Letter Form (see RFP Section 4);

6.2 Documents Establishing the Eligibility and Qualifications of the Proposer (see RFP

Section 5 and Data Sheet);

6.3 Technical Proposal (see prescribed form in RFP Section 6);

6.4 Financial Proposal (see prescribed form in RFP Section 7);

6.5 Proposal Security, if applicable (if required and as stated in the Data Sheet, see

of 39

RFP/2015-026

prescribed Form in RFP Section 8);

6.6 Any attachments and/or appendices to the Proposal (including those specified under the

Data Sheet)

7. Clarification of Proposal

Proposers may request a clarification of any of the RFP documents no later than the number

of days indicated in the Data Sheet before the proposal submission date. Any request for

clarification must be sent in writing, or by electronic means to the IRENA address indicated

in the Data Sheet. IRENA will respond in writing, or by electronic means and will send

written copies of the response (including an explanation of the query but without identifying

the source of inquiry) to all Proposers who have provided confirmation of their intention to

submit a Proposal.

IRENA shall endeavor to provide such responses to clarifications in an expeditious manner,

but any delay in such response shall not cause an obligation on the part of IRENA to extend

the submission date of the Proposals, unless IRENA deems that such an extension is justified

and necessary.

8. Amendment of Proposals

At any time prior to the deadline for submission of Proposals, IRENA may for any reason,

such as in response to a clarification requested by a Proposer, modify the RFP in the form of a

Supplemental Information to the RFP. All Proposers who have provided confirmation of

their intention to submit a Proposal will be notified in writing of all amendments to the RFP.

In order to afford prospective Proposers reasonable time to consider the amendments in

preparing their Proposals, IRENA may, at its discretion, extend the deadline for submission of

Proposals, if the nature of the amendment to the RFP justifies such extension.

C. PREPARATION OF PROPOSALS

9. Cost of Proposal

The Proposer shall bear any and all costs related to the preparation and/or submission of the

Proposal, regardless of whether its Proposal was selected or not. IRENA shall in no case be

responsible or liable for those costs, regardless of the conduct or outcome of the process.

10. Language of Proposal

The Proposal, as well as all related correspondence exchanged by the Proposer and IRENA ,

shall be written in the language (s) specified in the Data Sheet. Any printed literature

furnished by the Proposer written in a language other than the language indicated in the Data

Sheet, must be accompanied by a translation in the preferred language indicated in the Data

Sheet. For purposes of interpretation of the Proposal, and in the event of discrepancy or

inconsistency in meaning, the version translated into the preferred language shall govern.

11. Proposal Submission Form

The Proposer shall submit the Proposal Submission Form using the form furnished in Section

4 of the RFP.

of 39

RFP/2015-026

12. Technical Proposal Format and Content

Unless otherwise stated in the Data Sheet, the Proposer shall structure the Technical Proposal

as follows:

12.1 Expertise of Firm/Organization – this section should provide details regarding

management structure of the organization, organizational capability/resources, and

experience of organization/firm, the list of projects/contracts (both completed and

ongoing, both domestic and international) which are related or similar in nature to the

requirements of the RFP, and proof of financial stability and adequacy of resources to

complete the services required by the RFP (see RFP Clause 15 for further details).

12.2 Proposed Methodology, Approach and Implementation Plan – this section should

demonstrate the Proposer’s response to the Terms of Reference by identifying the

specific components proposed, how the requirements shall be addressed, as specified,

point by point; providing a detailed description of the essential performance

characteristics proposed; identifying the works/portions of the work that will be

subcontracted; and demonstrating how the proposed methodology meets or exceeds the

specifications, while ensuring appropriateness of the approach to the local conditions

and the rest of the project operating environment. This methodology must be laid out in

an implementation timetable that is within the duration of the contract as specified in

the Data Sheet.

12.3 Management Structure and Key Personnel – This section should include the

comprehensive curriculum vitae (CVs) of key personnel that will be assigned to support

the implementation of the proposed methodology, clearly defining the roles and

responsibilities vis-à-vis the proposed methodology. CVs should establish competence

and demonstrate qualifications in areas relevant to the TOR.

In complying with this section, the Proposer assures and confirms to IRENA that the

personnel being nominated is available for the Contract on the dates proposed. If any

of the key personnel later becomes unavailable, except for unavoidable reasons such as

death or medical incapacity, IRENA reserves the right to render the proposal non-

responsive. Any substitution arising from unavoidable reasons shall be made only with

the approval of IRENA.

12.4 Other Information as may be relevant to the Proposal.

The Technical Proposal shall not include any financial information. A Technical Proposal

containing any form of financial information that could lead to the determination of the price

offer may be declared non-compliant.

13. Financial Proposals

The Financial Proposal shall be prepared using the attached standard form (Section 7). It

shall list all major cost components associated with the services, and the detailed breakdown

of such costs. All outputs and activities described in the Technical Proposal must be priced

separately on a one-to-one correspondence. Any output and activities described in the

of 39

RFP/2015-026

Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included

in the prices of other activities or items, as well as in the final total price.

14. Currencies of Proposals

All prices from Proposers originating from outside the Country specified in the Data Sheet

shall be quoted in the currency indicated in the Data Sheet. However, where Proposals are

quoted in different currencies, for the purposes of comparison of all Proposals --

14.1 IRENA will convert the currency quoted in the Proposal to US Dollar, in accordance

with the prevailing UN operational rate of exchange on the last day of submission of

Proposals; and

15. Documents Establishing the Eligibility and Qualifications of the Proposer

The Proposer shall furnish evidence of its status as an eligible and qualified vendor, using the

forms provided under Section 5, Proposer Information Forms. The documentary evidence of

the Proposer’s qualifications to perform the Contract, if the contract is awarded to the

Proposer, shall be established to the IRENA’s satisfaction. This evidence shall include, and

must demonstrate, the following:

15.1 that, in the case of a Proposer offering to supply goods under the Contract which the

Proposer did not manufacture or otherwise produce, the Proposer has been duly

authorized by the goods’ manufacturer or producer to supply the goods in the country

of final destination; and

15.2 that the Proposer has the financial, technical, and production capability necessary to

perform the Contract.

16. Joint Venture, Consortium or Association

If the Proposer is a joint venture, consortium, or association, all of the parties shall be jointly

and severally liable to IRENA for the fulfillment of the provisions of the Contract and shall

designate one party to act as a leader with authority to legally bind the joint venture,

consortium, or association.

The leader or lead entity, composition or the constitution of the joint venture, consortium, or

association shall not be altered without the prior consent of IRENA .

The description of the organization of the joint venture/consortium/association must be

clearly defined in the course of establishing the eligibility of the Proposer, by defining the

expected role of each of its component/member firm in the course of performing the services

defined in the TOR.

Where a joint venture/consortium/association is presenting its track record and experience in

a similar undertaking as those required in the TOR, it should present such information in the

following manner:

Those that were undertaken together by the joint venture/consortium/association

jointly and severally; and

of 39

RFP/2015-026

Those that were undertaken by the individual members of the joint

venture/consortium/association expected to be involved in the performance of the

services defined in the TOR.

Previous contracts completed by individual experts working privately but who are

permanently or were temporarily associated with any of the member firms cannot be claimed

as the experience of the joint venture/consortium/association or those of its members, but

should only be claimed by the individual experts themselves in their presentation of their

credentials.

17. Alternative Proposals

Unless otherwise specified in the Data Sheet, alternative proposals shall not be considered.

18. Period of Validity

Proposals shall remain valid for the period specified in the Data Sheet, commencing on the

submission deadline date also indicated in the Data Sheet. A Proposal valid for a shorter

period shall be immediately rejected by IRENA and rendered non-responsive.

