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Request for Proposals - Provision of Energy Audit Consultancy Services

  • Nairobi, Kenya
  • Posted on Tuesday, November 19, 2019

The African Wildlife Foundation (AWF) is an international conservation organization working in large landscapes across the African continent. The organization works to ensure wildlife and wild lands thrive in a modern Africa through a multi-faceted approach of conservation strategies for wildlife, wildlands, and people. Our global headquarters, located along Ngong Road in Karen, Nairobi, is seeking eligible and qualified electrical audit firms to help us identify energy saving and energy efficiency measures resulting in demonstrable economic and environmental benefits.

I. Purpose of Assignment

To perform an energy audit in the African Wildlife Foundation Head Offices that will enable AWF to understand the current electricity consumption patterns and prepare an energy savings action plan, including the utilization of on-site renewable energy sources.

II. Scope of Work/ Deliverables

The objectives of energy audit are as follows:

  • Determining the current baseline electricity consumption;
  • Conducting an Energy Management Review; and,
  • Preparing an Energy Savings action plan.

More specifically the scope consists of:

I. Visit to the AWF Headquarters

In order to help potential firms submit their bids, AWF has planned a single site visit on December 5, 2019 at 10 am for all potential firms. During the visit, the following will take place:

  • Meeting with the facilities team staff.
  • Touring the facilities and identifying all major lighting, HVAC equipment and energy systems.
  • Determining what energy audit level (American Society of Heating, Refrigerating, and Air Conditioning Engineers (ASHRAE) level I, II, III is most relevant.
II. Current baseline electricity consumption
  • Collecting monthly electricity consumption information for the past 12-24 months.
  • Analysing the data and pictorially presenting the information.
III. Energy management review
  • Taking stock of all electrical equipment and appliances in the offices/buildings, and record their energy usage, ratings, hours of usage, specifications, models, and makes.
  • Verifying the calculated consumptions with the baseline obtained in 2 above (i.e. Current baseline electricity consumption).
  • Determining occupancy schedules and energy usage patterns and identifying facility or occupancy changes that could affect energy use.
  • Identifying the high electricity consumption areas, appliances, and equipment within the AWF campus.
IV. Energy savings plan
  • Outline a staged approach for the office/building to undertake in order to achieve savings and propose alternative modalities of energy sources
  • Identify short term / long term projects and project solutions ranging from the least to the most capital intensive to reduce the operational costs and greenhouse gas emissions of the premise’s operations.
  • Undertake a cost-benefit analysis of the proposed approaches and projects.
  • Identify 3 potential local or regional service providers for the aforementioned project proposals.

III. Expected Outputs

The deliverables will include:

I. A draft Inception Note covering:
  • the successful Contractors understanding of the consultancy and associated tasks;
  • the proposed approach including specific method(s) and guiding principles;
  • proposed work plan and detailed schedule for the consultancy; and
  • identification of issues crucial to the viability of the consultancy and comments on this TOR.
II. A final Inception Note
III. Draft energy audit report

Following the ASHRAE standard or any other relevant local or regional standard (including Energy savings plan as an Annex).

IV. Final energy audit report

Following the ASHRAE standard or any other relevant local or regional standard (including Energy savings plan as an Annex).

V. Timeframe

Total estimated time for this consultancy is an estimated input of up to twenty (20) working days and tentatively scheduled to be conducted immediately.

VI. Payment Schedule

Contractual payments are to be made upon submission of an invoice and an evaluation by the Director of Administration and Facilities.

VII. Type of Supervision that will be provided

Required works are to be coordinated and supervised by the Director of Administration and Facilities.

IV. Qualifications or Specialized Knowledge/ Experience Required

The successful candidate shall be experienced in the field of assessing and managing the energy performance of buildings.

Required qualifications, capacities, and background
Content of Proposal
I. Technical Component
  • Description of the firm and the firm’s qualifications;
  • Copy of Company Certificate of incorporation;
  • Valid Certified Energy Manager (CEM) certificate or an equivalent qualification of key personnel(s) of the energy audit team;
  • Valid Energy Regulatory Commission (ERC) license to conduct energy audits;
  • Brief description of Understanding of the requirements for services, including assumptions;
  • Specialized training/certification on building energy management, inspection and assessment of energy performance and/or extensive proven experience of the same;
  • Proposed approach and methodology;
  • Timing of activities and reports;
  • Outputs, including how to measure those outputs;
  • Proposed team structure;
  • Proposed project team members. A minimum of 5 years of working experience within companies providing services related to energy management solution/automation projects, yielding energy savings, construction or other closely related activities; and
  • Executive brief of relevant similar projects undertaken in the past 3 years.
II. Financial (Price Component)

The price component shall have a cover letter wherein your firm/institution’s authorized representative affirms the following:

  • A summary of the price;
  • Break-up of the cost build up;
  • The period of its validity;
  • Cost of a General energy audit; and
  • Statutory KRA PIN and VAT certificate copies.

In addition, the price component must cover all the services to be provided and must itemize the following:

  • Unit and total fees per person for each team member to be assigned to the mission in the field;
  • and a rate for his/her work at the office, if any;
  • Other costs if any (indicating nature and breakdown); and
  • Taxes.
Mandatory Documents Required:
  • Copy of company VAT registration Certificate;
  • Copy of company PIN certificate;
  • Tax Compliance certificate;
  • True copies of valid certified energy Auditor/Manager Certificate or equivalent certifications;
  • Valid ERC License to conduct Energy Audits; and
  • Curriculum Vitae for the Lead Energy Auditor.

V. Consultant/ Contractor’s Work Place

The contractor is expected to do the assessment of the aforementioned AWF Headquarters and to produce a report working from his own Office.

VI. Evaluation of Proposals

A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical component being completed prior to any price component. Scores will be awarded for the technical proposal.

The price component proposal will be opened only for those firms/ institutions whose technical component meets the requirements for the assignment, as indicated by a score of more than 70%.

VII. Deadline for Submission

The bids and relevant copies of testimonials should be submitted to the African Wildlife Foundation in enclosed envelopes marked: Request for Proposals for the Provision of Energy Audit to AWF by noon December 13, 2019 at the below address:

The Tendering Committee
African Wildlife Foundations Headquarters
Ngong Road, Karen
P.O. Box 310-00502
Nairobi, Kenya

NB: All inquiries should be submitted in writing to [email protected] on or before December 6, 2019

African Wildlife Foundation reserves the right to accept or reject any application either in part or wholly and is not bound to give reasons whatsoever for its decision.

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