REQUEST FOR PROPOSALS
Investing in Infrastructure (3i), Cambodia
Project number: 149
Project name: Certification advice services for lab facilities of the Electricity Authority of Cambodia
Issued on: 1 June 2018
Response closing date: 19 June 2018
Response closing time: 5:00 p.m.
Investing in Infrastructure (3i) is now calling for proposals from potential certification firms based in Cambodia to provide (1) consulting and training services to prepare EAC lab facility for the ISO/IEC 17025 certification and (2) the certification itself. The goal is to obtain the ISO/IEC 17025 certification. Towards that goal, consulting and necessary training for lab staff are required.
2. About Investing in Infrastructure (3i)
Investing in Infrastructure (3i) is a five-year, nation-wide, social investment program funded by the Australian Government and being implemented by Palladium. The program promotes business growth in the infrastructure sector of Cambodia. It expands the delivery of key infrastructure services by partnering with the private sector to expand household and business access to utilities. Support is given to businesses in the drinking water and electricity sectors. In addition, 3i also supports government policies and initiatives related to the sectors. Thus, 3i prepares this RFP to support EAC in its regulatory role of the sector.
3.1. EAC and electricity meter testing
EAC is a regulatory body of the electricity sector in Cambodia. One of its roles is to resolve conflicts between electricity suppliers and consumers. In Phnom Penh, EdC (Electricite du Cambodge) is the supplier, while in the provinces, REEs (Rural Electrification Enterprises) are the suppliers with clearly allocated service areas. Consumers from time to time file complaints about inaccuracies of electricity meters to their REEs and consequently to EAC.
As a regulator, EAC is currently operating a laboratory to test electricity meters on behalf of electricity consumers. The testing is performed for all EdC/REEs’ customers who request it to ensure that installed electricity meters are accurately measuring electricity consumption. The testing is performed independently of EdC/REEs.
In order to strengthen consumer confidence in the lab testing services performed and to build the capabilities of the lab staff, the EAC has been planning to certify its lab facilities. To date, however, the EAC has not been able to obtain funding for this. EAC has therefore requested 3i to support the training, documentation, calibration and certification process and fund the cost for this.
For information related to current lab facility and operations, see Annex 1.
3.2. Description of requested support
EAC has in an email to 3i dated 26 December 2017 requested the following support:
- Create and certify procedures and operations for meter testing. EAC currently follows a simple way of meter testing, based on instructions in the equipment user manuals and as per initial training from the equipment supplier. EAC would like to carry out testing based on international standards and best practices. To do this, the EAC lab needs to establish its operating and testing procedures in accordance with international standards. These new operating procedures must also be documented as per the requirements of international standards.
- Certification of accuracy for the 5 units of installed equipment. The equipment in the lab was certified for accuracy by the supplier at the time of installation, valid for 2 years from the date of purchase and initial testing. Some units are now outside of the certification period and must be tested and recalibrated for accuracy from an independent institution with the capability to carry out such tests.
- Training for EAC’s lab staff: Currently the testing of meters is done based on equipment user manuals and based on the knowledge and experience of the lab staff. The staff have not participated in any workshop or job training on issues related to meter testing outside of the basic training provided by the equipment supplier. Therefore, EAC would like to undertake a training for staff on how to perform testing according to international standards for testing labs. In addition, EAC would like to have training on more detailed technical issue for testing smart meter and net metering, including training on the software setup and options for smart meters provided by Landis + Gyr in order to better understand how the meters are configured during the setup process.
4. Desired outcome
As a result of this project, the EAC meter-testing lab facility is certified with the ISO/IEC 17025 certification standard.
5. Required key tasks
The successful supplier is required to:
- Outline the Scope of Work that encompasses either one or both of two main service components: (1) consulting and training and (2) certification provision. Supplier needs to state whether they can do only one or both.
- Design an approach for the process of the Work to be implemented. This should incorporate EAC’s plans and EAC lab staff availability. It should be noted that supplier should not expect the lab staff and resources to perform major work. If that is required, the on-going Work on the ground should provide necessary support.
- Implement the Scope of Work. For convenience, the communication between supplier and EAC lab staff should be conducted in Khmer. Thus, supplier needs a local team. Supplier should also give advice on having key documents (for the certification process) translated into Khmer. Also, the implementation should aim to complete no later than the year of 2018. If this is not the case, supplier must communicate back to 3i.
6. Required company profile
We expect that the supplier selected to undertake this project will have as a minimum the following capabilities:
- Deep expertise and experience in certification in Cambodia, especially in the energy sector, if not in Cambodia, elsewhere;
- On-the-ground presence and support to EAC for the period of implementation
- Proven track record of certification work in Cambodia;
- Excellent analytical skills and high level written and oral communications skills.
7. How to submit proposals
Interested suppliers must use the 3i Response Form to submit their proposals. The Response Form is available for download at the bottom of this announcement and can also be requested via email firstname.lastname@example.org. Any other forms submitted will not be reviewed. Suppliers may also provide supporting documents attached with the Response Form. The deadline of submitting proposals is 19 June 2018. The proposals must have at least three components as follows:
- Demonstration that the supplier meets the Required Company Profile;
- Detailed costing of the service: Supplier must state whether they can provide services on one or both components and accordingly provide separate detailed costing on the two main components including, but not limited to, man-days, unit cost per resource, and a project plan.
