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23 Nov 2021 | REEECH

Request for proposals: Procurement of solar pumping system for the Royal Government of Bhutan

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The International Centre for Integrated Mountain Development (ICIMOD) is a regional intergovernmental learning and knowledge-sharing centre serving the eight regional member countries of the Hindu Kush Himalaya (HKH): Afghanistan, Bangladesh, Bhutan, China, India, Myanmar, Nepal, and Pakistan.

Working in partnership with regional and international organizations, ICIMOD aims to influence policy and practices to meet environmental and livelihood challenges emerging in the HKH. ICIMOD provides a platform for researchers, practitioners, and policy makers from the region and around the globe to generate and share knowledge, support evidence-based decision making, and encourage regional cooperation. ICIMOD seeks to enable sustainable and resilient mountain development for improved and equitable livelihoods through knowledge generation and regional cooperation.


Renewable Energy and Energy Efficiency Capability for the Hindu Kush Himalaya

The Renewable Energy and Energy Efficiency Capability for the Hindu Kush Himalaya (REEECH) Initiative at ICIMOD works to expand the adoption of green energy solutions among HKH communities and enterprises.

REEECH is the first centre with a clear mountain focus that functions as a regional hub and think tank under the umbrella of the Global Network of Regional Sustainable Energy Centres (GN-SEC) to accelerate universal energy access in the HKH region and advance mountain energy issues on the global sustainable development and climate agenda.

REEECH fosters South–South cooperation for improved access to decentralized sustainable energy solutions for HKH communities and actively promotes the scaling up of climate resilient sustainable energy markets, industries, and innovation customized for the off-grid mountainous areas of the HKH.


About the request for proposals

ICIMOD’s REEECH Initiative is issuing this request for proposals for turnkey engineering, procurement and construction of a solar pumping system in Paro, Bhutan (Please refer to “SECTION II – Terms of reference” for details.)


SECTION I – Bidding process

  1. Interested bidders may submit their bid proposal by email to reeech@icimod.org with a copy to procurement@icimod.org by 4:00 PM (Nepal Standard Time), 5 December 2021.
  2. In addition to the proposal document (narrative and financial), the bid should include copies of the following supporting documents:
  1. The bidder shall quote the item rates and total project cost as applicable for the work in a formal quotation with signature and stamp (please refer to sample Bill of Quantity format in SECTION – III for detailed cost proposal).
  2. The bidder should indicate VAT and taxes in the financial bid as applicable.
  3. ICIMOD reserves the right to accept or reject any or all bids without giving any reason whatsoever.




Important dates


SECTION II – Terms of reference

Procurement of solar pumping system for the Royal Government of Bhutan


The objective of this assignment is to provide turnkey goods and services for the supply, delivery, installation and commissioning of solar pumping system in Paro, Bhutan.


Scope of work

The Department of Agriculture (DoA), under the Ministry of Agriculture and Forests (MoAF), Royal Government of Bhutan, has requested for Technical Assistance to pilot a solar pumping system for irrigating winter crops in Bhutan.  In response to this request, the REEECH Initiative at ICIMOD is seeking to pilot one solar pumping systems at Paro in collaboration with the Irrigation Division of Department of Agriculture. Based on the design specifications provided below, we would like to commission this pilot work through a turnkey Engineering, Procurement and Construction (EPC) arrangement wherein procurement, transportation, installation, and commissioning are to be done by the selected firm.


Responsibilities of the contractor

The major work under this turnkey package is the supply, delivery, installation and commissioning of the Paro Solar Irrigation Project, Bhutan. The scope of work and main responsibilities of the contractor are, but not limited to, the following:

The pump float must be supplied and installed by the contractor as per the design provided by DoA, Bhutan (Refer to Part III for pump float design).


Responsibilities of the Department of Agriculture


Design specification

Please refer to Annex I for the detailed design specification.

Annex 1


Timeline for deliverables
Deliverables Payment Due date
First installment upon delivery at site, receipt of delivery from DoA Bhutan along with invoice 75% based on progress and BoQ together with Invoice. 1 month upon signing of the contract
Second installment upon installation and commissioning completion report, completion certificate issued by DoA along with invoice Upto 90% of the overall progress and BoQ along with invoice (adjusted from first installment) 31 January 2022
Third installment (10% retained amount) after completion of the service period 10% of the overall BoQ (remaining) amount 15 February 2022
Period of maintenance

The selected bidder will be responsible to undertake maintenance of the system for a period of one year from the date of installation and commissioning.


Retention money

ICIMOD will retain 10% of the total project cost until the expiry of the maintenance period. The retained amount will be released on maturity of the maintenance period and after certification by concerned authority delegated by ICIMOD.


Section-III Bill of quantity

The bidder must use the following format to fill out the quantity and cost details. The bill of quantity must include all the cost associated with this service.

SN Items Description Qty (A) Qty unit Unit rate (w/o taxes) (B) Total cost (w/o taxes) (C = A*B) Taxes (D)……..% Total cost with taxes (C*D)
1 At least 15.6kWp Solar panels
2 GI Mounting structure and foundation
3 Stainless steel Pump
4 Controller box including pump controller, SPDs, MCBs, earthing bus bar, controller mounting mechanism
5 Remote monitoring system with 1 year data communication package
6 DU/DT filter
7 Cables
8 Earthing and lightning protection
9 All accessories required to install and commission the solar water pumping system (conduits, tapes, screws nuts, stay wires etc.)
10 Installation
11 Transportation, insurance, and all other logistical cost associated with this service)
12 Pls quote other items as per need
Grand total
1st year free thereafter annual after-sales service cost  


SECTION IV – Proposal submission and evaluation

Bidder’s eligibility


Contents of the technical proposal

Applicants are advised to present their technical proposal in four sections:

  1. Technical proposal must furnish design calculations, drawings and all other relevant documents mentioned in Annex-I (design specifications).
  2. The bidders must provide a detailed project implementation plan.
  3. Applicants should propose the structure and composition of their team, mentioning their qualification, skills and past experience with implementing projects of this nature.

ICIMOD committee/s will evaluate the technical and financial bids and final bid selection will be made by ICIMOD management.


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