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Page 1 of 39
RFP/2015-026
REQUEST FOR PROPOSALS (RFP)
[RFP/2015-026]
Quantitative Analysis for the Barbados Renewable Energy Roadmap
International Renewable Energy Agency
Abu Dhabi, UAE
[December, 2015]
Deadline for submission: 12 January, 2016
Time: 14.00 hrs. Abu Dhabi time
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RFP/2015-026
Section 1: Letter of Invitation
Abu Dhabi, 17 December, 2015
Dear Madam or Sir,
The International Renewable Energy Agency (IRENA) hereby invites you to submit a Proposal to this
Request for Proposal (RFP) for the following consultancy for:
Quantitative Analysis for the Barbados Renewable Energy Roadmap
This RFP includes the following documents:
Section 1 – This Letter of Invitation
Section 2 – Instructions to Proposers (including Data Sheet)
Section 3 – Terms of Reference (TOR) including technical evaluation criteria
Section 4 – Proposal Submission Form
Section 5 – Documents Establishing the Eligibility and Qualifications of the Proposer
Section 6 – Technical Proposal Form
Section 7 – Financial Proposal Form
Section 8 – General Terms and Conditions (attached herewith)
1. Your offer comprising of a Technical and Financial Proposal, in separate sealed envelopes,
should be submitted in accordance with the Data Sheet.
2. You are kindly requested to submit an acknowledgment letter to IRENA via the following
email [email protected] or the following addressee and location:
International Renewable Energy Agency, IRENA Secretariat, Masdar City, Abu Dhabi,
United Arab Emirates, Procurement Section , 2nd floor
[RFP/2015-026], Quantitative Analysis for the Barbados Renewable Energy
Roadmap
The letter should advise whether your company intends to submit a Proposal and if not, we
would appreciate your kind indication of the reason, for our records purposes.
3. Should you need further clarification, kindly communicate with the contact person indicated
in the attached Bid Data Sheet duly assigned to handle all queries for this RFP
We look forward to your Proposal and thank you in advance for your interest in IRENA
procurement opportunities.
Yours sincerely,
David Iyamah
Director of Administration and Management Services
Page 3 of 39
RFP/2015-026
Section 2: Instruction to Proposers
Definitions of Terms
a) “Contract” refers to the agreement that will be signed by and between the IRENA and the
successful proposer, all the attached documents thereto, including the General Terms and
Conditions (GTC1) and the Appendices.
b) “Country” refers to the country indicated in the Data Sheet.
c) “Data Sheet” refers to such part of the Instructions to Proposers used to reflect conditions of
the tendering process that are specific for the requirements of the RFP.
d) “Day” refers to calendar day.
e) “Government” refers to the Government of the country that will be receiving the services
provided/rendered specified under the Contract.
f) “Instructions to Proposers” (Section 2 of the RFP) refers to the complete set of documents
which provides Proposers with all information needed and procedures to be followed in the
course of preparing their Proposals
g) “LOI” (Section 2 of the RFP) refers to the Letter of Invitation being sent by IRENA to the
Proposers.
h) “Proposal” refers to the Proposer’s response to the Request for Proposal, including the
Proposal Submission Form, Technical and Financial Proposal and all other documentation
attached thereto as required by the RFP.
i) “Proposer” refers to any legal entity that may submit, or has submitted, a Proposal for the
provision of services requested by IRENA.
j) “RFP” refers to the Request for Proposals consisting of instructions and references prepared
by IRENA for purposes of selecting the best service provider to perform the services described
in the Terms of Reference.
k) “Services” refers to the entire scope of tasks and deliverables requested by IRENA under the
RFP.
l) “Supplemental Information to the RFP” refers to a written communication issued by IRENA
to prospective Proposers containing clarifications, responses to queries received from
prospective Proposers, or changes to be made in the RFP, before the deadline for the
submission of Proposals.
m) “Terms of Reference” (TOR) refers to the document included in RFP as Section 3 which
describes the objectives, scope of services, activities, tasks to be performed, respective
responsibilities of the proposer, expected results and deliverables and other data pertinent to
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RFP/2015-026
the performance of the range of duties and services expected of the successful proposer.
A. GENERAL
1. IRENA solicits Proposals in response to this Request for Proposal (RFP). Proposers must
strictly adhere to all the requirements of this RFP. No changes, substitutions or other
alterations to the provisions stipulated in this RFP will be accepted unless approved in writing
by IRENA. However, whilst fully complying with the RFP requirements, Proposers are
encouraged to provide any suggestions and solutions that may achieve a more cost-effective
and value-for-money approach to fulfilling the requirements of this RFP.
2. Submission of a Proposal shall be deemed to constitute an acknowledgement by the Proposer
that all obligations stipulated by this RFP will be met and unless specified otherwise, the
Proposer has read, understood and agreed to all the instructions provided in this RFP.
3. Any Proposal submitted will be regarded as an offer by the Proposer and not as an acceptance
of an offer of any Proposal by IRENA. This RFP does not commit IRENA to award a
contract.
4. A Proposer shall not be in any position of conflict of interest arising from their current or
future work with respect to IRENA. All Proposers found to have a conflict of interest shall be
disqualified. Proposers may be considered to have a conflict of interest with one or more
parties in this solicitation process, if they:
4.1 are or have been associated in the past, with a firm or any of its affiliates which
have been engaged with IRENA to provide services for the preparation of the
design, specifications, Terms of Reference and other documents to be used for the
procurement of the goods and services to be purchased in this selection process;
4.2 were involved in the preparation and/or design of the programme/project related to
the services requested under this RFP;
4.3 have owners, officers, directors, controlling shareholders, or key personnel who are
related to IRENA staff involved in procurement functions;
4.4 submit more than one Proposal in this RFP, either as an individual entity, or
through its membership with a joint venture/consortium/association that is also
submitting a Proposal for the same contract.
4.6 are found to be in conflict for any other reason, as may be established by, or at the
discretion of, IRENA.
B. CONTENTS OF PROPOSAL
6. Sections of Proposal
Proposers are required to complete, sign and submit in the number of copies the following
documents:
6.1 Proposal Submission Covering Letter Form (see RFP Section 4);
6.2 Documents Establishing the Eligibility and Qualifications of the Proposer (see RFP
Section 5 and Data Sheet);
6.3 Technical Proposal (see prescribed form in RFP Section 6);
6.4 Financial Proposal (see prescribed form in RFP Section 7);
6.5 Proposal Security, if applicable (if required and as stated in the Data Sheet, see
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RFP/2015-026
prescribed Form in RFP Section 8);
6.6 Any attachments and/or appendices to the Proposal (including those specified under the
Data Sheet)
7. Clarification of Proposal
Proposers may request a clarification of any of the RFP documents no later than the number
of days indicated in the Data Sheet before the proposal submission date. Any request for
clarification must be sent in writing, or by electronic means to the IRENA address indicated
in the Data Sheet. IRENA will respond in writing, or by electronic means and will send
written copies of the response (including an explanation of the query but without identifying
the source of inquiry) to all Proposers who have provided confirmation of their intention to
submit a Proposal.
IRENA shall endeavor to provide such responses to clarifications in an expeditious manner,
but any delay in such response shall not cause an obligation on the part of IRENA to extend
the submission date of the Proposals, unless IRENA deems that such an extension is justified
and necessary.
8. Amendment of Proposals
At any time prior to the deadline for submission of Proposals, IRENA may for any reason,
such as in response to a clarification requested by a Proposer, modify the RFP in the form of a
Supplemental Information to the RFP. All Proposers who have provided confirmation of
their intention to submit a Proposal will be notified in writing of all amendments to the RFP.
In order to afford prospective Proposers reasonable time to consider the amendments in
preparing their Proposals, IRENA may, at its discretion, extend the deadline for submission of
Proposals, if the nature of the amendment to the RFP justifies such extension.
C. PREPARATION OF PROPOSALS
9. Cost of Proposal
The Proposer shall bear any and all costs related to the preparation and/or submission of the
Proposal, regardless of whether its Proposal was selected or not. IRENA shall in no case be
responsible or liable for those costs, regardless of the conduct or outcome of the process.
