Terms of Reference for Solar Photovoltaic Service
Provider: 17.5 kW – 22 kW Rooftop Solar
Photovoltaic System (Pasig City, Philippines)
IKI Ambitious City Promises project
As of 16 September 2020
1. About the Ambitious City Promises Project
The Ambitious City Promises (ACP) is a 3.5-year international project which aims to support
selected large cities in Indonesia, the Philippines, and Vietnam to establish strong greenhouse
gas (GHG) reduction commitments, local climate action plans directed by concrete targets,
enhanced multi-stakeholder engagement, and integrated strategies. The ACP project has the
overall objective of contributing to ambitious GHG mitigation targets at the national level
through their own ambitious mitigation plans and activities (called the “City Promise”).
The ACP project is implemented by ICLEI – Local Governments for Sustainability in close
cooperation with the Seoul Metropolitan Government (SMG). In 2015, SMG launched the
“Promise of Seoul,” a comprehensive strategy and climate action plan which also includes a
strong citizen engagement component. Under this plan, SMG committed to reducing 20 million
tCO2e by 2030. Through the ACP, selected cities in Southeast Asia will adopt this model of
inclusive, ambitious climate action, mainstreaming low emission development strategies
(LEDs), and creating new climate leaders. The project is funded by the Federal Ministry for
the Environment, Nature Conservation, and Nuclear Safety (BMU) through the International
Climate Initiative (IKI) Program.
Taking into consideration the results of project activities, a small-scale infrastructure pilot
demonstration project shall be implemented by the ACP project in Pasig City. The pilot project
aims to showcase a proof of concept that responds to the principles and objectives of the
Local Green Building Ordinance (LGBO) and further go beyond its minimum requirements
while contributing to efforts to reduce GHG emissions in the energy and waste sectors as well
as in improving the general welfare of Pasigueños. Further, the pilot project aims to establish
data and inspire further research and studies resulting from the proof of concept that will
influence sustainability and continuing enhancement of the Ordinance. In particular, the pilot
project aims to empower key stakeholders to effectively respond to efficient energy and
resource use and seize opportunities for sustainable energy production and consumption of
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the building sector further demonstrating Pasig City’s transition to low carbon development.
Specifically, the project aims to showcase green building solutions through rooftop solar
photovoltaics, energy-efficient lighting and cooling fixtures, and biogas digester technology
that enhance the efficiency of building structure, improve resource circulation, enhance
occupants’ productivity, and potentially contribute to GHG emissions reduction in one selected
pilot barangay. Therefore, the project seeks to hire a qualified local service provider of
solar photovoltaic technologies to support the overall implementation of the pilot
project.
The proposed pilot project site for the solar panel installation is in Barangay Sta Rosa Hall
(Address: Lopez Jaena, Brgy. Sta. Rosa Hall, Pasig City, Metro Manila) with an area of
100sqm-135sqm area. The barangay hall functions as a barangay office, community, and
daycare center.
2. Terms of Reference for the Service Provider
The project requires the services of a solar photovoltaic technology service provider to
undertake detailed engineering design, procurement of unit components and other materials,
components, installation, testing, and commissioning of a 17.5kW - 22 kW net-metering
rooftop solar photovoltaic system, and capacity building training for building structure
personnel-in-charge operations and maintenance with relevant local stakeholders (e.g. city
and barangay government representatives, building manager, etc.). The services rendered
shall ensure that appropriate unit scale and installation are adopted with due consideration to
factors such as electricity demand, building location and orientation, roof space, as well as
alignment to available international and national standards.
2.1. Scope of Work
The following activities will need to be undertaken to help meet the objectives of the project.
Detailed engineering design and On-site assessment of the following:
structural safety assessment ● Civil structure of the building and
rooftop
● GHI/sun path tracking/shading
analysis
● Energy modeling and simulation of the
17.5kW - 22 kW Solar PV system
following the building audit and
recommendations of the green
building expert
● Assessment of the grid infrastructure
and building connection with net-
metering system
Submit detailed engineering design for the
17.5kW - 22 kW solar PV based on the results
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of the assessment for review and approval by
ICLEI.
