Solar System Consultant

1. Background

Arbeiter-Samariter-Bund e.V. (ASB) is an aid and welfare organisation based in Germany, active in areas such as civil protection, rescue services and social services. As a non-political, non-denominational charitable and humanitarian organization, ASB has been synonymous with continuity and reliability since its foundation in 1888. Present in Niger since 2005, ASB helps the population, mainly refugees, displaced persons and host populations, to strengthen resilience and development in the face of climate, environmental, economic and security challenges. This is why our activities focus on the Disaster Risk Reduction and Climate Change Adaption (e.g. recovery of degraded land through cash-for-work activities), WASH, livestock, environmental protection, livelihoods and food security, health, emergency education and Protection.

For ASBs office and guesthouse in Tahoua, a solar system as a backup energy source for most of the loads is planned to ensure sufficient energy supply even during power cuts. In addition, the system is planned to save energy and reliance on grid power. Furthermore, ASB signed the Climate Charter and is aiming for cleaner energy sources and reduction in greenhouse gas emissions to promote SDG 7.

2. Objective of the Assignment

• To support ASB Niger office in the predesign and procuring process of a solar system for their office and guesthouse in Tahoua.

3. Scope of Work

• The main tasks and responsibilities of the consultant, who can support either remotely or in country, will include:
  • To elaborate a predesign of the solar systems with that satisfies the energy demands of the office, and that considers all the specificities of the context. The consultant will provide the tools required for collecting the information needed to elaborate the predesign.
  • To write the Bill of Quantities for the procurement process, and to support the ASB team on the preparation of the process advising on the technical criteria to evaluate.
  • To write a technical evaluation for the procurement committee as a technical expert, supporting with the technical compliance and evaluation of the offers.
  • To prepare a quality checklist tool to be used by ASB Niger staff after the installation and commission of the system, and before signing the Goods Received Note with the supplier.

To be responsible of the technical approval of the system after the installation, prior to proceed with the final payment to the supplier.

4. Deliverables

• List all deliverables expected from the consultant, such as:
  • A solar system predesign with a bill of quantities.
  • The bill of quantities for the procurement process.
  • A technical evaluation report for the procurement committee based on the offers received.
  • A quality checklist to assess the installation and commission of the system.

A technical note based on the quality inspection conducted by ASB staff, to inform ASB if the system complies with the requirements.

5. Timeline and Milestones

(see full ToR)

Please, note that despite the total number of days required for the consultancy will be 12, the engagement for the consultancy should be planned for a maximum of 6 months, depending on the stages and timings of the procurement process.

6. Qualifications and Experience

Educational Background

• Degree in Electrical Engineering, Renewable Energy, or a related field: A solid educational foundation in these areas is necessary to understand solar system design, energy needs assessment, and technical compliance.

Professional Experience

• Minimum of 3 years of experience in solar energy system design and installation: Extensive experience with solar power systems, particularly for medium-sized installations similar to NGO office or guesthouse settings, will ensure the consultant can accurately assess needs, develop an effective predesign, and provide practical guidance.
• Experience with procurement and technical evaluation: Familiarity with preparing technical specifications, writing bills of quantities, and conducting technical evaluations for procurement processes is essential to support the ASB procurement committee in selecting a compliant, cost-effective supplier.
• Previous work in humanitarian or development contexts, ideally in regions with energy and environmental challenges, will be an asset: Experience working in remote, under-resourced, or conflict-affected areas, such as Niger, would help the consultant understand the operational limitations and specific technical needs associated with such contexts.

Technical Skills and Knowledge

• Expertise in solar energy system predesign and sizing: A solid understanding of solar energy demand calculations, component selection (inverters, batteries, solar panels, etc.), and integration with existing grid systems is needed to ensure the predesign meets ASB’s energy requirements.
• Proficiency in energy-saving and renewable energy solutions: Knowledge of energy-saving strategies and sustainable energy sources aligns with ASB’s Climate Charter commitment to cleaner energy and reducing greenhouse gas emissions.
• Familiarity with quality control and inspection tools: The ability to develop and apply a quality checklist for post-installation assessment is key to ensuring the system is properly installed, functions as expected, and meets ASB’s requirements.

