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NPWR/2015/06
TENDER FOR THE SUPPLY OF GROUND
MEASUREMENT STATIONS AND SERVICES FOR A
CSP ROAD MAP AND THE ESTABLISHMENT OF
COMMERCIAL CSP PLANTS IN NAMIBIA
Volume A1
Instructions to Tender
COPYRIGHT © NAMPOWER (PTY) Ltd
ALL RIGHTS RESERVED, NO PART OF THIS WORK MAY BE MODIFIED OR REPRODUCED OR
COPIES IN ANY FORM OR BY ANY MEANS - GRAPHIC, ELECTRONIC OR MECHANICAL, INCLUDING
PHOTOCOPYING, RECORDING, TAPING OR INFORMATION AND RETRIEVAL SYSTEM, OR USED
FOR ANY PURPOSE OTHER THAN ITS DESIGNATED PURPOSE, WITHOUT THE WRITTEN
PERMISSION OF NAMPOWER (PTY) LIMITED
This page is intentionally left blank.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER Volume A1, Page i
CONTENTS
1 INTRODUCTION.................................................................................................................. 2
1.1 BACKGROUND TO THE PROJECT .............................................................................................. 2
1.2 OBJECTIVE OF THIS DOCUMENT ............................................................................................... 3
1.3 DEFINITIONS AND INTERPRETATION .......................................................................................... 3
1.4 TENDER PROCESS ................................................................................................................. 6
1.5 PROCESS FLOW FOR THE TENDER PROCESS ............................................................................ 7
1.6 ELIGIBILITY OF TENDERER AND ETHICAL PRACTICE ................................................................... 8
1.7 CONTRACT LIABILITY ............................................................................................................ 10
1.8 COST OF TENDERING ............................................................................................................ 10
1.9 TIMELINE FOR THE TENDER PROCESS .................................................................................... 11
1.10 COMMUNICATION DURING TENDERING PROCESS ..................................................................... 12
1.11 STRUCTURE OF THIS DOCUMENT ........................................................................................... 12
2 THE TENDER DOCUMENTS ............................................................................................ 14
2.1 CONTENT OF TENDER DOCUMENTS ....................................................................................... 14
2.2 COMPULSORY TENDER CLARIFICATION MEETING ..................................................................... 15
2.3 MANDATORY SITE VISIT ......................................................................................................... 16
2.4 CLARIFICATION OF TENDER DOCUMENTS ............................................................................... 17
2.5 AMENDMENT OF TENDER DOCUMENTS ................................................................................... 17
3 PREPARATION OF THE TENDER SUBMISSION ............................................................ 20
3.1 LANGUAGE OF TENDER ......................................................................................................... 20
3.2 FINALISATION OF TENDER SUBMISSION .................................................................................. 20
3.3 CONTENTS OF TENDER SUBMISSION ...................................................................................... 20
3.4 DELIVERY AND DELIVERY TIME .............................................................................................. 22
3.5 CORPORATE AND ADMINISTRATIVE INFORMATION .................................................................... 22
3.6 JOINT VENTURE AND CONSORTIUM REQUIREMENTS ................................................................ 24
3.7 NEEEP REQUIREMENTS ....................................................................................................... 25
3.8 TENDER PRICES AND CURRENCIES ........................................................................................ 25
3.9 DEVIATIONS AND MODIFICATIONS .......................................................................................... 25
3.10 SUBMISSION OF COMPLETED TENDER .................................................................................... 27
3.11 TENDER VALIDITY PERIOD ..................................................................................................... 28
3.12 TENDER BOND ..................................................................................................................... 28
4 TENDER OPENING AND TENDER EVALUATION........................................................... 31
4.1 TENDER OPENING ................................................................................................................ 31
4.2 CONFIDENTIALITY OF EVALUATION AND EFFORTS TO INFLUENCE .............................................. 31
4.3 CLARIFICATION OF TENDER SUBMISSION ................................................................................ 31
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NAMPOWER Volume A1, Page ii
4.4 DETERMINATION OF RESPONSIVENESS OF TENDER ................................................................. 31
4.5 CORRECTION OF ERRORS ..................................................................................................... 32
4.6 LEGAL EVALUATION OF TENDER ............................................................................................ 32
4.7 EVALUATION OF THE TECHNICAL PROPOSAL ........................................................................... 32
4.8 EVALUATION OF FINANCIAL PROPOSAL AND NEEEP INFORMATION .......................................... 33
4.9 FINAL SCORE OF THE TENDER SUBMISSION ............................................................................ 36
4.10 DISCUSSIONS WITH SHORTLISTED TENDERERS ....................................................................... 36
4.11 NAMPOWER’S RIGHT TO ACCEPT OR REJECT ANY OR ALL TENDERS .......................................... 36
4.12 NOTIFICATION OF AWARD ...................................................................................................... 37
4.13 SIGNING THE CONTRACT AGREEMENT ................................................................................... 37
5 LEGISLATION ................................................................................................................... 39
5.1 COMPLIANCE WITH LAWS, REGULATIONS, LICENCES AND PERMITS........................................... 39
LIST OF TABLES
Table 1: Timeline for Tender Process .................................................................................... 11
Table 2: NEEEP score table ................................................................................................... 34
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NAMPOWER Volume A1, Page 1 of 39
SECTION 1
INTRODUCTION
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NAMPOWER Volume A1, Page 2 of 39
1 INTRODUCTION
1.1 Background to the Project
1.1.1 The Republic of Namibia is a vast country with a population of just over 2 million
people of which two thirds are living in rural areas. The currently population density
is only 2.5 persons per km2 making it the country with the second lowest population
density in the world.
1.1.2 NamPower, Namibia’s power utility, operates a transmission network which has
been designed to import competitively priced electricity from South Africa, Zambia
and Zimbabwe, and produces only 39% of Namibia’s electricity needs from
domestic generation. Namibia’s demand for electricity is growing as the Namibian
economy develops and as it extends the network to its rural areas. By 2020
Namibia’s demand will increase by 35% under the high scenario (mining led) and by
18% under the medium scenario. Furthermore, the security and the
competitiveness of electricity from South Africa will decline, opening opportunities
for domestic production.
1.1.3 In 2012, the Office of the President of Namibia issued the Fourth National
Development Plan, which reiterated the vital role of energy in the country's
economic and national development. The Namibian Government is pursuing a
policy of energy security by promoting a diversified energy mix which will ensure
that the national economy does not become overly dependent on one source of
energy. With the projected growth in demand and given the Government’s policy of
diversifying the energy mix, it is clear that the country’s electricity generation
capacity needs to be expanded with a focus on developing domestic energy
resources, including renewable energy, and solar energy in particular.
1.1.4 In response to this Fourth National Development Plan, the CSP TT NAM project
was launched. The CSP TT NAM project includes the feasibility study and
development of a CSP plant as well as establishing a conducive market and
environment for the investment in renewables (and specifically CSP) in Namibia.
1.1.5 In July 2012, a pre-feasibility study titled “ PRE-FEASIBILITY STUDY FOR THE
ESTABLISHMENT OF A PRE-COMMERCIAL CONCENTRATED SOLAR POWER
PLANT IN NAMIBIA” was completed. This pre-feasibility study was co-financed by
the Namibia’s Ministry of Mines and Energy and the Energy & Environment
Partnership (funded by Finland, UK and Austria).
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1.1.6 The CSP pre-feasibility study focused on the establishment of a CSP power plant in
Namibia and assessed the technical, environmental, national solar resource, socio-
economic and financial aspects of this project. The study concluded that CSP is a
viable, mature technology which is an economically attractive solution for Namibia,
as Namibia has one of the best solar resources in the world. Namibia has more
than 33,000 km2 of potential sites for CSP development that could accommodate
more than 250,000 MWe of projects, of which the study identified the top 5 sites.
1.1.7 Therefore the preparation of a full detailed feasibility study for a solar power plant
aims to define and prove CSP as a viable solar energy project in Namibia.
1.1.8 The objective of procuring solar resource data is to serve the development of a CSP
road map in Namibia as well as to capture the required bankable data for the first
CSP site in Namibia.
1.2 Objective of this document
1.2.1 Namibia Power Corporation (Pty) Ltd., the electricity utility of the Republic of
Namibia (hereafter referred to as ‘NamPower’), invites Tenders for the equipment
and services to measure the solar resources for establishment of commercial CSP
plants in Namibia.
1.2.2 These instructions are for the preparation of the Tender Submissions on Tender
NPWR/2015/06: TENDER FOR THE SUPPLY OF GROUND MEASUREMENT
STATIONS AND SERVICES FOR A CSP ROAD MAP AND THE
ESTABLISHMENT OF COMMERCIAL CSP PLANTS IN NAMIBIA, in which entities
are requested to submit responses to this document in accordance with the terms of
reference set forth in this document. These Tender Submissions will be used to
appoint a Consultant for the supply of the Services.
1.3 Definitions and Interpretation
1.3.1 Capitalised words and expressions used in these Instructions to Tenderers shall
have the following meanings:
"Clarification Request Deadline" means 12h00 on the date falling fourteen (14)
days prior to the Tender Closing Date;
"Contract" means the Contract Agreement and any further documents (if any) which
are listed in the Contract Agreement;
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"Contract Agreement" means the contract agreement signed by the Consultant
and NamPower on award of the Contract and which is in accordance with Volume C
Returnable Form C10.
“Contract Price” means the agreed, contractual amount for the procurement of the
equipment and services to measure the solar resources for establishment of
commercial CSP plants in Namibia. The Contract Price includes all disbursements,
warranties, securities, insurance, transportation, storage, duties and taxes but
exclusive of Value Added Tax (VAT) for the Scope of Services as agreed between
NamPower and the Consultant at the signing of the Contract Agreement;
“Financial Proposal” means the response submitted by the Tenderer to these
Tender Documents for stage two of the Tender Process and includes all documents
listed in section 3.3;
"Instructions to Tender" means this section of the Tender Documents;
"Namibia” means the Republic of Namibia;
"NamPower" means Namibia Power Corporation (Pty) Ltd;
“Ministry of Mines and Energy (MME)” means the ministry of the GRN;
“NEEEP” means the NamPower Equitable Economic Empowerment Policy dated 26
September 2014, which is available on NamPower's website
(www.nampower.com.na);
“NamPower Tender and Procurement Policy" means the NamPower Tender and
Procurement Policy dated 1 December 2011, which is available on NamPower's
website (www.nampower.com.na);
“Price Schedules” means the schedules completed by the supply of equipment
and services required to measure the solar resources for establishment of
commercial CSP plants in Namibia;
"Returnable Forms" means all forms set out in the Returnable Forms on Tender
Submission in Volume C and D;
“Scope of Services” or “Services” means the equipment and services required to
measure the solar resources for establishment of commercial CSP plants in
Namibia;
“Specification” means the specification for solar resource measurement contained
in Volume B1;
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“Technical Proposal” means the response submitted by the Tenderer to these
Tender Documents for stage one of the Tender Process and includes the
documents listed in section 3.3;
“Tender” or “Tender Submission” means the response submitted by the
Tenderer to these Tender Documents which comprises either the Technical
Proposal or Financial Proposal depending on the stage of the Tender Process;
“Tender Administrator” means the person(s) responsible for the management and
administration of the Pre-qualification;
“Tenderer(s)” means the respondent(s) who register on the NamPower Website
and then submit a response to these Tender Documents;
"Tender Bond" means a bank guarantee which is in the appropriate form set forth in
Volume D Returnable Form D5 and which complies with the requirements of
section 3.12 of the Instruction to Tenderers;
"Tender Closing Date" or “Closing Date” means the date and time for the deadline
for submission of Tender Submission as set forth in section 1.9 of the Instruction to
Tenderers;
"Tender Documents" means these documents comprising those parts set out in
section 2.1 of the Instruction to Tenderers including all clarifications and
amendments issued to the Tender Documents during the Tender Process;
"Tender Opening" means the opening of each Tender, as described in section 4.1
of the Instruction to Tenderers;
“Tender Process” means the clarification, amendment, submission, evaluation,
negotiation and award process (see sections 1.4 and 1.5) which is followed until the
successful Tenderer is appointed as the Consultant for the Scope of Services;
"Tender Validity Period" means the period as set forth in section 3.11 of the
Instruction to Tender for which the Tender is valid;
1.3.2 Where:
(a) any reference to a day(s) means a calendar day(s);
(b) words importing any one gender shall include the other gender;
(c) the singular shall include the plural and vice versa;
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(d) a reference to natural persons shall include a business entity (corporate or
unincorporated) and vice versa;
(e) the headings have been inserted for convenience only and shall not be used for
nor assist or affect its interpretation;
(f) if anything in a definition is a substantive provision conferring rights or imposing
obligations on anyone, effect shall be given to it as if it were a substantive
provision in the body of this Agreement;
(g) references to materials, information, data and other records shall be to
materials, information, data and other records whether stored in electronic,
written or other form;
(h) capitalised terms used in these Instructions to Tenderers which are not defined
above shall have the meanings given to them in the Contract. References to a
section are to a section of these Instructions to Tenderers, unless stated
otherwise; and
(i) any reference to a statute (whether or not specifically named herein) shall
include any amendment, re-enactment or replacement thereof for the time being
in force and shall include all instruments, orders, plans, regulations, bye-laws,
permissions and directions for the time being made, issued or given thereunder
or deriving validity therefrom.
1.4 Tender Process
1.4.1 The Scope of Services as described in these Tender Documents will be procured in
accordance with the laws of Namibia, the NamPower Tender and Procurement
Policy and the NamPower Equitable Economic Empowerment Policy.
1.4.2 This Tender Process will be administrated and evaluated in two stages. Stage one
is the submission of the Technical Proposal which details the delivery capability of
the Tenderer, financial strength of the Tenderer, technical capability of the
Tenderer, reference projects of the Tenderer, technical information for the ground
measurement station and the proposed methodologies. NamPower will evaluate
and consider the Technical Proposals and if deemed necessary NamPower may
update the technical specification accordingly. All Tenderers found compliant will
be invited to participate in the second stage of the tendering process which is the
submission of the Financial Proposal including the NEEEP information; where the
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NAMPOWER Volume A1, Page 7 of 39
basis of the Financial Proposal is the updated Technical Proposal. During stage
two of the tendering process, NamPower will evaluate (based on price and rates)
the Financial Proposal including the NEEEP information. (Please see sections 1.5
and 1.9, for the respective process flows and timelines associated with this Tender
Process).
1.4.3 The Scope of Services associated with these Tender Documents will be procured
according to FIDIC Client / Consultant Model Services Agreement (4th edition
2006).
1.4.4 The Tender Documents may be obtained free of charge from the website:
www.nampower.com.na, where registration for participation in this tendering
process is required.
1.4.5 NamPower reserves the right to accept or reject any Tender Submission, or to
annul the Tender Process and reject all Tender Submissions, without incurring
liability to any Tenderer and without notifying any Tenderer of the reasons for the
Tender Administrator’s action.
1.4.6 NamPower, at its sole discretion, may enter into negotiations with any of the
Tenderers. Following such negotiations the Contract may be awarded.
1.4.7 The successful Tenderer will be required to register with NamPower as a
NamPower vendor (if not already registered) prior to the receipt of an order. Vendor
registration forms can be downloaded from the NamPower website or be obtained
from the NamPower procurement office. The administration of vendor registration is
independent to this Tender Process.
1.5 Process flow for the Tender Process
1.5.1 The envisaged process flow for this Tender is shown in Figure 1 below.
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Figure 1: Tender Process
1.6 Eligibility of Tenderer and Ethical Practice
1.6.1 The Tenderer must not have been barred for any reason from tendering either in
Namibia, or in the country of origin or elsewhere.
1.6.2 Unless approved in advance by NamPower in writing, Tenderers shall not be
associated, or have been associated in the past, directly or indirectly, with any firm
or any affiliates of any firm that has been engaged by NamPower to provide
consulting services for the preparation of these Tender Documents.
1.6.3 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent
practices.
1.6.4 Tenderers (if a joint venture, any of its members) who may be affected by a conflict
of interest shall attach to its Tender Submission a notification to NamPower with the
details of the conflict of interest. This includes any relationship between the
Tenderer and a NamPower employee/contracted staff member, it being business
relations, directorships, family relations, etc.
1.6.5 Should at any time after the Tender Submission, the Tenderer become aware of a
conflict of interest that was not in existence or known to the Tenderer prior to the
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Tender Submission, the Tenderer shall notify NamPower without delay with the
details of the conflict of interest.
1.6.6 Any Tenderers found to be benefiting from privileged and/or inside information that
makes it possible to have an unfair advantage over other Tenderers will be
disqualified from the Tender Process.
1.6.7 NamPower requires that Tenderers and suppliers/contractors observe the highest
standard of ethics during the procurement and execution of the Contract
respectively.
1.6.8 In pursuance of this policy, NamPower:
(a) will reject a submission for award if it determines that the Tenderer
recommended for award has engaged in corrupt or fraudulent practices in
competing for the contract in question;
(b) will declare a firm ineligible, either indefinitely or for a stated period of time, to
be awarded a contract if it at any time determines that the firm has engaged in
corrupt or fraudulent practices in competing for, or in executing, a contract.
1.6.9 For the purposes of this provision:
(a) “Corrupt Practice” means the offering, giving or promising of any improper
advantage to influence the action of a Public Official, or the threatening of injury
to his person, employment, property, rights or reputation, in connection with any
Tender Process or in the execution of any contract in order that any person may
obtain or retain business improperly or obtain any other improper advantage in
the conduct of business.
(b) “Fraudulent Practice” means a dishonest statement or act of concealment which
is intended to, or tends to, influence improperly the Tender Process or the
execution of a contract to the detriment of NamPower, or is designed to
establish Tender prices at non-competitive levels and to deprive the NamPower
of the benefits of fair and open competition, and includes collusive practices
(whether before or after Tender Submission) among Tenderers or between a
Tenderer and a consultant or a representative of the NamPower.
(c) “Public Official” means any person holding a legislative, administrative,
managerial, political or judicial post in any country, or exercising any public
function in any country; or a director or employee of a public authority or of a
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NAMPOWER Volume A1, Page 10 of 39
legal person controlled by a public authority of any country; or a director or
official of a public international organisation.
(d) “Prohibited Practice“ means an act that is a Corrupt Practice or a Fraudulent
Practice.
1.6.10 The Tenderer must submit a covenant of integrity, on its company letterhead and
according to the form of covenant of integrity set forth in Volume C Returnable
Form C5.
1.6.11 Tenderers shall be aware of the provisions on corrupt and fraudulent practise as
stated in the Tender Documents.
1.6.12 Information relating to evaluation of Tender Submissions shall not be disclosed to
the Tenderers who submitted Tender Submissions or to any other persons not
officially concerned with the Tender Process.
1.7 Contract Liability
1.7.1 If the Tenderer intends to form a joint and several contractual relationship with a
third party for the purpose of its Tender, then the Tender must be submitted as a
joint Tender. The Tender Submission and Returnable Forms must be signed by all
parties to the consortium or joint venture or by a signatory with valid powers of
attorney to sign on behalf of such parties. All parties to a consortium or joint Tender
shall be jointly and severally liable for the Tender. Failure to comply with this
requirement may, at NamPower’s sole discretion, result in the rejection of the
Tender.