Procurement of unit components and Procurement of solar equipment for the
other materials capacity of 17.5kW - 22 kW not limited to the
following:
● Solar panels
● Inverters
● AC-DC or DC-DC converters
● Charge and control boxes
● Balance of the System (BOS) (panel
frame structure, nuts, and bolts,
cables and wires)
● Security measures (anti-theft bolts)
● Iron frame
● Wires, smart devices, and
connections to the national electricity
network.
● Any other relevant components that
are needed
Set up and installation ● Construction of frames and brackets.
● Installation of the solar photovoltaic
system, based on the final approved
design.
● Integrate an intelligent monitoring
system.
Testing and commissioning (including ● 24/7 monitoring and regular
warranty period) maintenance for the first 7 working
days after completion
● The contractor will assume full liability
for a 10-year performance guarantee.
● The contractor also assumes liability
for the manufacturer warranties of the
respective system components/parts
which shall have no less than a
minimum warranty period of 5 years
for each component except for the
solar panels which shall have a
minimum warranty period of 10 years.
Capacity building training for personnel in ● Conduct capacity building training for
charge personnel (barangay representative)
in charge of maintenance of buildings
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and facilities on proper use and
maintenance of the technology to
ensure optimum efficiency.
● Develop and handover operations
manual for personnel in charge.
● Establish coordination mechanisms
(i.e. focal persons) to facilitate on-site
and remote assistance in the
operation and troubleshooting of the
technology after installation and
testing period.
2.2. Deliverables and time frames
A maximum of five (5) months is estimated to complete the deliverables as stated below. The
following table lists the deliverables and their respective delivery date. The contractor will
assume full liability for a 10-year performance guarantee at 90% nominal power
generation which shall cover removal, replacement, and/or repair of solar photovoltaic system
components. The system components will have their own representative manufacturer
warranties which shall maintain a minimum warranty period of 5-year and with a minimum
warranty period of 10 years specifically for the solar panels.
Deliverables Indicative Timeline
Detailed engineering design and structural November 2020
safety assessment
Procurement of unit components and other November 2020
materials
Construction of frames and brackets November 2020
Set up and installation November to December 2020
Testing and commissioning December 2020 to March 2021
Development and handover of operations December 2020
manual and delivery of capacity building
training for personnel-in-charge of operations
and maintenance
3. Service provider eligibility
The service provider must provide evidence of:
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● Eligible solar photovoltaic (SPV) system service provider, in conformation to relevant
national/international standards and regulations;
● Necessary documentation of accreditation from relevant government authorities for
the installation of SPV system in the Philippines;
● Prior experience in completed supply, installation, testing, commissioning, and
handing over of at least 17.5kW solar PV system in a single order and operational for
at least 2 years till the date of application for this project;
● Use of environment-friendly, cost-effective, and genuine equipment and materials
from reputable equipment/component suppliers that conform with available and
appropriate national and international standards;
● Safety construction solution and overall aesthetics consideration in the design and
implementation.
Additionally, advantageous criteria for prospective service providers include:
● Prior work experience in Pasig City;
● Flexibility and a shared vision for the project outcome are essential since the work
will be undertaken in close cooperation with the project team members
4. Proposal requirements, general conditions, and procurement process
4.1. Prequalification documents
The following information must be provided together with the Letter of Interest:
● Certified copy of valid business registration certificate with respective competency
required for solar PV system design and installation;
● Certified copy of respective Value-added tax (VAT) registration certificate, and other
relevant financial and registration documents required for the organization to operate
in the Philippines.
● A portfolio of similar projects previously undertaken including information on the
Beneficiary, Capacity of Installation, Contract Value, Date of Commencement, Date of
Commissioning, Contact Details.
● Details of tools, tackles, machinery available to perform the work.
● Testing certificates for system components to showcase conformance to applicable
international and national standards.
● A detailed CV and proof of certification (i.e. certified technician) of technical personnel
to be engaged for this project.
● The bidder shall produce original documents for cross verification as and when
requested by ICLEI Southeast Asia.
4.2. General conditions
The following conditions shall apply to this project contract:
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● The service provider is not allowed to subcontract other firms(s) to carry out the project.
