Bid Clarifications
Technical Clarifications
Question
Has a geo-tech survey been conducted?
Is there an expectation that a local
engineer would be subcontracted to work
on the contract?
Is there a date for the project to become
operation?
Who is the owner and operator of the
105kW and 75 kW solar PV farm?
Would we also be bidding for the
maintenance of the installation?
What type of inverter is preferred /
envisioned to be used? String inverter or
Central inverter?
Which voltage type would the project
require, 1000 V or 1500 V?
What type of racking is preferred? And
would it be based on their design?
Is there a performance guarantee?
Was an impact study done?
What is the extent of the bidder’s job?
Are there any details of the specific
transformer?
What is the location of the site in
connection to where they need to get
their cables to?
Who will be responsible for site
preparation?
The mentioned 1 acre of land is more
than the required area for this project, so
should the complete site needs to be
graded only as per the requirement.
Will the tenderer have to concrete the
area of 743 m2. If yes then what should
Response
Yes. It was done for the general area,
however the specific site was backfilled
after this survey was conducted.
That is for the discretion of the winning
bidder however, we encourage the
involvement of local labour.
The period of performance is three (3)
months from the date that the contract is
signed.
The IADC
No.
Bidders are open to submit either of the
two options and should give a suitable
justification for their choice.
That would depend on the design of the
system assuming that the question
relates to the DC side.
The bidder is free to propose a suitable
racking system.
Yes
No
The bidders’ job is just from the inverter
to the meter. It doesn’t include the
aspects of the transformer
VINLEC has not decided which
transformer would be installed for the
system.
See site plan
The IADC
A site larger than what is required is
being prepared by the IADC for possible
future expansion of the PV system.
No. Based on the winning design the
IADC is responsible for creating a
 Bid Clarifications
be thickness of concrete platform (the
mentioned area of 743m2 may not be
enough for the project installation
project).
The tenderer should give separate price
for site grading and concrete planform or
it should be the part of mounting system.
Should it be mentioned under the
components cost or services cost. Can
we have some photos pf the site to
estimate the type of grading required.
Can we get the exact dimensions of the
available area?
All the components to be imported under
this tender will be free from all duties,
custom and taxes or not. If, not then
which components will be duty free and
which will be not.
The services to be provided under this
contract (hiring of locals for installation
will be tax free or the contractor has to
pay taxes on these services).
Can we get the information on the grid
values (voltage frequency) along with
possible fluctuations?
Can high quality galvanized aluminium
components be provided as part of this
contract?
What should be the IP rating of inverter?
The mentioned IP rating of combiner
boxes is IP67. As per our experience
IP65/IP66 are also very suitable for
mentioned conditions. Can you please
provide us the reason for mentioning
IP67.
The designed life time of the project is 25 No. The owner of the system will be
years and inverters need to be changed
after every 10 years. Does this means the when necessary.
number of exchange inverters should be
twice the number of inverters which will
platform for mounting the panels, and
laying down a layer of concrete to prevent
vegetation growth.
No. The IADC is responsible for preparing
the site but the bidder will have to submit
the grading requirements for final
preparation.
All components for this Project will be
duty free
The contractor will not pay taxes in the
Country of St. Vincent and the
Grenadines unless he is a National of that
country. The contractor will be
responsible for his tax obligations within
his country of origin.
Voltage frequency – 50Hz (+3% and-3%).
THREE PHASE: four wire, alternating
current supplies at a declared voltage of
400 volts (+4% and –8%)
The system must be designed for a 25
year lifespan and all components must
therefore withstand the environmental
conditions at the site which includes high
levels of salinity, and possible hydro-
meteorological events.
IP67 was selected for its high degree of
protection from hazards which the system
might be exposed to due to its geographic
location.
responsible for changing the inverters
 Bid Clarifications