1.8 Cost of Tendering
1.8.1 The Tenderer shall bear all costs associated with the preparation of its Tender
Submission, attending clarification or negotiation meetings, and the drafting and
execution of the Contract (if successful). NamPower shall in no case be responsible
or liable for these costs, regardless of the conduct or outcome of the Tender and/or
negotiation process.
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1.9 Timeline for the Tender Process
The following table provides the anticipated timeline for the Tender Process:
Table 1: Timeline for Tender Process
ACTIVITY DATE
Process up to submission of Technical Proposal
Tender published in the market 22 January 2015
Compulsory Tender clarification meeting 10 February 2015 at 10h00
at Hotel Safari Conference
Centre
Mandatory site visits 11 to 13 February 2015
Deadline for Clarification Requests Tender Closing Date minus
14 days
Deadline for Amendments to Tender Documents Tender Closing Date minus
7 days
Tender Closing Date: Stage one: Submission of
Technical Proposal
6 March 2015 at 12h00.
Process after the submission of Technical Proposal to Contract Award
Evaluation of Technical Proposals including
Clarification on Technical Proposals
Approx. 4 weeks
Update of Technical Proposals by Tenderers Approx.1 week
Invitation to technically compliant companies to
participate in Stage two
Estimated date 3 April 2015
Tender Closing Date: Stage Two: Submission of
Financial Proposal and NEEEP information
2 weeks from invitation,
Estimated date 17 April 2015
Evaluation of Financial Proposal and NEEEP
information, including Clarification of Financial
Proposal and NEEEP information
Approx.2 weeks
Internal Approval Approx. 2 to 8 weeks
(dependant on levels of
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authority)
Shortlisting of Tenderers Approx. 1 week
Negotiation Approx. 1 to 2 weeks
Contract Award Approx. 1 week
1.10 Communication during Tendering Process
1.10.1 Any Tenderer who wishes to contact NamPower on any matter related to this
Tender Process at any stage of the Tender Process, should do so in writing through
the Tender Administrator. All communication to NamPower will be by email and
addressed to:
The Tender Administrator
Email address: [email protected]
1.10.2 NamPower will not be bound by any statement, written or verbal made by any
person other than the Tender Administrator whose details are stated above. The
Tender Administrator is the only person authorised to make representations or
explanations regarding this document during the Tender Process.
1.10.3 The heading/ subject of the email for all enquiries pertaining to this Tender Process
shall be addressed as follows:
NPWR/2015/06: TENDER FOR THE SUPPLY OF GROUND MEASUREMENT
STATIONS AND SERVICES FOR A CSP ROAD MAP AND THE
ESTABLISHMENT OF COMMERCIAL CSP PLANTS IN NAMIBIA
1.11 Structure of this Document
The remainder of this document is structured as follows:
Section 2: The Tender Documents
Section 3: Preparation of the Tender Submission
Section 4: Tender Opening and Tender Evaluation
Section 5: Legislation
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SECTION 2
THE TENDER DOCUMENTS
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2 THE TENDER DOCUMENTS
2.1 Content of Tender Documents
2.1.1 The Scope of Services, tendering procedures, contract terms and technical
requirements are all prescribed in the Tender Documents. The Tender Documents
include the following:
a) Volume A:
Volume A1 Instructions to Tenderers
Volume A2 Particular Conditions and Schedule of Amendments
b) Volume B:
Volume B1 Specification for Solar Resource Measurement
c) Volume C:
Returnable Form C1 General and Specific Company Information
Returnable Form C2 Form of Letter of Tender
Returnable Form C3 Minimum Responsiveness Criteria for Technical
Proposal
Returnable Form C4 Form of Special Power of Attorney
Returnable Form C5 Form of Covenant of Integrity
Returnable Form C6 Letter (s) of Good Standing from the Receiver of
Revenue
Returnable Form C7 Letter (s) of Good Standing from Social Security
Commission
Returnable Form C8 Letter (s) of Good Standing from the Employment
Equity Commission
Returnable Form C9 Reference Projects
Returnable Form C10 Form of Contract Agreement
Returnable Form C11 NOT USED
Returnable Form C12 NOT USED
Returnable Form C13 Datasheets for measuring equipment
Returnable Form C14 Technical and Legal Deviations
Returnable Form C15 Check-list for Corporate and Administrative
Information
Returnable Form C16 The Project Schedule
Returnable Form C17 Comments to the Specification
Returnable Form C18 Data Accuracy and Proposed Methodologies
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Returnable Form C19 Operating and maintenance plan for ground
measurement station
Returnable Form C20 Testing and commissioning plan for ground
measurement station
Returnable Form C21 List of spare tools and appliances
Returnable Form C22 Clarification meeting and Site Visit Form
d) Volume D:
Returnable Form D1: Price Schedules
Returnable Form D2 NEEEP information
Returnable Form D3 Check list for NEEEP Information
Returnable Form D4 Priced Deviations List
Returnable Form D5 Form of Tender Bond
Returnable Form D6 Minimum Responsiveness Criteria for Financial
Proposal
e) Volume E
Volume E1 Pre-feasibility study for the establishment of a pre-commercial
concentrated solar power plant in Namibia
Volume E2 Concentrating Solar Power: Best Practices Handbook for the
Collection and Use of Solar Resource Data
2.1.2 The Tenderer is expected to examine all instructions, forms, terms of reference,
specifications and other information in these Tender Documents. Failure to furnish
all information required by the Tender Documents or submission of a Tender not
substantially responsive to the Tender Documents in every respect will be at the
Tenderer’s risk and may, at NamPower’s sole discretion, result in rejection of the
Tender Submission.
2.1.3 In the event that there is no information to provide on the Returnable Form (i.e. no
deviations or reference projects), the Tenderer is still expected to submit the
Returnable Forms indicating on the form why it is not completed (i.e. “no deviations”
or “no reference projects”)
2.2 Compulsory Tender clarification meeting
2.2.1 A compulsory Tender clarification meeting will be held at the date and time
indicated in section 1.9. The purpose of the Tender clarification meeting is for
NamPower to discuss and clarify how the Tender Documents and forms must be
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interpreted and completed. It is required that all attendees have downloaded the
Tender Documents and have familiarized themselves with the requirements set
forth in the Tender Documents prior to the meeting. NamPower will also address
any queries or issues that potential Tenderers may have on the Tender documents.
2.2.2 Attendance of the Tender clarification meeting will be confirmed on Volume C,
Returnable Form C22.
2.2.3 The Tenderer will be allowed to send a representative to attend the Tender
clarification meeting on its behalf. Attendance of the Tender clarification meeting
will be confirmed by an attendance register; which all attendees will be requested to
complete at the meeting. Any Tenderer which fails to attend the compulsory Tender
clarification meeting may, in NamPower's sole discretion, be disqualified.
2.3 Mandatory site visit
2.3.1 The Tender clarification meeting will be followed by a mandatory site visit.
Attendance of the mandatory site visit will be confirmed on Volume C, Returnable
Form C22. A maximum of two (2) Tenderer's personnel or representatives shall be
entitled to attend the site visit, unless otherwise agreed by the NamPower.
2.3.2 All the Tenderer’s costs associated with any site visit shall be borne by the
Tenderer. The Tenderer shall be responsible for obtaining all visas required for the
attendance of its representatives at any site visit. On receipt of a completed site visit
form, and on request of the Tenderer, NamPower may issue a letter in support of
the visa procurement process detailing the information of the Tenderer and its
personnel/agent who will attend the site visit.
2.3.3 The Tenderer's personnel or agents will only participate in the site visit upon the
express condition that the Tenderer, its personnel and agents, will release and
indemnify NamPower and its personnel and agents from and against all liability in
respect thereof and the Tenderer, its personnel and agents will be responsible for
death, personal injury, loss of or damage to property and any other loss, damage,
costs and expenses howsoever incurred during or as a result of such site visit.
2.3.4 The Tenderer shall be deemed to have carefully examined all information supplied
in the Tender Document, and have fully informed himself/herself as to the prevailing
site conditions and circumstances, local or otherwise, that may in any way affect
his/her Tender Submission or his/her ability to perform his/her obligations under the
Contract. Each Tenderer is advised to obtain weather data as such information is
deemed integral to this project.
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2.3.5 Any Tenderer which fails to attend the mandatory site visit following the Tender
Conference may, in the NamPower's sole discretion, be disqualified.
2.4 Clarification of Tender Documents
2.4.1 The Tenderer may request a clarification(s) on the Tender Documents from
NamPower. All clarifications shall be sent by email to the address provided in
section 1.10.
2.4.2 NamPower will respond to all clarification requests received from the registered
Tenderers prior to the Clarification Request Deadline. All clarification requests and
responses will be posted on NamPower’s website and emailed to the Tenderers
who are registered at the date that the clarification was issued. It remains the
responsibility of the Tenderer to frequently check for and download from the
NamPower website new clarifications issued. Tenderers that register after the
issuance of clarifications need to download the clarifications issued when
downloading the Tender Documents. Clarifications to the Tender Documents made
pursuant to this section 2.4 shall be binding on the Tenderers and it will be
assumed that the information contained therein shall have been taken into account
by the Tenderer in its Tender Submission.
2.5 Amendment of Tender Documents
2.5.1 At any time up to seven (7) days prior to the deadline for submission of Tenders,
NamPower may, for any reason, whether at its own initiative, or in response to a
clarification requested by a prospective Tenderer, amend the Tender Documents.
2.5.2 Any amendments will be posted on NamPower’s website and emailed to the
registered Tenderers who are registered at the date of amendment being issued. It
remains the responsibility of the Tenderers to frequently check and download any
amendments which have been issued to the Tender Documents from the
NamPower website. Tenderers that register after the issuance of amendments
need to download the amendments issued when downloading the Tender
Documents.
2.5.3 Amendments to the Tender Documents made pursuant to section 2.5 shall be
binding on the Tenderers and it will be assumed that the information contained
therein shall have been taken into account by the Tenderer in its Tender
Submission.
2.5.4 NamPower may, at its sole discretion, extend the deadline for the submission of
Tenders, in which case, NamPower will notify all registered Tenderers in writing by
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email of the extended deadline and the details thereof will be posted on
NamPower’s website.
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SECTION 3
PREPARATION OF THE TENDER SUBMISSION
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3 PREPARATION OF THE TENDER SUBMISSION
3.1 Language of Tender
3.1.1 The Tender Submission and all correspondence and documents relating to the
Tender exchanged between the Tenderer and NamPower shall be written in the
English language.
3.2 Finalisation of Tender Submission
3.2.1 The original Tender Submission shall be prepared in indelible ink. It shall contain
no interlineations or overwriting, except as necessary to correct errors made by the
company itself. Any such corrections must be initialled by the persons or person
who sign(s) the Tender Submission.
3.2.2 An authorized representative of the Tenderer shall initial all pages of the Tender
Submission. The representative’s authorization is confirmed by a special power of
attorney as set out in Volume C Returnable Form C4.
3.2.3 For each Tender Submission, the Tenderer shall prepare and submit one (1)
original hardcopy and one (1) electronic (on a virus free USB drive) copy.
3.2.4 If there is any discrepancy between the electronic copy of the Tender Submission
and the hard copy, the hard copy shall govern.
3.2.5 The Tender Submission provided on the electronic media shall be in PDF format
and shall be provided as a single file for the Technical Proposal and if requested to
so, a single file for the Financial Proposal and NEEEP information. Brochures shall
not be included in the electronic (on USB drive) set.
3.2.6 The original hardcopy of the Tender Submissions shall be properly bound in ring
bound files, lever arch files, books or similar and submitted in a sealed package.
3.3 Contents of Tender Submission
3.3.1 The different sections of the Tender Submission shall be clearly segregated with
section dividers and bound in ring bound files, lever arch files, books or similar.
3.3.2 The Tenderer must take particular care when completing all forms, so that its
submission may be correctly evaluated. Failure to observe detail or accuracy, or to
satisfactorily complete the forms or provide all necessary information may lead to
rejection of the submission. NamPower may, at its sole discretion, take the level of
completeness of such forms into consideration when scoring and ranking the
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Tenders. The Tenderer as part of its Tender Submission shall sign and submit the
Form of Letter of Tender as set out in Volume C Returnable Form C2.
3.3.3 The Tender Submission shall as a minimum include the following documents and
shall be submitted under the following filing structure:
a) To be submitted as part of the Technical Proposal
C1 - General and Specific Company Information (See Returnable Form
C1) – with all documentation required under this Returnable Form to be
included in C1, if not already included elsewhere.
C2 - Letter of Tender (See Returnable Form C2)
C3 - Minimum Responsiveness Criteria for Technical Proposal (See
Returnable Form C3)
C4 - Special Power of Attorney (See Returnable Form C4)
C5 - Covenant of Integrity (See Returnable Form C5)
C6 - Letter of good standing from the Receiver of Revenue in the Republic
of Namibia (See Returnable Form C6)
C7 -Letter of good standing from the Social Security Commission (See
Returnable Form C7)
C8 - Letter of compliance from the Employment Equity Commission (See
Returnable Form C8)
C9 - Reference Projects (See Returnable Form C9)
C10 - Form of Contract Agreement (See Returnable Form C10) - initialled
on each page
C13 - Datasheet for measuring equipment (See Returnable Form C13)
C14 - Technical and Legal Deviations (See Returnable Form C14)
C15 - Check list for Corporate and Administrative Information (See
Returnable Form C15)
C16 - The Project Schedule (See Returnable Form C16)
C17 - Comments to the Specification (See Returnable Form C17)
C18 - Data Accuracy and Proposed Methodologies (See Returnable Form
C18)
C19 - Operating and maintenance plan for ground measurement station
(See Returnable Form C19)
C20 - Testing and commissioning plan for ground measurement station
(See Returnable Form C20)
C21 - List of spare tools and appliances (See Returnable Form C21)
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C22 - Clarification meeting and Site Visit Form(See Returnable Form C22)
b) To be submitted as part of the Financial Proposal and NEEEP information
D1 - Price Schedules (See Returnable Form D1)
D2 - NEEEP Information (See Returnable Form D2) - with all
documentation required under this Returnable Form to be included in D2,
if not already included elsewhere.
D3 - Check list for NEEEP Information (See Returnable Form D3)
D4 - Priced Deviations List (See Returnable Form D4)
D5 - Tender Bond (According to Returnable Form D5)
D6 - Minimum Responsiveness Criteria for Financial Proposal (See
Returnable Form D6)
3.3.4 The title page of each Returnable Form clearly indicates how and when each
Returnable Form must be completed. Omission to submit the Returnable Forms to
an acceptable standard of completeness, consistency and detail may, at
NamPower's sole discretion, may lead to disqualification of the Tender.
3.4 Delivery and Delivery Time
3.4.1 The Project Schedule for the Services shall be provided by the Tenderer according
to the activities listed in Volume B1 and shall be attached to Volume C Returnable
Form C16.
3.5 Corporate and Administrative Information
3.5.1 The Tenderer shall provide in the Tender Submission an organisational chart
showing the Tenderer’s overall organisation and an explanation of the Tenderer’s
financial relationship with any company, whether or not affiliated with the Tenderer,
who will participate in the Scope of Services. If the Tenderer is a consortium or joint
venture, the organisational chart shall indicate the relationship and interaction of all
consortium or joint venture members, and include a description of services to be
provided by each company. The organisational chart shall also indicate the
managerial positions within the company. Each managerial position shall clearly
indicate the title of position, the name of the incumbent and the contact details of
the incumbent.
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3.5.2 In the case of a consortium or joint venture, the Tenderer will identify which member
of the consortium or joint venture will be the leader and the primary point of contact
for NamPower.
3.5.3 The Tenderer shall provide in the Tender Submission the special power of attorney
(as set out in Volume C Returnable Form C4) duly executed, authorising a
person(s) to represent and bind the Tenderer and, in the event that the Tenderer is
a consortium or joint venture, each member of the consortium or joint venture.
3.5.4 The Tenderer shall include in its Tender Submission a covenant of integrity as set
forth in Volume C Returnable Form C5 and on its company letterhead. In the
event that the Tenderer is a consortium or joint venture, each of the consortium or
joint venture members shall provide a covenant of integrity.
3.5.5 A certified executed copy of the consortium or joint venture agreement shall be
included in the Tender Submission. Such agreement shall be according to the
requirements of section 3.6.
3.5.6 The Tenderer shall provide in the Tender Submission, the financial statements for
the last three years for the Tenderer or, in the event that the Tenderer is a
consortium or joint venture, each of the consortium or joint venture members. If the
Tenderer is a publicly listed company, the Tenderer shall indicate in the Tender
Submission the relevant stock exchange(s) on which the Tenderer is listed and
shall provide in its Tender a copy of each annual statement and other material
filings which have been submitted to the relevant exchange in the past thirty-six (36)
months.
3.5.7 In addition, the Tenderer, or in the event that the Tenderer is a consortium or joint
venture, each of the consortium or joint venture members, shall provide:
(i) letter of good standing from Receiver of Revenue in the Republic of Namibia (for
Tenderers incorporated in or which are registered foreign business entities in the
Republic of Namibia). Alternatively, the Tenderer's shall submit a letter from the
government of the country of origin. See Volume C Returnable Form C6;
(ii) letter of good standing from the Social Security Commission (for Tenderers
incorporated in or which are registered foreign business entities in the Republic of
Namibia) according to Volume C Returnable Form C7;
(iii) letter of compliance from the Employment Equity Commission (for Tenderers
incorporated in or which are registered foreign business entities in the Republic of
Namibia) according to Volume C Returnable Form C8.
3.5.8 The Tenderer shall ensure that all documentation required for Corporate and
Administrative Information is submitted together with Volume C Returnable Form
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C1. The Tenderer shall complete and submit together with the Tender Submission
Volume C Returnable Form C15 to ensure that all Corporate and Administrative
Information has been submitted.
3.5.9 NamPower hereby confirms that Tenderers need not be incorporated in the
Republic of Namibia, or be registered foreign business entities in the Republic of
Namibia, in order to participate in this Tender. However, the Tenderer shall take
note of the NEEEP Content and scoring thereof as part of the evaluation.
3.6 Joint Venture and Consortium Requirements
3.6.1 If the Tenderer is an association constituting a joint venture or consortium or other
unincorporated grouping of two or more legal entities (here called a joint venture)
the following shall apply:
(i) All documents comprising the Technical and Financial Proposals will be signed
by all members of the joint venture or consortium or unincorporated grouping of
two or more legal entities.
(ii) A joint venture or consortium agreement, signed by each member, shall be
submitted together with Volume C Returnable Form C1 and shall include:
a) a definition of the roles and responsibilities of each member of the joint
venture,
b) the ownership and management structure and the percentage shareholding
of each member in the joint venture,
c) a statement that the members of the joint venture or consortium etc. will
undertake, jointly and severally, the obligations of the joint venture under
the contract if awarded,
d) a statement that the members of the joint venture or consortium etc. shall
appoint and authorise the lead member (to be named) with authority to bind
the joint venture, and to act on its behalf in all matters in connection with or
arising out of this tendering process,
e) a statement that the composition or constitution of the joint venture or
consortium etc. shall not be altered without prior written consent by
NamPower and,
f) a statement that, for the purposes of the provision of the Scope of Services,
that the joint venture or consortium etc. shall act as and be considered a
single entity and in particular shall have a joint bank account in its name,
submit joint advance payment guarantees, joint invoices, and joint reports,
and shall establish common quality assurance for the services.