● The quotation shall be inclusive of all costs including taxes associated with the project.
Furthermore, the service provider shall adhere to the following requirements:
o The price quoted shall be fixed and firm and not subjected to any escalation or
variation. The price should be inclusive of all transportation, communications,
per diem, and installation charges including all required material to successfully
complete tasks, duties & taxes, and insurance.
o Bill of materials for the solar PV systems as indicated should be provided along
with the price bid.
o ICLEI Southeast Asia reserves the right to add/delete to the final size and
components of the SPV systems at the unit rate quoted by the bidder.
o All or any accessories/consumables/items required for satisfactory
commissioning of work shall be deemed to be included in the contract and shall
be provided by the bidder without extra charges.
● It should be noted that the project is being implemented by ICLEI in partnership with
the City Government of Pasig. Hence instructions to bidders will be given by ICLEI
Southeast Asia in consultation with Green Solutions and officials of the City
Government of Pasig. This also applies in the conduct of electrical and structural safety
inspection before, during, and after construction.
● Once the system is installed, commissioned, and operated successfully for 3 months,
this will be handed over to Brgy. Sta Rosa, Pasig City as the beneficiary of the system.
● Bidders shall submit bids that satisfy every condition outlined in this Terms of
Reference (ToR), failure to do so will make the tender liable to be rejected
4.3. Procurement process
The following information shall serve as guidance for prospective bidders:
● Based on the prequalification documents listed in 4.1, prospective bidders will be
shortlisted and will be requested by ICLEI to visit the site after which they shall submit
the following documents within seven (7) days from the aforementioned site visit:
o A detailed system design technical proposal taking into consideration the
minimum requirements outlined in this Terms of Reference (ToR)
o A work plan with the corresponding timeline and financial proposal/bid duly
signed by the bidder.
● Provide analysis of the proposed system’s solar energy generation (i.e. calculation or
simulation with system losses and daily/hourly generation).
● The shortlisted bidders are expected to study the existing loads and carry out a concise
energy audit to arrive at a recommended capacity of the PV system and submit an
initial design report which will ensure appropriate system sizing and selection of system
components such as solar panels, BMS, inverters, etc. The decision on the capacity
of the system to be installed will be taken in consultation with the City Government of
Pasig Officials, Brgy. Sta Rosa Officials, and ICLEI. The ICLEI project team in the
Philippines will assist in necessary permissions and access to the sites.
● The submitted system design proposal, work plan, and financial bid, together with the
prequalification documents, shall be the basis for the overall evaluation of proposals
and bids and subsequently the selection of the preferred/winning bidder.
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● The selected bidder shall submit a revised detailed work plan (if necessary) while
submitting the initial system design report which gives details about the procurement
of system components and the installation.
5. Closing date for submission of proposals
Kindly submit your system design proposal, work plan, and financial bid. As much as can be
provided, certifications, and other supporting documents. Submissions should be made via e-
mail to Mr. Ricardo Marfiga Jr. <[Link]@[Link]> and Ms. Kristianne Jemi Santos
<[Link]@[Link]> until 16 October 2020. For any queries related to submission,
please contact via the email address above. The consultant is expected to commence work
on 03 November 2020.
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Annex I. Site Details
The project site for the rooftop SPV system installation is at the Barangay Sta Rosa Hall
(Address: Lopez Jaena, Brgy. Sta. Rosa Hall, Pasig City, Metro Manila). The building
serves as a barangay office, community, and daycare center. Please note that the only
shortlisted bidders will be requested by ICLEI to visit the site and submit a system design
proposal. The submitted proposals will be evaluated and one (1) bidder will be selected to
undertake the tasks outlined in the Scope of Work.
Attributes Details
Number of floors 3 floors
Rooftop area 13,775m x 24,000m (assumed 1-meter
eaves around the building)
Usable area for solar PV system Panel Efficiency: 17% to 19%
(General assumptions based on simulation System Losses: 10%
and industry info) Inverter Efficiency: 97%
Fixed panels ranging from the slope of 5 –
13 degrees; south to west facing
Monthly average electricity consumption 1,587 kWh/month
Working hours 8:00 am to 5:00 pm
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