In exceptional circumstances, prior to the expiration of the proposal validity period, IRENA

may request Proposers to extend the period of validity of their Proposals. The request and the

responses shall be made in writing, and shall be considered integral to the Proposal.

D. SUBMISSION AND OPENING OF PROPOSALS

19. Submission and Opening of Proposals

19.1 The Financial Proposal and the Technical Proposal Envelopes MUST BE

COMPLETELY SEPARATED and each of them must be submitted sealed individually

and clearly marked on the outside as either “TECHNICAL PROPOSAL” or

“FINANCIAL PROPOSAL”, as appropriate. Each envelope MUST also bear the name

of the Proposer. The inner and outer envelopes shall:

bear the name and address of the Proposer

be addressed to IRENA as specified in the Data Sheet and

bear a warning not to open before the time and date for proposal opening, as

specified in the Data Sheet.

If all envelopes are not sealed and marked as required, IRENA will assume no

responsibility for the misplacement or premature opening of the Proposal.

19.2 Proposers may always submit their Proposals by mail/courier or by hand delivery.

When so specified in the Data Sheet, Proposers shall have the option of submitting

their Proposals electronically. When the Proposals are expected to be in transit for over

24 hours, the Proposer must ensure that sufficient lead time has been provided in order

to comply with IRENA’s deadline for submission. Under such circumstances, the

Proposer must inform IRENA of the exact date and time of their dispatch, through the

submission of the official receipt and supporting documents (airway bill, etc.) issued by

the forwarding/courier company that will deliver the Proposal to IRENA.

of 39

RFP/2015-026

19.3 Proposers submitting Proposals by mail or by hand shall enclose the original and each

copy of the Proposal, in separate sealed envelopes, duly marking the envelopes as

“Original Proposal” and “Copy of Proposal” as appropriate. The number of copies

required shall be as specified in the Data Sheet. In the event of any discrepancy

between them, the original shall govern. The original and copies of the Proposal shall

be signed by the Proposer or person(s) duly authorized to commit the Proposer. The

Proposer shall submit the original and copies of the Proposal in separate envelopes,

marked “ORIGINAL” and “COPY”. The envelopes shall then be sealed in an outer

envelope.

20. Deadline for Submission of Proposals and Late Proposals

20.1 Proposals must be received by IRENA at the address and no later than the date and time

specified in the Data Sheet.

20.2 IRENA shall not consider any Proposal that arrives after the deadline for submission of

Proposals. Any Proposal received by IRENA after the deadline for submission of

Proposals may be declared late, rejected, and returned unopened to the Proposer.

21. Withdrawal, Substitution, and Modification of Proposals

21.1 Proposers are expected to have sole responsibility for taking steps to carefully examine

in details the full consistency of its Proposals to the requirements of the RFP, keeping in

mind that material deficiencies providing information requested by IRENA , or clarity in

the description of services to be provided, may result in the rejection of the Proposal.

IRENA shall not assume any responsibility regarding erroneous interpretations or

conclusions made by the Proposer in the course of understanding the RFP out of the data

furnished by IRENA.

21.2 A Proposer may withdraw, substitute or modify its Proposal after it has been submitted

by sending a written notice in accordance with RFP Clause 19, duly signed by an

authorized representative, and shall include a copy of the authorization (or a Power of

Attorney). The corresponding substitution or modification of the Proposal must

accompany the respective written notice. All notices must be received by IRENA prior

to the deadline for submission and submitted in accordance with Clause 19 (except that

withdrawal notices do not require copies). The respective envelopes shall be clearly

marked “WITHDRAWAL,” “SUBSTITUTION,” or MODIFICATION”.

21.3 Proposals requested to be withdrawn shall be returned unopened to the Proposers.

21.4 No Proposal may be withdrawn, substituted, or modified in the interval between the

deadline for submission of Proposals and the expiration of the period of proposal

validity specified by the Proposer on the Proposal Submission Form or any extension

thereof.

22. Proposal Opening

22.1 IRENA will open the Proposals in the presence of an ad-hoc committee formed by

IRENA. If electronic submission is permitted, any specific electronic proposal opening

of 39

RFP/2015-026

procedures shall be as specified in the Data Sheet.

22.2 The Proposers’ names, modifications, withdrawals, the presence or absence of

documents, and such other details as IRENA may consider appropriate, will be

announced at the opening. No Proposal shall be rejected at the opening stage, except for

late submission, for which the Proposal shall be returned unopened to the Proposer.

E. EVALUATION AND COMPARISON OF PROPOSALS

23. Confidentiality

23.1 Information relating to the examination, evaluation, and comparison of Proposals, and

recommendation of contract award, shall not be disclosed to Proposers or any other

persons not officially concerned with such process, even after publication of the

contract award.

23.2 Any effort by a Proposer to influence IRENA in the examination, evaluation and

comparison of the Proposals or contract award decisions may, at IRENA ’s decision,

result in the rejection of its Proposal.

23.3 In the event that a Proposer is unsuccessful, the Proposer may seek a meeting with

IRENA for debriefing, but said debriefing shall be limited to the discussions of the

strengths and weaknesses of the Proposal of said Proposer, and no information relating

to the Proposal or rating of other Proposers may be discussed.

24. Clarification of Proposals

To assist in the examination, evaluation and comparison of Proposals, IRENA may, at its

discretion, ask any Proposer for a clarification of its Proposal.

IRENA’s request for clarification and the response shall be in writing. Notwithstanding the

written communication, no change in the prices or substance of the Proposal shall be sought,

offered, or permitted, except to provide clarification, and confirm the correction of any

arithmetic errors discovered by IRENA in the evaluation of the Proposals, in accordance with

RFP Clause 28.

Any unsolicited clarification submitted by a Proposer in respect to its Proposal, which is not a

response to a request by IRENA, shall not be considered during the review and evaluation of

the Proposals.

25. Preliminary Examination of Proposals

IRENA shall examine the Proposals to determine whether they are complete, whether the

documents have been properly signed, and whether the Proposals are generally in order.

IRENA reserves the right to reject any Proposal after preliminary examination of Proposal, if

IRENA finds justifiable reason for such rejection, including but not limited to the discovery

of significant or material deviation, conflict of interest, fraud, among others.

26. Evaluation of Proposals

of 39

RFP/2015-026

26.1 IRENA shall examine the Proposal to confirm that all terms and conditions under the

IRENA General Terms and Conditions and Special Conditions have been accepted by

the Proposer without any deviation or reservation.

26.2 The evaluation committee shall review and evaluate the Technical Proposals on the

basis of their responsiveness to the Terms of Reference and other documentation

provided, applying the evaluation criteria, sub-criteria, and point system specified in the

Data Sheet. Each responsive Proposal will be given a technical score. A Proposal shall

be rendered non-responsive at this stage if it does not substantially respond to the RFP,

and particularly the Terms of Reference, or if it fails to achieve the minimum technical

score indicated in the Data Sheet.

26.3 In the second stage, only the Financial Proposal of those Proposers who achieve the

minimum technical score will be opened for evaluation for comparison and review.

The Financial Proposal Envelopes corresponding to Proposals that did not meet the

minimum passing technical score shall be returned to the Proposer unopened. The

overall evaluation score will either be based either on a combination of the technical

score and the financial offer, or the lowest evaluated financial proposal of the

technically qualified Proposers. The evaluation method that applies for this RFP shall

be as indicated in the Data Sheet,

26.4 IRENA shall reserve the right to determine to its satisfaction the validity of information

provided by the Proposer, through verification and reference checking, among other

means that it deems appropriate, at any stage within the selection process.

27. Responsiveness of Proposal

27.1 IRENA’s determination of a Proposal’s responsiveness is to be based on the contents of

the Proposal itself.

27.2 A substantially responsive Proposal is one that conforms to all the terms, conditions,

and specifications of the RFP without material deviation, reservation, or omission.