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3.7 NEEEP requirements
3.7.1 The NEEEP content for each Tender Submission shall be evaluated according to
the NamPower Equitable Economic Empowerment Policy. The Tenderer shall
provide the NEEEP information as set out in Volume D Returnable Form D2. The
Tenderer shall complete Volume D Returnable Form D3 Check list for NEEEP
Information to ensure that all NEEEP information has been submitted.
3.7.2 The Tenderer shall ensure that all documentation required for NEEEP Information is
submitted together with Volume C Returnable Form D2.
3.8 Tender Prices and Currencies
3.8.1 Tenderers shall quote for the entire Scope of Services on a “single responsibility”
basis such that the Contract Price covers all the obligations mentioned in or to be
reasonably inferred from the Specification for Solar Resource Measurement (see
Volume B1) and the Tender Documents. The Tenderer shall quote according to
the Price Schedules provided in Volume C Returnable Form D1.
3.8.2 All prices shall be quoted in Euro (€), US Dollars (USD), Namibian Dollars (NAD) or
South Africa Rand (ZAR). The price quoted for all equipment shall be fixed during
the Tenderer’s performance of the Contract; however the Tenderer may quote the
relevant inflation index to be used for price adjustment of the Services. This
inflation index will be subject to the approval of NamPower.
3.8.3 The prices which are quoted shall be inclusive of all disbursements, warranties,
securities, insurance, transportation, storage, duties and taxes but exclusive of
Value Added Tax (VAT).
3.8.4 For the purpose of evaluation, the exchange rate(s) as published by Oanda
(http://www.oanda.com/currency/converter) on the Tender Closing Date shall be
used.
3.9 Deviations and Modifications
3.9.1 The Tenderer shall provide a Tender Submission which is in accordance with these
Tender Documents, inclusive of all options (if applicable) called for therein, apart
from any deviations which the Tenderer considers to be unavoidable in order to
provide the Scope of Services with complete confidence.
3.9.2 Tenders shall not materially deviate from the principal requirements of the Tender
Documents. A material deviation is one which substantially affects the price, scope,
quality, completion or timing of the Scope of Services to be undertaken by the
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Tenderer under the Contract, or which limits in any substantial way, NamPower’s
rights or the Tenderer's obligations under the Contract. NamPower may, in its sole
discretion, reject any Tender Submission containing material deviations from the
principal requirements of the Specification.
3.9.3 As far as possible, the Tenderer should offer its standard product(s) for the Scope
of Services described in the Tender Documents. Where the Tender Submission
deviates from the Tender Documents, these deviations shall be listed with an
explanation stating why compliance with the Tender Documents including the
Specification and/or codes and standards is not offered and how this benefits
NamPower. Where codes and standards being offered by a Tenderer are not to the
requirements of the Specification, the Tenderer shall provide the necessary
documentary evidence to prove that the proposed codes and standards are
(i) equivalent to those required by the Specification;
(ii) internationally recognized and used;
(iii) provided in legible English as a deviation to the Tender, together with a
comparison of the Specification code/standard and the proposed alternative.
The Tenderer may also propose alternative improved performance parameters.
3.9.4 If a Tenderer needs to make a deviation to the Tender Documents during
submission of the Technical Proposal, such deviation shall be listed as a technical
or legal deviation in Volume C Returnable Form C14. No pricing information shall
be included in Volume C Returnable Form C14. Similarly, if a Tenderer needs to
make a deviation to the Tender Documents during submission of the Financial
Proposal, such deviation shall be listed as a priced deviation in Volume D
Returnable Form D4. Also, all deviations provided in Volume C Returnable Form
C14 shall also be included in Volume D Returnable Form D4 with the exception
that the Tenderer shall now provide the reduction or additional price, if any, for the
respective deviation(s).
3.9.5 The Tenderer is at liberty to provide comments to the Specification or annex extra
details and conditions as it may consider desirable, provided that it draws attention
to these extra details and conditions Volume C Returnable Form C17. All
information provided in Volume C Returnable Form C17 is considered “for
information only” and will not be binding on either NamPower or the Tenderer.
3.9.6 Likewise, if the Tenderer has any doubt to the meaning of any portion of the Tender
Documents which it was unable to resolve though the clarification process
described in sections 2.2 or 2.4 prior to finalising its Tender Submission; it shall set
out the interpretation on which it relies in its covering letter.
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3.9.7 NamPower may, in its sole discretion, admit or reject deviations when assessing
Tenders.
3.10 Submission of Completed Tender
3.10.1 The Tender shall be delivered on or before the Tender Closing Date as stated in
section 1.9.
3.10.2 The Tenders shall be delivered to:
The Tender box in the entrance foyer
NamPower Centre, 15 Luther Street, Windhoek, Namibia
3.10.3 In case of large parcels, the Tender Submission must be hand-delivered to:
The Tender Administrator, 3rd Floor, Room No F3.23, NamPower Centre, 15
Luther Street, Windhoek, Namibia
3.10.4 NamPower will not accept any faxed or e-mailed submissions. NamPower does not
accept responsibility for couriered or hand-delivered Tender Submissions that arrive
late. As a rule, late Tenders will not be accepted by NamPower.
3.10.5 Any Tender Submission received by NamPower that does not conform to all of the
above conditions may, at the sole discretion of NamPower, be rejected.
3.10.6 The Tenderer shall seal the Tender in envelopes/boxes, and each envelope/box
shall be labelled as follows:
NPWR/2015/06: TENDER FOR THE SUPPLY OF GROUND MEASUREMENT
STATIONS AND SERVICES FOR A CSP ROAD MAP AND THE
ESTABLISHMENT OF COMMERCIAL CSP PLANTS IN NAMIBIA.
3.10.7 All envelopes/boxes shall also clearly state the name and address of the Tenderer
(and in the event that the Tenderer is a consortium or joint venture, the name of
each member of the consortium or joint venture and the address of the members)
so that the Tender can be returned unopened in case it is declared “late”.
3.10.8 If the envelopes/boxes are not sealed and marked as required by this section,
NamPower will assume no responsibility for the Tender’s misplacement or
premature opening.
3.10.9 The Tenderer is fully responsible for the safe and timely delivery of the Tender.
3.10.10 NamPower reserves the right to extend the Tender Closing Date for receipt of the
Tender Submissions by giving notice in writing (emailed) to the Tenderers at least
seven (7) days prior to the Tender Closing Date.
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3.10.11 Any Tender Submission which is received after the Tender Closing Date and time
will not be considered by NamPower for evaluation and will be returned unopened.
3.11 Tender Validity Period
3.11.1 To allow sufficient time for evaluation of the Tender Submissions and pre-contract
negotiations, Tender Submissions shall be valid for a period of six (6) months from
the Tender Closing Date of Stage one: Submission of Technical Proposal. The
Tender amount shall remain valid until the end of the Tender Validity Period.
3.11.2 Prior to the expiry of the Tender Validity Period, NamPower may by written notice
request the Tenderer(s) to extend the Tender Validity Period. The Tenderer may
either accept or refuse the request, but in accepting the request shall not modify its
Tender other than by extending its validity. Should the Tenderer accept
NamPower's request it shall extend the term of its Tender Bond to cover, in full, the
agreed revised Tender Validity Period.
3.12 Tender Bond
3.12.1 Included with the Financial Proposal, each Tenderer shall provide to NamPower a
single Tender Bond for an amount equal to NAD 500,000 (five hundred thousand
Namibian dollars)
3.12.2 The Tender Bond shall be:
(a) issued in English;
(b) an unconditional and irrevocable bank guarantee in material compliance with
the Form of Tender Bond set out in Volume D Returnable Form D5;
(c) lodged with NamPower on or before the Closing Time and Date for the Financial
Proposal (in the event of failure to provide such Tender Bond within the time
allowed, NamPower at its sole discretion may terminate such Tenderer's right to
participate in the Tender Process);
(d) issued by a commercial bank registered in Namibia and from its main operating
premises in Windhoek, Namibia, or by a first class international bank with a
branch or agency bank in Windhoek, Namibia so that the Tender Bond is
capable of being drawn in Namibia;
(e) be valid and effective for the period from the date of its issue until the earlier of
the expiry of the Tender Validity Period. The Tender Bond shall remain valid
during that period notwithstanding the Tenderer's insolvency, winding-up,
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liquidation, judicial management, dissolution or deregistration, whether
provisionally or finally.
3.12.3 Failure of a Tenderer to provide a Tender Bond according to the requirements
stipulated above may lead to disqualification of the Tender Submission.
3.12.4 The procedure and reasons for which NamPower may call on the Tender Bond are
stipulated in Volume D Returnable Form D5.
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SECTION 4
TENDER OPENING AND TENDER EVALUATION
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4 TENDER OPENING AND TENDER EVALUATION
4.1 Tender Opening
4.1.1 The opening of Tender Submissions will commence by NamPower at 12h00 or
shortly thereafter on the respective Tender Closing Dates at NamPower’s Head
Office, 15th Luther Street, Windhoek.
4.1.2 The Tender Opening will NOT be a public opening and therefore only NamPower
officials will be present at the opening.
4.2 Confidentiality of Evaluation and Efforts to Influence
4.2.1 After the opening of the Tender Submission documents, information relating to the
examination, clarification, evaluation, comparison and ranking of Tenders and
recommendations concerning the award of the Contract will not be disclosed to
Tenderers or other persons not officially concerned with such process. Information
deemed to be confidential by NamPower will not be disclosed at any time.
4.2.2 Any effort by a Tenderer to influence NamPower or consultants appointed by
NamPower from time to time for the process of examination, clarification,
evaluation, comparison and scoring of Tenders and in decisions concerning the
award of Contract may, in the sole discretion of NamPower, result in the rejection of
that Tender.
4.3 Clarification of Tender Submission
4.3.1 To assist in the examination, comparison and scoring of each Tender, NamPower
may ask Tenderers for clarification of their Tender Submissions. The request for
clarification and the response shall be by email. Tenderers may also be asked to
attend post-Tender clarification meetings, upon reasonable notice by NamPower. In
any event, all Tenderer's costs and expenses relating to examination and
clarification of its Tender Submission shall be borne by the Tenderer.
4.4 Determination of Responsiveness of Tender
4.4.1 After the opening of each Tender Submission, but not necessarily at the Tender
opening, NamPower will determine whether each Tender Submission is
substantially responsive to the requirements of the Tender Documents. A
substantially responsive Tender Submission meets the following requirements:
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(a) All the minimum responsiveness criteria (see Volume C Returnable Form C3)
have been adhered to;
(b) All documentation has been provided in sufficient detail to allow a detailed
evaluation and
(c) Tender Submission conforms to all the terms, conditions and specifications of
the Tender Documents without material deviation. Any and all deviations must
be declared and presented in accordance with section 3.9.
4.4.2 Any Tender Submission that does not meet minimum acceptable standards of
completeness, consistency and detail may, at NamPower's sole discretion, be
rejected as non-responsive.
4.4.3 NamPower may, in its sole discretion, waive any deviation which it considers being
a minor non-conformity or irregularity in a Tender Submission and which does not
constitute a material deviation, provided that the waiver does not prejudice or affect
the relative ranking order of any Tender Submission.
4.5 Correction of Errors
4.5.1 Each Tender which is not rejected by NamPower for non-responsiveness pursuant
to section 4.4 will be checked for any material errors in computation.
4.5.2 Arithmetical errors found may be clarified by NamPower with the relevant Tenderer
and where there is a discrepancy between amounts in figures and in words, the
amount in words will govern.
4.6 Legal Evaluation of Tender
4.6.1 NamPower will review all documents submitted pursuant to sections 3.5, 3.6 and
3.7 for completeness, and may run a background check on all Tenderers.
NamPower will conduct a legal evaluation of the Tender, including a review of any
deviations submitted by the Tenderer to the Contract Agreement. Any material
deviation which forms part of the Contract Agreement may result in the
disqualification of a Tenderer.
4.7 Evaluation of the Technical Proposal
4.7.1 NamPower will carry out a detailed evaluation of each Tender Submission not
rejected by NamPower as being non-responsive pursuant to section 4.4 for
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technical compliance. The following aspects of each responsive Tender Submission
will be evaluated and scored:
(a) Corporate and administrative information and financial strength of the Tenderer,
which comprises the financial strength of the Tenderer and the company
providing the Parent Company Guarantee (if any);
(b) Technical capability of the Tenderer which comprises compliance to the
Specification;
(c) Delivery capability of Tenderer which comprises the Tenderer’s ability and
resources, demonstrated to meet project deadlines and schedules; and
(d) Previous experience of the Tenderer in similar projects; which requires the
Tenderer to provide information on similar reference projects on Volume C
Returnable Form C9.
4.7.2 NamPower will be entitled to allocate points for each of the above evaluation criteria
in any manner it sees fit. By participating in this Tender, the Tenderer hereby
acknowledges and agrees to the evaluation and scoring criteria stipulated in these
Tender Documents
4.7.3 The minimum qualifying score for a Tender Submission to pass the detailed
technical evaluation is 85%. Only Tender Submissions that achieve the minimum
qualifying on the detailed technical evaluation will be evaluated further.
4.8 Evaluation of Financial Proposal and NEEEP Information
4.8.1 NamPower will evaluate the Financial Proposal of each Tenderer Submission which
passes the detailed technical evaluation. The final evaluation process shall include
the following:
(a) Evaluation and scoring of the prices submitted in the Price Schedules, Volume
D Returnable Form D1 based on the Technical Proposal which was submitted;
(b) Evaluation and scoring of the NEEEP content based upon the principles
outlined in the NEEEP score table (see Table 2) and the NEEEP information
submitted by the Tenderer in Volume D Returnable Form D2;
(c) In addition to the prices/rates indicated in Price Schedules and the priced
deviations submitted under Volume D Returnable Form D1, NamPower will
take into account, during the evaluation process the cost of all quantifiable
deviations and omissions which NamPower deems to have been excluded from
the Tender Submission to determine the evaluated Tender price. Any
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adjustments in price that may result from the above procedures shall be added,
for purposes of comparative evaluation only, to arrive at an evaluated Tender
price. Tender prices quoted by Tenderers shall remain unaltered.
4.8.2 By participating in this Tender, the Tenderer hereby acknowledges and agrees to
the evaluation and scoring criteria stipulated in these Tender Documents.
4.8.3 The NEEEP content of the Tender Submission will be evaluated according to the
score card provided in Table 2 below.
Table 2: NEEEP score table
Ownership and Namibian Registration
20
100
Where:
Shareholding or Ownership by Previously
Disadvantaged Namibian (PDN) is
≤ 15% shares 2
> 15% and ≤25% shares 8
> 25% and ≤ 50% shares 10
> 50% shares 14
Where:
Shareholding or Ownership by Women /
Disabled person is
≤ 25% shares 2
> 25% and ≤ 50% shares 4
> 50% shares 6
Management Control and Employment Equity
Where:
The combined board and top management
structure filled by PDNs is
< 50% 0
20
= 50% 10
> 50% and ≤ 60% 12
> 60% and ≤ 70% 14
> 70% and ≤ 80% 16
> 80% and ≤ 90% 18
> 90% and ≤ 100% 20
Human Resources and Skills Development
Where:
A % of gross wages (including VET levy) spent
on training is
< 1% 0
20
= 1% 10
> 1% and ≤1.2% 12
> 1.2% and ≤1.4% 14
> 1.4% and ≤1.6% 16
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> 1.6% and ≤1.8% 18
> 1.8% and ≤2% 20
Entrepreneurship Development (Second tier
PDN supplier procurement)
Where:
The Procurement spending allocated to
businesses (e.g. mentorship programmes, joint
ventures, subcontracting) owned by PDNs is
≤10% 8
20
> 10% and ≤20% 11
> 20% and ≤30% 14
> 30% and ≤40% 17
> 40% and ≤50% 20
Community Investment
Where:
Amount donated by Tenderer (in NAD) to
community investment over past three years
divided by Full Contract Price. (Where a
Tenderer is located in a
communal/underdeveloped area employing
members of such a community, automatically
score 10 points. Scoring on communal /
underdeveloped areas will be based on a sliding
scale from most developed scoring 0 to least
developed area scoring 10 points. Additional
points are to be awarded for further community
investments up to a maximum of 20 points).
< 1% 0
20
= 1% 10
> 1% and ≤1.2% 12
> 1.2% and ≤1.4% 14
> 1.4% and ≤1.6% 16
> 1.6% and ≤1.8% 18
> 1.8% and ≤2% 20
4.8.4 The maximum points that a Tender Submission can score for the NEEEP content is
100 points.
4.8.5 First time Tenderers are required to pledge a percentage of the Contract Price as a
community investment. This pledge amount shall be indicated in the NEEEP
information submitted by the Tenderer in Volume D Returnable Form D2.
NamPower will retain an amount equivalent to the pledge as security until the
pledge is fulfilled.
4.8.6 NamPower shall deduct 10% of the Milestone Invoice amount for each Milestone
Invoice submitted by the Consultant until the amount pledged for community
development has been retained. NamPower shall return the amounted retained to
the Consultant when the Consultant provides documentary proof that the
obligations for community investment have been fulfilled and when the documentary
evidence has been confirmed by NamPower.
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4.9 Final Score of the Tender Submission
4.9.1 The final score for each Tender Submission will be determined out of 100 points
according to the combined NEEEP content score (Ns) and financial score (Fs)
using the following weighting:
(a) Financial score (Fs) = 85
(b) NEEEP content score (Ns) = 15
4.9.2 Where the financial score is calculated as follows:
85 1
Where: Fs = the points scored for price for the Tender under consideration,
Ft = the dollar value of the Tender under consideration, and
Fmin = the dollar value of the lowest acceptable Tender Submission.
4.9.3 Based on the final score, Tenderers will be ranked and shortlisted.
4.10 Discussions with Shortlisted Tenderers
4.10.1 After scoring, ranking and shortlisting (and as part of its final evaluation process),
NamPower may call finalist Tenderers for meetings to discuss the Tender and any
deviations and / or clarifications to the Financial Proposal.
4.10.2 During the discussions with the shortlisted Tenderers, NamPower and the Tenderer
will address the deviations indicated by the Tenderer to the Contract data and
amendments (See Volume A2) and will finalise the Contract Agreement (Volume C
Returnable Form C10) and Particular Conditions and Schedule of Amendments
(Volume A Returnable Form A2).
Each Tenderer shall be solely responsible for its costs and expenses relating to
such discussions. All meetings related to this Tender will be held at the NamPower
head office in Windhoek.
4.11 NamPower’s Right to accept or reject any or all Tenders
4.11.1 NamPower does not bind itself to accept the Tender with the lowest price, nor will
NamPower be responsible for, or pay for, any expenses incurred of any Tenderer.
4.11.2 NamPower is not bound to give any reason for acceptance or rejection of Tenders.
The decision of NamPower is final and binding and no correspondence shall be
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entered into with the Tenderers. NamPower shall have no liability to the Tenderers,
whether or not successful.
4.11.3 No Tender shall be considered to have been accepted unless such acceptance is
notified to the Tenderer in writing by NamPower.
4.11.4 Deviations which are accepted by NamPower will form part of the Contract
Agreement.
4.11.5 NamPower may suspend or terminate the tendering process at any time and shall
have no liability to the Tenderers arising from or connected to any such suspension
or termination.
4.12 Notification of Award
4.12.1 Prior to the expiration of the Tender Validity Period, or the extended Tender Validity
Period, as the case may be, NamPower will notify the successful Tenderer(s) in
writing by email that their Tender(s) has/have been accepted.