10. Language of Proposal
The Proposal, as well as all related correspondence exchanged by the Proposer and IRENA ,
shall be written in the language (s) specified in the Data Sheet. Any printed literature
furnished by the Proposer written in a language other than the language indicated in the Data
Sheet, must be accompanied by a translation in the preferred language indicated in the Data
Sheet. For purposes of interpretation of the Proposal, and in the event of discrepancy or
inconsistency in meaning, the version translated into the preferred language shall govern.
11. Proposal Submission Form
The Proposer shall submit the Proposal Submission Form using the form furnished in Section
4 of the RFP.
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RFP/2015-026
12. Technical Proposal Format and Content
Unless otherwise stated in the Data Sheet, the Proposer shall structure the Technical Proposal
as follows:
12.1 Expertise of Firm/Organization – this section should provide details regarding
management structure of the organization, organizational capability/resources, and
experience of organization/firm, the list of projects/contracts (both completed and
ongoing, both domestic and international) which are related or similar in nature to the
requirements of the RFP, and proof of financial stability and adequacy of resources to
complete the services required by the RFP (see RFP Clause 15 for further details).
12.2 Proposed Methodology, Approach and Implementation Plan – this section should
demonstrate the Proposer’s response to the Terms of Reference by identifying the
specific components proposed, how the requirements shall be addressed, as specified,
point by point; providing a detailed description of the essential performance
characteristics proposed; identifying the works/portions of the work that will be
subcontracted; and demonstrating how the proposed methodology meets or exceeds the
specifications, while ensuring appropriateness of the approach to the local conditions
and the rest of the project operating environment. This methodology must be laid out in
an implementation timetable that is within the duration of the contract as specified in
the Data Sheet.
12.3 Management Structure and Key Personnel – This section should include the
comprehensive curriculum vitae (CVs) of key personnel that will be assigned to support
the implementation of the proposed methodology, clearly defining the roles and
responsibilities vis-à-vis the proposed methodology. CVs should establish competence
and demonstrate qualifications in areas relevant to the TOR.
In complying with this section, the Proposer assures and confirms to IRENA that the
personnel being nominated is available for the Contract on the dates proposed. If any
of the key personnel later becomes unavailable, except for unavoidable reasons such as
death or medical incapacity, IRENA reserves the right to render the proposal non-
responsive. Any substitution arising from unavoidable reasons shall be made only with
the approval of IRENA.
12.4 Other Information as may be relevant to the Proposal.
The Technical Proposal shall not include any financial information. A Technical Proposal
containing any form of financial information that could lead to the determination of the price
offer may be declared non-compliant.
13. Financial Proposals
The Financial Proposal shall be prepared using the attached standard form (Section 7). It
shall list all major cost components associated with the services, and the detailed breakdown
of such costs. All outputs and activities described in the Technical Proposal must be priced
separately on a one-to-one correspondence. Any output and activities described in the
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RFP/2015-026
Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included
in the prices of other activities or items, as well as in the final total price.
14. Currencies of Proposals
All prices from Proposers originating from outside the Country specified in the Data Sheet
shall be quoted in the currency indicated in the Data Sheet. However, where Proposals are
quoted in different currencies, for the purposes of comparison of all Proposals --
14.1 IRENA will convert the currency quoted in the Proposal to US Dollar, in accordance
with the prevailing UN operational rate of exchange on the last day of submission of
Proposals; and
15. Documents Establishing the Eligibility and Qualifications of the Proposer
The Proposer shall furnish evidence of its status as an eligible and qualified vendor, using the
forms provided under Section 5, Proposer Information Forms. The documentary evidence of
the Proposer’s qualifications to perform the Contract, if the contract is awarded to the
Proposer, shall be established to the IRENA’s satisfaction. This evidence shall include, and
must demonstrate, the following:
15.1 that, in the case of a Proposer offering to supply goods under the Contract which the
Proposer did not manufacture or otherwise produce, the Proposer has been duly
authorized by the goods’ manufacturer or producer to supply the goods in the country
of final destination; and
15.2 that the Proposer has the financial, technical, and production capability necessary to
perform the Contract.
16. Joint Venture, Consortium or Association
If the Proposer is a joint venture, consortium, or association, all of the parties shall be jointly
and severally liable to IRENA for the fulfillment of the provisions of the Contract and shall
designate one party to act as a leader with authority to legally bind the joint venture,
consortium, or association.
The leader or lead entity, composition or the constitution of the joint venture, consortium, or
association shall not be altered without the prior consent of IRENA .
The description of the organization of the joint venture/consortium/association must be
clearly defined in the course of establishing the eligibility of the Proposer, by defining the
expected role of each of its component/member firm in the course of performing the services
defined in the TOR.
Where a joint venture/consortium/association is presenting its track record and experience in
a similar undertaking as those required in the TOR, it should present such information in the
following manner:
Those that were undertaken together by the joint venture/consortium/association
jointly and severally; and
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RFP/2015-026
Those that were undertaken by the individual members of the joint
venture/consortium/association expected to be involved in the performance of the
services defined in the TOR.
Previous contracts completed by individual experts working privately but who are
permanently or were temporarily associated with any of the member firms cannot be claimed
as the experience of the joint venture/consortium/association or those of its members, but
should only be claimed by the individual experts themselves in their presentation of their
credentials.
17. Alternative Proposals
Unless otherwise specified in the Data Sheet, alternative proposals shall not be considered.
18. Period of Validity
Proposals shall remain valid for the period specified in the Data Sheet, commencing on the
submission deadline date also indicated in the Data Sheet. A Proposal valid for a shorter
period shall be immediately rejected by IRENA and rendered non-responsive.
In exceptional circumstances, prior to the expiration of the proposal validity period, IRENA
may request Proposers to extend the period of validity of their Proposals. The request and the
responses shall be made in writing, and shall be considered integral to the Proposal.
D. SUBMISSION AND OPENING OF PROPOSALS
19. Submission and Opening of Proposals
19.1 The Financial Proposal and the Technical Proposal Envelopes MUST BE
COMPLETELY SEPARATED and each of them must be submitted sealed individually
and clearly marked on the outside as either “TECHNICAL PROPOSAL” or
“FINANCIAL PROPOSAL”, as appropriate. Each envelope MUST also bear the name
of the Proposer. The inner and outer envelopes shall:
bear the name and address of the Proposer
be addressed to IRENA as specified in the Data Sheet and
bear a warning not to open before the time and date for proposal opening, as
specified in the Data Sheet.
If all envelopes are not sealed and marked as required, IRENA will assume no
responsibility for the misplacement or premature opening of the Proposal.
19.2 Proposers may always submit their Proposals by mail/courier or by hand delivery.
When so specified in the Data Sheet, Proposers shall have the option of submitting
their Proposals electronically. When the Proposals are expected to be in transit for over
24 hours, the Proposer must ensure that sufficient lead time has been provided in order
to comply with IRENA’s deadline for submission. Under such circumstances, the
Proposer must inform IRENA of the exact date and time of their dispatch, through the
submission of the official receipt and supporting documents (airway bill, etc.) issued by
the forwarding/courier company that will deliver the Proposal to IRENA.
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RFP/2015-026
19.3 Proposers submitting Proposals by mail or by hand shall enclose the original and each
copy of the Proposal, in separate sealed envelopes, duly marking the envelopes as
“Original Proposal” and “Copy of Proposal” as appropriate. The number of copies
required shall be as specified in the Data Sheet. In the event of any discrepancy
between them, the original shall govern. The original and copies of the Proposal shall
be signed by the Proposer or person(s) duly authorized to commit the Proposer. The
Proposer shall submit the original and copies of the Proposal in separate envelopes,
marked “ORIGINAL” and “COPY”. The envelopes shall then be sealed in an outer
envelope.
20. Deadline for Submission of Proposals and Late Proposals
20.1 Proposals must be received by IRENA at the address and no later than the date and time
specified in the Data Sheet.
20.2 IRENA shall not consider any Proposal that arrives after the deadline for submission of
Proposals. Any Proposal received by IRENA after the deadline for submission of
Proposals may be declared late, rejected, and returned unopened to the Proposer.
21. Withdrawal, Substitution, and Modification of Proposals
21.1 Proposers are expected to have sole responsibility for taking steps to carefully examine
in details the full consistency of its Proposals to the requirements of the RFP, keeping in
mind that material deficiencies providing information requested by IRENA , or clarity in
the description of services to be provided, may result in the rejection of the Proposal.
IRENA shall not assume any responsibility regarding erroneous interpretations or
conclusions made by the Proposer in the course of understanding the RFP out of the data
furnished by IRENA.
