TERMS OF REFERENCE

Consultancy : International & National Experts in Pico-/Micro-Hydro, Pico-Hydro PV Hybrid and PV Solar Systems

Unit : Project Management Unit (PMU)

Duration : 32 person-weeks (8 months)

Duty Station : Department of Energy office (DoE)

Project Title: Barrier Removal for Achieving the National Energy Road Map Target of Vanuatu (BRANTV)

1. Background

The UNDP, being the implementing agency on behalf of the Global Environment Facility (GEF), is supporting the Government of Vanuatu through the Department of Energy (DoE) in implementing the Barrier Removal for Achieving National Energy Road Map Target of Vanuatu (BRANTV) Project. The project is managed by the Project Management Unit (PMU) which sits under the DoE.

The project’s objective is to enable the achievement of the energy access, sustainable energy, and green growth targets of Vanuatu, as represented in the country’s National Energy Road Map (NERM). Central to the approach is BRANTV’s implementation of Vanuatu’s Rural Off-Grid and EE Promotion Program which includes demonstrations1 on: pico-/micro hydropower mini-grid system, (hereinafter, hydroelectric mini-grid); pico-/micro hydro PV hybrid mini-grid system (hereinafter, hybrid mini-grid), community-scale solar PV systems (hereinafter, compound PV systems), family compound-scale PV nano solar systems (hereinafter, Nano PV systems); and applications of EE cook stoves, and productive, livelihood-enhancing uses of RE and EE.

2. Assignment Description

This assignment entails the delivery of specific outputs, which are based on the designing, implementation, provision of training, and sourcing of each of the planned demo RE-based energy generation systems and EE technology applications. The project is expecting a team of consultants or a consulting firm with at least 1 national counterpart with the relevant set of expertise required to deliver these outputs. Given the quantity of the tasks required, the consultants or firm is expected to provide to PMU an assignment approach and work plan two weeks after the startup.

Thus, the PMU seeks the support of International RE-based Power Generation and Distribution Experts who will design the demo of; pico-/micro-hydro mini-grid, pico-/micro hydro PV hybrid mini-grid, community-scale PV solar systems and family compound -scale PV nano systems as well provide advanced technical training on the design and operation of such systems. The experts are also expected to design and develop ‘how-to guidebooks’ on the design, engineering and construction/installation of these systems.

The team of experts shall be complemented by a National Solar PV Expert who have a main task of designing, engineering and installation of the demo Community-based solar PV systems and Nano-solar PV systems. The task includes the provision of advanced technical training on the design and operation of these systems, as well as designing and developing ‘how-to guidebooks’ and guidelines on the design, engineering and installation of such systems.

Furthermore, the Expert team (or consulting firm) is expected to come up with adequate and appropriate sourcing (at low cost but good quality) of the system hardware that are required for the demos.

Finally, the expert team (or consulting firm) should also develop a set of standards for pico/micro-hydro mini-grids, pico-/micro hydro PV hybrid system, community-scale PV system and family compound-scale PV nano grid, based on internationally recognized standards and applicable to island setting, that will be used by the DoE.

In summary, this assignment is expected to be carried out by a team of three or four experts or a consulting firm to cover:

(i) Sourcing and best price costing2 of quality equipment and component parts for the demo pico-/ micro-hydro systems; micro-hydro/solar hybrid system; solar PV systems (village-scale, household and family compound-scale PV systems, community-based, and nano-scale); mini/micro-grid systems PV; EE cook stoves; and productive use of RE/EE equipment;

(ii) Design, conduct advance training (high and low level)3 and implement demonstration of pico-/micro-hydro mini-grid systems, pico-hydro PV hybrid mini-grid systems, community-scale PV systems, and family compound-scale nano-solar PV systems;

(iii) Standard setting for pico-/small micro hydro, pico-hydro PV hybrid and PV systems and system hardware/components

(iv) Development of national guidelines and national standards of RE electrification and EE cook stoves

3. Scope of Work:

More specifically, the tasks of the team of consultant(s) or firm are as follows:

Pico-/small micro – hydro and pico-hydro PV hybrid

a) Conduct of research on and development of sourcing channels for Vanuatu to access pico-micro hydro, and pico-/micro hydro PV hybrid parts and equipment of good quality at low, internationally competitive prices (recognizing that currently these parts/ systems are much higher cost in Vanuatu than international norms);

b) Design work of the project’s pico-/small micro-hydro demos. Use the data collected by the PMU, design a mini-grid which will be sourced from a hydroelectric scheme or an inverter (there should be 2 scenarios). This will include, transmission from powerhouse to (i) distribution points, i.e. cable size, losses, transformer size and setup and best practices, (ii) from distributions points to houses, i.e. similarly, recommended cable sizing for distribution, losses, Distribution Box safety (grounding) and distribution best practices.

c) Design work of the project’s pico-hydro PV hybrid demo. Design a Hybrid system (AC Hydro and Solar) based on the data collected by the PMU, inclusive of; required flowrate, height of dam and size, size of headrace, size of forebay, size of penstock, layout of turbine, solar system and how the will merged to form the Hybrid.

d) On-site guidance to implementation of the pico-hydro PV hybrid demo and three to four of the other pico-/ small micro-hydro demos;

e) Design of, and conduct advance training in pico-/small micro-hydro to a group of ten persons. Design and training should go hand in hand, but the training materials should be prepares beforehand based of the data which will be provided by the PMU, and it should be done as practical exercises during the training. Trainings should be no more than 3 days, but the hybrid training and its mini-grid will take 2 weeks as 1 week will cover theory and another week for on-site training. The hybrid training should be very short as it will be an amalgamation from the other two training, but most time will be spent on the hand-on or low level training

f) Design and develop how-to guidebooks on pico-/small micro-hydro, pico-/micro small hydro PV hybrid system; and

g) Develop national guidelines for design, sourcing, best price costing, etc. of pico-/micro-hydro mini-grids

h) Develop national standards for pico/small micro-hydro and associated mini-grids