3i will use an objective and reliable process to evaluate all proposals. Responses to this RFP will be evaluated based on:
- Compliance with this Request for Proposals (RFP)
- Understanding of and ability to meet the requirements and deadlines as specified
- Overall value for money including:
- Capability and capacity of particular individual(s) and overall team (as specified in section 3.5) that are nominated to perform the services
- Approach to the provision of the services specified in this RFP
- Company expertise and experience with delivery of projects similar in nature to this RFP
4. The fee to be charged for providing the Services.
Indicative project timeframes follow (subject to negotiation):
10. Further information
Respondents are required to comply with all terms and conditions set out in this RFP. No unsuccessful Respondent will be entitled to any redress against 3i and Palladium in the event that 3i and Palladium enters into an agreement with any other Supplier or person.
11. Terms and conditions
- Potential suppliers should ensure that they understand and can comply with the terms outlined below.
- All responses must be received by 5:00 p.m. on 19 June 2018 by email to email@example.com with “Certification advice service for lab facility of EAC” in the subject line.
- Any responses received after this time and date will NOT be considered.
- All responses must be submitted using the 3i Response Form available for download via link at the bottom of this announcement.
- The Response Form shall be submitted in English.
- All services will be subject to the terms and conditions outlined in a purchase order or contract to be negotiated between the successful supplier and 3i.
- The successful Respondent will be required to adhere to and sign a Palladium Business Partner Code of Conduct, a copy of which will be made available in the contracting stage.
- Payments will be made upon lodgement of a valid supplier invoice and in accordance with the purchase order or contract.
- Unsuccessful suppliers will be advised by email and letter as soon as 3i has made the final decision; no further correspondence will be entered into.
- All services must be supplied within the timeframes specified in the purchase order or contract agreement. If for any reason the supplier cannot supply the services in this time frame, 3i will have the option of declaring the contract void and selecting another supplier to meet its needs.
- Further information about this RFP can be obtained as follows:
- Morten Kvammen, Finance Adviser 3i, Palladium
- Email: firstname.lastname@example.org
ANNEX 1: Information related to EAC lab facility and current operations
The lab facilities operated by EAC are located on the ground floor of the EAC office building at #2, Street 282. The lab space is 63 m2 (see Figure 1 below).
Figure 1: Floor plan of EAC lab (T refers to a meter tester)
This space houses 5 test kits for testing. The testers were manufactured by MTE Group (Meter Test Equipment AG), a company headquartered in Zug, Switzerland. Table below shows the specific models of the test kits.
Besides the test kits, the facility has the following:
- Electricity connection: 380V, 3 phases, 32A;
- 4 desktop computers;
- 2 printers; and
- 6 working desks and 12 chairs.
The lab currently employs 9 full-time staff members, of which there is 1 supervisor, 5 engineers, and 3 technicians. Currently the lab staff can perform the testing tasks well and they have relevant qualifications and skills. However, according to EAC, they still need training to be ready for the certification. This is to be identified by the successful consulting firm. Not all of them sit in the lab room due to insufficient computers equipped in the lab. More computer desktops are to be purchased and installed. Operations of the lab is managed by Mr. Hong You, who reports to Mr. Viseth Yim, Vice Chairman of EAC, who in turn reports to the Chairman, Mr. Norin Ty.
All the working test kits are used for testing in and out of the lab. That is, lab staff can pack the testers and go to the field to do the testing or they may bring the meters to the lab for testing. The former is usually performed for consumers located far away, while the latter is for consumers located in or around Phnom Penh. The test kits can test both single- and three-phase meters used by residential and industrial customers, respectively, of EdC/REEs. Generally, most residential meters tested are made by Mitsubishi, E-Power (local company), Star Instrument, EMIC, and EDMI. Meters for industrial consumers are typically made by Landis + Gyr and E-Power.
The test parameters include Voltage (V), Current (I), Energy (kWh), Power (Watt), Q (VAR), S (VA), Power Factor (PF), and angle (phi) of the power factor. Based on quarterly journals of EAC, there are on average 9 test events during a typical quarter. Each test event may see a dozen meters being tested. The actual number of tests varies depending on requests by consumers to perform the test. But before the request arrives at EAC, it is sometimes resolved at the local level with consumers, REEs and local authorities involved. Only when it is not that the request is referred to EAC.
The lab currently has documentation for its test reports (in Khmer language) but does not have a formal written guidelines on testing procedures for staff. The installed equipment is operated based on the user manuals provided by MTE, and in accordance with initial training provided by the supplier. There is also no written description of the processes of each test to date. The current status of documentation includes:
- Application of request for a test by electricity consumers (in Khmer);
- Raw test slip (in English); and
- Test records/reports.
The process of testing relevant for the lab follows below simple steps, in order:
- Application received by consumers (submitted to Mr. Ty Norin, who reviews and sends to Executive Director and further to the concerned technical department (The Consumer Affairs Department and the Lab) for action);
- Transportation of testing equipment and lab staff to the field;
- Testing and recording;
- Public discussion of the results; and
- Test results and actions reported back to Executive Director and Chairman.
Note: Request form can be download from here.