4.12.2 Following notification to the successful Tenderers, NamPower will promptly notify
the unsuccessful Tenderers and will discharge the Tender Bonds of the
unsuccessful Tenderers.
4.13 Signing the Contract Agreement
4.13.1 At the same time as NamPower notifies the successful Tenderer, NamPower will
send the Tenderer the Contract Agreement provided in the Tender Documents,
incorporating all agreements between the parties.
4.13.2 Within seven (7) days of receipt of the Contract Agreement, the successful
Tenderer(s) shall sign and date the Contract Agreement and return it to NamPower.
The execution of the Contract Agreement will constitute the formation of the
Contract.
4.13.3 The form of Contract Agreement is set out in Volume C Returnable Form C10.
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SECTION 5
LEGISLATION
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5 LEGISLATION
5.1 Compliance with Laws, Regulations, Licences and Permits
5.1.1 The Tenderer shall comply with all relevant laws, rules, regulations, approvals,
licences, permits, local ordinances applicable to Namibia during the Scope of
Services.
NPWR/2015/06
TENDER FOR THE SUPPLY OF GROUND
MEASUREMENT STATIONS AND SERVICES FOR A
CSP ROAD MAP AND THE ESTABLISHMENT OF
COMMERCIAL CSP PLANTS IN NAMIBIA
Volume A2
Particular Conditions and Schedule of
Amendments
COPYRIGHT © NAMPOWER (PTY) Ltd
ALL RIGHTS RESERVED, NO PART OF THIS WORK MAY BE MODIFIED OR REPRODUCED OR
COPIES IN ANY FORM OR BY ANY MEANS - GRAPHIC, ELECTRONIC OR MECHANICAL, INCLUDING
PHOTOCOPYING, RECORDING, TAPING OR INFORMATION AND RETRIEVAL SYSTEM, OR USED
FOR ANY PURPOSE OTHER THAN ITS DESIGNATED PURPOSE, WITHOUT THE WRITTEN
PERMISSION OF NAMPOWER (PTY) LIMITED
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CONTENTS
CONTENTS .......................................................................................................................................... 3
1. CONDITIONS OF CONTRACT ............................................................................................ 4
2. PARTICULAR CONDITIONS .............................................................................................. 4
3. SCHEDULE OF AMENDMENTS TO THE GENERAL CONDITIONS ................................. 6
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1. CONDITIONS OF CONTRACT
The Conditions of Contract comprise the General Conditions, which form part of the
”Client/Consultant Model Services Agreement 4th Ed (2006)" published by the International
Federation of Consulting Engineers (FIDIC), and the following Particular Conditions and
Schedule of Amendments to the General Conditions.
2. PARTICULAR CONDITIONS
The following particular conditions and schedule of amendments to the General Conditions
together are to be read together with and integrated with the General Conditions to reflect the
Conditions of Contract between the Client and the Consultant.
SUB-
CLAUSE*
SUBJECT DATA
1.1 Definitions
1.1.2 Project TENDER FOR THE SUPPLY OF GROUND
MEASUREMENT STATIONS AND SERVICES FOR A
CSP ROAD MAP AND THE ESTABLISHMENT OF
COMMERCIAL CSP PLANTS IN NAMIBIA
Tender No.: NPWR/2015/06
1.1.10 Commenceme
nt Date
Date stated in the Notice to Commence
1.1.11 Time for
Completion
Period for completion is 5 years from the
Commencement Date.
1.3.1 Language for
Communicatio
ns
English
1.4.1 Language of
the
Agreement:
English
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Ruling
language
English
Governing
Law
Laws of the Republic of Namibia
1.8.1 Notices
Client’s
address:
[●]
Email: [●]
Telephone
number:
[●]
Facsimile
number:
[●]
Consultant’s
address:
[●]
Email: [●]
Telephone
number:
[●]
Facsimile
number:
[●]
5.2.2 Agreed
Compensation
Rate
5 percent per annum
6.2.1 Duration of
Liability
3 years from the date of the cause of action arose or the
claiming Party became aware or ought to have become
aware of such cause of action.
6.3.1 Limit of
Compensation
3 times the total of the Contract Sum
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8.2.1 Named
Mediator
Professional Arbitration and Mediation Association of
Namibia (PAMAN)
8.2.3 Mediation
Procedures
The procedures to be followed are those of PAMAN.
8.3.2 Rules of
Arbitration
Arbitration Foundation of Southern Africa (AFSA)
*References from Clauses in the General Conditions
3. SCHEDULE OF AMENDMENTS TO THE GENERAL CONDITIONS
The following particular conditions and schedule of amendments to the General Conditions
together are to be read together with and integrated with the General Conditions to reflect the
Conditions of Contract between the Client and the Consultant.
CLAUSE
*
TITLE AMENDMENT
1.1 Definitions
1.1.1 Agreement Delete the contents herein and replace with:
“”Agreement” means the Contract Agreement, the
Conditions of the Client/Consultant Model Services
Agreement comprising the Schedule of Amendments to the
General Conditions, Particular Conditions and the General
Conditions construed together and collectively defined as
the “Conditions of Contract”, together with the Appendix 1
[Scope of Services], Appendix 3 [Remuneration and
Payment], Appendix 4 [Time Schedule for Services].”
1.1.5 Country Delete “the country to which the Project (or most of it)
relates”, and replace with:
“the Republic of Namibia”
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1.1.7 Client Delete “Party named in the” and replace with:
“Namibia Power Corporation (Pty) Ltd, as further defined in
the Contract”
1.1.8 Consultant Delete “the professional firm or individual named in the” and
replace with:
“[●], as further defined in the Contract”
1.1.16 New
Definition:
“Contract
Agreement”
Insert new definition:
““Contract Agreement” means the executed agreement
forming the contract between the Parties after issue of the
Letter of Acceptance, and detailing the documents forming
the complete contract.”
1.1.17 New
Definition:
“Contract
Sum”
Insert new definition:
“Contract Sum” means the total amount inclusive of
disbursements, duties and taxes but exclusive of Value
Added Tax (VAT) for the rendering of Services as per the
Consultant’s Financial Proposal contained in the Tender
Submission.”
1.1.18 New
Definition:
“Letter of
Acceptance”
Insert new definition:
““Letter of Acceptance” means the letter from the Client
addressed to the Consultant wherein the Client subject to
the execution of the Contract Agreement, formally accepts
the Consultant’s Tender Submission as revised and
amplified by any clarifications post submission of all
proposals and minutes of negotiations resulting in the
award of contract to the Consultant, together with any
conditions precedent to be satisfied by the Consultant to
enable the Client to issue the Notice to Commence.”
1.1.19 New
Definition:
“Notice to
Insert new definition:
““Notice to Commence” means the letter issued by the
Client to the Consultant authorising the commencement of
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Commence” Services and which letter is the formal record of the
Commencement Date.”
1.1.20 New
Definition:
“Milestone
Invoice”
Insert new definition:
““Milestone Invoice” means a due and payable invoice
submitted by the Consultant to the Client for payment upon
completion of a consecutive milestone according to the
agreed schedule for milestone deliverables contemplated
by the Services. Such invoice shall be itemised in detail in
respect of activities completed, man-hours utilised and
disbursements incurred in the execution of the Services
together with legible copies for the Client of such
disbursements, the detail in respect of the Consultant’s
personnel and sub-consultants (if any) utilised and the
applicable tariffs, as well as the detail in respect of the
deliverables completed for the respective Milestone invoice.
Milestone Invoices must be issued consecutively as per the
agreed schedule unless otherwise agreed by the Parties.
For purposes herein, a deliverable in terms of the Scope of
Services is defined without limitation as the final or interim
document, model or presentation (as the case may be) as
reviewed and commented upon by the Client, and which
review and/or comments require changes and/or
amendments to be incorporated in the deliverable to
constitute a valid milestone deliverable.”
1.2 Interpretation
1.2.3 Delete the second sentence “If there is…….Particular
Conditions”, and replace with the following:
“For the purposes of interpretation, the priority of the
documents will be in the sequence stated in the Contract
Agreement, with the Contract Agreement itself to take the
highest priority.”
1.2.5 Insert after the words “or agreement” the words “or
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consent”, and insert after the word “agreement” the words
“or consent”.
1.6 Assignments and Sub-Contracts
1.6.3 Add the following sentence at the end of the first sentence:
“The Consultant shall not terminate any sub-contract or sub-
consultant presented to the Client as part of its Tender
Submission and upon which basis the Client evaluated,
negotiated and awarded the contract to the Consultant.”
1.7 Copyright
1.7.1 The entire Sub-Clause herein is to be deleted and replaced
with the following:
“The Client shall retain the design rights and other
intellectual property rights and copyright on all documents
or models prepared by the Consultant. The Client shall be
entitled to use such documents or models in any manner or
for any purpose he may deem fit. The Client shall not be
liable for any royalty and/or licence payments in respect of
the design rights and other intellectual property rights and
copyright in respect of such documents or models prepared
by the Consultant.”
1.9 Publication
1.9.1 The entire Sub-Clause herein is to be deleted and replaced
with the following:
“During the execution of the Services, the Consultant may
only publish that information which is required for the public
domain for the purposes of the Services provided and
information that already exists in such public domain. The
Consultant may publish any non-confidential material
relating to the Services or the Project in the public domain
after the Time for Completion or termination of the
Agreement solely for the intent of marketing itself or in
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furtherance of its business activities or as required by a
regulatory authority. The Client’s consent shall be obtained
by the Consultant to publish any confidential material
relating to the Services at any time prior to or after the Time
for Completion or termination of the Agreement, or during
the Project execution, and which consent shall not be
unreasonably withheld.”
1.11 Insert new Sub-Clause 1.11:
Severability If and to the extent any of the provisions of this Agreement is
void or unenforceable under the laws governing this
Agreement, the Parties agree that such void or
unenforceable provision shall not affect the remainder of the
Agreement and that such void or unenforceable provision
shall be replaced by one that as closely as possible reflects
the commercial intent of the Parties as expressed in such
void or unenforceable provision.”
1.12 New Sub-Clause: Insert new sub-clause 1.12:
Entire
Agreement
This Agreement contains the entire agreement between the
Parties, to the exclusion of any terms that may be implied by
law which may be excluded by contract, and supersedes any
and all written and oral agreements, proposals, negotiations,
understandings and representations relating to or connected
with the subject matter of this Agreement made or date prior
to the date hereof
1.13 New Sub-Clause: Insert new sub-clause 1.13:
Amendments Any amendments to this Agreement (including the
requirement of amendments having to be in writing) to be
valid shall be required to be made in writing and duly signed
by the authorised representative of both Parties.
1.14 New Sub-Clause: Insert new sub-clause 1.14:
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Waiver It is understood and agreed that any delay, waiver or
omission by a Party to exercise any right or power arising
from any breach or default by the other Party in any of the
terms, provisions or covenants of this Agreement shall not
be construed to be a waiver by the first Party of any such
breach or default and subsequent breach or default of the
same or other terms, provisions or covenants on the part of
the other Party
1.15 New Sub-Clause: Insert new sub-clause 1.15:
Survival All provisions of this Agreement which are expressly or by
implication to come into or continue in force and effect after
the expiration or termination of this Agreement shall remain
in effect and be enforceable following such expiration or
termination, subject to the applicable statute of limitation.
1.16 New Sub-Clause: Insert new sub-clause 1.16:
Own Costs Each Party shall bear its own costs incurred in connection
with the negotiation, drafting and execution of this
Agreement.
1.17 New Sub-Clause: Insert new sub-clause 1.17:
No Third Party
Rights
“This Agreement and all rights hereunder are intended for
the sole benefit of the Parties and shall not imply or create
any rights on the part of, or obligations to, any other person.”
2.3 Assistance
2.3.1 Delete sub-paragraphs (c), (d) and (e).
2.4 Client’s Financial Arrangements
2.4.1 This entire Sub-Clause is deleted and inapplicable.
2.5 Equipment and Facilities
2.5.1 This entire Sub-Clause is deleted and inapplicable.
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2.6 Supply of Client’s Personnel
2.6.1 This entire Sub-Clause is deleted and inapplicable.
2.6.2 This entire Sub-Clause is deleted and inapplicable.
2.6.3 This entire Sub-Clause is deleted and inapplicable.
2.8 Service of Others
2.8.1 This entire Sub-Clause is deleted and inapplicable.
3.3 Duty of Care and Exercise of Authority
3.3.2 This entire Sub-Clause is deleted and inapplicable.
3.5 Supply of Personnel
3.5.1 Add the following sentence at the end of the first sentence:
“The Client shall not be charged remuneration or
disbursements incurred by junior personnel of the Consultant
acquiring on-the-job training or skills development.”
3.7 Changes in Personnel
3.7.1 Add the following paragraph at the end of the first
paragraph:
“The Consultant shall obtain the Client’s consent to the
proposed replacement of its personnel and provide a
reasonable explanation for such replacement. The
Consultant shall not charge the Client any remuneration or
disbursements for time spent by the replacement personnel
in familiarizing and reviewing the work performed till date of
replacement.”
4.1 Agreement Effective
4.1.1 Replace the words “letter of acceptance” with “Letter of
Acceptance”, and replace the word “proposal” with “Tender
Submission”. After the word “formal” insert “Contract”.
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4.3 Variations
4.3.3 Add the following paragraph at the end of the first
paragraph:
“The Parties shall agree a schedule of remuneration for all
the Consultant’s personnel to be involved in the provision of
the Services, together with a rate of escalation (if
applicable) should the Agreement extend for one year from
the Time for Completion. The schedule of remuneration
shall also be applicable to Additional or Exceptional
Services beyond the Scope of Services.”
4.6 Abandonment, Suspension or Termination
4.6.3 Sub-Clause (a) herein shall be amended to delete the “28
days” and replaced with “30 days”.
5.1 Payment to Consultants
5.1.3 After the first occurrence of the word “sub-consultants”
insert:
“or the Consultant contracts sub-consultants as he may
require from time to time with the consent of the Client”.
At the end of the sentence add the following sentence:
“The Client shall not be directly liable to any sub-
consultants for any fees or disbursements, and shall only
be liable for Milestone Invoices issued by the Consultant.”
5.2 Time for Payment
5.2.1 After the word “due” insert “ and payable”
Replace “28” with “30”
Delete the word “invoice” and replace with “Milestone
Invoice received by the Client”
5.2.2 Delete the contents herein and replace with the following:
“If the Consultant does not receive payment within the time
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stated in Clause 5.2.1 he shall be paid an additional 5%
simple interest (calculated annually) on the amount of the
Milestone Invoice not paid.”
5.3 Currencies of Payment
5.3.1 The entire Sub Clause herein is to be deleted and replaced
with the following:
The currency applicable to the Agreement is Namibian
dollars.
5.7 Retention
5.7.1 Insert new sub-clause 5.7.1:
“The Client shall deduct 10% of the Milestone invoice for
each Milestone Invoice submitted by the Consultant until the
amount pledged for community development has been
retained. The Client shall return the amounted retained to
the Consultant when the Consultant provides documentary
proof that the obligations for community investment have
been fulfilled and when the documentary evidence has been
confirmed by NamPower.”
6.1 Liability and Compensation between the Parties
6.1.1 The entire Sub Clause herein is to be deleted and replaced
with the following:
“The Consultant shall be liable to pay compensation to the
Client arising out of or in connection with the Agreement if a
breach of Clause 3.3.1 is established against him or his
sub-consultants. If the Client has to contract a third party to
execute or finalize a deliverable (as defined in Sub-Clause
1.1.20) not delivered within the contracted time of the
respective Milestone Invoice or the Time Schedule for
Services, or to perform an obligation of the Consultant in
terms of the Scope of Services due to the failure of the
Consultant to rectify its breach, then the Consultant shall
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reimburse the Client for the full costs of contracting such
third party provided that the Consultant shall be entitled to
rectify its breach by contracting a third party at his expense
to perform such obligation. The Client shall be entitled to
deduct the full costs of such third party from any amount
due to the Consultant under this Agreement, and shall
account to the Consultant accordingly.”
6.1.3(c) Delete the contents of sub-paragraph (c) and replace with
the following:
“The Consultant and his sub-consultants shall be jointly and
severally liable to the Client, and the Consultant shall bear
total liability for all actions or omissions of his sub-
consultants.”
6.4 Indemnity
6.4.1 Replace the word “Client” with “Consultant”, and replace the
word “Consultant” with “Client”.
8.1 Amicable Dispute Resolution
8.1.1 Delete the contents herein and replace with the following:
“Any disputes (whether formally declared or not) arising out
of or in connection with the Agreement shall be settled
through amicable discussion between the Chief Executive
Officers or their delegates of the respective Parties, and
which discussion must take place within seven (7) working
days of either Party declaring a dispute in terms of this
Agreement. If the dispute is not resolved at such meeting
then within five (5) working days of such meeting, the
Parties shall agree upon a neutral mediator and attempt to
resolve their dispute by mediation in accordance with
Clause 8.2.”
8.2 Mediation
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8.2.1 Replace the word “FIDIC” with “the Law Society of Namibia”
8.4 New Sub-
Clause:
“Performance
to Continue”
Insert new sub-clause 8.4:
“Performance of this Agreement shall continue during
negotiations of any dispute (whether formally declared or
not), mediation or arbitration proceedings and during any
litigation relating to the enforcement of arbitral judgements.
For the avoidance of any doubt, the dispute shall not
prevent either party from performing its obligations in terms
of the Agreement and the specific issue(s) in dispute shall
be narrowly interpreted to enable all other performance
(including where possible related obligations) to continue,
however the Party claiming the dispute shall not be forced
to perform the disputed obligation.”
8.5 New Sub-
Clause:
“Survival”
Insert new Sub-Clause 8.5:
“The provisions of this Clause 8: Disputes and Arbitration
shall survive the expiration or earlier termination of this
Agreement.”