be installed for the project at time of

contract implementation.
The price of exchange inverters will be No.
the part of main financial offer or it should
be provided as part of spare parts.
Will the list of spare parts have any No.
impact during the selection and
evaluation procedure?
The project has to be fenced or not. If yes Fencing of the project area is the
then will it be done by the contractor of responsibility of the IADC.
this tender or separately. Similarly, the
whole one acre has to be fenced or just
the project. The fence price should be
part of main financial offer or it has to be
a part of spare parts.
The drawings and inspection & test These are to be provided as part of the
sheets will be provided with the tender or tender submission, granted some of the
these will be provided by the tenderer details will be finalised after the award of
who will win the contract (the actual the tender
drawings can only be finalized during
actual design of the project and
implementation plan).
Is it required to register the name with Registration is not a requirement.
contracting authority to participate in the
bid before the deadline of the bid?
How far (in yards) from the proposed PV See the attached site plan.
System plant is the next suitable grid
connection point of VINLEC away?
Could we be provided with a detailed The IADC has agreed to provide the
survey map of proposed area available in same, it is not yet available
.dwg format?
Are historical topographical surveys No. The site is a backfilled area.
available for the proposed site?
Are there any borehole logs or profile for No. Attached is a soil conditions report
the compacted area? generated by the IADC lab which may
provide some information.
What are the specifications for the The IADC will work with the winning
concrete base that will be provided - says bidder to construct the concrete base for
for "grass control”? Is this going to be the PV system.
designed based on the estimated load of
the PV system?
Can an outline of the plan for soil This request has been directed to the
retention on the eastern side of the IADC, the information is not yet available
proposed site be provided?
Per Section 10 VINLEC 2014 The IADC will be responsible for such
Interconnection Guidelines- if systems negotiations with VINLEC.
 Bid Clarifications

are greater than 50kW the customer

would be considered and independent
power producer and there is a
requirement to negotiate a power
purchase agreement. Whose
responsibility is this?
Will the connection to the grid be to an The transformer will be a step up
11KV feeder or to a low voltage 3-phase transformer from 400V to 11KV
point? Please clarify with transformer
specifications as necessary.
Please confirm exact position of Refer to attached site plan
interconnection point
General Contact Sheet for IADC These will be provided upon award of the
Personnel, and Principal point of Contact. contract
Should bidder be awarded both contracts, Yes.
can the arrays and supporting balance of
systems be designed to combined the
75kWp and 105kWp systems to achieve
a single 180kWp System?
Is it anticipated that once Awarded, that Yes.
both projects will issue Notice to Proceed
for Construction utilizing the same start
date?
Drawing- Cut & Fill Plan of the area This is not available.
What is the approximate depth of the The area to the south of the hill was
backfill in this area? actually cut so no backfill was done there.
The backfilled section is approximately 4
meters in depth.
What is the composition of the backfill It is made up of loose soil, debris, stone
material? etc. See attached soil report
How long has the backfill been in place? Filling commenced in 2009. Additional to
that, all the stones intended for crushing
was stockpiled in that area.
Given pull out strength can be achieved, Yes. Only of these anchors would ensure
will self-taping anchors set into that the panels could withstand Category
compacted fill and fixed to array sub- 5 Hurricane wind speeds.
frame be allowed.
Drawing- Electrical Plan indicating Utility See attached site plan
Sub-Station location
Drawing- Electrical Plan indicating Utility Specifications on equipment has not been
Interconnection Point and Interconnection made available by VINLEC.
Equipment Specifications installed by
Utility.
Containment & Cable between Solar The IADC/VINLEC
Inverter Building and Utility
 Bid Clarifications
Interconnection Point to be undertaken by
IADC/VINLEC or Bidder?
Will communication containment, cable,
and services be constructed, terminated
and made available in the Solar PV
Inverter Building, and if so will this be
undertaken by IADC or Bidder?
Is there a preference to the
Communication Service Provider?
What rate has been agreed with VINLEC
for energy produced by this installation?
Is it the standard XCD $0.45/kWh?
Will IADC provide Site Office Space to
Contractor? If so, what & where? If not,
can a 20' Container sized Site Hut be
erected on site for duration?
Will IADC provide temporary electrical
supply and telecoms service to site?
If so, where, and to who's account will
these services be billed?
Will IADC provide portable toilet facility on
site? Water Service on Site?
Will IADC Security Patrol area or is
additional security required, allowed?
Is boarding or temporary fencing required
around Solar Array Field Site? If so,
please provide detail.
Groundwork, please confirm that these
works are to undertaken by IADC, or
bidder.
TOR 9.1.1 ...inner area 8,000 sq ft… to
be concreted to prevent vegetation...
Please confirm designated use of this
concreted slab? Relative location?
Will IADC grade allow for proper drainage
of the site?
Will IADC provide a border line/marking
minimum distance from runway?
The IADC
No.
This system will be classified as
commercial hence the EC $0.45 feed-in
tariff will apply
Yes, office space will be provided at the
site
Yes, the IADC will provide electricity will
be provided during construction.
A water line will be brought to the site.
Portable toilet facility will be provided
onsite.
IADC will provide some security however,
it is strongly suggested that the contractor
employ security personnel during
construction to secure equipment etc.
The IADC will provide permanent fencing
is to be erected prior to installation.
Groundwork (ground preparation) will be
undertaken by the IADC
Based on the selected system design, the
size of this area may change. The
concrete slab is intended for the mounting
of the panels and a weak concrete will be
placed in between to prevent vegetation
growth. The IADC will work with the
winning bidder to construct the base for
mounting the panels.
Yes
The earmarked site falls well outside the
runway exclusion zone.
 Bid Clarifications