27.3 If a Proposal is not substantially responsive, it shall be rejected by IRENA and may not

subsequently be made responsive by the Proposer by correction of the material

deviation, reservation, or omission.

28. Nonconformities, Errors and Omissions

28.1 Provided that a Proposal is substantially responsive, IRENA may waive any non-

conformities or omissions in the Proposal that do not constitute a material deviation.

28.2 Provided that a Proposal is substantially responsive, IRENA may request the Proposer

to submit the necessary information or documentation, within a reasonable period of

time, to rectify nonmaterial nonconformities or omissions in the Proposal related to

documentation requirements. Such omission shall not be related to any aspect of the

price of the Proposal. Failure of the Proposer to comply with the request may result in

the rejection of its Proposal.

28.3 Provided that the Proposal is substantially responsive, IRENA shall correct arithmetical

of 39

RFP/2015-026

errors on the following basis:

28.3.1 if there is a discrepancy between the unit price and the line item total that is

obtained by multiplying the unit price by the quantity, the unit price shall

prevail and the line item total shall be corrected, unless in the opinion of

IRENA there is an obvious misplacement of the decimal point in the unit

price, in which case the line item total as quoted shall govern and the unit

price shall be corrected;

28.3.2 if there is an error in a total corresponding to the addition or subtraction of

subtotals, the subtotals shall prevail and the total shall be corrected; and

28.3.3 if there is a discrepancy between words and figures, the amount in words

shall prevail, unless the amount expressed in words is related to an arithmetic

error, in which case the amount in figures shall prevail subject to the above.

28.4 If the Proposer does not accept the correction of errors made by IRENA, its Proposal

shall be rejected.

29. Fraud and Corruption

IRENA implements a policy of zero tolerance on fraud and corrupt practices and is

committed to preventing, identifying and addressing all acts of fraud and corrupt practices

against IRENA as well as third parties involved in IRENA activities.

F. AWARD OF CONTRACT

30. Right to Accept, Reject, or Render Non-Responsive Any or All Proposals

IRENA reserves the right to accept or reject any Proposal, to render any or all Proposals as

non-responsive, and to annul the solicitation process and reject all Proposals at any time prior

to award of contract, without thereby incurring any liability to the affected Proposer, or any

obligation to inform the affected Proposer(s) of the grounds for IRENA ’s action. IRENA

shall neither be obliged to award the contract to the lowest price offer.

31. Award Criteria

Prior to the expiration of proposal validity, IRENA may award the Proposer, whose proposal

offers best value for money being the proposal that has obtained the highest score based on

the evaluation method indicated in the Data Sheet

32. Right to Vary Requirements at the Time of Award

At the time of award of Contract, IRENA reserves the right to vary the quantity of services

and/or goods, by up to a maximum 15% of the total price offer, without any change in the unit

price or other terms and conditions.

33. Contract Signature

Within fifteen (15) days from the date of receipt of the Contract, the successful Proposer shall

sign and date the Contract and return it to IRENA.

of 39

RFP/2015-026

34. Performance Security

34.1 A performance security, if required, shall be provided in the amount and form provided

in Section 8 and by the deadline indicated in the Data Sheet, as applicable.

34.2 Failure of the successful Proposer to comply with the requirement of RFP Clause 33 or

RFP Clause 34 shall constitute sufficient grounds for the annulment of the award and

forfeiture of the performance security if any, on which event IRENA may award the

Contract to the Proposer with the second highest rated Proposal, or call for new

Proposals.

35. Bank Guarantee for Advance Payment

In the event that the advanced payment requested exceeds 20% of the total proposal price, or

exceed the amount of $30,000, IRENA shall require the Proposer to submit a Bank Guarantee

in the same amount as the advanced payment. A bank guarantee for advanced payment shall

be furnished in the form provided in Section 9, and by the deadline indicated in the Data

Sheet, as applicable.

36. Proposer’s Conference

When appropriate, a proposer’s conference will be conducted at the date, time and location

specified in the Data Sheet. All Proposers are encouraged to attend. Non-attendance,

however, shall not result in disqualification of an interested Proposer. Minutes of the

proposer’s conference will be either posted on the IRENA website, or disseminated to the

individual firms who have registered or expressed interest with the contract, whether or not

they attended the conference. No verbal statement made during the conference shall modify

the terms and conditions of the RFP unless such statement is specifically written in the

Minutes of the Conference, or issued as an amendment in the form of a Supplemental

Information to the RFP.

37. Vendor Protest

IRENA vendor protest procedure provides an opportunity for appeal to those persons or firms

not awarded a purchase order or contract through a competitive procurement process. This

procedure is not available to non-responsive or untimely Proposers or those with rejected

Proposals. In the event that you believe you have not received fair treatment, the following

email provides further details regarding IRENA vendor protest procedures:

[email protected]


of 39

RFP/2015-026

Instructions to Proposers

DATA SHEET

The following data for the services to be procured shall complement, supplement, or amend the

provisions in the Instruction to Proposers. In the case of a conflict between the Instruction to

Proposers and the Data Sheet, the provisions in the Data Sheet shall prevail.

Project Context : IRENA RFP two envelopes approach

Title of Services/Work:

Service for:

Quantitative Analysis for the Barbados

Renewable Energy Roadmap

Country: IRENA-Bonn Office

Language of the Proposal: English

Conditions for Submitting Proposals for Parts

or sub-parts of the TOR

x Not allowed

Conditions for Submitting Alternative

Proposals

x shall not be considered

A pre-bid conference will be held: NO

Period of Proposal Validity commencing

on the submission date

120 days

Proposal Security x Not Required

Validity of Proposal Security x Not Required

Proposal Prices shall be subjected to Taxation Yes, pls. submit a price inclusive of all

applicable taxes

Advanced Payment upon signing of contract x Not allowed

Liquidated Damages will be imposed in accordance with general terms &

conditions for professional service attached hereto as

section 8

Performance Security Not Required

Preferred Currency of Bid Proposal and

Method for Currency conversion Single Currency: [USD] UN exchange rate

of 39

RFP/2015-026

Deadline for submitting requests for

clarifications/ questions

Three (3) working days before the submission

Date/deadline.

Contact Details for submitting

clarifications/questions

Focal Point in IRENA :

Luay Shalkhoub, Chief Procurement Officer

[email protected]

Or [email protected]

No. of copies of Proposal that must be

submitted

None.

Proposal submission address International Renewable Energy Agency,

IRENA HQ , Masdar City, PO Box 236,

Abu Dhabi, United Arab Emirates

Tel: 00971 2 417 9000

Deadline of Submission Date: 12 January 2015; Time: 14.00 Hrs.

Abu Dhabi time

Procedures and conditions for electronic

submissions of the Proposals

Not Allowed.



of 39

RFP/2015-026

Evaluation method to be used in selecting

the most responsive Proposal

The combined scoring methodology shall be

applied, which consists of the following steps:

Only those Offerors who attain 70% of the

obtainable scores of the 100 points in the

evaluation of the technical proposal will have

their financial proposal envelope opened. The

financial proposals shall be opened and will

receive a weighting of 30% while the technical

evaluation will receive 70%. The company

with the highest combined technical and

financial scoring will be awarded the contract.

The evaluation criteria is indicated below in

section 3.

