Request for Proposal for Consulting services for the design of an 33KV and

400/230 V overhead distribution lines at Bopolu community.

Contents

1. Project Overview : ................................................................................................... 3

2. Project Objectives : .................................................................................................. 4
3. Scope of Work : ....................................................................................................... 4
4. Technical Specifications: .......................................................................................... 5
5. Design Deliverables :................................................................................................ 8
6. Timeline :................................................................................................................ 8
7. Budget: ................................................................................................................... 8
8. Quality Assurance : .................................................................................................. 8
9. Responsibilities: ...................................................................................................... 9
10. Communication Protocol : .................................................................................. 10
11. Acceptance Criteria: ........................................................................................... 10
12. Proposal Requirements ...................................................................................... 12
13. Submission Guidelines ....................................................................................... 12
 1. Project Overview :
Energicity is a company that provides sustainable productive energy services to rural
communities, while being a model for innovation and investment in Africa. These energy
services are provided via solar Mini grids, which is a solar PV generation plant composed of
solar PV modules, battery storage and DC to AC inverters. The latter is connected to a
distribution network to supply power to the end users. In most cases, the distribution
networks are three phase low voltages 400/230 V. However, for big communities with big
power requirements and long distribution lines, three phase medium voltages at 11KV or
33KV are used to minimise power losses and ensure delivery of reliable electricity services.

Bopolu, which is at 7° 3'34.36"N and 10° 29' 18.69 ''W, is a community in Gbarpolu county,
Gbapolu district in Liberia. It is a vibrant rural community with an estimate of 3000
households and a significant number of commercial activities. The community is estimated
to have 500 KVA power requirements. Therefore, the purpose of this project is to propose
and design a reliable and affordable medium and low voltage distribution network for
Bopolu to expand the service coverage and meet the growing demand.
2. Project Objectives :
1. Developing distribution infrastructure that provides reliable and efficient energy
services.
2. Extending the distribution network to serve new areas or facilities.
3. Ensuring compliance with safety standards, regulatory requirements, and industry
best practices at affordable costs.