Will IADC provide a Surveying Datum on There is currently no survey datum for the
site, if so where? site.
Will IADC dumping and levelling of fill at No. Dumping in this area is now
South-East cliff continue? completed.
Can laying of gravel bed be scheduled Yes.
after Bidder's Subcontractor has
completed excavation, setting of
anchors/cast in place sub-frame
members?
Building, Will IADC provide shop This structure will be designed and
drawings? erected by the IADC.
Will construction of building be The IADC.
undertaken by IADC or Bidder?
Will structure have timber or concrete Concrete roof.
deck roof?
Will structure allow for ambient The building design includes air
temperature ventilation or air conditioning. Yes there will be a walk way
conditioning? Will structure design around the building.
include a raised concrete walkway around
building?
Will Bidder's Subcontractor be allowed to The IADC will try its best to accommodate
purchase aggregate and or concrete from the request for aggregate. It would need
the IADC's crushing plant and or batching to know type and quantities
plant? approximately 2 weeks before the
If so, please provide protocol for doing so, material is needed.
along with rate sheet.
Inspection, please indicate name and This will be provided upon award of the
contact details of Client Site Inspector. contract.
Please indicate name and contact details This will be provided after the award of
for Head of Facilities Management and the contract
any and all personnel to be trained.
Will IADC allow remote access to site for Yes.
the monitoring of Weather, Array &
Inverter performance during the
Commissioning and Training Periods?
Where would be the Main entrance to the See the attached site plan.
site?
Has a soil test been done for the site and Yes. See attached report
is it available to the bidders?
Are there any of the following reports No
available for the site: Geological report,
Hydrological report, Drainage plan,
Proctor test, Flood water level?
 Bid Clarifications

Will there be a separate connection point No. One connection point for both
for each installation? If yes, please let us systems is preferred.
know where.