Required Documents that must be

Submitted to Establish Qualification of

Proposers

All relevent documentation including

company profile should not exceed

Fourty (40) pages, excluding the latest

audited financial statments and

registration certificates

Certificate of Registration of the business,

including Articles of Incorporation, or

equivalent document if Proposer is not a

corporation

Quality Certificate (e.g., ISO, etc.) and/or

other similar certificates, accreditations,

awards and citations received by the

Proposer, if any

of 39

RFP/2015-026

SECTION 3

TERMS OF REFERENCE (TOR)


Secretariat of the International Renewable Energy Agency (IRENA)

IRENA Innovation and technology Centre (IITC) Bonn

BACKGROUND

The International Renewable Energy Agency (IRENA) is an inter-governmental organization,

mandated by member states from around the world to support renewable energy. In

accordance with its Statute, IRENA’s objective is to “promote the widespread and increased

adoption and the sustainable use of all forms of renewable energy”. These forms include

bioenergy, geothermal energy, hydropower, ocean, solar, and on and off-shore wind power.

IRENA's Innovation and Technology Centre (IITC) in Bonn, Germany provides cutting-edge

information on renewable energy technologies and innovations, while seeking new pathways

for the global transition to a sustainable energy future. As a centre of excellence for

renewable energy technology and innovation, IITC researchers stays abreast of the latest

developments and translates them into practical, policy-friendly tools for IRENA’s Members.

IRENA’s researchers produce ground-breaking, and continually updated, cost data for

renewable energy technologies, assistance with energy technology planning, project

development, and strategies to enhance the efficiency and effectiveness of innovation for

renewable energy. One of the key areas of the IRENA’s work programme is centered on

assisting islands in their transition towards renewable energy. One of the key activities in this

area, supported by voluntary contributions from the German Government (Ministry of

Environment – BMUB), is the development of roadmaps for the transition of islands towards

renewable energy.

The Government of Barbados through its Division of Energy and Telecommunication in the

Prime Minister's Office and the IRENA have agreed to cooperate on the development of a

renewable energy roadmap for Barbados. The objective of the roadmap is to assist Barbados

in transitioning its energy sector away from the current dependence on fossil fuels to reliance

on local, sustainable renewable energy resources. The roadmap will support the

Government’s vision of an energy sector that:

Enhances economic growth by reducing energy costs;

Improves energy security by reducing dependency on imported fossil fuels;

Increases affordability of energy services for the consumers;

Reduces investment needs for power generation by promoting energy efficiency and

conservation;

Reduces greenhouse gas and the emission of local pollutants from fossil fuel combustion.

In support of this vision the roadmap will identify least-cost transition pathways supporting

locally available renewable energy deployment in the electricity sector. The local electric

utility is the investor owned Barbados Light and Power Company (BLPC) operating under

the 2013 Electric Light and Power Act (ELPA) and regulated by the Fair Trading

Commission of Barbados. Renewable energy options for transportation and stationary

applications will also be explored.

The transition to renewable energy involves the integration of both dispatchable and variable

renewable energy (VRE) into the generation mix of the local electric grid, using both utility-

scale and distributed systems. In the case of Barbados, dispatchable resources include thermal

of 39

RFP/2015-026

power generation from biomass. Variable renewable energy systems include wind power and

solar photovoltaic systems both at utility scale and the roof-top level. In addition to rooftop

solar PV, distributed RE systems include end-use technologies like solar hot water systems

and renewable energy for refrigeration and space cooling (e.g. solar cooling, sea water air

conditioning, etc). To allow the use of RE in land transportation, both biofuels and electric

vehicles recharged from RE are viable options.

Integrating significant shares of renewable energy into the Barbados energy system will

require careful planning, the development of clear detail options for deployment and a

supportive policy environment. The roadmap will assist the Government of Barbados in

understanding the possible pathways to high shares of renewable energy and in developing

specific plans to achieve its renewable energy goals.

At present the Government's goal as identified in its Sustainable Energy Framework is 29%

primary renewable energy penetration by 2029 (See Annex I below). However, the BLPC has

limited itself to the analysis of medium term scenarios of up to 15.7% RE penetration derived

from 80 MW of intermittent wind and solar in its Wind and Solar Integration Study (See

Annex I), leaving the remaining 13.3% to be supplied by waste to energy and biomass

thermal power plants that are assumed to materialize in the near future. The BLPC currently

has a peak demand for electricity of about 150 MW, with total installed capacity of about 260

MW. Most of their scenarios do not require any mitigation measures. Indeed, only the

scenario with the highest penetration (i.e. 15.7%) would require minimal (but necessary)

control systems, operational and system adjustments to maintain stability and reliability of

grid operations. However, the BLPC did conduct a feeder level study on two of its feeders

and determined that they can both accommodate the expected amount of variable renewables

under certain assumptions. Furthermore, the BLPC study builds on the assumptions made by

the BLPC in its 2012 Integrated Resource Plan, some of which have not materialised (See

Annex I). Hence the long term study contemplated here by IRENA goes beyond the level of

RE penetration considered by the BLPC, and in addition to a least-cost scenario it includes a

29% scenario as well as a 100% scenario.

OBJECTIVE

The objective of this study is to conduct the detailed quantitative analyses necessary to

support the development of the Renewable Energy Roadmap for Barbados. These analyses

will include national energy planning and power systems planning. Scenarios will include a

100 percent renewable energy scenario, a least cost scenario, and an explicit treatment of

electric vehicles and end-use RE technologies.

SCOPE OF WORK

The Contractor will assist IRENA in providing quantitative analyses in support of the

following: 1. Long-term planning using the Long Range Energy Alternatives Planning System (LEAP):

The Contractor will develop LEAP models that quantify least-cost options for the expansion

of generation capacity and transmission and distribution infrastructure that are needed to meet

electricity demand in Barbados over a twenty five year planning horizon. The models will

take into account the base case expansion plan identified by the BLPC in its 2012 integrated

of 39

RFP/2015-026

resource plan (IRP). This will account for non-utility energy expansion involving renewable

energy for refrigeration, space cooling, solar hot water, and electric vehicles. The analysis

should be conducted with the aim of assessing economic and social impacts, investment

decisions and policy recommendations. Key scenarios will include but are not limited to:

A 29% renewable energy share by 2029

The least cost expansion over the planning horizon

100% renewable energy share over the planning horizon.

Data available for the LEAP model are described in Annex I. Key economic

assumptions may be found on the web site of the Central Bank of Barbados.

Technical assumptions and data concerning the utility expansion plan are to be found

in the BLPC's 2012 IRP, in the 2015 grid integration study, and on the company's web

site. The Contractor will therefore compute energy, economic and employment

impacts as part of the long term planning exercise. These impacts will inform the

computation of cost benefit ratios and net present values for the scenarios under

consideration.

The Contractor will also design and deliver a training workshop early in their work plan that

describes the key concepts that will be employed throughout the study. The purpose is to

facilitate the Division of Energy and its invitees in their understanding of these concepts.

This will be followed by a more detailed workshop at the end of the study that would equip

the Division of Energy to conduct benefit costs analyses of new scenarios, plus monitor the

markets for renewable energy.

2. Review of the BLPC Base Case and Assumptions

The Contractor will assist IRENA in the review of the BLPC's base case model and

assumptions made in its 2012 IRP, and2015 grid integration study. Base on this review, the

Contractor will develop a PLEXOS model and calibrate its outputs against those of the BLPC

as contained in its 2012 and 2015 reports (See Annex I). These reports contain sufficient

generation plant, load, pricing and other data to develop a PLEXOS production cost model

with all of the load aggregated at a single node. No grid data is publicly available in the

reports, except for a single line diagram for the entire transmission and distribution grid and a

single line diagram for two of the major feeders on the island. The Contractor should

therefore propose how they intend to fill this data gap if at all possible. The Contractor will

also review and make recommendations on the need to identify a new reference year, and to

develop a new base case model if recommended.

of 39

RFP/2015-026

The Contractor is also expected to calibrate their model against the PLEXOS model internal

to the BLPC, which includes the full technical details of the transmission grid, transformers,

connecting lines and loads at the substations. The Division of Energy is expected to facilitate

this exchange of data with the BLPC, and will share the data with IRENA who in turn will

inform the Contractor. The Contractor will conduct a difference analysis in order to validate

the outputs of their model, and incorporate improvements upon consultation with IRENA.