21.2 A Proposer may withdraw, substitute or modify its Proposal after it has been submitted
by sending a written notice in accordance with RFP Clause 19, duly signed by an
authorized representative, and shall include a copy of the authorization (or a Power of
Attorney). The corresponding substitution or modification of the Proposal must
accompany the respective written notice. All notices must be received by IRENA prior
to the deadline for submission and submitted in accordance with Clause 19 (except that
withdrawal notices do not require copies). The respective envelopes shall be clearly
marked “WITHDRAWAL,” “SUBSTITUTION,” or MODIFICATION”.
21.3 Proposals requested to be withdrawn shall be returned unopened to the Proposers.
21.4 No Proposal may be withdrawn, substituted, or modified in the interval between the
deadline for submission of Proposals and the expiration of the period of proposal
validity specified by the Proposer on the Proposal Submission Form or any extension
thereof.
22. Proposal Opening
22.1 IRENA will open the Proposals in the presence of an ad-hoc committee formed by
IRENA. If electronic submission is permitted, any specific electronic proposal opening
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RFP/2015-026
procedures shall be as specified in the Data Sheet.
22.2 The Proposers’ names, modifications, withdrawals, the presence or absence of
documents, and such other details as IRENA may consider appropriate, will be
announced at the opening. No Proposal shall be rejected at the opening stage, except for
late submission, for which the Proposal shall be returned unopened to the Proposer.
E. EVALUATION AND COMPARISON OF PROPOSALS
23. Confidentiality
23.1 Information relating to the examination, evaluation, and comparison of Proposals, and
recommendation of contract award, shall not be disclosed to Proposers or any other
persons not officially concerned with such process, even after publication of the
contract award.
23.2 Any effort by a Proposer to influence IRENA in the examination, evaluation and
comparison of the Proposals or contract award decisions may, at IRENA ’s decision,
result in the rejection of its Proposal.
23.3 In the event that a Proposer is unsuccessful, the Proposer may seek a meeting with
IRENA for debriefing, but said debriefing shall be limited to the discussions of the
strengths and weaknesses of the Proposal of said Proposer, and no information relating
to the Proposal or rating of other Proposers may be discussed.
24. Clarification of Proposals
To assist in the examination, evaluation and comparison of Proposals, IRENA may, at its
discretion, ask any Proposer for a clarification of its Proposal.
IRENA’s request for clarification and the response shall be in writing. Notwithstanding the
written communication, no change in the prices or substance of the Proposal shall be sought,
offered, or permitted, except to provide clarification, and confirm the correction of any
arithmetic errors discovered by IRENA in the evaluation of the Proposals, in accordance with
RFP Clause 28.
Any unsolicited clarification submitted by a Proposer in respect to its Proposal, which is not a
response to a request by IRENA, shall not be considered during the review and evaluation of
the Proposals.
25. Preliminary Examination of Proposals
IRENA shall examine the Proposals to determine whether they are complete, whether the
documents have been properly signed, and whether the Proposals are generally in order.
IRENA reserves the right to reject any Proposal after preliminary examination of Proposal, if
IRENA finds justifiable reason for such rejection, including but not limited to the discovery
of significant or material deviation, conflict of interest, fraud, among others.
26. Evaluation of Proposals
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26.1 IRENA shall examine the Proposal to confirm that all terms and conditions under the
IRENA General Terms and Conditions and Special Conditions have been accepted by
the Proposer without any deviation or reservation.
26.2 The evaluation committee shall review and evaluate the Technical Proposals on the
basis of their responsiveness to the Terms of Reference and other documentation
provided, applying the evaluation criteria, sub-criteria, and point system specified in the
Data Sheet. Each responsive Proposal will be given a technical score. A Proposal shall
be rendered non-responsive at this stage if it does not substantially respond to the RFP,
and particularly the Terms of Reference, or if it fails to achieve the minimum technical
score indicated in the Data Sheet.
26.3 In the second stage, only the Financial Proposal of those Proposers who achieve the
minimum technical score will be opened for evaluation for comparison and review.
The Financial Proposal Envelopes corresponding to Proposals that did not meet the
minimum passing technical score shall be returned to the Proposer unopened. The
overall evaluation score will either be based either on a combination of the technical
score and the financial offer, or the lowest evaluated financial proposal of the
technically qualified Proposers. The evaluation method that applies for this RFP shall
be as indicated in the Data Sheet,
26.4 IRENA shall reserve the right to determine to its satisfaction the validity of information
provided by the Proposer, through verification and reference checking, among other
means that it deems appropriate, at any stage within the selection process.
27. Responsiveness of Proposal
27.1 IRENA’s determination of a Proposal’s responsiveness is to be based on the contents of
the Proposal itself.
27.2 A substantially responsive Proposal is one that conforms to all the terms, conditions,
and specifications of the RFP without material deviation, reservation, or omission.
27.3 If a Proposal is not substantially responsive, it shall be rejected by IRENA and may not
subsequently be made responsive by the Proposer by correction of the material
deviation, reservation, or omission.
28. Nonconformities, Errors and Omissions
28.1 Provided that a Proposal is substantially responsive, IRENA may waive any non-
conformities or omissions in the Proposal that do not constitute a material deviation.
28.2 Provided that a Proposal is substantially responsive, IRENA may request the Proposer
to submit the necessary information or documentation, within a reasonable period of
time, to rectify nonmaterial nonconformities or omissions in the Proposal related to
documentation requirements. Such omission shall not be related to any aspect of the
price of the Proposal. Failure of the Proposer to comply with the request may result in
the rejection of its Proposal.
28.3 Provided that the Proposal is substantially responsive, IRENA shall correct arithmetical
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errors on the following basis:
28.3.1 if there is a discrepancy between the unit price and the line item total that is
obtained by multiplying the unit price by the quantity, the unit price shall
prevail and the line item total shall be corrected, unless in the opinion of
IRENA there is an obvious misplacement of the decimal point in the unit
price, in which case the line item total as quoted shall govern and the unit
price shall be corrected;
28.3.2 if there is an error in a total corresponding to the addition or subtraction of
subtotals, the subtotals shall prevail and the total shall be corrected; and
28.3.3 if there is a discrepancy between words and figures, the amount in words
shall prevail, unless the amount expressed in words is related to an arithmetic
error, in which case the amount in figures shall prevail subject to the above.
28.4 If the Proposer does not accept the correction of errors made by IRENA, its Proposal
shall be rejected.
29. Fraud and Corruption
IRENA implements a policy of zero tolerance on fraud and corrupt practices and is
committed to preventing, identifying and addressing all acts of fraud and corrupt practices
against IRENA as well as third parties involved in IRENA activities.
F. AWARD OF CONTRACT
30. Right to Accept, Reject, or Render Non-Responsive Any or All Proposals
IRENA reserves the right to accept or reject any Proposal, to render any or all Proposals as
non-responsive, and to annul the solicitation process and reject all Proposals at any time prior
to award of contract, without thereby incurring any liability to the affected Proposer, or any
obligation to inform the affected Proposer(s) of the grounds for IRENA ’s action. IRENA
shall neither be obliged to award the contract to the lowest price offer.
31. Award Criteria
Prior to the expiration of proposal validity, IRENA may award the Proposer, whose proposal
offers best value for money being the proposal that has obtained the highest score based on
the evaluation method indicated in the Data Sheet
32. Right to Vary Requirements at the Time of Award
At the time of award of Contract, IRENA reserves the right to vary the quantity of services
and/or goods, by up to a maximum 15% of the total price offer, without any change in the unit
price or other terms and conditions.
33. Contract Signature
Within fifteen (15) days from the date of receipt of the Contract, the successful Proposer shall
sign and date the Contract and return it to IRENA.
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34. Performance Security
34.1 A performance security, if required, shall be provided in the amount and form provided
in Section 8 and by the deadline indicated in the Data Sheet, as applicable.
34.2 Failure of the successful Proposer to comply with the requirement of RFP Clause 33 or
RFP Clause 34 shall constitute sufficient grounds for the annulment of the award and
forfeiture of the performance security if any, on which event IRENA may award the
Contract to the Proposer with the second highest rated Proposal, or call for new
Proposals.