Should the design (layout) of the site be Yes the design should use the space
prepared with a maximised space so to efficiently to allow for future Solar PV
allow for future Solar developments? development. The IADC will be
responsible for all ground work. Bidders
should submit a drawing showing how the
panels are to be arranged. This should
not be left up to the IADC.
Has a grid impact study/interconnect Yes, one has been conducted however
study been done with VINLEC? If so, are the results will not be shared.
you able to provide? If not, is this the The capacity of the PV system falls well
responsibility of the Proponent or the below the threshold and will not affect the
IADC to complete this? grid.
Has a glint/glare study been completed There is no glint/glare study. This is not
for the proposed area for which the the responsibility of the bidder. Anti-glare
panels are to be locate? If not, is this the panels are to be utilised, see TOR.
responsibility of the Proponent or the
IADC to complete this?
Please clarify what is meant in item ITB This relates to maintenance training for
19.1 (b) After sales service is “Required”. the system.
Is this referring to O&M work or training?
Please provide details of any concrete The design of this concrete mix has not
that the IADC will be putting between the yet been determined but bidders are
arrays. asked to submit their concrete mix
requirements based on the design of the
system
Will the IADC be building the electrical IADC will be handling the construction of
housing room for the project or will this be the building. All electrical racking and
the responsibility of the Proponent? housing requirements will be the bidders
responsibility
Is metering in the Proponents scope or in Utility- VINLEC
the utilities scope?
Are there any government incentives for No.
the project?
Are there any prevailing wages, labour The country of St. Vincent and the
union restrictions, Labour laws, etc.? Grenadines has Labour Laws which must
be adhered to.
Any engineering restrictions related to the The site falls outside the airport runway
fact that the venue is an airport? exclusion zone and is safe for solar PV
development. The panels should be able
to withstand Category 5 hurricane wind
speed.
 Bid Clarifications
Are there Environmental restrictions?
Are there storage facilities for our
materials and equipment?
Are there time lines, milestones and
deadlines for the project?
What is the procedure for interconnecting
to the utility grid?
Can utility company receive the surplus
power back to the utility grid?
How secure is the area?
Who ensures safety of the work force?
PACES Project Procurement Clarifications
Bid Opening
Please can you confirm if you will accept
a tender response via e-mail.
In the TOR document on page 5 under
clause 6.1, specific activities have been
mentioned. Should all of these activities
needs to be conducted after the project
award or few needs to be conducted
earlier?
There are no environmental restrictions
for this site.
The bidder will be responsible for the
storage of his equipment etc. A 20ft or
40ft container is strongly suggested for
storage.
As per the RFP the project should be
completed 3 months after signing of the
contract.
 The PV system must be inspected
and approved by VINLEC
Engineering staff
 Appropriate paper work is to be
filed at VINLEC by the IADC
 VINLEC will facilitate
interconnection
There is a buy-all sell-all arrangement for
commercial PV installations.
The area will be fenced
The contractor
Monday, May 30 2016 at 2:30 pm EST
(local time)
Location:
Ministry of Finance
Administrative Building
Kingstown
St. Vincent
Kindly confirm attendance by 2:00 pm
EST (local time) on May 26, 2016.
No. All submissions are to be made in
hard copy. One (1) original and three (3)
copies
The first three (3) items should have been
conducted during the bidding process to
inform the bid, the other items in this list
would be conducted by the winning
bidder after the award of the contract.
 Bid Clarifications
The modifications has to be signed by the
person signing the contract or these can
be signed by any other authorized
person.
Will it be enough if the letter of
authorization for a person to participate in
the bid opening will be signed by the main
bidder.
In price schedule it is mentioned that the
unit price should be mentioned according
to 14.8 (B) (i). But, we did not found this
clause in the bid document.
The price of the good manufactured and
price of related service should be kept
separate on the provided sheet or have to
be sum-up in another sheet to show the
complete price of the tender.
The technical and financial bids should be
put together in one envelope or must be
first sealed separately before putting in
one envelop? In case of separate sealing
the tender form has to be put in the
technical bid or the financial bid package.
What should be the presentation order of
the documents? (e.g tender form then
technical bid then financial bid etc.)
Is there any bid bond required for this
bid?
Clause 28 mentioned in the manufacturer
authorization is missing for the tender
document.
Are there to be two separate bids
submitted for this project (one for 75 kWp
to the CCCCC and another for 105 kWp
to PACES), or is the preference to have
one bid for 180 kWp sent to both offices?
One of the RFP’s asks for pricing in
Eastern Caribbean Dollars and the other
in USD. Would you like us to quote in
both USD and ECD?
Any authorised individual may sign the
modifications.
Yes.
Kindly ignore this clause and list the unit
price in EC currency
Provide the cost of goods and related
services separately and also provide a
cumulative total which includes both
costs.
The Technical and Financial proposals
shall be so marked and enclosed in
separate envelopes and then both
Technical and Financial Proposals shall
be enclosed in an outer envelope. The
tender forms is a part of the Technical
submission and should be included in the
envelope marked Technical Proposal.
Documents should follow the format as
presented in the RFP. Each section of the
RFP is numbered therefore submission
should follow that format.
The PACES Project does not require a
bid security for bidding on the 105 kW
system.
Clause 28 is labelled as 26 –
Confidentiality, sub clause 28.2 being
26.2
Yes. Two separate bids are to be
submitted.
No. Quote as stipulated by each
document.
 Bid Clarifications
What is the payment schedule?
Are there to be two separate bids
submitted for this project (one for 75 kWp
to the CCCCC and another for 105 kWp
to PACES), or is the preference to have
one bid for 180 kWp sent to both offices?
PACES Project typically utilises the
payment structure below for PV
installations
10% after the contract is signed
40% on provision of purchase order
for equipment procurement and
confirmation of delivery date
40% to be paid after the system has
been
completed and commissioned (certified
by VINLEC)
10% to be paid one month after the
system has been commissioned
Yes. Two separate bids are to be
submitted.