The Contractor will recommend to IRENA and to the Division of Energy if and how to

develop a new base case using updated information (e.g. on RE technologies cost, oil price

scenarios, gas availability scenario, etc.) and without having access to the grid data. The

Contractor, upon consultation with IRENA and the Division of Energy, will develop a new

base case generation expansion plan and model this in both PLEXOS and LEAP, calibrating

the latter on the PLEXOS model. Once this is concluded, the Contractor and IRENA will

hand over the LEAP model to the Division of Energy, together with a training on how the

model was developed, the assumptions used and how the Division of Energy can

independently use it for supporting future policy making efforts. The LEAP model will

include end uses of energy, end use RE technologies and more detailed model of energy use

for transportation, as PLEXOS is focused exclusively on the power sector. These models will

form the analytical kernel of the cost benefit analysis, net present value and policy analysis to

be conducted by the Contractor.

3. Scenario Development and Analysis in PLEXOS

The Contractor will propose how it will develop a number of scenarios, based on the three

supply scenarios described in section 1, with any necessary additional scenario for demand,

energy prices to be analysed as part of the development of the Roadmap. Initially the

scenarios will be modelled in the energy planning model LEAP. The Contractor will develop

an approach to model the socio-economic impacts of the energy sector by introducing “labour

intensities” in a manner similar to how the models incorporate energy intensities. The

Contractor will quantify the impacts of the scenarios when compared against the base case,

and compute net present values and benefit cost ratios for each scenario.

The Contractor will also develop the corresponding bottom-up engineering models for each

scenario using PLEXOS. The scenarios will consider higher levels of penetration of both

of 39

RFP/2015-026

dispatchable and variable renewable energy compared to those considered by the BLPC in

their IRP report of 2012 and their grid integration study 2015. The Contractor is expected to

make the necessary assumptions using the available sources or using other publicly available

sources to develop the model, including assumptions about resource adequacy and the timing

of the installation of new plants under the various scenarios, and discuss these assumptions

with IRENA, the Division of Energy and BLPC for their feedback. The models and their

outputs should be benchmarked and calibrated against similar runs by the BLPC using the

more detailed PLEXOS models internal to the company. In order to facilitate the

benchmarking exercise, the Division will request that the BLPC run models that correspond

to the scenarios developed by IRENA in collaboration with the Contractor. The Division will

request that the results be returned to the Division for sharing with IRENA and the

Contractor. The Contractor will conduct the calibration comparing results, and improving

their models as necessary.

The Contractor will conduct a difference analysis in order to compare the outputs of the

simplified models, and incorporate improvements upon consultation with IRENA and the

BLPC. The Contractor will also review any corresponding optimal load flow analysis,

stability analysis, resource adequacy, and other grid impact and mitigation studies that are

expected to be conducted by the BLPC on the behalf of the Division, and – if made available

at least one month before the deadline for submission of the final report – adjust the models to

include the necessary grid integration measures.

The scenarios developed by the Contractor will consider technologies and strategies not yet

considered by the BLPC from a planning perspective. A suggested list of technologies that

will be considered for resource expansion is given below. This list is not exhaustive and the

Contractor should include in their proposal additional scenarios and technologies that are

deemed appropriate to Barbados.

The technologies are:

a. Solid biomass – An additional thermal plant fuelled 100 percent by leucaena (river

tamarind). This goes beyond the 25 MW plant already under consideration. The

Contractors will build a model for this additional plant and define its optimal size

based on the sustainable yield of available biomass resources and least cost planning

criteria.

of 39

RFP/2015-026

b. Utility Scale Solar – consideration for any additional projects that would reduce the

electricity supply cost, to be deployed by either independent power producers (IPP) or

the BLPC. The Contractor will take into account, consulting with the Division of

Energy, any new projects that are being considered by the recently established Light

and Power Advisory Committee. This Committee was commissioned under the new

Electric Light and Power Act, ELPA (2013). The Contractor will supplement this

with data from publicly available sources such as the IRENA Global Atlas

(http://irena.org/GlobalAtlas) and IRENA RE cost figures (

http://www.irena.org/costing ).

c. Utility Scale Wind – The Contractor will consider any new projects planned by both

the BLPC and IPP’s that are made known to the Committee. The BLPC has

announced that a wind farm is currently planned for the northern part of the Island of

Barbados called East Lamberts, St Lucy. Nominal plant data is published in the

company’s IRP study. As no resource assessment is available publicly for this

project, the Contractor will develop data from publicly available sources such as the

IRENA Global Atlas/DTU Global Wind Atlas and manufacturer’s data for wind

turbines.

d. Direct Control Demand Response. The Contractor shall describe in its proposal how

it intend to model the impacts of demand side management. The Contractor is hereby

made aware that the BLPC has made a presentation to the Division that summarises a

recent DSM study. Upon award of the contract, the Contractor will use the data

contained in the BLPC’s presentation on demand side management (DSM) to analyse

the potential and impacts of direct control demand response technologies, with due

consideration given to the limited information made available.

e. Price-Based Demand Response. The Contractor shall describe in its proposal how it

intend to model the impacts of price-based demand response. Upon the award to the

contract, the Contractor will use the data contained in the BLPC’s presentation on

demand side management (DSM) to the Division to analyse the potential and impacts

of price-responsive demand response technologies.

f. Utility Scale Battery Storage. The Contractor shall describe in its proposal how it

intends to model utility scale storage options. The Contractor shall consider the full

array of storage technologies and recommend the most suited technologies for

application in Barbados. Due consideration will be given to enough storage to

support a 100 percent renewable energy scenario.

g. Customer Owned Battery Storage. The Contractor shall describe in its proposal how

it intends to model customer owned battery storage options. Upon the award of the

contract, the Contractor will build a model for this class of technologies, and will

analyse its potential to provide both back up energy to customers, as well as to

provide a demand response mechanism to the BLPC. The Contractor will model this

technology using the simplified PLEXOS model, with the understanding that the

http://irena.org/GlobalAtlas

http://www.irena.org/costing

of 39

RFP/2015-026

results would be approximate as the simplified models do not account for this

distributed nature of this resource.

h. Ice storage for applications in air-conditioning and refrigeration systems. The

Contractor shall describe in its proposal how it intends to model customer owned ice

storage options, in particular for commercial (incl. hotels) and industrial customers.

The Contractor will build a model for this class of technologies. The Contractor will


provide a demand response option for the BLPC (e.g. possibility to switch off the

chiller when necessary and rely on ice storage for a limited time to provide cooling

services). The Contractor will model this technology using the simplified PLEXOS

model, with the understanding that the results would be approximate as the simplified

models do not account for this distributed nature of this resource.

i. Utility-Owned Pumped Hydro Storage. The Contractor shall describe in its proposal

how it intends to model system wide utility storage options. The Contractor will build

a model for this class of technologies. The Contractor will analyse its potential to

provide both back up energy to customers, as well as to provide a grid management

mechanism to the BLPC.

j. Electric Vehicles. The Contractor shall describe in its proposal how it intends to

model electric vehicles and their interactions with the BLPC electricity grid. Based on

an analysis of the evolution of the vehicle stock in Barbados (in LEAP), the

Contractor will include electricity demand from EVs to all demand scenarios. Due

consideration will be given to charging time of the EVs (day or night), its impact on

BLPC load shape and on integration of solar and wind, with an assessment of the

impact on overall electricity supply cost. The Contractor is expected to make

recommendations on the ideal charging strategy for EVs, the appropriate market

signals (e.g. time of use pricing) or regulations to ensure a positive impact of EVs on

electricity supply cost, and the costs of not adopting the optimal strategy. The

Contractor will build a model for this class of technologies. The Contractor will


provide a grid management mechanism to the BLPC.