Consulting and Advisory Skills

• Strong documentation and reporting skills: Proficiency in producing clear, actionable reports, including the bill of quantities, technical evaluations, quality checklist, and compliance notes, is critical for guiding ASB’s procurement and decision-making processes.
• Effective communication skills: The consultant must be able to communicate complex technical information to non-technical ASB staff, supporting their understanding and ensuring effective coordination with suppliers.
• Language skills: the consultant must have a professional level in written and spoken French and English.

Additional Assets

• Certification in Solar or Renewable Energy Systems: Relevant certifications (e.g., NABCEP, Solar Energy International) would be advantageous, demonstrating up-to-date knowledge and commitment to industry standards.
• Proficiency in relevant software tools: Experience with design and simulation software (e.g., PVsyst, Homer Pro) and standard office software (Excel, Word) is valuable for producing accurate designs and documentation.
• Knowledge of local and international standards for solar systems: Familiarity with solar energy standards (e.g., IEC standards) and procurement policies would support quality assurance and compliance with best practices.

In summary, the ideal candidate for this consultancy should combine technical expertise in solar energy systems with strong advisory skills and experience in procurement and quality assessment. A background in development or humanitarian settings would further equip them to address ASB’s specific needs in Niger.

7. Roles and Responsibilities

Technical Advisory and Design

• Design and Pre-Assessment: Conduct a thorough energy needs assessment, design a solar system that meets the office and guesthouse requirements, and develop a predesign to guide the procurement process.
• Technical Support for Procurement: Prepare a detailed Bill of Quantities (BoQ) with clear specifications, guiding ASB through procurement requirements and advising on technical criteria for evaluating contractor and supplier bids.

Collaboration with Stakeholders

• Support to Project Team: Provide technical guidance to the ASB staff, clarifying technical details, evaluating potential suppliers, and advising on installation requirements and post-installation procedures.

Quality Assurance and Compliance

• Development of Quality Checklist: Create a post-installation quality checklist to guide ASB staff in assessing installation quality and compliance before final acceptance.
• Technical Approval: Conduct a final technical review post-installation, ensuring that the system meets the required standards and approving the system for final payment authorization.

Communication and Reporting

• Regular Reporting: Maintain open lines of communication with the ASB team, providing regular updates on progress and any potential challenges.
• Documentation and Reporting: Submit all required deliverables, including the BoQ, technical evaluations, quality checklist, and final approval report, clearly documenting each phase for ASB’s records and decision-making.

Conflict Resolution and Issue Management

• Issue Resolution: Address and troubleshoot any technical or installation issues that arise during procurement or installation, coordinating between ASB and suppliers to ensure solutions align with project objectives.
• Feedback and Recommendations: Provide constructive feedback and recommend improvements based on best practices for similar settings, helping ASB meet its climate and sustainability goals effectively.

By fulfilling these responsibilities, the consultant will ensure ASB’s solar system installation is technically sound, cost-effective, and fully aligned with ASB’s sustainability objectives.

ASB will be providing the contextual information relevant to the solar system project; allocate the human resources in Niamey and Tahoua to support the process, share ASB internal policies and guidelines; provide access to relevant internal information requested by the consultant; facilitate communication and coordination with local stakeholders, including authorities, suppliers, and beneficiaries; ensure compliance with local regulations and permitting requirements; support the consultant in site assessments (remotely or in country); review and validate the consultant’s recommendations to ensure alignment with ASBs operational needs and sustainability goals; oversee the procurement process to ensure transparency and compliance with ASBs policies.

8. Reporting Requirements

(see full ToR)

9. Payment Schedule

• The total cost of the consultancy is to be paid by bank transfer in Three (3) instalments.
• 40% advance on signature of the contract on presentation of an invoice and a request for advance (1st instalment), exclusive of tax, to enable the firm to prepare for the inception report, the data collection tools and method, the scoping meeting and data collection in the field.
• 40% after submission of the provisional report by the consultant to ASB on presentation of an invoice (2nd instalment),

20% after final validation of the report by ASB on presentation of an invoice (3rd instalment)

10. Evaluation Criteria

(see full ToR)