DESIGN AND DEVELOPMENT OF THE SOLAR POWER PLANT (SPP) PROJECT FOR TWO FACILITIES UNDER LVIV POLYCLINIC №4

1. Background

NRC’s KfW Development Bank-funded project in Ukraine will run until December 2026 and deliver community infrastructure, shelter repairs and school rehabilitation, as well as legal services and psychosocial support (PSS) curriculum across NRC’s four main area offices in Ukraine. Infrastructure development represents a core component of the project, with a particular focus on resilience and energy efficiency. The aim for this project is to sustainably support conflict-affected populations in Ukraine through an integrated approach to resilient infrastructure, adequate and dignified housing, and safe and relevant education at both local (individual, household, community) and institutional levels. This will contribute to the building of resilience amongst conflict-affected populations and will allow the foundations for recovery and durable solutions to be laid.

Under the Infrastructure outcome of the project, specifically targeting the provision of resilient infrastructure and services for conflict-affected populations, NRC will focus on improving the reliability and efficiency of infrastructure and services. A key area of intervention within this outcome is renewable energy activities, with a particular emphasis on Solar Power Systems/Plants.

At present, NRC is at the stage of planning for the installation of solar power plants on two buildings within the 4th City Polyclinic of Lviv. Initial technical assessments indicate the installation of one system with a capacity of 70 kW and another with a capacity of 10 kW. However, the finalized capacities will be confirmed by the consultant engaged for the project.

The provision and installation of the solar panels are scheduled to be completed before the end of 2024, aligning with the project’s timeline and objectives.

2. Purpose of the consultancy

The main purpose of this consultancy is to design solar power systems for the specified buildings in accordance with local standards and regulations. The consultant will develop comprehensive designs that optimize energy generation, considering factors such as available space, roof load-bearing capacity, orientation, and energy needs. Additionally, the consultant will assist NRC in obtaining the necessary permissions from relevant local authorities to ensure compliance with regulatory requirements.

3. Tasks, methodology and Target locations

3.1 Task:

The consultancy will commence by conducting a comprehensive site visit to assess the hospital buildings and surrounding environment, analyzing available space, roof load-bearing capacity, orientation, and shading factors, while gathering relevant data on energy consumption patterns. Subsequently, a feasibility study will evaluate the technical and economic viability of installing solar power systems, considering factors such as solar resource availability, system performance, payback period, and return on investment. Accurate cost estimates covering installation, equipment, and ongoing maintenance costs will be provided. Additionally, the project design package, including all deliverables, will undergo review and approval by an expertise center.

Comprehensive details regarding the facilities can be found in Annex 05 (Technical Information and Description), covering all essential information for the design of the Solar Power Plant

3.2 Methodology:

Detailed designs for the solar power systems will then be developed based on the feasibility study findings, including the selection of appropriate equipment, layout of solar panels, and specification of electrical components. The consultancy will ensure regulatory compliance by obtaining necessary approvals and permits from local authorities. A certificate of inspection verifying the roof’s capacity to bear additional loads will be obtained. Comprehensive documentation demonstrating compliance with relevant regulations, standards, and best practices will be submitted, alongside a comprehensive Bill of Quantities (BoQ) and Technical Specifications outlining materials, equipment, labor, and installation procedures required for the project.

3.3. Target location

Location:

building 1 – Lviv, 68 Chervonoi Kalyna Ave, building 2 – Lviv, 57 Chervonoi Kalyna Ave.

1. Deliverables:

2. Fully Developed Project Design for Solar Power Plant: The project design package should include detailed designs, engineering calculations and drawings, equipment specifications, and any other relevant documentation necessary for tendering and implementation.

3. Expertise Center Checking with Certificate as an evidence of having the project reviewed and approved by an expertise center, along with the corresponding certificate.

4. Certificate of Inspection of the Roof for Additional Load: A certificate of inspection verifying the roof’s capacity to bear additional loads. This certificate ensures that the structural integrity of the roof is adequate to support the installation of the solar power plant without posing safety risks.

5. Comprehensive Documentation and Compliance: Submitting additional documentation or evidence of compliance with relevant regulations, standards, and best practices. This may include permits, licenses, environmental impact assessments, or other certifications required for the project.

6. Project Cost Estimate: Detailed cost estimate for the solar power plant project, including all expenses associated with the supply and installation of the SPP as well as Operation and Maintenance (O&M) costs.

7. Bill of Quantities (BoQ) and Technical Specifications: Provide a comprehensive BoQ outlining the quantities and specifications of materials, equipment, and labor required for the installation of the solar power plant. This should include detailed technical specifications for the solar panels, inverters, mounting structures, electrical components, and any other materials or equipment necessary for the project. Additionally, include technical specifications for the work to be done, including installation procedures, quality standards, and testing requirements to ensure compliance with industry best practices and regulatory requirements.