PV Systems

i) Conduct of research on and development of sourcing channels for Vanuatu to access PV system parts and equipment of good quality at low, internationally competitive prices (recognizing that currently these parts/ systems are much higher cost in Vanuatu than international norms);

j) Based on the results of the research work, develop comprehensive costing guidelines for various types of PV systems in Vanuatu, identifying means of achieving internationally competitive costing structures for installing such systems;

k) Design appropriate community-based and Nano-based solar system inclusive of demand sizing, system sizing (+ 20% extra for future demand), losses and other aspects to consider for this project;

l) Conduct high-level training in PV system to the DoE staffs, PMU and other selected persons in Vanuatu. Low-level training will be on-the-job training and will be site specific.

m) Design and develop how-to guidebooks on PV systems

n) Develop national standards for community PV systems and associated mini-grids and family compound scale PV nano-grids

o) Develop national guidelines for design, sourcing, best price costing, etc. of community PV systems

Sourcing of Cook-stove and crop dryer

a) Conduct of research on and development of sourcing channels for Vanuatu to access efficient cook stoves or rockets stove and crop dryer and its spare parts of good quality at low, internationally competitive prices (recognizing that currently these parts/ systems are much higher cost in Vanuatu than international norms);

b) Produce a report based on the design and costs. Design should be applicable in Vanuatu.

Sourcing of Productive Use for RE and EE

a) Conduct of research on and development of sourcing channels for Vanuatu to access productive use equipment of good quality at low, internationally competitive prices. (recognizing that currently these parts/ systems are much higher cost in Vanuatu than international norms);

4. Qualifications

The team of consultant(s) or firm is expected to meet the following qualifications;

a) A minimum Bachelors Degree in Engineering (Electrical and Electronics, Mechanical) and must have qualifications on the design, engineering and operation of hydroelectric power systems;

b) Extensive experience in the design, engineering and installation of pico-hydro/ small micro-hydro systems and associated micro/mini-grids; as well as various types of solar PV systems. The minimum years of experience are as follow: 10 years on pico/micro hydroelectric power systems and various types of solar PV systems, including micro-hydro/solar PV hybrid systems; and 7 years on mini-grid distribution systems. At least 5 years of experience in Pacific Island Countries or in small island settings.

c) Track record of successfully installed and long-lasting pico-hydro/ small micro-hydro systems and mini-grids; as well as various types of solar PV systems.

d) Extensive knowledge regarding best price and quality sourcing of pico-/ small micro-hydro equipment and parts. Connections with low cost/ high quality suppliers of pico/micro-hydro and solar PV systems and component parts is preferred

e) Local counterpart must be AS:NZS certified on Solar Design and Installation;

f) Expertise in costing of pico-/small micro-hydro systems and various types of solar PV systems, as well as knowledge of how to reduce costs without sacrificing quality.

g) Expertise and experience in the setting up of appropriate standards (energy performance and quality) for various types of pico/micro-hydro systems, various types of solar PV systems, and mini-grid distribution systems.

h) Team members must have good experience in conducting and delivering technical training; and strong written and oral communication skills in the English language.

5. Duration of the Work

The contract period is spread over 8 months. The DoE will not consider travel days as working days. The consultancy assignment contract is expected to commence beginning of August 2019.

6. Location

The work will require three to four trips to Vanuatu for systems design, training and installation of demos while the actual design and engineering work can be done at home base. Office space will be provided at the DoE when the team are in Vanuatu.

7. Administrative and logistical requirements

Selected team of Consultants (or consulting firm) shall be responsible for arranging and directly covering the costs of most direct and lowest economic fare for team members’ international travel to and from Port Vila.

Selected team of consultants (or consulting firm) shall also arrange for team members’ accommodation in Port Vila with the assistance from the PMU.

PMU will assist in arranging of visa issuance and in-country duty travel

8. Institutional Arrangements

The Expert team will report to the Director of DoE, Ministry of Climate Change. The team will also work directly with the BRANTV Project Manager and Manager Electrician for reviews, inputs and comments to deliver on the deliverables.

Recommended Presentation of Offer

  • Cover letter and Expression of Interest 
  • Updated personal CVs indicating all past experience of similar assignments, including details of references.
  • Financial proposal:  

     Financial proposal must be expressed on the basis of "a daily fee" in USD;

Any interested candidate can obtain a full detail of the Terms of Reference from the receptionist at the Department of Energy, Ministry of Climate Change, Number 2 Area or email: BRANTV Project Manager, Doreen Leona on This email address is being protected from spambots. You need JavaScript enabled to view it.

Application close before COB 16 August, 2019 address to:

Anthony Garae

Director

Department of Energy

Ministry of Climate Change

PMB 9067

Send e-copy of your application to Email:

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1 Demonstrations are actual hardware implementations. There are 4 different demonstrations of which 19 are either Pico or Micro hydroelectric systems with its mini-grid, 1 hybrid system which is made up of a Pico hydro and solar, community based standalone solar system approximately 5 to 6 kW without any grid and compound based Nano grid system usually ranging from 700W to 2 kW designed to connect up to 5 households through its mini-grid.

2 Most reasonable price for quality system equipment and component parts considering published international best prices and prices for sourcing equipment in the Pacific Region.

3 High level training refers to ‘designing’ and low - level training refers to ‘hands-on practical’ which will be carried in the 3 or 4 sites.