35. Bank Guarantee for Advance Payment
In the event that the advanced payment requested exceeds 20% of the total proposal price, or
exceed the amount of $30,000, IRENA shall require the Proposer to submit a Bank Guarantee
in the same amount as the advanced payment. A bank guarantee for advanced payment shall
be furnished in the form provided in Section 9, and by the deadline indicated in the Data
Sheet, as applicable.
36. Proposer’s Conference
When appropriate, a proposer’s conference will be conducted at the date, time and location
specified in the Data Sheet. All Proposers are encouraged to attend. Non-attendance,
however, shall not result in disqualification of an interested Proposer. Minutes of the
proposer’s conference will be either posted on the IRENA website, or disseminated to the
individual firms who have registered or expressed interest with the contract, whether or not
they attended the conference. No verbal statement made during the conference shall modify
the terms and conditions of the RFP unless such statement is specifically written in the
Minutes of the Conference, or issued as an amendment in the form of a Supplemental
Information to the RFP.
37. Vendor Protest
IRENA vendor protest procedure provides an opportunity for appeal to those persons or firms
not awarded a purchase order or contract through a competitive procurement process. This
procedure is not available to non-responsive or untimely Proposers or those with rejected
Proposals. In the event that you believe you have not received fair treatment, the following
email provides further details regarding IRENA vendor protest procedures:
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Instructions to Proposers
DATA SHEET
The following data for the services to be procured shall complement, supplement, or amend the
provisions in the Instruction to Proposers. In the case of a conflict between the Instruction to
Proposers and the Data Sheet, the provisions in the Data Sheet shall prevail.
Project Context : IRENA RFP two envelopes approach
Title of Services/Work:
Service for:
Quantitative Analysis for the Barbados
Renewable Energy Roadmap
Country: IRENA-Bonn Office
Language of the Proposal: English
Conditions for Submitting Proposals for Parts
or sub-parts of the TOR
x Not allowed
Conditions for Submitting Alternative
Proposals
x shall not be considered
A pre-bid conference will be held: NO
Period of Proposal Validity commencing
on the submission date
120 days
Proposal Security x Not Required
Validity of Proposal Security x Not Required
Proposal Prices shall be subjected to Taxation Yes, pls. submit a price inclusive of all
applicable taxes
Advanced Payment upon signing of contract x Not allowed
Liquidated Damages will be imposed in accordance with general terms &
conditions for professional service attached hereto as
section 8
Performance Security Not Required
Preferred Currency of Bid Proposal and
Method for Currency conversion Single Currency: [USD] UN exchange rate
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Deadline for submitting requests for
clarifications/ questions
Three (3) working days before the submission
Date/deadline.
Contact Details for submitting
clarifications/questions
Focal Point in IRENA :
Luay Shalkhoub, Chief Procurement Officer
No. of copies of Proposal that must be
submitted
None.
Proposal submission address International Renewable Energy Agency,
IRENA HQ , Masdar City, PO Box 236,
Abu Dhabi, United Arab Emirates
Tel: 00971 2 417 9000
Deadline of Submission Date: 12 January 2015; Time: 14.00 Hrs.
Abu Dhabi time
Procedures and conditions for electronic
submissions of the Proposals
Not Allowed.
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Evaluation method to be used in selecting
the most responsive Proposal
The combined scoring methodology shall be
applied, which consists of the following steps:
Only those Offerors who attain 70% of the
obtainable scores of the 100 points in the
evaluation of the technical proposal will have
their financial proposal envelope opened. The
financial proposals shall be opened and will
receive a weighting of 30% while the technical
evaluation will receive 70%. The company
with the highest combined technical and
financial scoring will be awarded the contract.
The evaluation criteria is indicated below in
section 3.
Required Documents that must be
Submitted to Establish Qualification of
Proposers
All relevent documentation including
company profile should not exceed
Fourty (40) pages, excluding the latest
audited financial statments and
registration certificates
Certificate of Registration of the business,
including Articles of Incorporation, or
equivalent document if Proposer is not a
corporation
Quality Certificate (e.g., ISO, etc.) and/or
other similar certificates, accreditations,
awards and citations received by the
Proposer, if any
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SECTION 3
TERMS OF REFERENCE (TOR)
Quantitative Analysis for the Barbados Renewable Energy Roadmap
Secretariat of the International Renewable Energy Agency (IRENA)
IRENA Innovation and technology Centre (IITC) Bonn
BACKGROUND
The International Renewable Energy Agency (IRENA) is an inter-governmental organization,
mandated by member states from around the world to support renewable energy. In
accordance with its Statute, IRENA’s objective is to “promote the widespread and increased
adoption and the sustainable use of all forms of renewable energy”. These forms include
bioenergy, geothermal energy, hydropower, ocean, solar, and on and off-shore wind power.
IRENA's Innovation and Technology Centre (IITC) in Bonn, Germany provides cutting-edge
information on renewable energy technologies and innovations, while seeking new pathways
for the global transition to a sustainable energy future. As a centre of excellence for
renewable energy technology and innovation, IITC researchers stays abreast of the latest
developments and translates them into practical, policy-friendly tools for IRENA’s Members.
IRENA’s researchers produce ground-breaking, and continually updated, cost data for
renewable energy technologies, assistance with energy technology planning, project
development, and strategies to enhance the efficiency and effectiveness of innovation for
renewable energy. One of the key areas of the IRENA’s work programme is centered on
assisting islands in their transition towards renewable energy. One of the key activities in this
area, supported by voluntary contributions from the German Government (Ministry of
Environment – BMUB), is the development of roadmaps for the transition of islands towards
renewable energy.
The Government of Barbados through its Division of Energy and Telecommunication in the
Prime Minister's Office and the IRENA have agreed to cooperate on the development of a
renewable energy roadmap for Barbados. The objective of the roadmap is to assist Barbados
in transitioning its energy sector away from the current dependence on fossil fuels to reliance
on local, sustainable renewable energy resources. The roadmap will support the
Government’s vision of an energy sector that:
Enhances economic growth by reducing energy costs;
Improves energy security by reducing dependency on imported fossil fuels;
Increases affordability of energy services for the consumers;
Reduces investment needs for power generation by promoting energy efficiency and
conservation;
Reduces greenhouse gas and the emission of local pollutants from fossil fuel combustion.
In support of this vision the roadmap will identify least-cost transition pathways supporting
locally available renewable energy deployment in the electricity sector. The local electric
utility is the investor owned Barbados Light and Power Company (BLPC) operating under
the 2013 Electric Light and Power Act (ELPA) and regulated by the Fair Trading
Commission of Barbados. Renewable energy options for transportation and stationary
applications will also be explored.
The transition to renewable energy involves the integration of both dispatchable and variable
renewable energy (VRE) into the generation mix of the local electric grid, using both utility-
scale and distributed systems. In the case of Barbados, dispatchable resources include thermal
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power generation from biomass. Variable renewable energy systems include wind power and
solar photovoltaic systems both at utility scale and the roof-top level. In addition to rooftop
solar PV, distributed RE systems include end-use technologies like solar hot water systems
and renewable energy for refrigeration and space cooling (e.g. solar cooling, sea water air
conditioning, etc). To allow the use of RE in land transportation, both biofuels and electric
vehicles recharged from RE are viable options.
Integrating significant shares of renewable energy into the Barbados energy system will
require careful planning, the development of clear detail options for deployment and a
supportive policy environment. The roadmap will assist the Government of Barbados in
understanding the possible pathways to high shares of renewable energy and in developing
specific plans to achieve its renewable energy goals.
At present the Government's goal as identified in its Sustainable Energy Framework is 29%
primary renewable energy penetration by 2029 (See Annex I below). However, the BLPC has
limited itself to the analysis of medium term scenarios of up to 15.7% RE penetration derived
from 80 MW of intermittent wind and solar in its Wind and Solar Integration Study (See
Annex I), leaving the remaining 13.3% to be supplied by waste to energy and biomass
thermal power plants that are assumed to materialize in the near future. The BLPC currently
has a peak demand for electricity of about 150 MW, with total installed capacity of about 260
MW. Most of their scenarios do not require any mitigation measures. Indeed, only the
scenario with the highest penetration (i.e. 15.7%) would require minimal (but necessary)
control systems, operational and system adjustments to maintain stability and reliability of
grid operations. However, the BLPC did conduct a feeder level study on two of its feeders
and determined that they can both accommodate the expected amount of variable renewables
under certain assumptions. Furthermore, the BLPC study builds on the assumptions made by
the BLPC in its 2012 Integrated Resource Plan, some of which have not materialised (See
Annex I). Hence the long term study contemplated here by IRENA goes beyond the level of
RE penetration considered by the BLPC, and in addition to a least-cost scenario it includes a
29% scenario as well as a 100% scenario.