4. Grid Impact Studies

a. The scenarios developed by Contractor will benefit greatly from support from a grid

study to explore the grid integration measures necessary for each of the identified

scenarios. These studies are necessary in order to determine the engineering

feasibility of the scenarios, especially in relation to the impacts due to the integration

of high levels of variable renewable energy. It is expected the BLPC will conduct

detailed studies of the impact of the scenarios, developed by the Contractor for

IRENA, on grid operations and make the results available to the Division. The

Contractor and IRENA are expected to be informed by the Division concerning these

studies. The Contractor will review the outputs and modify their scenario models as

of 39

RFP/2015-026

appropriate, if provided by BLPC to the Contractor at least one month before

deadline for submission of the final report from the Contractor to IRENA. If the

results of these studies will not be made available to the Contractor in due course, the

Contractor will provide detailed description of how to include the grid integration

measures identified into the PLEXOS and LEAP models developed.

The Contractor will also provide data on the likely costs impacts of these measures within the

context of the scenarios for Barbados:

a. The operational and non-operational measures that may be employed by BLPC to

mitigate the effects of integration of high levels of variable renewable energy.

The mitigation measures are expected to range from grid reinforcement, to

automatic generation control, to the use of storage options, and to the use of

demand response options. The employment of these mitigation measures is

expected to provide operational flexibility and other benefits.

b. It is expected that the grid impact studies from the BLPC will include:

A steady state optimal power flow analysis of the transmission grid down to

the level of the sub-stations for each scenario developed. The optimal power

flow analysis will reveal those critical hours of the year when the

transmission system is approaching its operational security limits

A further contingency analysis that would examine the impact of any

significant event during the critical hours identified

A feeder level analysis that would explicitly account for the distributed nature

of the resources. This analysis would include voltage impacts, as well as

contingency impacts due to a loss of system resources or load at the level of

the distribution grid. A transient stability analysis for each scenario.

In the event that the BLPC does not provide the supporting studies, the

Contractor will not be required to offer any additional reports on this subject,

but only a detailed description of how to include the grid integration

measures identified into the PLEXOS and LEAP models developed.

5. Cost Benefit Analysis

The Contractor will conduct costs-benefit analysis for each scenario. The analysis will

compare the base case with the scenarios. The analysis will comprise of an evaluation of the

net economic benefits and costs (if any) of the scenario versus the base case. The analysis

will be conducted in PLEXOS using the production cost routine therein and supplemented by

spreadsheets as needed. The benefits would comprise at least of – but not limited to - reduced

production costs, reduced CO2 and other environmental emissions, plus any other financial

benefits based on any increased operational flexibility imposed by the scenario. The costs are

primarily those of the technology employed in scenarios plus the cost of any mitigation

of 39

RFP/2015-026

measure. These benefits and costs will be used to calculate a discounted net present value and

benefit cost ratio for each scenario. Based on the results of the policy analysis, the Contractor

will then recommend the least cost pathway to meet the 29% renewable energy target by

2029, the least-cost generation mix (without a constraint on minimum RE share) and the 100

percent renewable energy target.

Of particular importance would be the assessment of costs and benefits of imposing policy

constraints on local content, local job creation and local investments, to advise the Division of

Energy in their policy making efforts.

6. Protocol for Market Monitoring

The Contractor will develop a protocol which is intended to guide the Minister with

Responsibility for Energy in fulfilment the role of the issuance of licenses to any utility

operator under the Electric Light and Power Act, ELPA. The protocol should reflect all the

technical issues contemplated in this request for proposals. The Contractor should consider

that the Division of Energy is not likely to obtain a full power systems planning model that

incorporates data for the transmission grid, the distribution grid, substations and the

connecting lines. Hence the Division, acting on the behalf of the Minister should be empower

with the necessary protocols to monitor the acquisition of renewable energy resources. The

Division should also be empowered with the knowledge to ask meaningful questions of the

utility that are intended to ensure its safe and reliable operation within the context of the high

penetration levels of variable renewable energy resources. The Contractor will include in its

proposal the scope of the protocol, and the nature and frequency of data collection. The

protocol should also contain guidance on the framing of the questions that should be asked by

the Minister when interrogating the utility.

of 39

RFP/2015-026

EXISTING RESOURCES, REPORTS AND DATA SOURCES

The data sources and the assumptions will be provided by the Division of Energy through its

liaison with a number of Government agencies, non-governmental agencies and the private

sector. The Contractor will also review the following list of existing studies and information

resources: 1. Integrated Resource Plan, Barbados Light and Power Company, 2012.

See http://www.blpc.com.bb/co-mis/integrated-resource-planning.html

(visited on 24 November 2015);

2. Executive Summary, Barbados Wind and Solar Integration Study, Barbados Light and Power

Company, 2015. See http://www.blpc.com.bb/co-mis/barbados-wind-and-solar-integration-

study.html (visited on 24 November 2015);

3. Grid Code - Interconnection Requirements for 24.9 KV and Below, Barbados Light and

Power Company, BLPC, 2014. See http://www.blpc.com.bb/images/brochures/GRID-C0DE-

Rev1-May%2020141.pdf (visited on 24 November 2015);

4. Barbados National Economic Statistics (and Assumptions), Central Bank of Barbados. See

http://www.centralbank.org.bb/researchers/statistics (visited on 24 November 2015);

5. UNDP Report: Base Line Grid Report (of the BLPC), 2015;

6. UNDP Report: Grid Characterization Report (of the BLPC), 2015;

7. Electric Light and Power Act, ELPA 2013.

See http://www.energy.gov.bb/elpa (visited on 25 November 2015);

8. Fair Trading Commission of Barbados. See http://www.ftc.gov.bb.

Rest of the page intentionally left blank

http://www.blpc.com.bb/co-mis/integrated-resource-planning.html

http://www.blpc.com.bb/co-mis/barbados-wind-and-solar-integration-study.html

http://www.blpc.com.bb/co-mis/barbados-wind-and-solar-integration-study.html

http://www.blpc.com.bb/images/brochures/GRID-C0DE-Rev1-May%2020141.pdf

http://www.blpc.com.bb/images/brochures/GRID-C0DE-Rev1-May%2020141.pdf

http://www.centralbank.org.bb/researchers/statistics

http://www.energy.gov.bb/elpa

http://www.ftc.gov.bb/

of 39

RFP/2015-026

(TIMELINE (ESTIMATED)

Timeline for the finalization of the report will be at latest by 20 May 2016. If time is

considered insufficient, a cost-neutral extension of 1-3 months can be considered, if clearly

requested by the Contractor in its offer. IRENA will confirm the possibility of this extension

in the response to the successful bidder.

Specific milestones will be as in the table below. In case of delays in the award of the

contract, the milestones will be postponed accordingly.

PROJECT MILESTONES Date (all dates are for 2016)

Award of contract Before 1 February

Kick-off workshop in Barbados (4-5 days, depending on

need)

February or early March,

depending on schedule of

stakeholders

Inception Report By 14 March

Presentation in Barbados of: (a) LEAP base case model, and

(b) PLEXOS base case model and calibration results

Tentatively 6 April

Submission of Scenarios with NPV and BCR analyses,

benchmarking results, plus grid impact results (optional – if

grid study results received by 20 April).