3. Scope of Work :
1. Study The geographical area covered by the distribution line.
2. Select the optimal routes for the distribution lines, minimising environmental impact
and cost while maximising reliability and efficiency.
3. Create detailed designs for 33/19.05 KV and 400/230 V overhead distribution lines,
considering factors such as load flow, voltage regulation, and fault analysis.
4. Define the sizes of cables, poles, and all other accessories to meet the maximum
load requirements.
5. Define the sizes and location of step-up and step-down distribution transformers to
ensure maximum coverage and meet the load requirements.
6. Propose all necessary protective devices on MV, LV and transformer sides that will
provide the safety of people, of equipment and minimum service interruptions with
respect to weather conditions to ensure high quality electricity service delivery.
7. Prepare detailed technical specifications along with the technical data sheet (TDS) to
be included in the materials procurement process.
8. Adhere with the Mini grid code of Liberia for the technical specifications and all
relevant international standards.
9. Provide all detailed drawings, calculation notes, specifications, and the Bill of
quantities needed for this project.
10. Provide checklists to guide Energicity’s team during project inspection and
procedures on tests to be performed during project commissioning.
11. Propose a detailed maintenance plan for the proposed MV line designs.
12. Train energicity’s Team on the design, testing and commissioning of medium voltage
distribution lines.
4. Technical Specifications:
1. Voltage: The medium voltage distribution line should operate at 33 KV and the low
voltage at 400/230 V. LV lines in areas with high load demands must be three
phases. However, in areas where it is unlikely to have three phase customers and
with small loads, single phase transformers and single-phase LV can be used.
2. Load Capacity: the power generation site is required to handle a maximum load
demand of 500KVA. Therefore, all distribution equipment (Transformers,
Conductors, Poles, and Protective devices) must be designed to handle the
maximum load they are carrying with respect to their function in the network to
allow the supply and delivery of good quality services with minimum voltage drops.
Specific calculation notes must be submitted for each of the above items. The level
of consumption established by Table 1 of the Mini-Grid Code can be used for the
power flow analysis. Therefore, no field survey of energy uses is required
3. Line Length: The preliminary survey for Bopolu estimated the need for 5 Km of the
medium voltage lines and approximately 20 km of low voltage lines. However, it is
the responsibility of the design engineer to confirm the required length to make sure
that the community is covered at its maximum. The following are coordinates of the
power generation site: S56016’50’’E, S33043’10’’W, N56016’50’’W, N33043’10’’E
4. Transformers and Feeders sizing: The main step-up transformer, the main MV
conductors and their protective devices must be designed to handle a maximum load
of 500KA. Each step-down transformer and its distribution lines must be designed
according to the capacity and length of their feeders. All LV conductors must be
designed to allow a maximum voltage drop of less than10%.
5. Conductor Type: Overhead 50 mm2 Aluminium Conductors Steel Reinforced (ACSR)
must be used for the medium voltage. However, the diameter of the conductor must
be designed to handle the maximum load on that conductor. The LV distribution
lines shall be All Aluminium ABC cables with a neutral carrier in aluminium alloy of
either 54.6 mm2 or 70 mm2.
6. Insulation: The ABC cobles must be insulated with an insulation material made from
XLPE in black colour.
7. Clearance Requirements: Medium voltage 33 kV distribution lines will be
constructed with a minimum vertical clearance of 6.5 metres from phase to ground,
and a minimum horizontal clearance of 2.8 metres. Low voltage clearance for
400/230 Volt distribution lines will be constructed with a minimum vertical clearance
of 5.5 metres from phase to ground, and a minimum horizontal clearance of 0.5
metres for insulated conductors. The average span for the 33 kV poles will be 100
metres in open country and 50 metres in communities where it is expected that low
voltage (LV) lines will be constructed. Pole-by-pole location shall be specified in the
final engineering design documents. The design shall carefully observe principles of
cost minimization while maintaining safety clearances.
8. Poles: Treated wooden poles are preferable and they shall be treated in accordance
with the KS 516 standard titled “Wood poles for Power and Communications Lines”
and must be of length between 10 to 11 metres as defined by the final engineering
design. Centrifugal concrete or Prestressed Centrifugal metal Poles of length
between 10 -11 metres can also be proposed on MV line and 9m for LV lines.
However, the final pole choice must take into consideration affordability, longevity
and easy installation and maintenance as defined by the final engineering.
9. Grounding: Due to high risk of lightning, combined surge arrestors and drop out fuse
devices shall be installed on each transformer, and these must be properly sized as
proven by the calculation note that will be submitted by the design engineer. MV
networks are earthed through surge arresters at each transformer installation, and
at each additional set of surge arresters on the network. Surge arresters must be
installed at every set of links, switchgear, and transformer. No section of the line
longer than 1.5 km must be without protection by surge arresters. Either a multi-
grounded or uni-grounded configuration is allowed, the designer must propose the
grounding that offers high levels of protection at affordable cost
10. On the Transformer installation, the following items are all earthed to ground. MV
Surge arresters or/and shield wire; Transformer bed, Transformer earth stud, LV DB
metal enclosure. All copper earth work on the transformer installation is done with
 25mm² Stranded Copper wire or 25 mm² steel wire in high theft areas where copper
is stolen. Transformer MV installation is earthed at the transformer structure with
25mm² copper earth spikes. Earthing is done with a continuous earth wire in a 1m
deep 3m long trench from the transformer pole. Additional earthing must be
installed if the grounding resistivity is not low enough. The total earth resistance of
the LV network shall not exceed 5 Ω. The MV earthing resistance at the transformer
and any surge arrestors shall not exceed 5 Ω as well. If the desired earthing is not
measured, additional earthing must be installed. Every metallic pole must be
earthed per the level of voltage of the line.
11. The neutral conductor of the low voltage systems shall be multiple earthed (MEN
System) at the first pole away from the transformer and after every 4 spans as well
as the very last pole on the radial system and spur lines. LV down earthing is done
with 25mm² stranded copper conductor, stapled, or saddled to the pole at least
every 400mm. LV down earthing can be done with 54.6 mm² aluminium wire in high
theft areas where copper is stolen. Bi-metal PG clamps must be used for connecting
the earth to the overhead ABC conductor. The metallic enclosure of the LV DB on the
transformer installation is earthed to the MV side. All LV busbars inside the DB,
including the neutral bus bar are insulated (1000V) from the case of the DB. Overall
LV Earthing resistance must be less than 5 Ohm with an individual earthing
resistance of less than 100 Ohm. The main incoming cable from the transformer
must be connected to a properly sized LV surge arrester that must be earthed to the
LV Neutral.
12. Protection Devices: the following protection devices shall be installed and properly
sized to allow high quality service delivery and ensuring the safety of people and that
of equipment within the network; Circuit breakers (air, vacuum, melded-case, oil and
SF6 circuit breakers), insulators, Fuses and Surge arrestors.
13. Regulatory Compliance: Ensure that the design complies with the Electricity Minigrid
Code of Liberia and all relevant industry standards, codes, and regulations such as:
IEC 888, IEC889, IEC1089 for MV conductors and IEC 76, IEC137, IEC296, IEC354,
IEC437, IEC507, IEC551, ISO1460, ISO2178 for transformers.
 5. Design Deliverables :
The following shall be submitted as specific deliverables expected from the design process:

I. MV and LV survey forms with poles coordinates and cable schedules

II. Detailed technical drawings
III. Detailed technical specifications
IV. Design calculation notes
V. Detailed BOM and BOQ
VI. Testing and commissioning forms,
VII. Detailed maintenance plan
VIII. Training, and knowledge transfer plans

6. Timeline :
The Total timeline for the consultancy will be 6 months divided in two parts. The first being
the design phase and the second being the training phase. The expected timeline for the
completion of the design phase with the above deliverables is three months after the award
of the contract. The training phase will start from the fourth month to the sixth month.

7. Budget:
Mini grid customers are mostly low-income residential households with some commercial
activities and fewer productive users or electric energy. It’s the responsibility of the design
engineer to propose an affordable power distribution system without compromising the
safety and quality of services. Therefore, offers must be prepared to respond to the
minimum technical specifications as stated above at reasonable costs.