OBJECTIVE
The objective of this study is to conduct the detailed quantitative analyses necessary to
support the development of the Renewable Energy Roadmap for Barbados. These analyses
will include national energy planning and power systems planning. Scenarios will include a
100 percent renewable energy scenario, a least cost scenario, and an explicit treatment of
electric vehicles and end-use RE technologies.
SCOPE OF WORK
The Contractor will assist IRENA in providing quantitative analyses in support of the
following: 1. Long-term planning using the Long Range Energy Alternatives Planning System (LEAP):
The Contractor will develop LEAP models that quantify least-cost options for the expansion
of generation capacity and transmission and distribution infrastructure that are needed to meet
electricity demand in Barbados over a twenty five year planning horizon. The models will
take into account the base case expansion plan identified by the BLPC in its 2012 integrated
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resource plan (IRP). This will account for non-utility energy expansion involving renewable
energy for refrigeration, space cooling, solar hot water, and electric vehicles. The analysis
should be conducted with the aim of assessing economic and social impacts, investment
decisions and policy recommendations. Key scenarios will include but are not limited to:
A 29% renewable energy share by 2029
The least cost expansion over the planning horizon
100% renewable energy share over the planning horizon.
Data available for the LEAP model are described in Annex I. Key economic
assumptions may be found on the web site of the Central Bank of Barbados.
Technical assumptions and data concerning the utility expansion plan are to be found
in the BLPC's 2012 IRP, in the 2015 grid integration study, and on the company's web
site. The Contractor will therefore compute energy, economic and employment
impacts as part of the long term planning exercise. These impacts will inform the
computation of cost benefit ratios and net present values for the scenarios under
consideration.
The Contractor will also design and deliver a training workshop early in their work plan that
describes the key concepts that will be employed throughout the study. The purpose is to
facilitate the Division of Energy and its invitees in their understanding of these concepts.
This will be followed by a more detailed workshop at the end of the study that would equip
the Division of Energy to conduct benefit costs analyses of new scenarios, plus monitor the
markets for renewable energy.
2. Review of the BLPC Base Case and Assumptions
The Contractor will assist IRENA in the review of the BLPC's base case model and
assumptions made in its 2012 IRP, and2015 grid integration study. Base on this review, the
Contractor will develop a PLEXOS model and calibrate its outputs against those of the BLPC
as contained in its 2012 and 2015 reports (See Annex I). These reports contain sufficient
generation plant, load, pricing and other data to develop a PLEXOS production cost model
with all of the load aggregated at a single node. No grid data is publicly available in the
reports, except for a single line diagram for the entire transmission and distribution grid and a
single line diagram for two of the major feeders on the island. The Contractor should
therefore propose how they intend to fill this data gap if at all possible. The Contractor will
also review and make recommendations on the need to identify a new reference year, and to
develop a new base case model if recommended.
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The Contractor is also expected to calibrate their model against the PLEXOS model internal
to the BLPC, which includes the full technical details of the transmission grid, transformers,
connecting lines and loads at the substations. The Division of Energy is expected to facilitate
this exchange of data with the BLPC, and will share the data with IRENA who in turn will
inform the Contractor. The Contractor will conduct a difference analysis in order to validate
the outputs of their model, and incorporate improvements upon consultation with IRENA.
The Contractor will recommend to IRENA and to the Division of Energy if and how to
develop a new base case using updated information (e.g. on RE technologies cost, oil price
scenarios, gas availability scenario, etc.) and without having access to the grid data. The
Contractor, upon consultation with IRENA and the Division of Energy, will develop a new
base case generation expansion plan and model this in both PLEXOS and LEAP, calibrating
the latter on the PLEXOS model. Once this is concluded, the Contractor and IRENA will
hand over the LEAP model to the Division of Energy, together with a training on how the
model was developed, the assumptions used and how the Division of Energy can
independently use it for supporting future policy making efforts. The LEAP model will
include end uses of energy, end use RE technologies and more detailed model of energy use
for transportation, as PLEXOS is focused exclusively on the power sector. These models will
form the analytical kernel of the cost benefit analysis, net present value and policy analysis to
be conducted by the Contractor.
3. Scenario Development and Analysis in PLEXOS
The Contractor will propose how it will develop a number of scenarios, based on the three
supply scenarios described in section 1, with any necessary additional scenario for demand,
energy prices to be analysed as part of the development of the Roadmap. Initially the
scenarios will be modelled in the energy planning model LEAP. The Contractor will develop
an approach to model the socio-economic impacts of the energy sector by introducing “labour
intensities” in a manner similar to how the models incorporate energy intensities. The
Contractor will quantify the impacts of the scenarios when compared against the base case,
and compute net present values and benefit cost ratios for each scenario.
The Contractor will also develop the corresponding bottom-up engineering models for each
scenario using PLEXOS. The scenarios will consider higher levels of penetration of both
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dispatchable and variable renewable energy compared to those considered by the BLPC in
their IRP report of 2012 and their grid integration study 2015. The Contractor is expected to
make the necessary assumptions using the available sources or using other publicly available
sources to develop the model, including assumptions about resource adequacy and the timing
of the installation of new plants under the various scenarios, and discuss these assumptions
with IRENA, the Division of Energy and BLPC for their feedback. The models and their
outputs should be benchmarked and calibrated against similar runs by the BLPC using the
more detailed PLEXOS models internal to the company. In order to facilitate the
benchmarking exercise, the Division will request that the BLPC run models that correspond
to the scenarios developed by IRENA in collaboration with the Contractor. The Division will
request that the results be returned to the Division for sharing with IRENA and the
Contractor. The Contractor will conduct the calibration comparing results, and improving
their models as necessary.
The Contractor will conduct a difference analysis in order to compare the outputs of the
simplified models, and incorporate improvements upon consultation with IRENA and the
BLPC. The Contractor will also review any corresponding optimal load flow analysis,
stability analysis, resource adequacy, and other grid impact and mitigation studies that are
expected to be conducted by the BLPC on the behalf of the Division, and – if made available
at least one month before the deadline for submission of the final report – adjust the models to
include the necessary grid integration measures.
The scenarios developed by the Contractor will consider technologies and strategies not yet
considered by the BLPC from a planning perspective. A suggested list of technologies that
will be considered for resource expansion is given below. This list is not exhaustive and the
Contractor should include in their proposal additional scenarios and technologies that are
deemed appropriate to Barbados.
The technologies are:
a. Solid biomass – An additional thermal plant fuelled 100 percent by leucaena (river
tamarind). This goes beyond the 25 MW plant already under consideration. The
Contractors will build a model for this additional plant and define its optimal size
based on the sustainable yield of available biomass resources and least cost planning
criteria.
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b. Utility Scale Solar – consideration for any additional projects that would reduce the
electricity supply cost, to be deployed by either independent power producers (IPP) or
the BLPC. The Contractor will take into account, consulting with the Division of
Energy, any new projects that are being considered by the recently established Light
and Power Advisory Committee. This Committee was commissioned under the new
Electric Light and Power Act, ELPA (2013). The Contractor will supplement this
with data from publicly available sources such as the IRENA Global Atlas
(http://irena.org/GlobalAtlas) and IRENA RE cost figures (
http://www.irena.org/costing ).
c. Utility Scale Wind – The Contractor will consider any new projects planned by both
the BLPC and IPP’s that are made known to the Committee. The BLPC has
announced that a wind farm is currently planned for the northern part of the Island of
Barbados called East Lamberts, St Lucy. Nominal plant data is published in the
company’s IRP study. As no resource assessment is available publicly for this
project, the Contractor will develop data from publicly available sources such as the
IRENA Global Atlas/DTU Global Wind Atlas and manufacturer’s data for wind
turbines.
d. Direct Control Demand Response. The Contractor shall describe in its proposal how
it intend to model the impacts of demand side management. The Contractor is hereby
made aware that the BLPC has made a presentation to the Division that summarises a
recent DSM study. Upon award of the contract, the Contractor will use the data
contained in the BLPC’s presentation on demand side management (DSM) to analyse
the potential and impacts of direct control demand response technologies, with due
consideration given to the limited information made available.