By 4 May

Delivery of the complete version of the LEAP and PLEXOS

scenario models, with accompanying draft report to the

Division of Energy and IRENA including a draft Market

Monitoring Protocol

By 4 May

Final workshop with presentation of the results in Barbados,

including hand-over training for the LEAP model to

Division of Energy and IRENA

Tentatively 11 May

Final adjustments to the models, based on the discussions in

the final workshop, and finalization of the report including

the Market Monitoring Protocol

20 May

DELIVERABLES 1. Inception Report

2. Report and presentation on: (a) LEAP base case model; and (b) PLEXOS base case model;

and (c) Calibration results

3. Report and presentation of: (a) Scenarios with NPV and BCR analyses; (b) grid impact results

(if possible); (c) Benchmarking results

4. Complete draft versions of the LEAP and PLEXOS models for each scenario

5. Draft Report to accompany the draft LEAP and PLEXOS models under #4 above, and

including a draft Market Monitoring Protocol;

6. Final Workshop incl. LEAP training

7. Final Report and LEAP and PLEXOS Models

of 39

RFP/2015-026

Annex I

D A T A A V A I L A B L E F O R T H E D E V E L O P M E N T O F B A R B A D O S

N A T I O N A L E N E R G Y R O A D M A P

1. The National Sustainable Energy Framework. See http://www.energy.gov.bb/web/national-

sustainable-energy-policy

2. Most of the information references can be found in BLPC’s Integrated Resource Plan and

BLPC’s Barbados Wind and Solar Integration Study Executive Summary which can be

accessed at the following locations:

Integrated Resource Plan: Main Report

http://www.blpc.com.bb/IRP/photos/IRP%20Revised%20Final%20Report%20-

%20February%202014%20-%20Clean%20Copy.pdf

Integrated Resource Plan: Appendices A through AA :


%20February%202014%20-%20Appendices%20-%20Clean%20Copy.pdf

Integrated Resource Plan: Appendix B:


%20February%202014%20-%20Appendix%20AB.pdf

Barbados Wind and Solar Integration Study Executive Summary:

http://www.blpc.com.bb/images/wattsnew/

Barbados%20Wind%20and%20Solar%20Integration%20Study%20-

%20Exec%20Summary.pdf

3. Wind and Solar Resources

Barbados Wind and Solar Integration Study Executive Summary:

4. Renewable Energy Rider (net billing solar PV systems) aggregate capacity at the end of

August 2015 is as follows:

http://www.energy.gov.bb/web/national-sustainable-energy-policy

http://www.energy.gov.bb/web/national-sustainable-energy-policy

of 39

RFP/2015-026

5. Utility-Planned Renewable Energy Projects

St. Lucy Energy Gateway Solar Project

Capacity: 12 MW DC, 10 MW AC

Energy Production: 20, 000 kWh

Configuration: Ground mounted on 42 acres of land at Trents, St. Lucy

Current status: Under construction

In-service date: Expected to be in-service in Q3 2016.

Lamberts Wind Farm Project

Capacity: 10 MW

Energy Production: 30,170 kWh

Configuration: 11 turbines located at Lamberts, St. Lucy

Current status: Finalising land access with land owner

In-service date: Expected to be in-service in Q4 2017.

6. PLEXOS data inputs

Please refer to the Integrated Resource Plan and its Appendices as follows:

Integrated Resource Plan & Appendices:

of 39

RFP/2015-026

System operating philosophy

Please refer to the Integrated Resource Plan as follows:

Integrated Resource Plan:

Electricity Demand Forecast

Please refer to the Integrated Resource Plan and its Appendices as follows:

Integrated Resource Plan & Appendices:

Hourly Electricity demand Data

Available hourly load profile for typical weekday, Saturday and Sunday of 2010, and

total monthly demand for each month of 2010.

Hourly Electricity demand Data

Measured solar radiation, averaged from all installed pyranometers in Barbados. Data

with 10 minutes resolution, from 6:00 am to 6:00 pm of 18 April 2014.

Rest of the page intentionally left blank

of 39

RFP/2015-026

TECHNICAL EVALUATION CRITERIA FOR PROPOSALS

S C O R I N G A N D E V A L U A T I O N C R I T E R I A

Summary of Proposal Evaluation Score Weight

1. Technical Evaluation 70%

2. Financial Evaluation 30%

Technical Evaluation Criteria Score Weight

1. Proposed approach, methodology and implementation plan:

a) Propose an approach to carry out the work along with providing a

target-oriented work plan that is realistic and in line with the

milestones provided within the TOR (10%);

b) Recognize the important aspects related to the individual tasks.

Indicate in the proposal the allocation of resources dedicated of each

of the tasks outlined in the TOR (5%).

c) Identify and describe the tools that will be used, and which functions

in particular will be used to carry out the analysis based on the data

available and the expected results (10%).

d) Highlight possible challenges in the performance on the tasks

required according to the timeline, and propose solutions that will be

considered as risk mitigation measures, including use of own data

and engineering expertise based on previous similar projects to fill

any information gap (5%).

30%

2. Expertise of the firm / organization:

a) Present documented experience and knowledge on issues related to

the development of long term energy planning models using

PLEXOS and LEAP (not necessarily in the same project). Provide

references of similar projects, including national energy roadmaps,

utility integrated resource plans and master plans, highlighting

which of team members proposed for this work were involved in the

referenced projects, and what their role was. (20%)

b) Present documented experience and knowledge on issues related to

the development of grid studies using PLEXOS and the appropriate

grid modeling tools (e.g. ETAP, Power-Factory, PSLF, etc.).

Provide references of similar projects where the output from

PLEXOS was used to perform a grid integration study for large

shares of variable renewable energy using the appropriate tools, and

the output of this study where used to update the PLEXOS model,

e.g. including any grid integration measures identified as necessary.

Please highlight which of team members proposed for this work

were involved in the referenced projects, and what their role was

(10%).

40%

of 39

RFP/2015-026

c) Present documented experience and knowledge on issues related to

the development of power sector modeling and energy planning in

islands. Any previous experience in Barbados or similar context will

be advantageous. Please highlight which of team members proposed

for this work were involved in the referenced projects, and what

their role was (10%)

3. Team quality:

a) Provide a breakdown of the composition of the team and a detailed

allocation of the time spent on each task by each team member

(5%);

b) Provide the relevant qualifications and experience of the experts

who will be directly involved in the project in various capacities

(including project manager - not less than 15 years of experience -

PLEXOS modeler, LEAP modeler and grid integration studies

expert – each of the three with no less than 5 years of experience).

For each team member, provide CV and samples of relevant work

undertaken (25%);

30%

TOTAL 100%

of 39

RFP/2015-026

Section 4: Proposal Submission Form

This form must be returned along with the submission signed and stamped from authorized person

To: IRENA, Chief Procurement Officer

Dear Sir/Madam:

We, the undersigned, hereby offer to provide professional services for IRENA’s Consultancy Service

for indicated subject with your Request for Proposal dated and our Proposal. We are hereby

submitting our Proposal, which includes the Technical Proposal and Financial Proposal sealed under a

separate envelope.

We hereby declare that all the information and statements made in this Proposal are true and we

accept that any misinterpretation contained in it may lead to our disqualification.

We confirm that we have read, understood and hereby accept the Terms of Reference describing the

duties and responsibilities required of us in this RFP, and the General Terms and Conditions of

IRENA ’s.

We agree to abide by this Proposal for 120 days.

We undertake, if our Proposal is accepted, to initiate the services not later than the date indicated in the Data

Sheet.