*References from Clauses in the General Conditions
NPWR/2015/06
TENDER FOR THE SUPPLY OF GROUND
MEASUREMENT STATIONS AND SERVICES FOR A
CSP ROAD MAP AND THE ESTABLISHMENT OF
COMMERCIAL CSP PLANTS IN NAMIBIA
Volume B1
Specification for Solar Resource
Measurement
COPYRIGHT © NAMPOWER (PTY) Ltd
ALL RIGHTS RESERVED, NO PART OF THIS WORK MAY BE MODIFIED OR REPRODUCED OR
COPIES IN ANY FORM OR BY ANY MEANS - GRAPHIC, ELECTRONIC OR MECHANICAL, INCLUDING
PHOTOCOPYING, RECORDING, TAPING OR INFORMATION AND RETRIEVAL SYSTEM, OR USED
FOR ANY PURPOSE OTHER THAN ITS DESIGNATED PURPOSE, WITHOUT THE WRITTEN
PERMISSION OF NAMPOWER (PTY) LIMITED
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CONTENTS
CONTENTS .......................................................................................................................................... 3
LIST OF TABLES ................................................................................................................................. 4
1. GLOSSARY ......................................................................................................................... 5
2. PREAMBLE ......................................................................................................................... 5
3. SCOPE OF SERVICES ....................................................................................................... 5
4. ORDER OF PRECEDENCE ................................................................................................ 6
5. CODES AND STANDARDS ................................................................................................ 6
6. TECHNICAL DEVIATIONS .................................................................................................. 7
7. LOCATION OF MEASUREMENT SITES ............................................................................ 7
8. TECHNICAL REQUIREMENTS FOR GROUND MEASUREMENT EQUIPMENT ............... 8
8.1 GROUND MEASUREMENT EQUIPMENT ....................................................................................... 8
8.2 GROUND MEASUREMENT SENSORS .......................................................................................... 8
8.2.1 Solar irradiance measurements ..................................................................................... 8
8.2.2 General weather measurements ................................................................................... 9
8.3 DATA ACQUISITION DEVICES .................................................................................................. 10
8.4 DATA COMMUNICATION ......................................................................................................... 11
8.5 INSTALLATION AND ANCILLARIES ............................................................................................ 11
8.5.1 Electrical installations .................................................................................................. 11
8.5.2 Accessibility ................................................................................................................. 11
8.5.3 Power Supply .............................................................................................................. 11
8.5.4 Ground and shielding .................................................................................................. 12
8.5.5 Electro-Magnetic Interference ..................................................................................... 13
8.5.6 Security and fencing .................................................................................................... 13
8.5.7 Rodent proofing ........................................................................................................... 13
8.5.8 Enclosures .................................................................................................................. 14
8.6 SPARES AND SPARE KEEPING ................................................................................................ 14
8.7 TESTING AND COMMISSIONING .............................................................................................. 14
8.8 OPERATIONS AND MAINTENANCE SERVICES ........................................................................... 14
9. TECHNICAL REQUIREMENTS FOR DATA ..................................................................... 15
9.1 DATA PROCESSING AND CLEANING ......................................................................................... 15
9.2 DATA ACCURACY REQUIREMENTS .......................................................................................... 16
9.3 MONTHLY PROGRESS REPORTING ......................................................................................... 17
9.4 DATA REPORTING ................................................................................................................ 17
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9.4.1 Long term annual values ............................................................................................. 17
9.4.2 Full time series data .................................................................................................... 18
9.4.3 Typical Meteorological Year ........................................................................................ 18
9.4.4 DNI Map ...................................................................................................................... 19
9.5 ANNUAL REPORTS ................................................................................................................ 19
10. WARRANTY ...................................................................................................................... 20
11. PROJECT MANAGEMENT ............................................................................................... 20
11.1 PROJECT SCHEDULE ............................................................................................................ 20
11.2 DOCUMENTATION REQUIREMENTS ......................................................................................... 21
11.3 DATA FORMATS AND DELIVERY OPTIONS ................................................................................. 21
11.4 REVIEW AND APPROVAL OF DOCUMENTATION .......................................................................... 21
12. INVOICING AND PAYMENT ............................................................................................. 21
13. DELIVERY ......................................................................................................................... 22
14. LOCAL CONTENT ............................................................................................................ 22
15. DOCUMENTATION TO BE SUBMITTED WITH THE TENDER ........................................ 22
16. DOCUMENTATION TO BE SUBMITTED AFTER TENDER AWARD ............................... 23
17. END-OF-JOB REQUIREMENTS ....................................................................................... 23
18. LICENSING ....................................................................................................................... 24
19. VALUE ENGINEERING ..................................................................................................... 24
LIST OF TABLES
Table 1: DNI, GHI, GHI and GTI Measurements ...................................................................... 8
Table 2: General weather measurements ................................................................................ 9
Table 3: Achievable uncertainty and confidence levels .......................................................... 16
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1. GLOSSARY
DHI Diffuse Horizontal Irradiance
DNI Direct Normal Irradiance
GHI Global horizontal Irradiance
PV Photovoltaic
TMY Typical meteorological year
2. PREAMBLE
The following specification forms part of the Tender Documents for the procurement of the
equipment and services to measure the solar resources for establishment of commercial
CSP plants in Namibia. This specification is envisaged as the minimum requirements for the
services and equipment which will be procured under this specification.
3. SCOPE OF SERVICES
Each site indicated in section 7 will be provided with a high precision ground measurement
and data acquisition system for unattended and remote operation for a period of five (5)
years. The Scope of Services for these five (5) years shall include:
design, manufacture, transportation, erection, commissioning, calibration and testing
of the equipment required for three (3) ground measuring stations
operation and maintenance of the ground measuring stations
collection, cleaning, processing of ground data and the integration/extrapolation of
ground measurement data with satellite data
reporting and documentation of measured and processed data
end-of-job documentation
End-of-job documentation and training will also be provided by the Consultant to NamPower
at the end of testing and commissioning of the ground measurement station.
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4. ORDER OF PRECEDENCE
The order of precedence for this Specification is as follows:
(a) this Specification, then
(b) ISO 9060: Solar energy – Specification and classification of instruments for
measuring hemispherical solar and direct solar radiation
(c) ISO 9901: Solar energy – Field pyranometers – recommended practise for use
5. CODES AND STANDARDS
The equipment and services provided under this specification shall be designed,
manufactured, erected, commissioned, calibrated and tested according to this Specification
and codes and standards referenced herein and shall meet the requirements of all local
legislation and regulations.
Equivalent codes and standards from other countries may be considered, provided that these
codes and standards are as stringent as, or more stringent than, the codes and standards
mentioned in this Specification. The Consultant shall provide the necessary evidence to
prove that the proposed codes and standards are equivalent to those required by the
Specification. In addition, the proposed codes and standards shall be submitted in the
English language for approval. It is the obligation of the Consultant to submit one copy of
each code or standard (latest version) used by the Consultant. Attention is drawn to the fact
that translations, if any, must be authenticated by a recognized standard institution (DIN,
VDE, BSI, etc.). NamPower reserves the right to refuse translations that are not of
acceptable quality.
Should the relevant codes and standards (particularly international and local standards) be in
conflict with one another; the more stringent code or standard shall prevail.
Where reference is made to a code, specification or standard, the reference shall be taken to
mean the latest edition of the code, specification or standard.
Relevant codes and standards:
SANS 10142: Part 1 The wiring of premises
IEC 61215 Crystalline silicon terrestrial photovoltaic (PV) modules - Design
qualification and type approval
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IEC 61646 Thin-film terrestrial photovoltaic (PV) modules - Design
qualification and type approval
IEC 61730 Photovoltaic (PV) module safety qualification
IEC 61400 Wind turbines
6. TECHNICAL DEVIATIONS
All technical and legal deviations to this Specification shall be provided on the Technical,
Legal and Commercial Deviations List in Volume C Returnable Form C14.
7. LOCATION OF MEASUREMENT SITES
The ground measurement stations will be located at the following locations:
Site name GPS coordinate Nearest town
Auas Site Two options:
WP49 22°35'9.36"S 17°21'44.84"E
WP54 22°35'17.44"S 17°21'48.69"E
Dorabis / Windhoek
Kokerboom site Two options:
WP00 26°25'12.00"S 18°17'11.51"E
WP05 26°25'28.30"S 18°17'11.50"E
Keetmanshoop
Arandis site TBC Arandis town
It must be noted that the following environmental extremes can be experienced at the
locations provided above:
• Operating temperature range of -30ºC to +50ºC between day and night temperatures
• Operating humidity ranges of 0 to 100 %
The Consultant shall ensure that:
there are no buildings, trees obstructing the measurement of DNI, GHI and DHI
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the location of the measurement station does not impact the wildlife habitat or
migration of animals and that there is no adverse impact on the environment or
sensitive vegetation
the measurement station is not located close to a gravel road, such that the
degradation of ground measurements due to dust can be minimised
8. TECHNICAL REQUIREMENTS FOR GROUND MEASUREMENT
EQUIPMENT
8.1 Ground measurement equipment
The Consultant shall, as a minimum, provide the following equipment for each ground
measurement station:
• the sensors required for the ground measurement station
• one data acquisition device with data logging capability
• one data communication module (which can be included in the data acquisition
device) and all required signal conditioning modules for the indicated equipment
• all general installation and ancillary requirements
8.2 Ground measurement sensors
The minimum specifications for the sensors required for the ground measurement station are
provided in Table 1 and Table 2. All measurement equipment must be accompanied by
calibration certificates from a recognised testing laboratory.
During the tendering process, Tenderers are required to submit the data sheets of all
sensors to be provided under this specification.
8.2.1 Solar irradiance measurements
The minimum specifications for solar irradiance sensors are provided below in Table 1.
Table 1: DNI, GHI, GHI and GTI Measurements
Measured value Unit Instrument
Direct Normal Irradiance
(DNI)
W/m² ISO first class pyrheliometer mounted on a solar
tracker and expected daily uncertainty of ±1%**
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Global Horizontal
Irradiance (GHI)
W/m² ISO secondary standard (thermopile)
pyranometers with expected daily uncertainty of
±2%**
Diffuse Horizontal
Irradiance (DHI)
W/m² ISO secondary standard (thermopile)
pyranometers with shading disk and expected
daily uncertainty of ±2%**
Global Tilted Irradiance
(GTI)*
W/m² ISO secondary standard (thermopile)
pyranometers with shading disk and expected
daily uncertainty of ±2%**
* tilt angle to be agreed with NamPower
** at 95% confidence levels
In terms of redundancy, the Consultant shall ensure that at all times there is an independent
measurement of DNI, GHI and GHI such that that the individual measurements can be
checked/verified by calculation.
8.2.2 General weather measurements
The minimum specifications for general weather sensors are provided in Table 2 below.
Table 2: General weather measurements
Measured value Unit Accuracy Range
Ambient Temperature
at 2 metres
°C ± 0.4°C (range: + 5 to 40°C)
± 0.9°C (range: - 40 to 70°C)
-40 to + 70°C
Relative humidity at 2
metres
% ± 2 % (range: 10 to 90 %)
± 4 % (range: 0 to 95 %)
0 to 100 %
Wind speed (including
wind gust) at 10 metres
m/s ±0.3 m/s (range: 5 to 100 m/s) 1 to 100 m/s
Wind direction °N <5° installed 0 to 360°N
Barometric pressure hPa 0.5hPa (range: -20°C to 60°C) 500 to 1100 hPa
Precipitation mm 2 % (< 50 mm/hr) 0 to 700 mm/hr,
-40°C to 70°C
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Sun Tracking (Zenith
and Azimuth angle)
deg <0.1° 0 to 180 deg and
0 to 360 deg
** at 95% confidence levels
8.3 Data acquisition devices
Data acquisition devices with data logging capability shall satisfy the following general
criteria:
• be electronic and compatible with the required sensor types, number of sensors
and parameters measured
• be capable of measuring across the full range of each measuring instrument such
that “clipping” and saturation of the output of the measuring instrument is avoided
• contribute negligible errors to the signals received from the sensors in order to
provide system accuracies as specified in Table 1 and 2. The errors shall be
quantified in terms of a calibration certificate for each logger.
• have an internal data storage capacity of at least 60 days accommodating all
specified measurement parameters at a sampling interval of 15 minutes
• offer retrievable data storage media in the form of memory cards
• operate in the environmental conditions as specified in section 7
• be capable of uploading the data via GSM communication, such that remote
monitoring of the condition of the measuring station and data capturing is possible
on a daily basis
• be capable of capturing all measurements with a time and date stamp where the
internal clock is synchronized through the GPS time synchronizing system
• be capable of setting each data channel with individually programmable slope and
offsets and allow selectable sampling rates that includes 1 Hz
• be provided with opto-electric inputs where the input signal is filtered to minimize
the impact of noise on the measured signal
• be capable of monitoring the condition of the sensors and ground measuring station
and send an alarm to the operations and maintenance staff in the event that:
o one of the sensors is no longer working or if the sensor is measuring out of
range value
o the AC power supply falls away or the battery voltage drops to a low threshold
value
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During the tendering process, the technical data sheet of the data acquisition system should
be provided to NamPower for review and evaluation.
8.4 Data communication
The data communication module shall be compliant with the following mobile
telecommunication system requirements:
GSM (minimum) at 900 MHz (minimum) or 1 800 MHz or
UMTS
GPRS (minimum) or E-GPRS
The Scope of Services includes all connection and data / call fees to the telecommunication
company for uploading of data from the ground measurement station.
During the tendering process, the Consultant shall provide a functional description of the
process to upload data as well as the data sheets of the communication system to
NamPower for review and evaluation.
8.5 Installation and ancillaries
8.5.1 Electrical installations
The installation of all equipment supplied under this specification shall comply with SANS
10142-Part1.
8.5.2 Accessibility
The design of the weather station shall be such to allow easy access for operations and
maintenance staff.
8.5.3 Power Supply
Ground measurement station in remote locations
The Consultant shall ensure that the ground measurement station has an autonomous power
supply arrangement. The power supply to the ground measurement station shall be robust
and shall have n-1 redundancy with appropriate battery back-up system. The battery back-
up system shall be capable of safely supplying the load to the ground measurement station
for a period of 48 hours. The power supply and all equipment attached thereto, shall be
specified and tested for self-power up capability in the event of a power outage.
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lf Solar PV or wind generation is specified,
• The PV modules shall be specified to IEC 61215 (mono and poly), IEC 61646 (thin
film), IEC 61730 (safety)
• Wind generators shall be specified to IEC 61400-12 (performance), IEC 61400-11
(noise), IEC 61400-22 (certification), IEC 61400-2 (safety)
The Consultant shall provide the sizing calculations, test certificates, layout and electrical
schematic drawings and data sheets of the power supply arrangement to NamPower for
review and evaluation.
Ground measurement station close to NamPower substation
The Consultant shall include a power supply arrangement whereby the ground measurement
station connects to a 400/230V circuit breaker at the NamPower substation. The Consultant
shall be responsible for the cable and the connection onto the terminals of the NamPower
circuit breaker.
The power supply arrangement shall include an uninterruptable power supply (UPS) with
battery back-up. The power supply, including the UPS and batteries, shall be overrated by
20% for all equipment to be supplied for the ground measurement station. The battery back-
up system shall be capable of safely supplying the load to the ground measurement station
for a period of 48 hours. The UPS and all equipment attached thereto, shall be specified and
tested for self-power up capability in the event of a power outage.
During the tendering process, the Consultant shall provide the sizing calculations, test
certificates, layout and electrical schematic drawings and data sheets of the power supply
arrangement to NamPower for evaluation.
8.5.4 Ground and shielding
All structures and equipment shall be protected from lighting strikes and earth fault currents
such that touch and step potentials are limited to levels below that which which is dangerous
to humans.
All structure, fences, masts, distribution boards, control panels and measurement equipment
shall be connected to the earthing system. The earthing system shall in turn either be
connected to an adjacent earthing mat (if located near a substation) or shall have its own
dedicated earth rods (which provides an overall resistance to earth of <4ohms)
As a minimum, the Consultant shall:
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ensure that all connections are single point connections thus eliminating grounding
loops
utilize twisted pair shielded cables for a measurement cables where each pair has its
own dedicated input to the data acquisition device
isolate measurement cables from all forms of electrical noise such as power cables
connect all metal structures to ground to provide an easy return path for any lighting
strikes.
The Consultant shall also ensure that the ground measurement station is installed with the
required electrical overcurrent and overvoltage protection (i.e. surge arrestors/ suppressors)
to prevent damage to ground measurement equipment from overvoltages and surges.
8.5.5 Electro-Magnetic Interference
Equipment supplied via this tender shall comply with the CE marking requirements for
electro-magnetic compatibility, or the requirements of any other acceptable agency or
standard, such as FCC. Details of the test results of emissions and immunity shall be
submitted with the Tender, as well as recommendations on how the influence of electro-
magnetic emissions of telecommunications equipment on the offered data acquisition
equipment can be eliminated or minimized. In this regard, the specification of sensor cabling
should include requirements in respect of number of cores, core diameters, core screening
and cable screening.
8.5.6 Security and fencing
If the ground measurement station is not located within a secure area, the Consultant will
provide a security fence around the ground measurement station. The security fence shall:
be a 6m fence, topped with barbed wire and locked gates
be sturdy enough to withstand the weight of a large animal which may rub against the
fence.
in no way shade the radiometer from DNI, GHI or GHI.
8.5.7 Rodent proofing
All cables and equipment shall be sufficiently protected such as to prevent damage from
rodents. All cables buried in the ground shall either be buried in conduit or shall be of the
steel wire armoured type.
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8.5.8 Enclosures
All outdoor enclosures shall be adequately protected against UV and shall as a minimum
have an ingress protection rating of IP68.
8.6 Spares and spare keeping
The Consultant shall ensure that the spares parts are available for all equipment specified
under this Scope of Services, such that the faulty equipment can be replaced within a 24
hour period from the time that the faulty equipment is detected. The Consultant shall provide
all a list of all spare parts on Volume C Returnable Form C21.
8.7 Testing and Commissioning
The Scope of Services includes the complete testing and commissioning of all equipment
installed in the ground measurement station.
Testing and commissioning shall be performed in the presence of a NamPower
representative.
As a minimum, a re-calibration/cross check of all pyrheliometer and pyranometers shall be
performed during commissioning of the ground measurement station with a traveling station
standard. A cross check in the field shall also be re-performed on an annual basis. The
testing and commissioning report shall include all sensor calibration coefficients.
During the tendering process, the Consultant shall submit the testing and commissioning
plan to NamPower for review and evaluation.
8.8 Operations and Maintenance Services
As part of the Scope of Services, the Consultant shall provide the following operations and
maintenance services for the ground measurement stations:
onsite inspection and daily cleaning of the optics of the instruments
regular inspection and testing of the battery back-up system
regular checking of the alignment of the tracking system
re-calibration of the measurement sensors every year or sooner in order to achieve
the level of uncertainty and accuracy required
documentation of the environment, infrastructure and condition of the measurement
equipment
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The Consultant shall provide with the Tender Submission the operations and maintenance
plan including:
frequency of the tests and inspections
the party (individual responsible) to perform the tests and inspections
a typical checklist of operation and maintenance tasks
9. TECHNICAL REQUIREMENTS FOR DATA
9.1 Data processing and cleaning
With regard to data processing and cleaning, the Consultant shall provide the following:
data quality screening (such as NREL SERI – QC procedures or equivalent) and
correction of poor data quality. The Consultant shall indicate which method is utilised
for data quality screening and the reason for selecting this method. As a minimum
data screening shall include:
o missing data values
o upper and lower limits of GHI, DNI and DHI
o K-value tests
o mal operation of sun tracker alignment and / or shadow band rotation (if used)
o irradiance gradient changes
o optic cleaning events
o temperature screening
o wind data screening
o barometric pressure
o humidity
o precipitation
o dew on irradiance sensors
o battery supply voltage screening
data gap filling. The Consultant shall indicate and describe the method which shall be
utilised for gap filling of data.
confirmation of data time stamping
correction of data for soiling of sensor optics. The Consultant shall indicate and
describe the method which shall be utilised for correction of data for soiling of sensor
optics.
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testing for coherence of measured DNI versus measured GHI and DHI data
improvement of DNI results by removal of extreme events (i.e. fires etc.)
enhancement of satellite data by ozone, water vapour and aerosol data
correlation and extrapolation of ground data to satellite data (10 years of satellite DNI
data is required) and correction of ground data for inter annual variability by utilising
the satellite data available. The Consultant shall indicate which method is utilised to
combine the two databases and the reason for selecting this method. The Consultant
shall also utilise two independent satellite data sets for correlation and extrapolation
of the ground data.
appropriate flagging for screening events as well as gap filling events
During the tendering process, the Consultant shall submit a description of the methodology
for each of the above mentioned processes.