e. Price-Based Demand Response. The Contractor shall describe in its proposal how it
intend to model the impacts of price-based demand response. Upon the award to the
contract, the Contractor will use the data contained in the BLPC’s presentation on
demand side management (DSM) to the Division to analyse the potential and impacts
of price-responsive demand response technologies.
f. Utility Scale Battery Storage. The Contractor shall describe in its proposal how it
intends to model utility scale storage options. The Contractor shall consider the full
array of storage technologies and recommend the most suited technologies for
application in Barbados. Due consideration will be given to enough storage to
support a 100 percent renewable energy scenario.
g. Customer Owned Battery Storage. The Contractor shall describe in its proposal how
it intends to model customer owned battery storage options. Upon the award of the
contract, the Contractor will build a model for this class of technologies, and will
analyse its potential to provide both back up energy to customers, as well as to
provide a demand response mechanism to the BLPC. The Contractor will model this
technology using the simplified PLEXOS model, with the understanding that the
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results would be approximate as the simplified models do not account for this
distributed nature of this resource.
h. Ice storage for applications in air-conditioning and refrigeration systems. The
Contractor shall describe in its proposal how it intends to model customer owned ice
storage options, in particular for commercial (incl. hotels) and industrial customers.
The Contractor will build a model for this class of technologies. The Contractor will
analyse its potential to provide both back up energy to customers, as well as to
provide a demand response option for the BLPC (e.g. possibility to switch off the
chiller when necessary and rely on ice storage for a limited time to provide cooling
services). The Contractor will model this technology using the simplified PLEXOS
model, with the understanding that the results would be approximate as the simplified
models do not account for this distributed nature of this resource.
i. Utility-Owned Pumped Hydro Storage. The Contractor shall describe in its proposal
how it intends to model system wide utility storage options. The Contractor will build
a model for this class of technologies. The Contractor will analyse its potential to
provide both back up energy to customers, as well as to provide a grid management
mechanism to the BLPC.
j. Electric Vehicles. The Contractor shall describe in its proposal how it intends to
model electric vehicles and their interactions with the BLPC electricity grid. Based on
an analysis of the evolution of the vehicle stock in Barbados (in LEAP), the
Contractor will include electricity demand from EVs to all demand scenarios. Due
consideration will be given to charging time of the EVs (day or night), its impact on
BLPC load shape and on integration of solar and wind, with an assessment of the
impact on overall electricity supply cost. The Contractor is expected to make
recommendations on the ideal charging strategy for EVs, the appropriate market
signals (e.g. time of use pricing) or regulations to ensure a positive impact of EVs on
electricity supply cost, and the costs of not adopting the optimal strategy. The
Contractor will build a model for this class of technologies. The Contractor will
analyse its potential to provide both back up energy to customers, as well as to
provide a grid management mechanism to the BLPC.
4. Grid Impact Studies
a. The scenarios developed by Contractor will benefit greatly from support from a grid
study to explore the grid integration measures necessary for each of the identified
scenarios. These studies are necessary in order to determine the engineering
feasibility of the scenarios, especially in relation to the impacts due to the integration
of high levels of variable renewable energy. It is expected the BLPC will conduct
detailed studies of the impact of the scenarios, developed by the Contractor for
IRENA, on grid operations and make the results available to the Division. The
Contractor and IRENA are expected to be informed by the Division concerning these
studies. The Contractor will review the outputs and modify their scenario models as
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appropriate, if provided by BLPC to the Contractor at least one month before
deadline for submission of the final report from the Contractor to IRENA. If the
results of these studies will not be made available to the Contractor in due course, the
Contractor will provide detailed description of how to include the grid integration
measures identified into the PLEXOS and LEAP models developed.
The Contractor will also provide data on the likely costs impacts of these measures within the
context of the scenarios for Barbados:
a. The operational and non-operational measures that may be employed by BLPC to
mitigate the effects of integration of high levels of variable renewable energy.
The mitigation measures are expected to range from grid reinforcement, to
automatic generation control, to the use of storage options, and to the use of
demand response options. The employment of these mitigation measures is
expected to provide operational flexibility and other benefits.
b. It is expected that the grid impact studies from the BLPC will include:
A steady state optimal power flow analysis of the transmission grid down to
the level of the sub-stations for each scenario developed. The optimal power
flow analysis will reveal those critical hours of the year when the
transmission system is approaching its operational security limits
A further contingency analysis that would examine the impact of any
significant event during the critical hours identified
A feeder level analysis that would explicitly account for the distributed nature
of the resources. This analysis would include voltage impacts, as well as
contingency impacts due to a loss of system resources or load at the level of
the distribution grid. A transient stability analysis for each scenario.
In the event that the BLPC does not provide the supporting studies, the
Contractor will not be required to offer any additional reports on this subject,
but only a detailed description of how to include the grid integration
measures identified into the PLEXOS and LEAP models developed.
5. Cost Benefit Analysis
The Contractor will conduct costs-benefit analysis for each scenario. The analysis will
compare the base case with the scenarios. The analysis will comprise of an evaluation of the
net economic benefits and costs (if any) of the scenario versus the base case. The analysis
will be conducted in PLEXOS using the production cost routine therein and supplemented by
spreadsheets as needed. The benefits would comprise at least of – but not limited to - reduced
production costs, reduced CO2 and other environmental emissions, plus any other financial
benefits based on any increased operational flexibility imposed by the scenario. The costs are
primarily those of the technology employed in scenarios plus the cost of any mitigation
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measure. These benefits and costs will be used to calculate a discounted net present value and
benefit cost ratio for each scenario. Based on the results of the policy analysis, the Contractor
will then recommend the least cost pathway to meet the 29% renewable energy target by
2029, the least-cost generation mix (without a constraint on minimum RE share) and the 100
percent renewable energy target.
Of particular importance would be the assessment of costs and benefits of imposing policy
constraints on local content, local job creation and local investments, to advise the Division of
Energy in their policy making efforts.
6. Protocol for Market Monitoring
The Contractor will develop a protocol which is intended to guide the Minister with
Responsibility for Energy in fulfilment the role of the issuance of licenses to any utility
operator under the Electric Light and Power Act, ELPA. The protocol should reflect all the
technical issues contemplated in this request for proposals. The Contractor should consider
that the Division of Energy is not likely to obtain a full power systems planning model that
incorporates data for the transmission grid, the distribution grid, substations and the
connecting lines. Hence the Division, acting on the behalf of the Minister should be empower
with the necessary protocols to monitor the acquisition of renewable energy resources. The
Division should also be empowered with the knowledge to ask meaningful questions of the
utility that are intended to ensure its safe and reliable operation within the context of the high
penetration levels of variable renewable energy resources. The Contractor will include in its
proposal the scope of the protocol, and the nature and frequency of data collection. The
protocol should also contain guidance on the framing of the questions that should be asked by
the Minister when interrogating the utility.
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EXISTING RESOURCES, REPORTS AND DATA SOURCES
The data sources and the assumptions will be provided by the Division of Energy through its
liaison with a number of Government agencies, non-governmental agencies and the private
sector. The Contractor will also review the following list of existing studies and information
resources: 1. Integrated Resource Plan, Barbados Light and Power Company, 2012.
See http://www.blpc.com.bb/co-mis/integrated-resource-planning.html
(visited on 24 November 2015);
2. Executive Summary, Barbados Wind and Solar Integration Study, Barbados Light and Power
Company, 2015. See http://www.blpc.com.bb/co-mis/barbados-wind-and-solar-integration-
study.html (visited on 24 November 2015);
3. Grid Code - Interconnection Requirements for 24.9 KV and Below, Barbados Light and
Power Company, BLPC, 2014. See http://www.blpc.com.bb/images/brochures/GRID-C0DE-
Rev1-May%2020141.pdf (visited on 24 November 2015);
4. Barbados National Economic Statistics (and Assumptions), Central Bank of Barbados. See
http://www.centralbank.org.bb/researchers/statistics (visited on 24 November 2015);
5. UNDP Report: Base Line Grid Report (of the BLPC), 2015;
6. UNDP Report: Grid Characterization Report (of the BLPC), 2015;
7. Electric Light and Power Act, ELPA 2013.
See http://www.energy.gov.bb/elpa (visited on 25 November 2015);
8. Fair Trading Commission of Barbados. See http://www.ftc.gov.bb.
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(TIMELINE (ESTIMATED)
Timeline for the finalization of the report will be at latest by 20 May 2016. If time is
considered insufficient, a cost-neutral extension of 1-3 months can be considered, if clearly
requested by the Contractor in its offer. IRENA will confirm the possibility of this extension
in the response to the successful bidder.
