Terms of Reference (ToR) Consultancy for conducting an assessment and developing Bill of Quantities (BOQ), design and Supervising Solar System Installation in SOS Children’s Villages compound in Hargeisa

Job description

Terms of Reference (ToR)

Consultancy for conducting an assessment and developing Bill of Quantities (BOQ), design and Supervising Solar System Installation in SOS Children’s Villages compound in Hargeisa

1.     Introduction

SOS Children's Villages is an international non-governmental organization (NGO), founded in Austria in 1949 and with presence in more than 136 countries and territories around the world. Since its inception, the organization has been dedicated to the care of children and young people who have lost parental care or are at risk of losing it, working also with their families of origin. We are committed to the welfare of children – often throughout their childhood, and to strengthening families and communities as a preventive measure in the fight against abandonment and social neglect. With the SOS Children’s Village concept, the organization pioneered a family approach to the long-term care of orphaned and abandoned children. SOS Children’s Villages upholds a child protection policy, and our selection processes reflect our commitment to protecting children and youth from abuse.

2.     Background of the Task:

In line with our commitment to sustainability and cost-efficiency, SOS Children’s Villages in Somaliland is transitioning from diesel-powered electricity to an off-grid solar energy system at the Hargeisa Family like care village and offices.

SOS children’s Villages in Somaliland is moving forward with solar energy due to its reliability, cost-effectiveness, and environmental benefits. Site visits to similar installations in Hargeisa, Berbera and Sheikh also confirmed high performance, cost effectiveness and satisfaction.

So that, SOS is seeking a qualified consultant to carry out Consultancy services for conducting an assessment and developing a bill of quantities (BOQ), design and supervision of solar system installation in SOS Children’s Villages compound in Hargeisa.

3.     Objective of the Consultancy:

The objective of this consultancy is to:

• Conduct a comprehensive site assessment, evaluating site-specific requirements, energy needs, and size to determine the suitability for off-grid solar system installation, while also assessing environmental and site conditions such as roof structure, space availability, orientation, sun exposure, dust levels, wiring infrastructure, etc.

·       Develop a detailed and technically sound Bill of Quantities (BOQ) for off-grid solar system installation at the SOS Childres’ Villages’ compound in Hargeisa (offices, family houses and facilities in the village).

·       Design the off-grid solar energy system layout and specifications for the entire compound.

• Develop comprehensive training program for SOS technicians on system operation, maintenance and troubleshooting.

·       Ensure that the installation complies with all technical specifications, warranty, safety standards, and project timelines.

• Visit the site regularly during installation to supervise installation activities.

·       Oversee and monitor the implementation and installation work conducted by the selected supplier, providing ongoing technical advice and ensuring quality assurance throughout the installation process.

4.     Methodology:

• Desk review
• Observation of the site
• Conduct meetings respective SOS staff
• Conduct assessment on site-specific requirements, gaps and energy needs.
• Hold regular review meetings with the contractor and SOS project team
• Report on progress, quality of work, and compliance with safety and technical guidelines.

5.     Deliverables:

• Inception report including detailed work plan and timeline.
• A complete and approved Bill of Quantities (BOQ) and design with the quality standard solar materials including (model, year, country, warranty, etc) based on site-specific requirements
• Weekly progress reports.
• Comprehensive training program for SOS technicians on system operation, maintenance and troubleshooting.
• Post-installation support and maintenance plan which clearly outlines the duration and scope of technical support. The plan should incorporate service level agreement (SLA) metrics, detailing response times and escalation procedures to ensure timely and effective resolution of any issues.
• A warranty statement which confirms that all system components, including inverters, panels, batteries, etc are covered by both manufacturer and installation warranties. It must clearly specify the duration and terms of each warranty for example, panels should be covered for up to ten years, while inverters should have a minimum five-year warranty ensuring long-term protection and reliability of the system.
• Risk Mitigation Plan: Identify key technical and operational risks and outline mitigation strategies.
• A comprehensive site assessment report that includes site-specific requirements, detailed energy needs, system sizing, and an evaluation of environmental and structural conditions (roof structure, space availability, orientation, sun exposure, dust levels, and wiring infrastructure) to determine the suitability and optimal design for an off-grid solar system installation.
• Completion and handover report validating installation quality and compliance.

6.     Timeline:

·       The consultancy is expected to run for 3 weeks (from 10st to 30th September 2025) for conducting assessment and preparing BOQ and design.

·       Overseeing and monitoring the implementation and installation work carried out by the selected contractor and provide technical advice and quality assurance throughout the assembly and installation phases based on the duration of the selected contractor agreement.

Skills and qualifications

1.     Required Profile and Qualifications

The qualifications and experience of the consultant should at least meet the following requirements:

·       Relevant master’s or bachelor’s degree(s) in electric engineering, solar energy or similar discipline and equivalent professional experience of 5+ years.

·       At least three references from similar assignments conducted

·       At least one sample report with BOQ and design previously developed

·       Technical and Financial proposals

·       Curriculum Vitae.