9.2 Data accuracy requirements
The accuracy of the final data shall be to bankable quality with the following confidence and
uncertainty levels.
Table 3: Achievable uncertainty and confidence levels
Percentage of
observations
Satellite data*
uncertainty
Combined data*
uncertainty
GHI DNI GHI DNI
80% (P90) ±4 ±7.5 ±4.4 ±8
90% (P95) ±5 ±9.5 ±5.5 ±10
98% (P99) ±7 ±13.5 ±7.5 ±14
* Yearly summaries
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Where:
ground data, satellite data as well as the combined data shall be provided in 15
minute intervals
the total amount of erroneous or missing ground data shall be limited to 3% of the
total amount of data captured
the minimum spatial resolution of the satellite data shall be 10km
The Consultant shall indicate the achievable uncertainties of the satellite data, ground
measurement data (including the sensors and data acquisition system etc.) and the
combined data set for the following confidence levels and provide this information on
Volume C Returnable Form C18.
In addition, the Consultant shall provide the achievable data accuracy (uncertainty and
confidence) for general whether measurements on Volume C Returnable Form C18.
9.3 Monthly Progress Reporting
The Consultant shall report monthly on:
operations and maintenance activities of the ground measurement site, including site
inspections and feedback on cleaning activities and or replacement of sensors
raw ground data as well as processed /cleaned and correlated/ extrapolated time
series data for that month
any extreme weather events or consequent data flags
In the first monthly report, the Consultant shall provide the:
Methodology and analysis techniques used for each stage of the Scope of Services
(with the respective references)
Calculations and explanations of the data processing/cleaning and the accuracy
analysis
9.4 Data Reporting
9.4.1 Long term annual values
The Consultant shall provide long term annual average including the following data:
Average daily sum of global horizontal irradiation [kWh/m2]
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Average monthly sum of global horizontal irradiation [kWh/m2]
Average daily sum of direct normal irradiation [kWh/m2]
Average monthly sum of direct normal irradiation [kWh/m2]
Average daily sum of diffuse horizontal irradiation [kWh/m2]
Average monthly sum of diffuse horizontal irradiation [kWh/m2]
Average diurnal (24 hour) air temperature at 2 m [deg. C]
9.4.2 Full time series data
The Consultant shall provide full time series data at 15 minute intervals including the
following headings:
Date of measurement
Time of measurement
Global horizontal irradiance [W/m2]
Direct normal irradiance [W/m2]
Diffuse horizontal irradiance [W/m2]
Global tilted irradiance [W/m2]
Irradiance measurement quality flag
Ambient temperature at 2 m [deg. C]
Relative humidity [%]
Wind speed [m/s]
Wind direction [deg.]
Barometric pressure[hPa]
Precipitation [mm]
Sun altitude angle [deg.]
Sun azimuth angle [deg.]
The time series data shall be processed and cleaned and adapted for on-site conditions
through the ground measurement data.
9.4.3 Typical Meteorological Year
The Consultant shall provide a Typical Meteorological Year (TMY) for P(50), P(90) and P(95)
cases providing monthly, daily and hourly values of DNI, GHI and DHI with associated
ambient temperature, relative humidity, wind speed, wind direction, barometric pressure,
precipitation and sun tracking angles.
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The TMY shall be constructed by selecting from a minimum of 10 years of satellite data
(using two independent satellite data sets), the month of satellite data that best represents
the mean and distribution of values compared to the ground measurements.
The TMY data shall be provided after 1 year of ground data measurement. The TMY shall
be updated on an annual basis according to the ground data and satellite data measured in
the preceding year.
During tendering process the Consultant shall submit to NamPower for review and evaluation
the proposed method for selecting the TMY data including the proposed weighting of the
different measurements to select the TMY data.
As a minimum the TMY data shall include the following headings:
Date of measurement
Time of measurement
Global horizontal irradiance [W/m2]
Direct normal irradiance [W/m2]
Diffuse horizontal irradiance [W/m2]
Global tilted irradiance [W/m2]
Irradiance measurement quality flag
Ambient temperature at 2 m [deg. C]
Relative humidity [%]
Wind speed [m/s]
Wind direction [deg.]
Barometric pressure[hPa]
Precipitation [mm]
Sun altitude angle [deg.]
Sun azimuth angle [deg.]
9.4.4 DNI Map
The Consultant shall provide a DNI Map for Namibia providing the average monthly DNI in
Namibia for all 12 months. This map shall be updated and optimised on an annual basis with
the information obtained from all ground measurement stations.
9.5 Annual reports
The Consultant shall provide a report annually summarizing the following:
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Overview of TMY monthly data, with detailed (daily and hourly) TMY data provided in
the appendix of the final report
Any major flagging events during the ground data measurements
Summary of operation and maintenance of the measurement site
All daily, hourly and monthly final TMY data to be submitted by the Consultant with the
annual report in the format specified in section 11.3. Similarly, all raw ground data as well as
all processed /corrected ground data (before combining with satellite data) shall be provided
to NamPower in the format specified in section 11.3.
10. WARRANTY
All equipment supplied shall carry a warranty of at least five (5) years from the date of
commencement of the ground measuring station.
11. PROJECT MANAGEMENT
11.1 Project Schedule
The Tenderer shall submit a project schedule to level 3 detail indicating as a minimum:
• Submission of documentation for approval
• Procurement of equipment
• Delivery of equipment
• Installation of equipment
• Testing and commissioning of equipment
• Commencement of measurement of ground data
• Submission of reports
• Milestone payment dates
The project schedule shall be updated on a monthly basis. Both the project schedule and
the monthly progress report shall be provided to NamPower on the last day of each month.
The Project Schedule programme for the Services shall be attached to Volume C
Returnable Form C16.
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11.2 Documentation Requirements
All documentation shall be provided in electronic format in both native file and PDF formats.
All reports shall be provided in MS Word 2010 format, spread sheets shall be provided in MS
Excel 2010 formant and data bases shall either be provided in MS Excel or MS Access
format or in the format which is agreed upon with the NamPower. Project plans or schedules
will be provided in MS Project 2010 format.
11.3 Data formats and delivery options
All time series data shall be provided in ASCII CSV and Microsoft access database format.
Smaller data can be provided in Microsoft excel format. All Spatial data shall be delivered in
ESRI ASCII GRID format, GeoTIFF, Google Earth KML/KMZ data formats or NetCDF.
Metadata and file structure is described in the file header. Large data files are transferred as
zip files via fftp or dropbox platforms.
11.4 Review and approval of documentation
All documentation which is to be reviewed and approved by NamPower shall be submitted
before any procurement of equipment can take place. The review and approval of
documentation shall be indicated on the project schedule. NamPower shall be afforded a
minimum of 10 working days to review the documentation.
12. INVOICING AND PAYMENT
Invoices and payments will be processed according to a milestone payment schedule; which
will be submitted as Volume C Returnable Form C16 by the Consultant as part of the
Tender Submission. The milestones will be clearly linked to the project schedule where an
invoice may only be submitted by the Consultant once that milestone has been completed.
In the event that the Scope of Services changes from the original submission, the Consultant
may apply to NamPower for a variation in the contractual amount. Variation orders on any
contractual amount must be approved in writing by the NamPower.
Payment terms are 30 days from certification of the Consultants invoice.
The Contract Price includes all disbursements, warranties, securities, insurance,
transportation, storage, duties and taxes but exclusive of Value Added Tax (VAT) for the
Scope of Services.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER VOLUME B1, PAGE 22 of 24
13. DELIVERY
The Scope of Services shall include the delivery of all equipment, according to DDP
(incoterms), to the sites specified in section 7.
14. LOCAL CONTENT
As far as possible the;
Consultant shall subcontract the services for transportation, installation,
commissioning, calibration and testing of the ground measuring equipment as well as
operation and maintenance services to local service providers.
Consultant shall source all material required for the Scope of Services from Namibia
or Southern Africa.
15. DOCUMENTATION TO BE SUBMITTED WITH THE TENDER
On submission of the Tender (and in addition to the information requested elsewhere) the
Consultant shall provide the following technical information:
datasheets of all sensors, communication devices and the data acquisition system to
be attached to Volume C Returnable Form C13
sizing calculations, test certificates, layout and electrical schematic drawings and data
sheets of the power supply arrangement to be attached to Volume C Returnable
Form C13
details of emissions and immunity tests of all ground measurement equipment to be
attached to Volume C Returnable Form C13
functional description of the process to upload ground measurement data via GSM to
be included in Volume C Returnable Form C18
the achievable data accuracy for both solar irradiance measurements and general
weather measurements to be included in Volume C Returnable Form C18
proposed methodology for data processing and screening to be included in Volume
C Returnable Form C18
proposed method for selecting the TMY data including the proposed weighting of the
different measurements to be included in Volume C Returnable Form C18
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER VOLUME B1, PAGE 23 of 24
operation and maintenance plan for ground measurement station to be attached to
Volume C Returnable Form C19
testing and commissioning plan for ground measurement station to be attached to
Volume C Returnable Form C20
list of spare parts for ground measurement station to be attached to Volume C
Returnable Form C21
16. DOCUMENTATION TO BE SUBMITTED AFTER TENDER AWARD
After Tender award, the Consultant shall provide all documentation submitted during
the tender process to NamPower for review and final approval.
17. END-OF-JOB REQUIREMENTS
When testing and commissioning of the ground measurement station is complete, the
Consultant will provide the following:
training at engineer level to NamPower (and affiliates) on the ground measurement
stations including
(i) selection, installation, configuration of sensors (applicable to all sensors
specified on this project)
(ii) evaluation of precision and bias of each instrument
(iii) interpretation of the measurements from each sensor
(iv) selection, installation, configuration of the data loggers including the type of
data loggers, the data loggers capabilities and communication requirements
(v) hands on training to obtain remote access to the ground measurement station
and to download the ground measurement station data
(vi) calibration techniques for the ground measurement station and the associated
sensors
(vii) testing and commissioning techniques for ground measurement stations
training at engineer level to NamPower (and affiliates) on the capturing, process and
cleaning of the data including:
(i) quality control techniques
(ii) data filing techniques
(iii) soiling correction
(iv) coherence testing
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER VOLUME B1, PAGE 24 of 24
(v) extrapolation and correlation techniques
(vi) flagging techniques
operation and maintenance of ground measurement station
all documentation which was provided during the tender (see section 15)
sizing calculations, test certificates, layout and electrical schematic drawings and data
sheets of the ground measurement station including the power supply arrangement
The general training on ground measurement stations shall be held in Windhoek where:
the venue of the training shall be arranged and paid for by NamPower
the travel and accommodation for Consultant’s staff shall be arranged and paid for by
the Consultant
Three (3) hard copies and one (1) electronic copy of the end-of-job documentation shall be
provided to NamPower within 3 weeks of completion of testing and commissioning of the
ground measurement station.
18. LICENSING
The Consultant shall indicate in the Tender Submission the requirement, together with the
costs, for any commercial software (other than Microsoft Excel) required by NamPower to
order view and manage the data.
19. VALUE ENGINEERING
The Tenderer is at liberty to provide comments to the Specification or annex extra details and
conditions as it may consider desirable, provided that it draws attention to these extra details
and conditions Volume C Returnable Form C17. All information provided in Volume C
Returnable Form C17 is considered “for information only” and will not be binding on either
NamPower or the Tenderer.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 1 of 7
C1 Returnable Form
General and Specific Company Information
The general and specific company information comprises part of these Tender Documents.
Data left open or [square bracketed] shall be filled in by the Tenderer.
The completed form shall be submitted with the Tender Submission.
Complete Returnable Form C1 for each entity in any consortium/ JV/ partnership/ grouping.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 2 of 7
1. General Company Information
1.1. Company Details
Company Name:
Registered Office:
Registered Number:
Legal Form of Organisation:
Country of Incorporation:
Date of Incorporation:
Parent Company Name:
Registered Office of Parent Company:
Are you part of a Group of Companies?
Yes No
If yes, please enclose an additional organisation chart of the group.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 3 of 7
1.2. Contact Details
Address to which any correspondence / documentation should be sent:
Address:
Post Code:
Telephone No.:
Facsimile No.:
e-mail Address:
Company Official to whom any query regarding questionnaire should be directed:
Name:
Position:
Telephone:
e-mail Address:
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 4 of 7
2. Specific Company Information
2.1. Financial Details
(a) Please enclose one copy of your management accounts (for CCs) or audited
financial accounts (for companies) in English for each of the last three financial
years. If the Company is listed publicly, the Consultant shall indicate in the
Proposal the relevant exchange(s) on which the Company is listed and shall
provide in its Proposal a copy of each annual statement and other material
filings which have been submitted to the relevant exchange in the past thirty-six
(36) months
Accounts and information enclosed:
Yes No
(b) Please confirm that the company has a liquidity ratio (current assets/current
liabilities) of not less than 1.
Yes No
(a) Please confirm that the company has a solidity ratio (equity/total assets) of not
less than 0.3.
Yes No
(c) Please indicate the annual turn-over for the last three years for services/work of
a similar nature to your potential supply in this Proposal (NAD million).
2012
2013
2014
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 5 of 7
2.2. Company Organisational and Administrative Information
(a) Please enclose an organisational chart showing the different business units of
the company, positions of directors as well as the reporting structure of relevant
key professional personnel proposed by the company for the Proposal.
Organisational chart enclosed:
Yes No
If the Consultant is a consortium or joint venture, an additional organisational chart shall
be provided to indicate the relationship and interaction of all consortium or joint venture
members including a description of services to be provided by each company.
(b) If the Tenderer is a consortium or joint venture agreement, provide the
consortium or joint venture agreement:
Consortium agreement or joint venture agreement enclosed:
Yes No N/A
(d) Has your company fulfilled its obligations in relation to payment of taxes in
Namibia (if applicable) and country of registration? Please provide certificate of
good standing from the Receiver of Revenue (See Appendix Error! Reference
source not found.).
Yes No
(e) Letter of good standing from the Social Security Commission (for all Companies
registered in Namibia)
Letter of good standing enclosed:
Yes No N/A
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 6 of 7
(f) Letter of compliance from the Employment Equity Commission (for all
Companies registered in Namibia)
Letter of compliance enclosed:
Yes No N/A
2.3. Resource Details
Tenderers shall provide:
(a) Details of key staff including management, technical, financial and economic
resources assigned to this Contract to complete the Works
Curriculum Vitae Information provided:
Yes No
2.4. Quality Assurance
(a) Do you have ISO certification (or equivalent)
Yes No
(b) If yes, have your systems been assessed by an accredited independent
organisation?
Yes No
(c) If yes, please attach copies of current certificates.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C1, PAGE 7 of 7
(d) If you are in the process of gaining certification please state:
Quality Standards sought:
Expected date for certification:
(e) If you currently do not have ISO certification, please provide details of
comparable standard quality systems, to enable your systems to be assessed.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C2, PAGE 1 of 3
C2 Returnable Form
Form of Letter of Tender
The Form of Letter of Tender comprises part of this Tender Documents.
Data left open or [square bracketed] shall be filled in by the Tenderer.
The completed Form of Letter of Tender shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C2, PAGE 2 of 3
FORM OF LETTER OF TENDER
(TO BE PROVIDED ON TENDERER’S COMPANY LETTERHEAD) To: The Managing Director Namibia Power Corporation (Pty) Ltd (NamPower) NamPower Centre (Head Office) 15 Luther Street P.O. Box 2864 Windhoek Namibia
RE: NAMPOWER TENDER NO.: NPWR/2015/06 – TENDER FOR THE SUPPLY OF GROUND MEASUREMENT STATIONS AND SERVICES FOR A CSP ROAD MAP AND THE ESTABLISHMENT OF COMMERCIAL CSP PLANTS IN NAMIBIA
We have examined, understood and checked the complete set of Tender Documents, specifically the Conditions of Contract (FIDIC Client/Consultant Model Services Agreement) in respect of the above-referenced Tender.
We have ascertained that it contains no errors or other defects. We accordingly offer to execute and complete the works in conformity with the Tender Documents which includes this Letter of Tender. We agree to abide by this Tender and it shall remain binding upon us and may be accepted at any time before the expiry of the Tender Validity Period. We acknowledge that the Tender Documents, including without limitation the Conditions of Contract comprising the Contract Agreement, the Client / Consultant Model Services Agreement, the Particular Conditions and Schedule of Amendments to the General Conditions forms part of this Letter of Tender.
If this offer is accepted, we will sign the Contract Agreement (together with the Conditions of Contract and Annexures thereto, referred to as the "Contract") and provide the specified Performance Bond, commence the works as soon as is reasonably possible and complete the works in accordance with the Contract within the time specified by the Purchaser. Unless and until a formal Contract Agreement is prepared and executed, this Letter of Tender together with your written acceptance thereof, shall constitute a binding contract between us.
We understand that you are not bound to accept any tender you may receive, and that any decision in respect of the award of this tender by the NamPower Board is final and binding upon us.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C2, PAGE 3 of 3
Name in Capital Letters: __________________________________________
In the capacity of: ________________________________________________
Duly authorised to sign for and on behalf of: ______________________________
Address: _______________________________________________________
_______________________________________________________
Signature: ___________________________ Date: _____________________
The rest of this page is left intentionally open.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C3, PAGE 1 of 2
C3 Returnable Form
Minimum Criteria for Responsiveness for Technical Proposal
The form shall be completed by the Tenderer with the relevant supporting
information as requested.
The completed and signed form shall be submitted with the Technical Proposal.
Please answer the following questions by indicating “YES” or “NO” in the relevant
boxes. Tenderers that are unable to answer “YES” to all of the questions listed in the
table below will be considered non-responsive and the Tender will NOT be
evaluated further.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C3, PAGE 2 of 2
Minimum Criteria Yes/No
Has the Technical Proposal been submitted in the English language?
Has one (1) original hardcopy and one (1) electronic (on USB drive) of
the Technical Proposal been submitted?
Have the Returnable Forms been completed and submitted?
Has the Technical Proposal been signed by all parties to the
consortium or joint venture or by a signatory with valid powers of
attorney to sign on behalf of such parties?
Has the certificate of good standing from the Receiver of Revenue
been provided and is it current?
Has the certificate of good standing from the Social Security (for
Namibian companies only) been provided and is it current?
Have the audited / management accounts for the last three financial
years been included? (if the entity has been established for a period of
less than three years, than for the number of years for which the entity
has been established, must be provided)
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C4, PAGE 1 of 3
C4 Returnable Form
Form of Special Power of Attorney
The form of Special Power of Attorney comprises part of these Tender Documents.
The form shall be completed by the Tenderer with the relevant information as
requested.
The completed and signed form shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C4, PAGE 2 of 3
FORM OF SPECIAL POWER OF ATTORNEY
(TO BE SUBMITTED ON TENDERER’S COMPANY LETTERHEAD)
To: The Managing Director Namibia Power Corporation (Pty) Ltd (NamPower) NamPower Centre (Head Office) 15 Luther Street P.O. Box 2864 Windhoek Namibia
RE: TENDER NO.: NPWR/2015/06 – SPECIAL POWER OF ATTORNEY
The following person(s) have been granted a special power of attorney for the purposes of submitting a Tender, negotiating and executing the Contract Agreement.
Title and Name
Signature
Title and Name
Signature
Title and Name
Signature
Such authorisation has been conferred by the Board of Directors by way of a Board Resolution dated [●]1 and a notarised copy of same (or certified by the Company Secretary) attached hereto, to act on our behalf and in our name in all matters relating to the aforementioned tender. The actions and representations of the aforementioned persons shall be binding upon and/or shall be duly ratified by the Board of Directors.