Specific milestones will be as in the table below. In case of delays in the award of the
contract, the milestones will be postponed accordingly.
PROJECT MILESTONES Date (all dates are for 2016)
Award of contract Before 1 February
Kick-off workshop in Barbados (4-5 days, depending on
need)
February or early March,
depending on schedule of
stakeholders
Inception Report By 14 March
Presentation in Barbados of: (a) LEAP base case model, and
(b) PLEXOS base case model and calibration results
Tentatively 6 April
Submission of Scenarios with NPV and BCR analyses,
benchmarking results, plus grid impact results (optional – if
grid study results received by 20 April).
By 4 May
Delivery of the complete version of the LEAP and PLEXOS
scenario models, with accompanying draft report to the
Division of Energy and IRENA including a draft Market
Monitoring Protocol
By 4 May
Final workshop with presentation of the results in Barbados,
including hand-over training for the LEAP model to
Division of Energy and IRENA
Tentatively 11 May
Final adjustments to the models, based on the discussions in
the final workshop, and finalization of the report including
the Market Monitoring Protocol
20 May
DELIVERABLES 1. Inception Report
2. Report and presentation on: (a) LEAP base case model; and (b) PLEXOS base case model;
and (c) Calibration results
3. Report and presentation of: (a) Scenarios with NPV and BCR analyses; (b) grid impact results
(if possible); (c) Benchmarking results
4. Complete draft versions of the LEAP and PLEXOS models for each scenario
5. Draft Report to accompany the draft LEAP and PLEXOS models under #4 above, and
including a draft Market Monitoring Protocol;
6. Final Workshop incl. LEAP training
7. Final Report and LEAP and PLEXOS Models
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Annex I
D A T A A V A I L A B L E F O R T H E D E V E L O P M E N T O F B A R B A D O S
N A T I O N A L E N E R G Y R O A D M A P
1. The National Sustainable Energy Framework. See http://www.energy.gov.bb/web/national-
sustainable-energy-policy
2. Most of the information references can be found in BLPC’s Integrated Resource Plan and
BLPC’s Barbados Wind and Solar Integration Study Executive Summary which can be
accessed at the following locations:
Integrated Resource Plan: Main Report
http://www.blpc.com.bb/IRP/photos/IRP%20Revised%20Final%20Report%20-
%20February%202014%20-%20Clean%20Copy.pdf
Integrated Resource Plan: Appendices A through AA :
http://www.blpc.com.bb/IRP/photos/IRP%20Revised%20Final%20Report%20-
%20February%202014%20-%20Appendices%20-%20Clean%20Copy.pdf
Integrated Resource Plan: Appendix B:
http://www.blpc.com.bb/IRP/photos/IRP%20Revised%20Final%20Report%20-
%20February%202014%20-%20Appendix%20AB.pdf
Barbados Wind and Solar Integration Study Executive Summary:
http://www.blpc.com.bb/images/wattsnew/
Barbados%20Wind%20and%20Solar%20Integration%20Study%20-
%20Exec%20Summary.pdf
3. Wind and Solar Resources
Barbados Wind and Solar Integration Study Executive Summary:
4. Renewable Energy Rider (net billing solar PV systems) aggregate capacity at the end of
August 2015 is as follows:
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5. Utility-Planned Renewable Energy Projects
St. Lucy Energy Gateway Solar Project
Capacity: 12 MW DC, 10 MW AC
Energy Production: 20, 000 kWh
Configuration: Ground mounted on 42 acres of land at Trents, St. Lucy
Current status: Under construction
In-service date: Expected to be in-service in Q3 2016.
Lamberts Wind Farm Project
Capacity: 10 MW
Energy Production: 30,170 kWh
Configuration: 11 turbines located at Lamberts, St. Lucy
Current status: Finalising land access with land owner
In-service date: Expected to be in-service in Q4 2017.
6. PLEXOS data inputs
Please refer to the Integrated Resource Plan and its Appendices as follows:
Integrated Resource Plan & Appendices:
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System operating philosophy
Please refer to the Integrated Resource Plan as follows:
Integrated Resource Plan:
Electricity Demand Forecast
Please refer to the Integrated Resource Plan and its Appendices as follows:
Integrated Resource Plan & Appendices:
Hourly Electricity demand Data
Available hourly load profile for typical weekday, Saturday and Sunday of 2010, and
total monthly demand for each month of 2010.
Hourly Electricity demand Data
Measured solar radiation, averaged from all installed pyranometers in Barbados. Data
with 10 minutes resolution, from 6:00 am to 6:00 pm of 18 April 2014.
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TECHNICAL EVALUATION CRITERIA FOR PROPOSALS
S C O R I N G A N D E V A L U A T I O N C R I T E R I A
Summary of Proposal Evaluation Score Weight
1. Technical Evaluation 70%
2. Financial Evaluation 30%
Technical Evaluation Criteria Score Weight
1. Proposed approach, methodology and implementation plan:
a) Propose an approach to carry out the work along with providing a
target-oriented work plan that is realistic and in line with the
milestones provided within the TOR (10%);
b) Recognize the important aspects related to the individual tasks.
Indicate in the proposal the allocation of resources dedicated of each
of the tasks outlined in the TOR (5%).
c) Identify and describe the tools that will be used, and which functions
in particular will be used to carry out the analysis based on the data
available and the expected results (10%).
d) Highlight possible challenges in the performance on the tasks
required according to the timeline, and propose solutions that will be
considered as risk mitigation measures, including use of own data
and engineering expertise based on previous similar projects to fill
any information gap (5%).
30%
2. Expertise of the firm / organization:
a) Present documented experience and knowledge on issues related to
the development of long term energy planning models using
PLEXOS and LEAP (not necessarily in the same project). Provide
references of similar projects, including national energy roadmaps,
utility integrated resource plans and master plans, highlighting
which of team members proposed for this work were involved in the
referenced projects, and what their role was. (20%)
b) Present documented experience and knowledge on issues related to
the development of grid studies using PLEXOS and the appropriate
grid modeling tools (e.g. ETAP, Power-Factory, PSLF, etc.).
Provide references of similar projects where the output from
PLEXOS was used to perform a grid integration study for large
shares of variable renewable energy using the appropriate tools, and
the output of this study where used to update the PLEXOS model,
e.g. including any grid integration measures identified as necessary.
Please highlight which of team members proposed for this work
were involved in the referenced projects, and what their role was
(10%).
40%
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RFP/2015-026
c) Present documented experience and knowledge on issues related to
the development of power sector modeling and energy planning in
islands. Any previous experience in Barbados or similar context will
be advantageous. Please highlight which of team members proposed
for this work were involved in the referenced projects, and what
their role was (10%)
3. Team quality:
a) Provide a breakdown of the composition of the team and a detailed
allocation of the time spent on each task by each team member
(5%);
b) Provide the relevant qualifications and experience of the experts
who will be directly involved in the project in various capacities
(including project manager - not less than 15 years of experience -
PLEXOS modeler, LEAP modeler and grid integration studies
expert – each of the three with no less than 5 years of experience).
For each team member, provide CV and samples of relevant work
undertaken (25%);
30%
TOTAL 100%
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RFP/2015-026
Section 4: Proposal Submission Form
This form must be returned along with the submission signed and stamped from authorized person
To: IRENA, Chief Procurement Officer
Dear Sir/Madam:
We, the undersigned, hereby offer to provide professional services for IRENA’s Consultancy Service
for indicated subject with your Request for Proposal dated and our Proposal. We are hereby
submitting our Proposal, which includes the Technical Proposal and Financial Proposal sealed under a
separate envelope.
We hereby declare that all the information and statements made in this Proposal are true and we
accept that any misinterpretation contained in it may lead to our disqualification.
We confirm that we have read, understood and hereby accept the Terms of Reference describing the
duties and responsibilities required of us in this RFP, and the General Terms and Conditions of
IRENA ’s.
We agree to abide by this Proposal for 120 days.
We undertake, if our Proposal is accepted, to initiate the services not later than the date indicated in the Data
Sheet.
