TOR FOR MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

JOB DESCRIPTION

TOR FOR MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

1. Background

World Vision (WV) is an international Christian relief, development, and advocacy organization working in more than 100 countries to create lasting positive change in the lives of children, families and communities to overcome poverty and injustice.

WV Somalia has field Offices in Somaliland, Puntland, South West, and Juba Land states uses Solar, Electrical power, and Generator power system and Air Conditioners installed to serve ICT Equipment (server room, switches, printers, and access points), lighting, Air conditioners as well as Water and Sanitation sector sites.

2. Aims and Objectives

World Vision Somalia’s aim is to identify a supplier(s) to undertake Maintenance and Repair of Power (Solar, Generators and Air Conditioners) at WV Somalia field Offices.

It is the purpose of this Request for proposal (RFP) to solicit responses from qualified suppliers on the below among other requirements as laid down by this document: –

1. The supplier shall undertake Preventive Maintenance- Activities carried out on a regular basis which are designed to ensure Solar, Generators and Air Conditioners is operating as designed and intended.
2. The supplier shall undertake Corrective Maintenance- Activities carried out on an as-required basis to restore Solar, Generators, and Air Conditioners to full working capability as designed.

3. Terms of Reference/Scope of work
4. Preventive Maintenance

The supplier shall plan twice a year Preventive Maintenance visits to inspect and maintain the equipment according to the manufacturer’s recommendations to proactively avert possible failure.

The supplier shall ensure that sites are visited at least once per 3 calendar months for Preventive Maintenance purposes by maintaining a service schedule to be shared and agreed upon with World Vision.

The regular quarterly Preventive Maintenance activities outlined shall be recorded as completed using the supplier’s Preventive Maintenance record and job cards sent to World Vision.

While on site to carry out Preventive Maintenance activities, the supplier should observe the general Generators. Solar and Air conditioners units’ condition, and notify World Vision of any anomalies. Supplier will do this through a Report including the works to be carried out and/or parts to be replaced then proceed to fix, unless the issue is external to Power, Solar, Generators case a Corrective Maintenance ticket shall be raised to World Vision to follow up accordingly and have responsible parties resolve.

World Vision reserves the right to audit all completed maintenance activities for Quality Control purposes.

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B.    Spares and Technical teams

The cost of any spare parts to be used in the quarterly Preventive Maintenance or for Corrective Maintenance shall be provided on ‘Spare Part Pricing Schedule’ for review and approval. Payment for the same shall remain fixed for the contract period.

The supplier is responsible for dimensioning the required spares holding for the sites under their control and working with World Vision to ensure that such spares are available within a timeframe that allows for Mean Time To Repair KPIs.

The supplier is required to adhere to the following guidelines:

• Only genuine spares are to be used for servicing or repairing of Generators, Solar and Air Conditioners.
• Suppliers must enforce a clear accountability process for managing the issue, usage and disposal of spares with their field maintenance teams.
• Each Field Maintenance Team should carry an agreed minimum stock of spares with them in the field.
• Traceability of spares utilization within the network to prevent theft of spares
• Disposal arrangements must comply with waste management and environmental regulations
• Environmental disposal of unserviceable parts and waste in an environmentally friendly manner
• For Generators WV Somalia shall provide consumables i.e. filters and Oil.
• Logistic costs shall be covered by WV Somalia
• Ensure spares availability and reduced lead times for rarely used spares.
• The supplier is required to provide a working method statement on how they propose to manage the availability and accountability of spare. The distribution of the technical teams should be in a manner to ensure MTTR KPIs are met for all regions.

1. Generators
2. Check generator house door and door-lock for damages, rust and roof for leakages
3. Visually inspect cabling and labelling
4. Dust and clean wall mounted generator changeover panel
5. Check bolts and nuts or corrosion and presence
6. Check evaporator for damage and cooling coils
7. Check and replace the timing belt.
8. General service of the Generators

1. Air conditioners
2. Remove, clean and refit air filters and replace with new if necessary
3. Clean blower blades
4. Check clean and lubricate fan motor
5. Clean condensate tray
6. Check for ice formation on evaporator, and if there is then adjust thermostat settings and refrigerant levels/pressure
7. Run unit on test and ensure the proper operation of all units and controls
8. Clean condenser fins and fans
9. Check/replace/oil fan bearings
10. Check fan for noise/vibration
11. Check compressor current
12. Check and tighten electrical terminations
13. Check operating parameters
14. Visually inspect all components for damage and correct
15. Check fins for corrosion, clean and paint as applicable
16. Clean inside and out of unit
17. Test run the system and check all controls to ensure evaporator is condensing on entire surface.

4. Evaluation Criteria:
5. Mandatory Documents

• Company profile (attachment or link).
• Provide a certified copy of a certificate of business registration (Companies/ Organizations).
• Provide a certified copy of tax registration.
• Provide references from previous clients for similar works.

1. The Technical Proposal should contain the following:

Bidders, willing to be considered for Maintenance and Repair of Power (Solar, Generators and Air Conditioners) Services are expected to furnish WV with among others the following vital information, which will be treated in strict confidence by WV.

• Provide a company profile
• A brief background of the firm, highlighting experience, capabilities, processes and resources
• Legal registration, and professional affiliations,
• Length of time in relevant area of work/specialization.
• Method statement on management of the availability and accountability of spare parts in the field
• Certified Technical Resources in relevant area i.e. Profile of the personnel to be involved in the work, with emphasis on academic qualifications, professional qualifications and experience in respect of the stated scope of work.
• At least three reference sites where similar nature of work has been successfully completed.

1. The Financial proposal

 shall clearly indicate the total cost of carrying out the service/or supplying the goods as follows: –

• Credit period
• Payment term

• The Financial Proposal should include a breakdown of the costing for carrying out the assignment.
• The Supplier shall provide and shall ensure that the prices are fixed during the Original Contract Period.
• All costs associated with this requirement shall be included in the financial proposal.
• Reimbursable costs should be clearly indicated and included as part of the financial proposal
• The cost should be inclusive of applicable taxes (VAT) and these should be clearly indicated.

1. Clarification of Bidding Document

A prospective bidder making an inquiry relating to the tender document may notify WVS in writing at caroline_njuki@wvi.org and joel_okumu@wvi.org. WVS will only respond to requests for clarification received no later than 5^th June 2022. It is the responsibility of the bidder to obtain any further information required to complete this RFP. All correspondence related to the contract shall be made in English.

How to Apply

All interested bidders are requested to submit their proposal in English and by email to somo_supplychain@wvi.org on or before 10^th June 2022. Proposals should be submitted in three distinct/separate attachments, namely. Mandatory Requirements, Technical Proposal and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified).

EMAIL TITLE SHOULD BE; – MAINTENANCE OF SERVICES FOR SOLAR, GENERATORS, AND AIR CONDITIONERS

Bids received after deadline shall not be considered.

Download Bid Documents below :