We fully understand and recognize that IRENA is not bound to accept this proposal, that we shall bear

all costs associated with its preparation and submission, and that IRENA will in no case be

responsible or liable for those costs, regardless of the conduct or outcome of the evaluation.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Contact Details:

of 39

RFP/2015-026

Section 5: Documents Establishing the Eligibility and Qualifications of the Proposer

Proposer Information Form

1. Proposer’s Legal Name [insert Proposer’s legal name]

2. In case of Joint Venture (JV), legal name of each party: [insert legal name of each party in JV]

3. Proposer’s actual or intended Country of Registration: [insert actual or intended Country of

Registration]

4. Proposer’s Year of Registration: [insert Proposer’s year of registration]

5. Proposer’s Legal Address in Country of Registration: [insert Proposer’s legal address in country of

registration]

6. Proposer’s Authorized Representative Information

Name: [insert Authorized Representative’s name]

Address: [insert Authorized Representative’s Address]

Telephone/Fax numbers: [insert Authorized Representative’s telephone/fax numbers]

Email Address: [insert Authorized Representative’s email address]

7. Attached are copies of original documents of: [check the box(es) of the attached original

documents]

Articles of Incorporation or Registration of firm named in 1, above, in accordance with ITB Sub-

Clauses 4.1 and 4.2.

In case of JV, letter of intent to form JV or JV agreement.

In case of government owned entity, documents establishing legal and financial autonomy and

compliance with commercial law.

Joint Venture Partner Information Form

[The Proposer shall fill in this Form in accordance with the instructions indicated below].

1. Proposer’s Legal Name: [insert Proposer’s legal name]

2. JV’s Party legal name: [insert JV’s Party legal name]

3. JV’s Party Country of Registration: [insert JV’s Party country of registration]

of 39

RFP/2015-026

4. JV’s Party Year of Registration: [insert JV’s Part year of registration]

5. JV’s Party Legal Address in Country of Registration: [insert JV’s Party legal address in country of

registration]

6. JV’s Party Authorized Representative Information

Name: [insert name of JV’s Party authorized representative]

Address: [insert address of JV’s Party authorized representative]

Telephone/Fax numbers: [insert telephone/fax numbers of JV’s Party authorized representative]

Email Address: [insert email address of JV’s Party authorized representative]

7. Attached are copies of original documents of: [check the box(es) of the attached original

documents]

Articles of Incorporation or Registration of firm named in 2.

In case of government owned entity, documents establishing legal and financial autonomy and

compliance with commercial law.

of 39

RFP/2015-026

Section 6: Technical Proposal Form

TECHNICAL PROPOSAL FORMAT

SECTION 1: EXPERTISE OF FIRM/ ORGANISATION

This section should fully explain the Proposer’s resources in terms of personnel and facilities

necessary for the performance of this requirement.

1.1 Brief Description of Proposer as an Entity: Provide a brief description of the organization / firm

submitting the proposal, its legal mandates/authorized business activities, the year and country of

incorporation, types of activities undertaken, and approximate annual budget, etc. Include reference

to reputation, or any history of litigation and arbitration in which the organisation / firm has been

involved that could adversely affect or impact the performance of services, indicating the

status/result of such litigation/arbitration.

1.2. Financial Capacity: Provide the latest Audited Financial Statement (Income Statement and

Balance Sheet) duly certified by a Public Accountant, and with authentication of receiving by the

Government’s Internal Revenue Authority. Include any indication of credit rating, industry rating,

etc.

1.3. Track Record and Experiences: Provide the following information regarding corporate

experience within the last five (5) years which are related or relevant to those required for this

Contract.

Name of

project

Client Contract

Value

Period

of

activity

Types of

activities

undertaken

Status or

Date

Completed

References

Contact Details

(Name, Phone,

Email)

SECTION 2 - APPROACH AND IMPLEMENTATION PLAN

This section should demonstrate the Proposer’s responsiveness to the specification by identifying

the specific components proposed, addressing the requirements, as specified, point by point;

providing a detailed description of the essential performance characteristics proposed; and

demonstrating how the proposed methodology meets or exceeds the specifications.

2.1. Approach to the Service/Work Required: Please provide a detailed description of the

methodology for how the organisation/firm will achieve the Terms of Reference of the project,

keeping in mind the appropriateness to local conditions and project environment.

2.2. Technical Quality Assurance Review Mechanisms: The methodology shall also include details

of the Proposer’s internal technical and quality assurance review mechanisms.

of 39

RFP/2015-026

SECTION 3: PERSONNEL

3.1 Management Structure: Describe the overall management approach toward planning and

implementing this activity. Include an organization chart for the management of the project

describing the relationship of key positions and designations.

3.2 Staff Time Allocation: Provide a spreadsheet will be included to show the activities of each staff

member and the time allocated for his/her involvement. (Note: This spreadsheet is crucial and no

substitution of personnel will be tolerated once the contract has been awarded except in extreme

circumstances and with the written approval of the IRENA. If substitution is unavoidable it will be

with a person who, in the opinion of the IRENA project manager, is at least as experienced as the

person being replaced, and subject to the approval of IRENA . No increase in costs will be

considered as a result of any substitution.)

3.3 Qualifications of Key Personnel. Provide the CVs for key personnel (Team Leader, Managerial

and general staff) that will be provided to support the implementation of this project. CVs should

demonstrate qualifications in areas relevant to the Scope of Services.

2.3. Reporting and Monitoring: Please provide a brief description of the mechanisms proposed for

this project for reporting to the IRENA and partners, including a reporting schedule.

2.4. Subcontracting: Explain whether any work would be subcontracted, to whom, how much

percentage of the work, the rationale for such, and the roles of the proposed sub-contractors. Special

attention should be given to providing a clear picture of the role of each entity and how everyone

will function as a team.

of 39

RFP/2015-026

Section 7: Financial Proposal Form

Financial Proposal Form

The Proposer is required to prepare the Financial Proposal in a separate envelope from the rest of the

RFP response as indicated in RFP. The format shown below is required in preparing the Financial

Proposal.

A. Cost Breakdown by Cost Component:

The Proposers are requested to provide the overall cost breakdown for all deliverables based on the

following format. IRENA shall use the cost breakdown for the price reasonability assessment

purposes as well as the calculation of price in the event that both parties have agreed to add new

deliverables to the scope of Services. Prices should be in USD inclusive of VAT / All Taxes & fees (if

applicable).

No Description of deliverables

Name /

Designation

of the

Proposed

Staff

*Total Period of

the Engagement

(Days) –per

categories of staff

assigned

Rate /

Cost per

day

(USD)

Total in

USD

Deliverable 1: Kick-off workshop

in Barbados (1 day- require 1

trainer and 1 assistant).

Deliverable 2: Inception Report

Deliverable 3: Draft report and 1

day consultations in Barbados on:

(a) LEAP base case model; and

(b) PLEXOS base case model;

(c) Calibration results.

Deliverable 4: Review of the grid

study developed by BLPC (if

provided by deadline) based on

deliverable 3. and update of the

PLEXOS and LEAP models

based on this study (Optional,

but quotation is required )

Deliverable 5: Delivery of the

complete version of the LEAP

and PLEXOS models, with

accompanying draft report to the

Division of Energy and IRENA

of 39

RFP/2015-026

including a draft Market

Monitoring Protocol

Deliverable 7: delivery of final

workshop with presentation of

the results in Barbados (1 day),

including hand-over training for

the LEAP model to Division of

Energy and IRENA (1 additional

day).

Deliverable 8: Final Report and

LEAP and PLEXOS Models

including final adjustments to the

models, based on the discussions

in the final workshop, and

finalization of the report

including the Market Monitoring

Protocol

Grand Total in USD

*Note on deliverbales : As per TOR, It is expected that this project duration is approximately 3 months

of work. The estimated actual days of work on the analysis is not expected to exceed 60 +/- 10%.

1. Total estimated work days to complete the tasks

2. Total Lump Sum: USD. WITHOUT TRAVEL COST

The fee must be all inclusive of VAT / All Taxes & fees (if applicable). The Fee should not

include cost of travel. Any travel, if authorized by IRENA, will be made in accordance with

IRENA’s travel policy.

For:

Name of Bidder:--------------------------

Authorised Signatory:-------------------

Name:--------------------------------------

Designation:-------------------------------

_______________________________________ Signature

Date: ____________/ 2015