Annex D Scope of Work - Electric & Solar Maintenance

Scope of Work
For Electrical & Solar Maintenance Services

South Sudan
Title : Electrical work and Solar Maintenance Services Provider

Type of Contract : Three Years Contract Purchase Agreement
Latest Expected Service Start Date: 1st March 2024
1. Introduction and background
Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the
poor and vulnerable overseas. We are motivated by the Gospel of Jesus Christ to cherish, preserve and
uphold the sacredness and dignity of all human life, foster charity and justice, and embody Catholic
social and moral teaching. Catholic Relief Services supports hundreds of transformative projects in
more than 100 countries around the world. Our work is not built around one idea, or one size fits all
approach; we tailor our response to need and the people we serve.
In South Sudan Catholic Relief Services is responding with emergency food aid, water and vocational
training for the most vulnerable people, including those who have been displaced from their homes.
CRS currently implements emergency relief and long-term development programs in South Sudan.
2. Objectives
The Catholic Relief Services, Representation office in Juba- South Sudan, invites qualified and
interested companies to submit proposals for Electrical work and Solar Maintenance Services with
variety of benefits.
The successful bidder(s) shall be contracted for this purpose for an initial period of Three (3) years,
potentially extendable for a further period of two (2) years, subject to satisfactory evaluation of
performance and available resources from CRS. Prices should be valid for Three (3) years.
The condition of service contract includes provision that CRS is not compelled to acquire any minimum
amount of services under the Three-years Contract Purchase Agreement.
CRS representation in South Sudan is looking to tender out Electrical work and Solar Maintenance
Services for all country programme including country & field offices.
Below table contains information regarding estimated number and capacity of Solar units within
different locations of CRS Country Programme. Solar system are of various specifications. The Service
Provider is expected to provide maintenance and servicing of the said units on a demand basis. These
figures are just statistical information and does not entail any commitment for future purchases. The
Contract shall not impose a minimum guarantee on volume of sales on the part of the CRS. CRS also
reserves the right to utilize other sources of procurement at its discretion, if needed.
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JONGLEI STATE
SNO. LOCATION ITEMS PER LOCATION QTY CAPACITY
1 Bor main office Security light back-up system
Afri-energy solar panels 200W/24v made
in usa 12
Deka batteries 210AH gel batteries 12

Charge controller tri-star pwm 60A TS
made in Taiwan 2
2KW
Outback inverter 3000W/48V
invertercharge 1
led security light 30-50W/230V/50HZ 34

Accessories, contactor 50A/230V,AVS
30A/230V etc 1
2 SERVER BACK-UP
OPZV-1360A/2v sunlight batteries long life
gel 12
5KVA multiplus victron inverter charger 1
AVS 30A/230V/50HZ ,contactor etc 1

gel 12
5KW
invertercharge 1
outback Charge flex controller
80A/12V/24V/48VTS made in Taiwan 1

30A/230V etc 1
in usa 8
Charge controller tri-star pwm

PIBOR 2KW
Victron inverter 2000W/230V pure sine
wave 1
Accessories,contactor 50A/230V,AVS
3 30A/230V etc 1
TWIC EAST in usa 8 2KW
4 Deka batteries 265AH gel batteries 8
2
wave 1
30A/230V etc 1
in usa 8

5 POKTAP 2KW
wave

30A/230V etc 1
in usa 8
DUK PADIET 60A/12V/24V/48VTS made in Taiwan 1
2KW
wave
6 30A/230V etc 1
in usa 6
Deka batteries 265AH /12V gel batteries 4

7 PAJUT wave 2KW

30A/230V etc 1
Suntech solar panels 320W/24v made in
china 12
Sunlight batteries 200AH/12V sealed gel
batteries 8
8 AKOBO 3KW
invertercharge 1
3
30A/230V etc 1
Akot
in usa 24
gel 24

out back inverter charger 3000W/24V 1

9 Akot Accessories, contactor 50A/230V,AVS 3KW
30A/230V etc 1
gel 12
30A/230V etc 1
CENTRAL EQUATORIA
JUBA OFFICE
in usa
gel 24
10 ADMIN Charge controller tri-star pwm 3KW

30A/230V etc 1
in usa
gel 12
11 FINANCE Charge controller tri-star pwm 3KW

30A/230V etc 1
12 PROGRAM Afri-energy solar panels 200W/24v made 3KW

in usa
4
gel 12

30A/230V etc 1
OLD APARTMENT
Afri-energy solar panels 300W/24v mono-
crystalline 20
Deka batteries 210AH/12V gel long life
batteries 40
13 OLD APARTMENT TRI Charge flex controller 6KW
Outback inverter charger 3000w/24V 2
30A/230V etc 1
SECURITY LIGHT BACK-UP
200AH/12V sunlight batteries gel
maintenance free 20
SECURITY LIGHT Victron inverter 2000W/24V inverter
14 2KW
BACK-UP charge 1
30A/230V etc 1
Suntech solar panels 320W/24v
polycrystalline cell 30
gel 72
15 NEW APARTMENT outback Charge flex controller 55KW