This Power of Attorney remains in force until ninety (90) days after the Commencement Date of the Contract.
1 To be provided by Tenderer
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C4, PAGE 3 of 3
Place
Date
Mr/Mrs
Signatures and Company Stamp
(Duly authorised to confirm such Special Power of Attorney)
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C5, PAGE 1 of 4
C5 Returnable Form
Form of Covenant of Integrity The form of Covenant of Integrity comprises part of these Tender Documents. Data left open or [square bracketed] shall be filled in by the Tenderer. The completed form shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C5, PAGE 2 of 4
FORM OF COVENANT OF INTEGRITY (TO BE PROVIDED ON TENDERER’S COMPANY LETTERHEAD) To: The Managing Director Namibia Power Corporation (Pty) Ltd (NamPower) NamPower Centre (Head Office) 15 Luther Street P.O. Box 2864 Windhoek Namibia
RE: NAMPOWER (PTY) LTD TENDER NO.: NPWR/2015/06
COVENANT OF INTEGRITY
For the purpose of this Covenant:
“Corrupt Practice” means the offering, giving or promising of any improper
advantage to influence the action of a Public Official, or the threatening of injury to
his person, employment, property, rights or reputation, in connection with any
procurement process or in the execution of any contract in order that any person
may obtain or retain business improperly or obtain any other improper advantage in
the conduct of business.
“Fraudulent Practice” means a dishonest statement or act of concealment which is
intended to, or tends to, influence improperly the procurement process or the
execution of a contract to the detriment of the Purchaser, or is designed to establish
tender prices at non-competitive levels and to deprive the Purchaser of the benefits
of fair and open competition, and includes collusive practices (whether before or
after tender submission) among tenderers or between a tenderer and a consultant
or a representative of the Purchaser.
“Purchaser“ means the person designated as such in the Tender Documents or the
Contract.
“Public Official” means any person holding a legislative, administrative, managerial,
political or judicial post in any country, or exercising any public function in any
country; or a director or employee of a public authority or of a legal person controlled
by a public authority of any country; or a director or official of a public international
organisation.
“Prohibited Practice“ means an act that is a Corrupt Practice or a Fraudulent
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C5, PAGE 3 of 4
Practice.
We hereby declare and covenant that neither we nor anyone, including any of our
directors, employees or agents, acting on our behalf with due authority or with our
knowledge or consent, or facilitated by us, has engaged, or will engage, in any
Prohibited Practice (as defined herein above) in connection with the tendering
process or in the execution or supply of any works, goods or services for the above-
referenced Project (as per TENDER NO.: NPWR/2015/06) (the "Contract") and
covenant to so inform you if any instance of any such Prohibited Practice shall come
to the attention of any person in our organisation having responsibility for ensuring
compliance with this Covenant.
We shall for the duration of the tender process and, if we are successful in our
tender, for the duration of the Contract, appoint and maintain in office an officer, who
shall be a person reasonably satisfactory to you and to whom you shall have full and
immediate access, having the duty, and the necessary powers, to ensure
compliance with this Covenant.
If (i) we have been, or any such director, employee or agent acting as aforesaid has
been, convicted in any court of any offence involving a Prohibited Practice in
connection with any tendering process or provision of works, goods or services
during the five years immediately preceding the date of this Covenant, or (ii) any
such director, employee or agent has been dismissed or has resigned from any
employment on the grounds of being implicated in any Prohibited Practice, we give
details of that conviction, dismissal or resignation below, together with details of the
measures that we have taken, or shall take, to ensure that neither this company nor
any of our directors, employees or agents commits any Prohibited Practice in
connection with the Contract:
[Give details if necessary]
In the event that we are awarded the Contract, we grant the Purchaser or its
assigns, or any lenders of the Purchaser and auditors appointed by either of them,
as well as any authority having compliance under Namibian law, the right to give
them reasonable information about the Project. We accept to preserve records
generally in accordance with applicable law but in any case for at least six years
from the date of the end of the extended defects notification period (as defined in the
Tender Documents) and substantial performance of the Contract.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C5, PAGE 4 of 4
Name in
capital letters ______________________________________________________
Signature ______________________________________________________
In the
capacity of: ______________________________________________________
Duly authorised to sign for and on
behalf of: ___________________________________
Address: __________________________________________________________
__________________________________________________________
Date __________________________________________________________
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C6, PAGE 1 of 1
C6 Returnable Form
Letter of Good Standing from the Receiver of Revenue
The Tenderer shall submit a letter of good standing from the Receiver of Revenue.
The letter shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C7, PAGE 1 of 1
C7 Returnable Form
Letter of Good Standing from the Social Security Commission
The Tenderer shall submit a letter of good standing from the Social Security
Commission.
The letter shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C8, PAGE 1 of 1
C8 Returnable Form
Letter of Good Standing from the Employment Equity Commission
The Tenderer shall submit a letter of good standing from the Employment Equity
Commission.
The letter shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C9, PAGE 1 of 2
C9 Returnable Form
Reference Projects
The list of reference projects comprises part of these Tender Documents. The requirements specified in the respective forms are to be adhered to.
The tables shall be populated by the Tenderer with the relevant information as requested.
The completed form shall be submitted with the Tender Submission
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C9, PAGE 2 of 2
Reference Projects
Project information
Project Name: Location of Project [Country,closest city]:
Name of Customer:
Narrative description of Project:
Address of the Customer [Including names and telephone and email]:
Role of Tenderer on the Project [i.e. EPC, equipment provider, data processing and cleaning, report-
ing, O&M, commissioning etc]:
Start of Project: End of Project:
Approx. Value of Equipment & Services (in USD):
Contractual Completion Date (Month/Year):
Project details
Location of measurement site:
List of measurement equipment used:
Accuracy achieved:
Cleaning interval:
Percentage data missing:
Details of staffing during this Project
No of Management staff involved and functions performed:
No of Engineering staff involved and functions performed:
No of Support staff involved and functions performed:
No of Installers/ Contractors involved and functions performed:
Provide organogram for the Project:
Note: Complete one table per reference project
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C10, PAGE 1 of 4
C10 Returnable Form
Contract Agreement
The Tenderer shall initial all pages of this Contract Agreement as acknowledgment
and acceptance of the terms and conditions stipulated in the Contract Agreement.
The initialled Contract Agreement document shall be by the Tenderer on Tender
Submission
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C10, PAGE 2 of 4
CONTRACT AGREEMENT
This Agreement dated the ___________ day of _____________,
between
NamPower
of 15 Luther Str, Windhoek, Namibia
(hereinafter called “the Client”)
and
………………………………….
………………………………….
(hereinafter called “the Consultant”) of the other part
WHEREAS, the Client desires that certain Services should be performed by the
Consultant, namely the “TENDER FOR THE SUPPLY OF GROUND
MEASUREMENT STATIONS AND SERVICES FOR A CSP ROAD MAP AND THE
ESTABLISHMENT OF COMMERCIAL CSP PLANTS IN NAMIBIA”
TENDER NO. NMPR/2015/06 and has accepted a proposal by the Consultant for
the performance of such Services.
THE CLIENT AND THE CONSULTANT AGREE AS FOLLOWS:
1) In this Agreement words and expressions shall have the same meanings as
are respectively assigned to them in Clause 1.1 of the Conditions of Contract.
2) The following documents shall be deemed to form and be read and
construed as part of the Agreement in descending order of priority with the Contract
Agreement to take the highest priority:
a) This Contract Agreement
b) The Particular Conditions
c) FIDIC Client/Consultant Model Services Agreement 4th Ed (2006);
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C10, PAGE 3 of 4
d) the Appendices, namely:
i. Appendix 1: Scope of Services
ii. Appendix 2: Personnel, Equipment, Facilities And Services of Others
to be provided by The Client
iii. Appendix 3: Remuneration and Payment
iv. Appendix 4: Time Schedule for Services
e) The minutes of clarification or negotiation meetings held between the
Consultant and the Client
f) The Tender Documents for Tender No. NMPR/2015/06; and
g) The Consultant’s submission to the Tender Documents for Tender No.
NMPR/2015/06.
3) In consideration of the payments to be made by the Client to the Consultant
under this Agreement, the Consultant hereby agrees with the Client to perform the
Services in conformity with the provisions of the Agreement.
4) The Client hereby agrees to pay the Consultant in consideration of the
performance of the Services such amounts as may become payable under the
provisions of the Agreement at the times and in the manner prescribed by the
Agreement.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C10, PAGE 4 of 4
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year stated above in accordance with their respective laws.
On behalf of the Consultant by the signatory who warrants that he/she is duly
authorised:
Signed: _____________________ Designation: __________________________
Witness: _____________________ Designation: __________________________
Signed at: ___________________________________________
On behalf of the Client by the signatory who warrants that he/she is duly authorised:
Signed: _____________________ Designation: __________________________
Witness: _____________________ Designation: __________________________
Signed at: ___________________________________________
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C13, PAGE 1 of 2
C13 Returnable Form
Datasheets for measuring equipment
The Tenderer shall provide detailed equipment datasheets for the following
measurands:
Direct Normal Irradiance
Global Horizontal Irradiance
Diffuse Horizontal Irradiance
Global Tilted Irradiance
Ambient Temperature
Relative humidity
Wind speed
Wind direction
Barometric pressure
Precipitation
Sun tracking
In addition, the Tenderer shall provide datasheets for the:
Data acquisition device(s)
Communication devices and
All power supply equipment
The Tenderer shall provide details of emissions and immunity tests of all
ground measurement equipment.
The Tenderer shall provide sizing calculations, test certificates, layout and
electrical schematic drawings of the power supply arrangement.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C13, PAGE 2 of 2
All information shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C14, PAGE 1 of 2
C14 Returnable Form
Technical and Legal Deviations List This form provides a list of all technical and legal deviations to these Tender Documents.
The table shall be populated by the Tenderer with the relevant information as requested. Data left open or [square bracketed] shall be filled in by the Tenderer.
The completed form shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C14, PAGE 2 of 2
Technical and Legal Deviations declared to Tender Documents
Ser. No.
Purchaser’s Requirement
Clause No.*
Tenderer’s Deviation
DEV-1
DEV-2
DEV-3
Notes: * Clause No. should reference a specific clause i.e.VOL B1, section 4.5.3
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C15, PAGE 1 of 3
C15 Returnable Form
Check list for corporate and administrative information. The check list for corporate and administrative information comprises part of these Tender Documents. The column “Document / Information” shall not be changed by Tenderer. The column “Tenderer’s confirmation” shall be filled in by Tenderer. The completed check list shall be submitted by the Tenderer with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C15, PAGE 2 of 3
No. Document / Information Tenderer’s
confirmation
Corporate and Administrative Information
1 Special Power of Attorney** (see Volume C Returnable
Form C4)
2 Covenant of Integrity** (see Volume C Returnable Form
C5)
3 Management accounts or audited financial statements for
the last three years**; or if a publicly listed company, the
relevant exchange(s) in which the company is listed and
shall provide a copy of each annual statement and other
material filings which have been submitted to the relevant
exchange in the past thirty-six (36) months**
4 Organisational chart showing the overall organisation and
the relationship with any company which will participate in
the Works**
5 Consortium agreement or joint venture agreement (if
applicable)
6 Letters of good standing from Receiver of Revenue in the
Republic of Namibia (for Tenderers which are incorporated/
registered as foreign business entities in the Republic of
Namibia) and the Tenderer's country of origin** (see Volume
C Returnable Form C6)
7 Letter of good standing from the Social Security Commission
(for Tenderers incorporated in or which are registered
foreign business entities in the Republic of Namibia)** (see
Volume C Returnable Form C7)
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C15, PAGE 3 of 3
No. Document / Information Tenderer’s
confirmation
8 Letter of compliance from the Employment Equity
Commission (for Tenderers incorporated in or which are
registered foreign business entities in the Republic of
Namibia)** (see Volume C Returnable Form C8)
9 Curriculum vitae details of key staff
10 ISO certification
11 Other documents as requested in General and Specific
Company Information (see Volume C Returnable Form C1)
Note:
**In the case of a consortium or joint venture, each member of such consortium or joint venture shall provide such information.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C16, PAGE 1 of 1
C16 Returnable Form
The Project Schedule
The Tenderer shall submit the project schedule to level 3 detail with the Tender
Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C17, PAGE 1 of 4
C17 Returnable Form
Comments to the Specification
As part of value engineering, the Tenderer may submit comments / proposals or
improvement to the Specification for Solar Resource Measurement.
These comments shall be submitted as part of the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C17, PAGE 2 of 4
1. Comments to the technical requirements for ground measurement station.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C17, PAGE 3 of 4
2. Comments to the technical requirements for data.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C17, PAGE 4 of 4
3. Other comments to specification for solar resource measurement.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 1 of 7
C18 Returnable Form
Data Accuracy and Proposed Methodologies
The Tenderer shall submit its achievable data accuracy as well as its proposed
methodologies for the processes listed in this document together with the Tender
Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 2 of 7
1. Achievable data accuracy for solar irradiance measurements
Ground data Satellite data Combined data
GHI DNI GTI GHI DNI GTI GHI DNI GTI
Confidence
P50
Confidence
P90
Confidence
P99
Comments by Consultant on data accuracy
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 3 of 7
2. Achievable data accuracy for general weather measurements
Comments by Consultant on data accuracy
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 4 of 7
3. Description of the methodology for data processing and screening
a. Data quality screening
b. Data gap filling
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 5 of 7
c. Soiling of sensors
d. Correlation and extrapolation of data and combination of ground data
and satellite data
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 6 of 7
4. Description of the methodology for selecting the TMY data including the
proposed weighting of the different measurements
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C18, PAGE 7 of 7
5. Description of the process to upload ground measurement data via GSM
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C19, PAGE 1 of 1
C19 Returnable Form
Operation and maintenance plan for ground measurement station
The Tenderer shall submit the operation and maintenance plan for the ground
measurement station together with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C20, PAGE 1 of 1
C20 Returnable Form
Testing and commissioning plan for ground measurement station
The Tenderer shall submit the testing and commissioning plan for the ground
measurement station together with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C21, PAGE 1 of 4
C21 Returnable Schedule
List of Spares, Tools and Appliances
The list of commissioning and operating spares as well as the tools and appliances comprise part of this specification. The requirements specified in the respective forms are to be adhered to.
The tables shall be populated by the Tenderer with the relevant information as requested.
The completed schedule shall to be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C21, PAGE 2 of 4
C21.1 Schedule No.: 1 – Commissioning Spare Parts
RS group
Equipment
Part descripscrip-tion
SAP
Code
Short text
descripscrip-tion
Drawing
number
Type / Ar-
ticle no.
Type
Quantity
Sup-plier/coun-
try
Stor-age
instrucstruc-tion
Storage
loca-tion
Price
[Forex]
Cur-rency
Ex-change rate
Unit
Price
[NAD]
To-tal Price
[NAD]
Comment
Note: 1: Example is boiler feed water pump and motor or tempered water pump and motor 2: Original Equipment Manufacturer
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C21, PAGE 3 of 4
C21.2 Schedule No.: 2– Operating Spare Parts
RS group
Equipment
Part descripscrip-tion
SAP
Code
Short text
descripscrip-tion
Drawing
number
Type / Ar-
ticle no.
Type
Quantity
Sup-plier/coun-
try
Stor-age
instrucstruc-tion
Storage
loca-tion
Price
[Forex]
Cur-rency
Ex-change rate
Unit
Price
[NAD]
To-tal Price
[NAD]
Comment
Note: 1: Example is boiler feed water pump and motor or tempered water pump and motor 2: Original Equipment Manufacturer
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM C21, PAGE 4 of 4
C21.3 Schedule No.: 3 – Tools and Appliances
RS group
Equipment
Part descripscrip-tion
SAP
Code
Short text
descripscrip-tion
Drawing
number
Type / Ar-
ticle no.
Type
Quantity
Sup-plier/coun-
try
Stor-age
instrucstruc-tion
Storage
loca-tion
Price
[Forex]
Cur-rency
Ex-change rate
Unit
Price
[NAD]
To-tal Price
[NAD]
Comment
Note: 1: Example is boiler feed water pump and motor or tempered water pump and motor 2: Original Equipment Manufacturer
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER C22-1 of 3
C22 Returnable Form
Clarification meeting and Site Visit Form The completed form shall be submitted by the Tenderer for access to Site as required.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER C22-2 of 3
CLARIFICATION MEETING AND SITE VISIT FORM
To: NamPower (Pty) Ltd
Attention: The Tender Board Administrator, 3rd Floor, NamPower Centre, 15 Luther
Street, Windhoek, Namibia,
E-mail: [email protected]
Facsimile: +264-61-205-2397
We, [TENDERER'S NAME], hereby notify NamPower of our attendances to the
compulsory Tender clarification meeting and mandatory site visit meeting in relation
to TENDER NO. NPWR/2015/06.
The following personnel will attend the clarification meeting:
Name and
Surname
Job Title /
Designation
Citizenship Passport
Number
Visa Support
Letter
Required?
The following personnel will attend the site visit:
Name and
Surname
Job Title /
Designation
Citizenship Passport
Number
Visa Support
Letter
Required?
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER C22-3 of 3
We have applied or will apply for the necessary business visas/work permits and
understand that it is our responsibility to have these documents processed timely to
facilitate the clarification meeting and site visit. We have indicated above where
your assistance with letters of support is required for business visas.
We acknowledge and agree that the we, our personnel, servants, agents or sub-
Contractors waive our and their right to claim damages against the NamPower, its
personnel, servants, agents and other contractors in respect of personal injury
(whether fatal or otherwise), loss of or damage to property and any other loss,
damage, cost and expense, however caused which but for the granting of such
permission would not have arisen. We shall hold harmless and indemnify and
undertake to keep indemnified the NamPower, its personnel, servants, agents and
other contractors from and against all liability in respect of personal injury (whether
fatal or otherwise), loss of or damage to property and any other loss, damage, cost
and expense, however caused which but for the granting of such permission would
not have arisen. We acknowledge and agree that each of the personnel listed
above will be required to execute a similar waiver in favour of NamPower prior to
admittance onto the site.
_______________________ ___________
For and on behalf of Date
[(TENDERER)]
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
D1
Price Schedules
The completed price schedule shall be submitted with the Tender Submission.
Returnable form
The price schedule comprises part of these Tender Documents. The requirements specifiedin the respective form are to be adhered to.
The tables shall be populated by the Tenderer with the relevant information as requested.
NAMPOWER FORM D1, PAGE 1 of 3
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
D1 Price Schedule
Local Cost Quantity Total
ZAR USD EUR NAD Units NAD
Measuring sensors1 Direct Normal Irradiance2 Global Horizontal Irradiance3 Diffuse Horizontal Irradiance
Global Tilted Irradiance4 Ambient Temperature 5 Relative humidity 6 Wind speed7 Wind direction8 Barometric pressure9 Precipitation10 Sun tracking
Data capturing1 Data acquisition2 Data logger3 Communication costs
Spares and spare keeping1 [Tenderer to provide details]23
Testing and Commissioning1 [Tenderer to provide details]2
ItemsCost (foreign)
Item No
NAMPOWER FORM D1, PAGE 2 of 3
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
3
Operations & Maintenance1 [Tenderer to provide details]23
Data processing and cleaning1 [Tenderer to provide details]23
Installation and ancillaries1 Power Supply2 Cabling costs3 Security fencing4 Import duties5 Other
Monthly Reporting1 [Tenderer to provide details]23
Annual Reporting1 [Tenderer to provide details]23
NAMPOWER FORM D1, PAGE 3 of 3
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 1 OF 8
D2 Returnable Form
NamPower Equitable Economic Empowerment Policy Information
The NamPower Equitable Economic Empowerment Information comprises part of these Tender Documents.