   5. Timeframe:

45 days from the date of signing the contract for delivery of the developed project.

6. Requirements to the Consultant:

Essential requirements to the Consultant:

1. Demonstrated expertise in solar power system design and/or implementation in Ukraine.
2. Valid design certificate / license of the person who is going to develop the design.
3. Knowledge of local regulations and standards governing solar power installations in Ukraine.

Desirable expereince:

• Experience with humanitarian programming, specifically Shelter and/or WASH.
• Prior work experience with international humanitarian organizations, non-government institutions/organization, UN agencies in a multi-cultural setting.
• Working knowledge of English.

7. Duties and Responsibilities:

7.1 Duties of the Consultant

1. All companies, ltd or sole traders, should be registered in accordance with the legal requirements at their base. If requested by NRC, proof of registration should be provided by the Consultant before a contract is signed. This can be business registration documentation and/or VAT or company tax registration. If the Consultant is a sole trader (Individual service provider), they should be able to provide a confirmation of this status from a certified accountant or the tax authorities. However, if this is not possible, the service provider (sole trader) must confirm by signing the Consultant declaration that they complied with self-employment regulations in their country of origin.
2. The Consultant is responsible for providing their own insurance and must provide details before deployment to the NRC West office.
3. If the Consultant requires substituting the Key Personnel, he should inform NRC in advance, the Consultant shall provide details of the subcontracts in their Bid, if any. The Consultant shall notify NRC where it intends to substitute all or part of the services and shall obtain the prior written approval of NRC for all subcontractors.

Reporting and Communication: The Consultant will provide regular progress updates to the Shelter Project Manager from NRC. Meetings and communication channels will be established to ensure effective collaboration throughout the

Reports should be submitted in Microsoft Word format, in Ukrainian and/or English depending on the original source if the document. Bill of Quantities (BoQ) and Technical Specifications must be in English (section 4 – f in the Terms of Reference). All text should be unformatted. Graphs or other graphic devices should be editable (i.e. not pictures). All references must be cited according to convention, and detailed in a bibliography, using the Harvard system as set out in the UNESCO Style Manual. All verbatim quotations must appear in quotation marks and must not be of excessive length. All data collected under the consultancy must be submitted with the deliverables, in a widely recognized format such as Microsoft Excel.

Everything submitted to NRC must be the original work of the consultants. Any plagiarism in any form, or any other breach of intellectual property rights, will automatically disqualify the Consultant from receiving any further payments under the contract by NRC, and NRC will seek to recover any payments already made.

7.2 Duties of NRC:

1. NRC will cover only the bank fees charged by its bank. But any other fees such as the intermediary bank fees and the recipient bank fees, if any, should be covered by the Consultant
2. The Consultant must cover all costs associated with the provision of consultancy.
3. NRC will not cover accommodation, flights, visa fees, and transportation/travel costs, and consultants are expected to include them in their offer. Nevertheless, at the contracting stage, NRC reserves the right to exclude these costs from the offer and cover the arrangements on their own – subject to both parties’ approval prior to signing the contract.

8. Bid Terms and Conditions

8.1 Conditions of quotation:

• Payment will be made 100% upon full completion of the service and submission of deliverables. within 15 days from the receipt of the invoice and supporting document, by bank transfer/cheque only.
• Payment will be made directly to the account of the company or company’s owner according to the agreed payment terms.
• All consultants doing business with NRC should maintain high standards on ethical issues, respect and apply basic human and social rights, ensure non-exploitation of child labor, and give fair working conditions to their staff. NRC reserves the right to reject quotations provided by suppliers not meeting these standards.
• Consultants (Companies or individual service providers) doing business with NRC will be screened on anti-corruption due diligence before NRC confirms an order or contract.
• NRC aims to purchase products or services that have the minimum environmental impact. Environmental considerations form part of the NRC selection criteria, and NRC reserves the right to reject quotations provided by suppliers not meeting these standards.

8.2 Currencies of Bid and payment

All prices shall be quoted by the Bidder in UAH, unless otherwise stated. Similarly, all payments will be made in UAH.

8.3 Inspection

NRC is obliged to ensure that its procurement decisions are clearly justified, documented, and kept within Donor’s mandatory principles. In that regard, full and on-the-spot access must be granted to representatives of NRC, the Donor, or any organization or person mandated by it, to premises belonging to NRC or its contractors. The right to access shall include all documents and information necessary to assess or audit the implementation of the contract.