Request for Proposals: Design and Generation of a Bill of Quantities (BOQ) for a Solar Power System Kwacha Pension Trust Fund Head Office

Job description

Date of Issue: 6 May 2025

RFP Reference No.: KPTF/RFP/2025/SOLAR-BOQ

1. Background

Kwacha Pension Trust Fund (KPTF) is a pension fund licenced by the Pensions and Insurance Authority based in Lusaka, Zambia. The Fund is desirous of enhancing operational efficiency and sustainability through installation of a solar system at its Head Office.

KPTF is hereby inviting qualified individual consultants or consulting firms to submit technical and financial proposals for the design of a solar photovoltaic (PV) system and the preparation of a comprehensive Bill of Quantities (BoQ) for its Head Office located at Stand No. 5534, Corner of Kakola/Libala Roads, Kalundu, Lusaka.

2. Objectives

The main objectives of this consultancy are to:

a) Assess KPTF’s current and projected electricity demand.

b) Design an optimal solar PV system tailored to KPTF’s operational needs.

c) Generate a detailed and itemised BoQ to support procurement and installation.

d) Provide indicative cost estimates for budgeting and planning purposes.

3. Scope of Work

The Consultant will be required to:

a) Conduct an energy audit of the Head Office building.

b) Analyse the feasibility of grid-tied, hybrid, and off-grid solar options.

c) Recommend the most suitable system configuration.

d) Produce schematic designs and technical specifications for the proposed solar system.

e) Develop a comprehensive BoQ for all required components, materials, and installation services.

f) Prepare a summary report including cost estimates, system capacity, and expected savings.

4. Deliverables

The Consultant shall deliver the following:

a) Energy audit report.

b) Detailed system design document (with schematics).

c) Complete and itemized BoQ.

d) Cost estimate summary.

e) Final report in both printed and editable digital format.

5. Proposal Submission Requirements

Proposals must be submitted in two separate sealed envelopes: one for the Technical Proposal and one for the Financial Proposal.

Technical Proposal must include:

a) Cover letter.

b) Consultant/firm profile.

c) Understanding of the assignment.

d) Methodology and work plan.

e) Experience in similar assignments (attach references).

f) CVs of key personnel.

g) Timeline for delivery.

Financial Proposal must include:

h) Professional Services fees.

i) Any reimbursable costs.

j) Applicable taxes.

k) Total cost (in Zambian Kwacha, ZMW).

6. Eligibility Criteria

Applicants must meet the following:

Individual consultants must demonstrate:

a) A degree in electrical engineering and quantity surveying, renewable energy, or a related field.

b) At least 5 years of professional experience in solar energy system design and BoQ development.

c) Evidence of having completed at least two (2) similar assignments.

d) Registration with relevant professional bodies (e.g., EIZ, ERB, ZIQS, etc.).

Consulting firms must demonstrate:

a) At least three (3) years of experience in solar project design and BoQ development/consulting.

b) A team that includes qualified engineers, quantity surveyors or energy consultants.

c) Registration with PACRA/ERB/EIZ/ZIQS.

d) A portfolio of similar projects completed within the last five years.

7. Submission Details

Proposals must be clearly marked:
“RFP – Design and BoQ for Solar Power System at KPTF Head Office”
and addressed to:

The Director
Kwacha Pension Trust Fund
Stand No. 5534, Corner of Kakola/Libala Roads
Kalundu, Lusaka, Zambia

Deadline for Submission: 

Wednesday, 14th May 2025 at 14:00 hours (CAT)

Note: Electronic submissions will not be accepted. Only hard copy submissions will be considered. Late submissions will be rejected.

8. Evaluation Criteria

Proposals will be evaluated using the following criteria:

Criteria
Weight
Relevant Experience
25%
Technical Approach and Methodology
30%
Qualifications of Key Personnel
20%
Delivery Timeline
10%
Financial Proposal (cost effectiveness)
15%

9. Additional Information

a) KPTF reserves the right to accept or reject any proposal without assigning any reason.

b) Only shortlisted firms or individuals may be contacted for further clarification or interviews.

c) All costs related to the preparation of proposals are at the applicant’s expense.