Tender for Supply and Installation of Solar System for Office Backup – 2024

Background: 

BBC Media Action is the BBC ‘s international development charity. It believes in the power of media and communication to help reduce poverty and support people in understanding their rights.  Its aim is to inform, connect and empower people around the world.

BBC Media Action is registered as an International Non-Governmental Organization (INGO) in Zambia and has its secretariat in London, UK.

BBCMA runs a 24/7 ICT infrastructure, these include server, network switches and general network devices.

Equipment to power – A
Aircons – 1
Printers – 07 including an industrial one
Laptops – 30
Fridge
Dispensers – 03
Server plus other hardware
Microwave
Kettle
Inside and outside lighting
It is from this background that BBC Media Action would like to engage a reputable company to provide a proposal/Bid for powering plan A to supply solar power so that there is no interruption of power both day and night.

2. Objectives:

The objectives of this tender are as follows:

• Procure a reliable solar system capable of providing backup power around the clock.
• Ensure continuous operation of critical office equipment and systems.
• Reduce carbon footprint by harnessing solar energy.

Scope of Work:
The scope of work includes, but is not limited to:

• Supply and installation of a solar photovoltaic (PV) system with battery storage.
• Integration of the solar system with existing electrical infrastructure.
• Testing and commissioning of the entire system to ensure optimal performance.
• Training sessions for office staff on the operation and maintenance of the solar system.

Technical Requirements:
The solar system should meet the following technical specifications:

• Solar PV panels to be installed on the rooftop.
• Battery storage system capable of providing backup power for at least 9 hours during typical office usage, and 24 hours servicing the servers.
• High-quality inverter system with sufficient capacity to handle the office load seamlessly.
• Mounting structure for solar panels designed to withstand local weather conditions.
• Monitoring system for real-time performance tracking and remote troubleshooting.
• Warranty and availability of spare parts.
• Compliance with relevant local regulations, electrical codes, and safety standards.
• Equipment should be moulted in such a way that should allow us to move it if and when we relocate.

Submission Requirements:
Interested vendors are requested to submit the following documents:

• Company profile highlighting relevant experience in supplying and installing solar systems.
• Technical proposal detailing the proposed solution, including equipment specifications and system design.
• Financial proposal providing a breakdown of costs, including equipment, installation, and any additional charges.
• Warranty and after-sales service provisions, including details of maintenance packages.
• Company profile with clearly indicated phone numbers, postal, physical and email address.
• Copies of relevant certifications, licenses, and insurance coverage:

i.  Valid Certificate of Incorporation.

ii.   Valid VAT Certificate.

iii.   Valid Tax Clearance Certificate.

• Three letters of reference from reputable clients.
• Full Banking details.
• Also indicate the delivery period and payment terms.

Please note that the awarding of the contract is subject to availability of funding. The contracting authority will either abandon the procurement or cancel the award procedure without the candidates or tenderers being entitled to claim any compensation.

Submission: All applications must clearly be labelled Tender for Supply and Installation of Solar System for Office Backup – 2024 and deposited in the Tender Box at the address below by 31st May 2024, 17:00 hours. Only successful supplier(s) will be notified.

The Admin Officer

BBC Media Action

House No. 17, Roan Road,

Kabulonga, Lusaka, Zambia.

Evaluation Criteria:
Proposals/ Bids will be evaluated based on the following criteria:

• Technical compliance with the specified requirements (section 3) and quality and suitability of the proposed solution.
• Cost-effectiveness, value for money, including the overall project cost and long-term operational savings.
• Past performance and experience of the vendor in similar projects.
• Warranty and service provisions, including the availability of spare parts and response time for maintenance requests.
• Compliance with submission requirements (section 4).

Timeline:
Our timeline process will be as follows:

• Deadline for submission: 31st May 2024 at 17:00Hrs
• Evaluation and negotiation period: 01st to 28th June 2024.
• Notification of Award: July 2024.

For any other information please reach us on: procurementzm@zm.bbcmediaaction.org

Please do not send any proposal or documentations to this email address, only physical proposals submitted in our letter box will be accepted. Submission by email will be disqualified