Terms of Reference to Design and Install Solar Powered Milk Coolers for ODFB Project 861 views1 applications

Terms of Reference to Design and Install Solar Powered Milk Coolers for ODFB Project

1. Introduction

With 54 years of global experience in facilitating the development of socially responsible, ecologically sound and profitable supply chains, Solidaridad is a frontrunner in the area of sustainable economic development. Solidaridad is a global civil society organization that provides market driven solutions for sustainable production practices across different supply chains. We envision a world in which all we produce, and all we consume, can sustain us while respecting the planet, each other and the next generations.

Our mission is to bring together supply chain players and engage them with innovative solutions to improve production, ensuring the transition to a sustainable and inclusive economy that maximizes the benefit for all stakeholders.

Solidaridad established a country office in Ethiopia since November 2015 with registration # 3531. The office re-registered on July 11, 2019 under the CSO proclamation 1113/2019.

Solidaridad Ethiopia is currently implementing the Oromia Dairy Farmers’ Bounty Project with the objective of proving the hub system viability for dairy commercialization and environmental sustainability. This pilot project approaches private dairy extension service smallholder dairy farmers through hubs for environmentally sound and efficient dairy value chain. The main objectives the project is to contribute to sustainable transformation of Oromia dairy sector by promoting climate-smart dairy farming sector through dairy service hubs in the Sululta, Berek, Aleltu, and Qimbibit districts of North Shewa Zone of Oromia National region.

1. Overall objective of the assignment

The main objective of the assignment is to deliver and set up solar powered milk coolers in selected Chancho Buba, Muda-Godoo, Ejersa, and Combocha Goro Kebeles of the aforementioned targeted districts, respectively, with the following specific objectives.

1. Design and installation of small-scale milk solar cooling technology with the capacity of 500 liters. The intention is to install between 4 and 8 units depending budget availability.
2. Assess capacity gaps of the hosting dairy farmers’ group/cooperatives (end users) in terms of operation and maintenance of solar powered cooling system and offer user tailored trainings.
3. The Scope of the Work

The service encompasses;

1. The designing and installation of solar powered milk cooling systems, to offer chilling in 2 cycles (morning and evening hours).
2. The chillers should be accompanied by 30kWh Lithium batteries or 45kWh lead acid batteries. Ensure that you provide a financial proposal for each type of the battery.
3. Conduct capacity assessment and training of the members of the dairy cooperatives.

The assignment will cover the following areas as detailed below.

1. Tailor made design (sizing of the product): The contractor will carry out the energy needs assessment for the proposed milk cooling technology. This will inform the desired specification, design of the solar powered technology for milk cooling based on the energy needs.
2. Costing of the technology: The contractor will quantify and cost the solar energy needs for the milk cooling system and come up with actual costs (costs of all accessories should be included) of the solar powered milk chiller system, installation, user manual and after sale trainings. For a complete system of the solar powered coolers, it will be a full package including installation charges and this will form the product package for further scaling.
3. Installation and testing: The contractor will carry out installation and testing of the solar technology together with the end users with appropriate warranty.
4. Training package and product brochure: The contractor will compile and share the user and training (operations and maintenance manual) guide and product features & costing that will be shared with ODFB Project and end user that will be the basis for future engagement with farmers & cooperatives that may need to take up this technology.
5. Deliverables

The following outputs are expected from the service provider:

• Detailed technical specification of solar powered milk cooling system for up to 500 litre per batch.
• Design, installation and testing of the facilities including the civil works.
• Operation and maintenance manuals for the solar powered milk cooling system in local language and in English.
• Providing training to cooperative members on how to use and avoid damage the solar milk coolers.
• Reporting the process and delivered system.

1. Deadline
2. Working days from the date of the official announcement of this bid on this platform.
3. Requirements for Experience and Qualifications

• The Company should be having proven track record for providing sustainable Solar powered cooling technologies in the dairy value chain for milk and its products or already in Solar powered cooling technologies provision in other cooling related businesses.
• An established expertise in the dairy sector, with submission of relevant CVs of experts employed in this activity. A dedicated focal point (team leader) is also required to be assigned.
• The company/firm should have a technical person/engineer with vast system design and installation experience on its list of employees. The assigned staff of the company shall have a minimum of 5 (five) years of demonstrated knowledge and experience in sourcing solar powered cooling systems and developing training modules, user manuals and troubleshooting manuals, etc; in the areas of milk cooling, cold chain management and dairy processing technology.
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1. Documents to be Included when Submitting the Proposals

While submitting the Technical Proposal, the applicant shall, in particular, ensure to attach the following:

1. Profile of the company, explaining why they are the most suitable for the work.
2. Relevant Experience of the company and/or the experts leading the assignment.
3. Detailed methodology and conceptual framework with expected deliverables and timelines.
4. Recent CV of the experts.
5. Legal and valid registration of the company from the relevant Ministries.
6. Financial Proposal

For this assignment, Solidaridad Network, Ethiopia office has a budget line and the institution has to provide its financial proposal indicating cost breakdown. Since we have proposed 2 battery types, we recommend that the contractor provides 2 budget proposals.

The financial proposal shall specify a total lump sum amount (including a breakdown of costs for fee, travel, number of working days, etc.). Payments will be made in instalments based upon key outputs of the services specified in the TOR.

The payment of project charges will be as follows.

• 40% of the project charges will be paid up on signing of the contract and submission of the blueprint and inception report including specification and work-plan and methodology for the assignment (in English).
• 50% upon submission of report on civil construction works for the solar milk coolers.
• 10% of the project charges will be paid on submission of final and agreed documents, specifically comprehensive user manual (in local language and English) and report (English) after incorporating comments from the validation workshop.

1. Evaluation

The institutions/firms should deliver a separate technical and financial proposal that will be assessed as follows:

• Technical proposal: 70 Points
• Financial proposal: 30 Points