schneider inverter pure sinewave
5500W/48V 1
30A/230V etc 1
EASTERN EQUATORIA STATE
Suntech solar panels 320W/24v 12
gel 24
16 TORIT /GH 5KW
Victron inverter 5000W/24V inverter
charge 1
30A/230V etc 1
5
Suntech solar panels 320W/24v-
polycrystalline cell 12
gel 12
17 TORIT OFFICE outback Charge flex controller 5KW
Victron inverter 5000W/24V
invertercharge 1
30A/230V etc 1
Suntech solar panels 320W/24v made in
china 12
18 KAPOETA 5KW
invertercharge 1
30A/230V etc 1
STORM solar panels 260W/24v made in
china 6
19 BUDI 80A/12V/24V/48VTS made in Taiwan 1 3KW
invertercharge 1
30A/230V etc 1
3. Assignment of Focal Person / Representative
The selected company should appoint an authorized representative(s) who will coordinate with CRS
for claim and orders.
4. Scope of Work
The registered service provider needs to provide the comprehensive maintenance package of electric
work and solar system maintenance as below:
A. Requirements for the Service Providers:
1. The service provider shall undertake to perform all necessary service and preventive
maintenance in order to insure the proper operation of all electrical and solar system.
2. This contract is for new CRS site survey, installation, preventive and corrective maintenance
works only
3. If any action done, like replacing faulty items; the service provider should send a request to
CRS representative. The service provider shall replace defective electrical or mechanical parts
only when received a confirmation from the CRS representative.
4. Service provider will immediately recommend to CRS a list of parts which it deems necessary
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for the proper and reliable operation of electrical and solar system.
5. The service provider shall submit a service report on the condition of the solar systems
following each visit performed describing the work carried out and any remarks or
recommendation.
6. The service provider shall in addition to the regular schedule visits respond to any emergency
call made by the CRS maximum within 24 hours in case of failure of electricity or solar system.
7. The Service Provider will ensure serving CRS requests at any given time including weekends
and/or holidays.
8. The services will be completed by a specialized, trained, and experienced staff of the Service
Provider.
9. The Service Provider ensures adherence to highest standards of safety and security during
performance of services and bear sole responsibility for the safety of their staff.
10. The Service Provider provides high quality workmanship, consumables, and spare parts for the
services and removal of debris and other remnants of the completed services, if any.
11. The services provider shall do site assessment of new offices solar and electrical system needs
and installations
12. The services provider will perform trouble shooting and diagnosis of electrical & solar system
performance issues.
13. The services providers shall ensure electrical systems cables, wires and all other
materials/suppliers or equipment used by the services provider for repairs and maintenance
must meet applicable standards for safety.
14. The services provider should be able to retain a team of experienced and certified
maintenance staff to provide the services.
B. Preventive Maintenance:
The supplier commits to ensure a support of the electrical and solar system installations by onsite
maintenance in accordance with the timetable adopted and agreed by both parties; the service tasks
of the preventive maintenance covered by this include:
1. Quarterly onsite preventive visit of all CRS sites to check the correct operation of the electrical
and solar system
2. Comprehensive quarterly preventive visit to all CRS sites for maintenance of all the solar
system according to the regulations and following the manufactures requirements.
Troubleshooting repair and restoration of proper functioning of all the components
3. Deep annual preventive review of all the electrical and solar system according to
manufacturer’s requirement
4. Ensure Inverter inspections and cleaning
5. Ensure Solar Panels inspection and cleaning
6. Ensure Battery inspections and cleaning
7. Ensure Electrical inspections, electrical appliances repairs and replacements (faulty switches,
boards, fittings, lightings, wiring, load balancing, surge protection, installations, controls,
ground line troubleshooting’s, calibrations)
C. Curative Maintenance:
The supplier makes every effort to ensure the curative maintenance consisting in executing the repair
works of electrical and solar system further to the breakdown caused by a normal use which could
arise. To ensure the demands of intervention, the suppliers arrange the following:
1. A hot line / dedicated number for maintenance & repair service

2. An email address for system malfunction of all kinds which allows for the defining of problems
and secure an effective intervention
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3. For the curative maintenance the contractor should provide a list of necessary spare parts
required for smooth functioning of the electrical components
4. Provide unit cost for installation of new solar system in financial proposal
5. Provide list of spare parts and indicative prices in financial proposal. The price should remain
fixed for the period of the contract
6. Provide cost for the relocation of an existing solar system to new site in financial proposal.
D. Spare Parts & Other Services:
The Service Provider must include the prices for original / compatible spare parts & services in the
Proposal:
1) New Switched Board