Attached simple BOQ must be referred to for costing the following consultancy services.

8. Quality Assurance :
● All design documents, drawings, and specifications must be submitted to the
Energicity’s engineering department for review and approval.

● Ensure that all design documents are accurately recorded, version-controlled,

and accessible to relevant stakeholders.
 ● Establish procedures for document review, approval, and distribution to
ensure consistency and accuracy.

● Implement a document control system to manage design documents,

drawings, and specifications.

9. Responsibilities:
I. Design Documentation: Prepare comprehensive design documentation,
including drawings, schematics, and technical reports.
II. Cost Estimation: Provide detailed cost estimates for the project, including
materials, and contingencies.
III. Testing and Commissioning: Provide checklists to guide Energicity’s team during
project inspection and procedures on tests to be performed during project
commissioning.
IV. Client Communication: Maintain regular communication with the Energicity’s
team to provide updates, address concerns, and ensure high quality project
delivery.
V. Training Programs: Develop and deliver training programs for the Energicity’s
staff on design of the MV distribution lines. The training must focus on MV
designs considerations, mechanical calculations of conductor support structures,
power flow analysis (power and voltage loss calculations) and conductor sizing,
and 4 MV line and transformer protection.
The training will take maximum of three months and it will be done virtually
during intermittent sessions. The consultant must define the number and
frequency of sessions to cover all topics and transfer knowledge that Energicity’s
engineers will be able to use on future projects. In addition to that, the
consultant must supply tools or software that will be used during the training
period to successfully train two engineers.
 10. Communication Protocol :
All communications with Energicity shall be address to Ms Joselyne Muhawenimana who is
the Engineering lead for Power distribution at the Following email address:
[email protected] and cc Mr Comfort Chamaonde at the email address:
[email protected]

11. Acceptance Criteria:

1. Compliance with Standards and Regulations

a. Adherence to Standards: The design must adhere to national and

international standards such as IEEE, IEC, and local standards.
b. Regulatory Compliance: Ensure compliance with local, regional, and national
regulatory requirements, including safety codes, environmental regulations,
and construction permits.

2. Technical Accuracy and Completeness

a. Load Flow Analysis: The design must include accurate load flow analysis to
ensure the network can handle the expected load.
b. Voltage Regulation: Ensure voltage levels are maintained within acceptable
limits throughout the distribution network.
c. Short Circuit Analysis: Confirm the design includes short circuit analysis to
ensure the system can handle fault conditions safely.
d. Component Specifications: All components (poles, conductors, insulators,
transformers) must be correctly specified and meet technical requirements.

3. Design Efficiency and Optimization

a. Route Optimization: Evaluate the efficiency of the selected routes for the
distribution lines to minimise losses, environmental impact, and costs.
b. Material Utilisation: Ensure optimal use of materials to reduce costs and
avoid wastage.
 c. Energy Efficiency: Confirm that the design promotes energy efficiency and
minimise power losses.

4. Safety and Reliability

a. Safety Measures: Ensure the design incorporates necessary safety measures

to protect personnel, the public, and the environment.
b. Reliability Analysis: Conduct reliability analysis to predict and mitigate
potential failure points, ensuring consistent power delivery.
c. Resilience: Assess the resilience of the design to withstand environmental
stresses such as wind.

5. Economic Viability

a. Cost Estimates: Verify that cost estimates are accurate, comprehensive, and
include all necessary components, and contingencies.
b. Budget Adherence: Ensure the design stays within budget constraints while
meeting all technical and regulatory requirements.
c. Cost-Benefit Analysis: Perform a cost-benefit analysis to ensure the design
delivers value over its lifecycle.

6. Documentation Quality

a. Clarity and Detail: Ensure all design documentation is clear, detailed, and
includes necessary drawings, schematics, and technical specifications.
b. Accuracy: Verify all data, calculations, and assumptions in the documentation
are accurate and validated.
c. Comprehensiveness: Ensure documentation covers all aspects of the design,
including installation procedures, maintenance guidelines, and safety
protocols.

7. Constructability

a. Feasibility: Assess the feasibility of constructing the design as proposed,

considering site conditions and potential construction challenges.
 b. Construction Methods: Evaluate proposed construction methods for
efficiency, safety, and alignment with industry best practices.

12. Proposal Requirements

1. Company Information: Background information on the proposing company,
including relevant experience and qualifications.

2. Project Team: Details of the proposed project team, including resumes and relevant
experience of key personnel.

3. Project Timeline: Proposed schedule for completing the project, including

milestones and deadlines.

4. Budget: Detailed cost estimate, including a breakdown of all expenses.

5. Previous Experience: Examples of at least 3 similar projects completed by the

proposer, including references.

13. Submission Guidelines

• Submission Deadline: All proposals must be submitted by 15th of August 2024 before
11:59 Pm GMT at the following email addresses : [email protected] and
[email protected]

• Submission Method: All proposals must be submitted electronically

• Contact Information: for questions and clarifications during the proposal

preparation period please use the contact information provided above.