Data left open or [square bracketed] shall be filled in by the Tenderer.
The completed form shall be submitted with the financial proposal.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 2 OF 8
1. Capital Structure
1.1. Total share capital
(a) Please indicate the share capital and number of shares for companies or
members interest for cc’s:
N$ ___________________________
(b) Please provide the following breakdown of the total share capital
Capital Structure No of shares % of Total
Capital owned by Previously
Disadvantaged Namibian (s)
Capital owned by Namibian Women or
Persons with Disability
Capital owned by Namibians/Namibian
Registered Company
Capital owned by
Foreigners/Foreign Company
Total
1.2. Names of Shareholders/members
(a) Please provide the following details of the shareholders:
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 3 OF 8
Name
of
Share-
holder
Gender
(M/F)
Namibian
(Y/ N)
PDN
(Y/ N)
Disability
(Y/N)
Full time
employed (Y/N)
by the company
or cc
%
shares
The above information must be supported by the following documentation:
Trusts Copy of the Trust Deed
Private company (i.e. Pty
Ltd)
Copy of the memorandum and articles of association
Copies of share certificates or CM29 forms
Public Company (i.e. Ltd) Copy of share certificates from NSX
CC Copy of the founding statement or amended founding
statements (CC1/2)
In addition, the following documentation is required:
A copy of the identity documents of all shareholders / owners /
beneficiary’s /trustees is required.
A medical report on disability as issued by Ministry of Health and Social
Services is required per disabled person.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 4 OF 8
2. Management Control and Employment Equity
2.1. Organizational Structure
(a) Please provide the following details for the organisational structure:
Category Total No of
Namibians
No of
PDN
Number of
Foreigners
/ Permanent
residence
Top management (excluding
shareholders/ members and /
or board of directors)
a) Number of Female(s)
b) Number of Male (s)
c) Number of disabled
Female (s)*
d) Number of disabled
Male(s)*
All employees excluding
Managers
e) Number of Female(s)
f) Number of Male (s)
g) Number of disabled
Female (s)*
h) Number of disabled
Male(s)*
Total number of employees
including Managers but
excluding
Shareholders/members
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 5 OF 8
The above information must be supported by the following documentation:
Organisational structure of the trust/company/cc indicating the managerial
positions within the company. Each managerial position shall clearly
indicate the title of position, the name of the incumbent and the contact
details of the incumbent.
Identification documentation of all individuals indicated as managers in
the organisation.
A medical report on the disability as issued by Ministry of Health and
Social Services is required per disabled person.
NamPower reserves the right to contact any individual within the
organisational structure to verify authenticity of the information provided.
2.2. Board of Directors
(a) Please provide the following details for the Board of Directors:
Name of
Director
Gender
(M/F)
Namibian
(Y/ N)
PDN
(Y/ N)
Disability
(Y/N)
Role
(Executive
or non-
executive)
The above information must be supported by the following documents:
Trusts Copy of the Trust Deed
Private company (i.e. Pty
Ltd)
Copy of the memorandum and articles of association
Copies of share certificates or CM29 forms
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 6 OF 8
Public Company (i.e. Ltd) Copy of share certificates from NSX
CC Copy of the founding statement or amended founding
statements (CC1/2)
The above information must be supported by the following documentation:
A copy of the identity documents of all shareholders / owners /
beneficiary’s /trustees is required.
A medical report on the disability as issued by Ministry of Health and
Social Services is required per disabled person.
3. Human Resources and Skills Development
Provide proof of registration with NTA and proof of payment of the VET levy as
required by the Vocational Education and Training Act, Act 1 of 2008.
NB: Entities exempted from this lrequirement should provide proof of exemption
from the relevant authority.
4. Entrepreneurship Development
a) Will Previously Disadvantaged Namibian sub-contractor(s) /sub-vendor(s) be
involved in the execution of the contract/tender?
Yes No
If yes, indicate the value and percentage of the total tender amount being
performed through subcontracting. Please furnish full particulars of
subcontractor/sub-vendor concerned, including physical address and contact
details.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 7 OF 8
This is to certify that I, _______________________________________________
__________________________________________________________________
Owner / representative of ___________________________________________, is
a Previously Disadvantaged Namibian sub-contractor/sub-vendor involved in the
execution of tender/contract description _____________________
no._____________. I am fully aware of the contents and the performance
requirements for completing the works.
During the execution of the Contract, the Supplier shall record all PDN spend in the
execution of this Contract and provide documentary proof of the spend to
NamPower.
b) Please state the percentage of the contract/tender procurement spending that has
been previously allocated to businesses owned by Previously Disadvantaged
Namibians?
__________________________________________________________________
Give details and furnish documentary proof:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
5. Community Investment
a) Is the Tenderer located in, or operating in, a communal area/underdeveloped area?
Yes No
If yes, give details and furnish documentary proof:
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D2, PAGE 8 OF 8
The above information must be supported by the following documentation:
Copy of the founding statement or amended founding statements (CC1/2)
Physical address of enterprise or fitness certificate
Copy of the memorandum and articles of association
Affidavit from Namibian Police
b) Please provide the amount in NAD which has been donated to community
investment over the past three years?
________________________________________________________
Give details and furnish documentary proof (from an independent accounting officer
or qualified auditor):
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
6. Pledge to Community Investment
According to the NEEEP Policy, first time Tenderers are required to pledge a
percentage of the Full Contract Price as a community investment. Please indicate
this pledge amount:
______________________________________________________________NAD]
Note: NamPower will retain an amount equivalent to the full pledge amount as
security until the pledge is fulfilled. The Tenderer is requested to refer to the
Volume A2 for contractual requirements regarding these retention monies.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D3, PAGE 1 of 4
D3 Returnable Form
Check list for NEEEP information.
The check list for NEEEP information comprises part of these Tender
Documents.
The column “Document / Information” shall not be changed by
Tenderer.
The column “Tenderer’s confirmation” shall be filled in by Tenderer.
The completed check list shall be submitted by the Tenderer with the
Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D3, PAGE 2 of 4
No. Document / Information Tenderer’s
confirmation
NEEEP Information
1 Shareholding
1a If Tenderer is a Trust then copy of the Trust Deed**
1b If Tenderer is a Private company (i.e. Pty Ltd) then**
Copy of the memorandum and articles of association
Copies of share certificates or CM29 forms
1c If Tenderer is Public Company (i.e. Ltd) then a copy of share
certificates from NSX**
1d If Tender is a ‘cc then a copy of the founding statement or
amended founding statements (CC1/2)**
1e Identity documents of all shareholders / owners / beneficiary’s
/trustees**
1f If applicable, a medical report on disability as issued by Ministry of
Health and Social Services is required per disabled person**
2 Organizational Structure
2a Organisational structure of the trust/company/cc indicating the
managerial positions within the company. Each managerial
position shall clearly indicate the title of position, the name of the
incumbent and the contact details of the incumbent**
2b Identity documents of all shareholders / owners / beneficiary’s
/trustees**
2c If applicable, a medical report on disability as issued by Ministry of
Health and Social Services is required per disabled person**
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D3, PAGE 3 of 4
No. Document / Information Tenderer’s
confirmation
3 Board of Directors
3a If Tenderer is a Private company (i.e. Pty Ltd) then**
Copy of the memorandum and articles of association
Copies of share certificates or CM29 forms
3b If Tenderer is Public Company (i.e. Ltd) then a copy of share
certificates from NSX**
3c If Tender is a ‘cc then a copy of the founding statement or
amended founding statements (CC1/2)**
3d Identity documents of all shareholders / owners / beneficiary’s
/trustees**
3e If applicable, a medical report on disability as issued by Ministry of
Health and Social Services is required per disabled person**.
4 Human Resources and Skills Development
4a Proof of registration with NTA and proof of payment of the VET
levy as required by the Vocational Education and Training Act, Act
1 of 2008**
5 Entrepreneurship Development
5a If applicable, full particulars of Previously Disadvantaged Namibian
sub-contractor(s) /sub-vendor(s), including physical address and
contact details that are involved in the execution of the
contract/tender**
5a If applicable, the documentary proof of the percentage of the
contract/tender procurement spending that has been previously
allocated to businesses owned by Previously Disadvantaged
Namibians**
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D3, PAGE 4 of 4
No. Document / Information Tenderer’s
confirmation
6 Community Investment
6a If the Tenderer is located in communal area/underdeveloped area,
then provide the following details and documentary proof**
• Copy of the founding statement or amended founding
statements (CC1/2)
• Physical address of enterprise or fitness certificate
• Copy of the memorandum and articles of association
• Affidavit from Namibian Police
6b If applicable, then provide documentary proof (from a Qualified
Auditor) of the amount in NAD which has been donated to
community investment over the past three years**
Note:
**In the case of a consortium or joint venture, each member of such consortium or joint
venture shall provide such information.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D4, PAGE 1 of 2
D4 Returnable Form
Priced Deviations List This form provides a list of all priced deviations to these Tender Docu-ments.
The table shall be populated by the Tenderer with the relevant infor-mation as requested. Data left open or [square bracketed] shall be filled in by the Tenderer.
The completed form shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D4, PAGE 2 of 2
Priced Deviations declared to Tender Documents
Ser. No.
Purchaser’s Requirement
Clause No.*
Tenderer’s Deviation Price impact
DEV-1
DEV-2
DEV-3
Notes: * Clause No. should reference a specific clause i.e.VOL B1, section 4.5.3
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 1 of 7
D5 Returnable Form
Form of Tender Bond The Form of Tender Bond comprises part of these Tender Documents. Data left open or [square bracketed] shall be filled in by the Tenderer. The completed Tender Bond shall be submitted with the Tender Submission.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 2 of 7
TENDER BOND
Private & Confidential
DATED [●] day of [●] 201[●]
[GUARANTOR]
And
Namibia Power Corporation (Pty) Ltd
.........................................................
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 3 of 7
THIS AGREEMENT (the "Tender Bond") is made the [●] day of [●], 201[●]
BETWEEN:
[●] whose registered office is at [●] (the "Guarantor" which expression shall include its successors in title); and
Namibia Power Corporation (Pty) Ltd whose registered office is at NamPower Centre, 15 Luther Street, Windhoek, Republic of Namibia (the "Purchaser" which expression shall include its successors in title, transferees and assigns).
WHEREAS:
A. [●] (the "Tenderer") intends to tender for the equipment and services to measure the solar resource data for establishment of commercial CSP plants in Namibia in accordance with the terms of the Tender Documents (Tender No: NPWR/2015/06) issued by the Purchaser on [date].
B. As a precondition of Tenderer's involvement in the tender process, Tenderer is required to provide the Purchaser with security in the form of this Tender Bond.
C. The Guarantor has been requested by the Tenderer and has agreed to provide a Tender Bond on the following terms.
NOW THIS AGREEMENT WITNESSETH as follows:
1 Interpretation
1.1 "Insolvency Event" means the Tenderer making a composition or arrangement with its creditors or becoming bankrupt or insolvent or effecting a transfer of its property to its creditors’ advantage or signing a fiduciary agreement in their favour or, being a company:
1.1.1 making a proposal for a voluntary arrangement for a composition of debts or scheme of arrangement to be approved in accordance with relevant legislation; or
1.1.2 having a provisional liquidator appointed; or
1.1.3 having a winding up order made; or
1.1.4 passing a resolution for voluntary winding up; or
1.1.5 having an administrator or administrative receiver appointed; or
1.1.6 having an application made for an inventory of its assets to be taken as part of, or as precursor to, any of the circumstances above; or
1.1.7 the equivalent to any of the above in any applicable jurisdiction occurring;
1.2 Words and expressions used but not defined in this Tender Bond shall have the meanings attributed to them in the Tender Documents.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 4 of 7
2 Maximum Sum
The maximum amount payable by the Guarantor to the Purchaser under this Tender Bond is NAD 500,000 (Five Hundred Thousand Namibian dollars)] (the "Maximum Sum").
3 Procedure for calling the Tender Bond
3.1 The Purchaser may from time to time make a written demand upon the Guarantor stating that the Tenderer has:
3.1.1 breached any Law relating to the tender process or is disqualified from the tender process as a result of its actions or omissions;
3.1.2 refused to accept the correction of errors in its Tender in accordance with such Tender Documents;
3.1.3 withdrawn its Tender prior to the expiry of the Tender Validity Period;
3.1.4 failed to extend the term of this Tender Bond after agreeing to the Purchaser’s request to extend the expiry date of the Tender Bond; and
3.1.5 if the Purchaser advises the Tenderer that it has decided to award the Contract to the Tenderer on agreed terms, failed to execute the Contract Agreement.
3.2 The Guarantor shall immediately upon receipt of any such demand pay to the Purchaser the amount or amounts demanded up to the aggregate of the Maximum Sum.
4 Payment under the Tender Bond
4.1 All sums payable under this Tender Bond shall be paid to the Purchaser in full, free of any present or future taxes, levies, duties, charges, fees or withholdings and without any deduction, restriction, conditions, withholding, set-off or counterclaim whatsoever. If the Guarantor is compelled by law to make any deduction or withholding, the Guarantor will gross up the payment so that the net sum received by the Purchaser will be equal to the full amount which the Purchaser would have received had no such deduction or withholding been made.
4.2 The Guarantor is not entitled to rely on any defences or claims which may be available to the Tenderer under the Tender Documents.
4.3 Any demand made by the Purchaser in accordance with clause 5 and any sum or sums stated in such demand shall be conclusive evidence that such sum or sums are properly due and payable to the Purchaser under this Tender Bond.
5 Validity and Completeness of the Tender Bond
5.1 The Guarantor confirms that this Tender Bond shall not be impaired, reduced, discharged or affected by:
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 5 of 7
5.1.1 any amendments, alterations or supplements to the Tender Documents or any concession, release, waiver or other indulgence granted to the Tenderer;
5.1.2 any invalidity, illegality or unenforceability in or of the terms of any agreement or other commitment to which the Tenderer is, or may become a party, including (without limitation) any invalidity in the Tender Documents;
5.1.3 any disability, incapacity, change in ownership or change in status of the Tenderer; or
5.1.4 an Insolvency Event or a change in the constitution of the Tenderer;
5.1.5 any forbearance or delay by or on the part of the Purchaser in asserting any of its rights against the Tenderer;
5.1.6 any other act or omission which would not have discharged or affected the liability of the Guarantor but which, in the absence of this provision, might operate to exonerate the Guarantor.
6 Continuity and discharge of the Tender Security
The Guarantor confirms that:
6.1 this Tender Bond shall remain in full force and effect until the later of the expiry of Tender Validity Period or the date the Contract Agreement is executed between the Purchaser and the Tenderer, when this Tender Bond shall cease to have effect save in connection with any demand notified to the Guarantor on or prior to the said date and as set out in clause 3; and
6.2 any release, discharge or settlement between the Guarantor and the Purchaser shall be conditional upon no security, disposition or payment to the Purchaser being void, set aside or ordered to be refunded pursuant to any enactment or law relating to bankruptcy, liquidation, administration or insolvency or for any other reason whatsoever and, should this condition not be fulfilled, the Purchaser shall be entitled to enforce this Tender Bond subsequently as if such release, discharge or settlement had not occurred and any payment had not be made.
7 Non-Waiver
No failure or delay by the Purchaser in exercising any right or remedy shall operate as a waiver, nor shall any single or partial exercise or waiver of any right or remedy preclude its further exercise or the exercise of any other right or remedy.
8 Provisions Severable
Each of the provisions of this Tender Bond is severable and distinct from the others and if at any time one or more of such provisions is or becomes invalid, illegal or unenforceable; the remaining provisions of this Tender Bond shall not be affected, prejudiced or impaired in any way.
9 Assignment
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 6 of 7
The Purchaser may assign, charge or transfer this Tender Bond to any party without the consent of the Guarantor and such assignment shall be effective upon the Guarantor being given written notice of the assignment.
The Guarantor may not assign, charge or transfer this Tender Bond to any person.
10 Notice
Any notice or other communication to be given, served or made under this Tender Bond:
10.1 shall be written in English and shall be delivered by hand, courier or facsimile transmission to:
10.1.1 the Guarantor at:
[Address of Guarantor] Fax No: Attention:
10.1.2 the Purchaser at:
NamPower Centre, 15 Luther Street, Windhoek, Namibia Fax No:+264-61-205-4111 Attention: B Joerges (Chief Legal Advisor)
or to such other address or number as a party may specify from time to time by notice to the other party; and
10.2 shall be deemed to have been received:
10.2.1 in the case of a letter, when delivered by hand or five (5) Days after it has been couriered; and
10.2.2 in the case of a facsimile transmission, when a complete and legible copy is received by the addressee provided that if the date of receipt is not a business day in the country of the addressee, it shall be deemed to have been received at the opening of business on the next such business day.
11 Governing Law
11.1 This Tender Bond shall, in all respects, be governed by and interpreted in accordance with the laws of the Republic of Namibia.
11.2 Each party irrevocably submits to the exclusive jurisdiction of the High Court of Namibia with regard to all matters arising from or in connection with this Tender Bond and agrees that a judgment on any proceedings brought in the High Court of Namibia shall be conclusive and binding upon them and may be enforced in the courts of any other jurisdiction.
12 Changes
This Tender Bond shall in no way be modified, amended, amplified or limited except pursuant to an express written agreement entered into between the Tenderer, Purchaser and Guarantor.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D5, PAGE 7 of 7
EXECUTED as an agreement by the parties on the date first above written and delivered upon its being dated.
EXECUTED as an agreement Namibia Power Corporation (Pty) Ltd
Name
Signature (Duly authorised signatory)
EXECUTED as an agreement
[THE GUARANTOR]
acting by
Director
Company Secretary/Director
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D6, PAGE 1 of 2
D6 Returnable Form
Minimum Criteria for Responsiveness for Financial Proposal
The form shall be completed by the Tenderer with the relevant supporting
information as requested.
The completed and signed form shall be submitted with the Financial Proposal.
Please answer the following questions by indicating “YES” or “NO” in the relevant
boxes. Tenderers that are unable to answer “YES” to all of the questions listed in the
table below will be considered non-responsive and the Tender will NOT be
evaluated further.
CSP TT NAM PROJECT
TENDER DOCUMENTS FOR SOLAR RESOURCE DATA
NAMPOWER FORM D6, PAGE 2 of 2
Minimum Criteria Yes/No
Has the Financial Proposal been submitted in the English language?
Has one (1) original hardcopy and one (1) electronic (on USB drive) of
the Financial Proposal been submitted?
Have the Returnable Forms been completed and submitted?
Has the Financial Proposal been signed by all parties to the consortium
or joint venture or by a signatory with valid powers of attorney to sign
on behalf of such parties?
Has the Tender Bond been submitted and is it the same duration as the
Tender Submission validity?
Does the Tender Bond submitted have the same wording as
Returnable Form C12 i.e. no material deviations?
Has the Tender Bond been submitted from a commercial bank?