2) New wiring
3) New Surge Protector
5. Billing and Invoice
The service provider shall send an official invoice in USD to CRS. The invoice will include the solar system
details, description of work, location and quantity.
6. We Offer
The selected company will be contracted for initially Three years starting from 1st March 2024 till 28th
February 2027 and may be extended for another two-years subject to the result of annual
performance evaluation.
CRS will cover the cost of domestic flights and will provide the accommodation at CRS field offices only.
No perdiem will be provided by CRS.
7. How to apply
E. Application process
Interested applicants who meet the required qualifications and experience are invited to submit their
expression of interest only to sds_tender@crs.org which includes the following documents:
- Company Profile
- Certificate of Registration/Certificate of Incorporation
- Tax Registration
- Legal Business Permit/License
- List of current clients
- Professional reputation of the firm supported by at least three years reference letters
- Annex A: Request for Proposal
- Annex B: CRS Supplier Code of Conduct
- Annex C: General terms & Conditions
- Annex D: Scope of Work
For queries or to obtain RFP documents, please write to southsduanPRs@crs.org.
Deadline to submit the Request for Proposal is 5th November 2023 on or Before 23:59 hours South
Sudan Standard Time.
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F. Assessment and award of Service Contract
CRS will evaluate the received proposals and award the assignment based on technical (50%) and
financial (50%) feasibility. CRS reserves the right to accept or reject any proposal received without
giving reasons and is not bound to accept the lowest or the highest bidder. Only those shortlisted will
be contacted for meeting with the CRS Bid Committee to ensure their understanding of the offered
services. Any subcontracting of the services will not be accepted.
8. Technical Evaluation Criteria
10 = Significantly above requirement

7 = Slightly above requirement
5 = MEETS REQUIREMENT
4 = Slightly below requirement
1 = Does not meet requirement
Sr No Criteria Points Scale (1-10) Total Weightage

1 Technical Response
1.1 Bidders technical response to the RFP particularly the terms 1-10 20%
of reference provided in Annex D. List of tasks to be performed
during the services. General understanding by the bidder of
requested services and offered prices for all desired services.
10 = Significantly above requirement

7 = Slightly above requirement
5 = MEETS REQUIREMENT
4 = Slightly below requirement
1 = Does not meet requirement
2 Experience
2.1 • Experience in solar & electrical maintenance 1-10 30%

services.
• List of current clients and previous experience
with good track record in serving international
organizations, embassies, government agencies,
private and multinational companies for at least
more than 3 years.
Five & Above years = 10

Four – Five years = 7
Three – Four years = 5
Two - Three years = 4
Less than Two years = 1
3 Financial Capacity
3.1 Provide Last Audit report or 1 year bank statement. 1-10 15%
less than 20,000 USD = 1

20,000 – 30,000 USD = 4
30,000 – 50,000 USD = 5
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50,000 – 70,000 USD = 7
70,000 USD & Above = 10
4 Methodology
4.1 Proposed methodology, approach and overall quality of the 1-10 15%
proposal aligned with Scope of Work objectives and
deliverables.
Meet Requirement = 5
Does not meet requirement = 1
5 Past References
5.1 References from other INGO, UN Agencies, Multinational 1-10 20 %

companies etc
Five & Above references = 10

Four – Five references = 7
Three – Four references = 5
Two – Three references = 4
Less than Two references = 1
Failing to obtain Minimum 50% will result in disqualification of the service provider from further
proposal evaluation process.
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Scope of Work

For Electrical & Solar Maintenance Services

Title : Electrical work and Solar Maintenance Services Provider

1. Introduction and background

Deka batteries 210AH gel batteries 12

led security light 30-50W/230V/50HZ 34

AVS 30A/230V/50HZ ,contactor etc 1

led security light 30-50W/230V/50HZ 8

Deka batteries 265AH gel batteries 6

Charge controller tri-star pwm

Charge controller tri-star pwm

led security light 30-50W/230V/50HZ 1

Deka batteries 265AH /12V gel batteries 4

Charge controller tri-star pwm

Charge controller tri-star pwm

out back inverter charger 3000W/24V 1

out back inverter charger 3000W/24V 1

out back inverter charger 3000W/24V 1

12 PROGRAM Afri-energy solar panels 200W/24v made 3KW

out back inverter charger 3000W/24V 1

15 NEW APARTMENT outback Charge flex controller 55KW

3. Assignment of Focal Person / Representative

A. Requirements for the Service Providers:

1. A hot line / dedicated number for maintenance & repair service

D. Spare Parts & Other Services:

1) New Switched Board

5. Billing and Invoice

For queries or to obtain RFP documents, please write to southsduanPRs@crs.org.

8. Technical Evaluation Criteria

10 = Significantly above requirement

Sr No Criteria Points Scale (1-10) Total Weightage

10 = Significantly above requirement

2.1 • Experience in solar & electrical maintenance 1-10 30%

Five & Above years = 10

less than 20,000 USD = 1

5.1 References from other INGO, UN Agencies, Multinational 1-10 20 %

Five & Above references = 10

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Annex D Scope of Work - Electric & Solar Maintenance

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