We fully understand and recognize that IRENA is not bound to accept this proposal, that we shall bear
all costs associated with its preparation and submission, and that IRENA will in no case be
responsible or liable for those costs, regardless of the conduct or outcome of the evaluation.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Contact Details:
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RFP/2015-026
Section 5: Documents Establishing the Eligibility and Qualifications of the Proposer
Proposer Information Form
1. Proposer’s Legal Name [insert Proposer’s legal name]
2. In case of Joint Venture (JV), legal name of each party: [insert legal name of each party in JV]
3. Proposer’s actual or intended Country of Registration: [insert actual or intended Country of
Registration]
4. Proposer’s Year of Registration: [insert Proposer’s year of registration]
5. Proposer’s Legal Address in Country of Registration: [insert Proposer’s legal address in country of
registration]
6. Proposer’s Authorized Representative Information
Name: [insert Authorized Representative’s name]
Address: [insert Authorized Representative’s Address]
Telephone/Fax numbers: [insert Authorized Representative’s telephone/fax numbers]
Email Address: [insert Authorized Representative’s email address]
7. Attached are copies of original documents of: [check the box(es) of the attached original
documents]
Articles of Incorporation or Registration of firm named in 1, above, in accordance with ITB Sub-
Clauses 4.1 and 4.2.
In case of JV, letter of intent to form JV or JV agreement.
In case of government owned entity, documents establishing legal and financial autonomy and
compliance with commercial law.
Joint Venture Partner Information Form
[The Proposer shall fill in this Form in accordance with the instructions indicated below].
1. Proposer’s Legal Name: [insert Proposer’s legal name]
2. JV’s Party legal name: [insert JV’s Party legal name]
3. JV’s Party Country of Registration: [insert JV’s Party country of registration]
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RFP/2015-026
4. JV’s Party Year of Registration: [insert JV’s Part year of registration]
5. JV’s Party Legal Address in Country of Registration: [insert JV’s Party legal address in country of
registration]
6. JV’s Party Authorized Representative Information
Name: [insert name of JV’s Party authorized representative]
Address: [insert address of JV’s Party authorized representative]
Telephone/Fax numbers: [insert telephone/fax numbers of JV’s Party authorized representative]
Email Address: [insert email address of JV’s Party authorized representative]
7. Attached are copies of original documents of: [check the box(es) of the attached original
documents]
Articles of Incorporation or Registration of firm named in 2.
In case of government owned entity, documents establishing legal and financial autonomy and
compliance with commercial law.
Page 36 of 39
RFP/2015-026
Section 6: Technical Proposal Form
TECHNICAL PROPOSAL FORMAT
SECTION 1: EXPERTISE OF FIRM/ ORGANISATION
This section should fully explain the Proposer’s resources in terms of personnel and facilities
necessary for the performance of this requirement.
1.1 Brief Description of Proposer as an Entity: Provide a brief description of the organization / firm
submitting the proposal, its legal mandates/authorized business activities, the year and country of
incorporation, types of activities undertaken, and approximate annual budget, etc. Include reference
to reputation, or any history of litigation and arbitration in which the organisation / firm has been
involved that could adversely affect or impact the performance of services, indicating the
status/result of such litigation/arbitration.
1.2. Financial Capacity: Provide the latest Audited Financial Statement (Income Statement and
Balance Sheet) duly certified by a Public Accountant, and with authentication of receiving by the
Government’s Internal Revenue Authority. Include any indication of credit rating, industry rating,
etc.
1.3. Track Record and Experiences: Provide the following information regarding corporate
experience within the last five (5) years which are related or relevant to those required for this
Contract.
Name of
project
Client Contract
Value
Period
of
activity
Types of
activities
undertaken
Status or
Date
Completed
References
Contact Details
(Name, Phone,
Email)
SECTION 2 - APPROACH AND IMPLEMENTATION PLAN
This section should demonstrate the Proposer’s responsiveness to the specification by identifying
the specific components proposed, addressing the requirements, as specified, point by point;
providing a detailed description of the essential performance characteristics proposed; and
demonstrating how the proposed methodology meets or exceeds the specifications.
2.1. Approach to the Service/Work Required: Please provide a detailed description of the
methodology for how the organisation/firm will achieve the Terms of Reference of the project,
keeping in mind the appropriateness to local conditions and project environment.
2.2. Technical Quality Assurance Review Mechanisms: The methodology shall also include details
of the Proposer’s internal technical and quality assurance review mechanisms.
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RFP/2015-026
SECTION 3: PERSONNEL
3.1 Management Structure: Describe the overall management approach toward planning and
implementing this activity. Include an organization chart for the management of the project
describing the relationship of key positions and designations.
3.2 Staff Time Allocation: Provide a spreadsheet will be included to show the activities of each staff
member and the time allocated for his/her involvement. (Note: This spreadsheet is crucial and no
substitution of personnel will be tolerated once the contract has been awarded except in extreme
circumstances and with the written approval of the IRENA. If substitution is unavoidable it will be
with a person who, in the opinion of the IRENA project manager, is at least as experienced as the
person being replaced, and subject to the approval of IRENA . No increase in costs will be
considered as a result of any substitution.)
3.3 Qualifications of Key Personnel. Provide the CVs for key personnel (Team Leader, Managerial
and general staff) that will be provided to support the implementation of this project. CVs should
demonstrate qualifications in areas relevant to the Scope of Services.
2.3. Reporting and Monitoring: Please provide a brief description of the mechanisms proposed for
this project for reporting to the IRENA and partners, including a reporting schedule.
2.4. Subcontracting: Explain whether any work would be subcontracted, to whom, how much
percentage of the work, the rationale for such, and the roles of the proposed sub-contractors. Special
attention should be given to providing a clear picture of the role of each entity and how everyone
will function as a team.
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RFP/2015-026
Section 7: Financial Proposal Form
Financial Proposal Form
The Proposer is required to prepare the Financial Proposal in a separate envelope from the rest of the
RFP response as indicated in RFP. The format shown below is required in preparing the Financial
Proposal.
A. Cost Breakdown by Cost Component:
The Proposers are requested to provide the overall cost breakdown for all deliverables based on the
following format. IRENA shall use the cost breakdown for the price reasonability assessment
purposes as well as the calculation of price in the event that both parties have agreed to add new
deliverables to the scope of Services. Prices should be in USD inclusive of VAT / All Taxes & fees (if
applicable).
No Description of deliverables
Name /
Designation
of the
Proposed
Staff
*Total Period of
the Engagement
(Days) –per
categories of staff
assigned
Rate /
Cost per
day
(USD)
Total in
USD
Deliverable 1: Kick-off workshop
in Barbados (1 day- require 1
trainer and 1 assistant).
Deliverable 2: Inception Report
Deliverable 3: Draft report and 1
day consultations in Barbados on:
(a) LEAP base case model; and
(b) PLEXOS base case model;
(c) Calibration results.
Deliverable 4: Review of the grid
study developed by BLPC (if
provided by deadline) based on
deliverable 3. and update of the
PLEXOS and LEAP models
based on this study (Optional,
but quotation is required )
Deliverable 5: Delivery of the
complete version of the LEAP
and PLEXOS models, with
accompanying draft report to the
Division of Energy and IRENA
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RFP/2015-026
including a draft Market
Monitoring Protocol
Deliverable 7: delivery of final
workshop with presentation of
the results in Barbados (1 day),
including hand-over training for
the LEAP model to Division of
Energy and IRENA (1 additional
day).
Deliverable 8: Final Report and
LEAP and PLEXOS Models
including final adjustments to the
models, based on the discussions
in the final workshop, and
finalization of the report
including the Market Monitoring
Protocol
Grand Total in USD
*Note on deliverbales : As per TOR, It is expected that this project duration is approximately 3 months
of work. The estimated actual days of work on the analysis is not expected to exceed 60 +/- 10%.
1. Total estimated work days to complete the tasks
2. Total Lump Sum: USD. WITHOUT TRAVEL COST
The fee must be all inclusive of VAT / All Taxes & fees (if applicable). The Fee should not
include cost of travel. Any travel, if authorized by IRENA, will be made in accordance with
IRENA’s travel policy.
For:
Name of Bidder:--------------------------
Authorised Signatory:-------------------
Name:--------------------------------------
Designation:-------------------------------
_______________________________________ Signature
Date: ____________/ 2015