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Dominica Electricity Services
P.O, Box 1593,
18 Castle Street
Roseau, Dominica
enquiries@domlec.dm
767-255-6000

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DOMLEC’s CDB General Procurement Request for Proposals for the Provision of Organizational Review Consultancy Services for the Post Hurricane Maria restoration period

REQUEST FOR PROPOSALS FOR THE PROVISION OF ORGANIZATIONAL REVIEW CONSULTANCY SERVICES FOR THE POST HURRICANE MARIA RESTORATION PERIOD OF THE DOMINICA ELECTRICITY SERVICES LIMITED (DOMLEC), ELECTRICITY SUPPLY SYSTEM IN THE COMMONWEALTH OF DOMINICA

AUGUST 2018

 

 

 

 

 

TABLE OF CONTENTS

1                      INTRODUCTION AND OBJECTIVES

1.1          Intent of this Document

Proposals are invited for the provision of Organizational Review Consultancy services to support their post Hurricane Maria efforts to restore the Electricity Generation and Supply System (The System) of the Commonwealth of Dominica, as well as their longer term strategic objectives which includes critical objectives relating Climate Resiliency and Renewable Energy generation. Under the Electricity Supply Act of 2006, Dominica Electricity Services Limited (DOMLEC) are the current Licensee with responsibility for the restoration and post restoration operations and management of The System. DOMLEC will therefore be seeking proposals from suitably qualified entities to tender on the provision of the requisite Organizational Review Consultancy Services as detailed in attached Terms of Reference (TOR) which includes the proposed Scope of Work, is provided in Appendix 1 of this document.

 

Tenderers are at liberty to append further details deemed desirable to the Tender Documents. Such details shall not be binding upon the Dominica Electricity Services Limited.

 

1.2          Corporate Background & Relevant Business Information

The Dominica Electricity Services Limited, hereinafter called the Requestor, is an investor-owned, vertically integrated electric utility, which supplies electricity to the island of the Commonwealth of Dominica under respective Generation (non-exclusive) and Transmission, Distribution and Supply (exclusive) licenses, in accordance with the aforementioned Act. . The Requestor operates Generation, and Transmission, Distribution and Supply (TD&S) systems summarized as follows:

 

1.2.2 Table 1 - Generation Plants

 

PLANT

GENERATING UNIT TYPE

TOTAL CAPACITY

FOND COLE POWER STATION

RECIPROCATING DIESEL

13.864 MW

SUGAR LOAF POWER STATION

RECIPROCATING DIESEL

6.830 MW

LAUDAT POWER STATION

HYDRO TURBINE

1.240 MW

TRAFALGAR POWER STATION

HYDRO TURBINE

3.520 MW

PADU POWER STYATION

HYDRO TRURBINE

1.880 MW

TOTAL CAPACITY

27.334 MW

 

 

 

1.2.3 Table 2 – TD&S System

 

LENGTH OF HV LINES (11 kV)

500 km

LENGTH OF LV LINES (400/240 V)

725 km

NO. TRANSFORMERS/ASSOCIATED LV CIRCUITS

1,489

NO. OF POLES

15,924

NO. OF STREETLIGHT FOR REPLACEMENT BY LED

2,500

 

 

The demand for the island is between 17 MW and 18 MW, which an off peak demand a low as 8 MW especially in the cooler months of the year.

 

The pre Maria customer base was over 36,000 with an average monthly electrical energy consumption of 8.4 GWh.

 

1.3         Impact of Hurricane Maria

Hurricane Maria made a direct hit on the Commonwealth of Dominica on September 19, 2018, resulting in widespread damage and destruction across the island and affecting all sector of the economy. The electricity sector was affected as follows:

1.3.1        Generation System

Over 60% of the DOMLEC’s generating capacity affected immediately. Currently only 22% of the generating capacity remains unavailable as restoration work in this area continues.

 

1.3.2        TD&S System

Over 98% of this system was affected immediately following the hurricane. Our restoration efforts have seen:

 

1.4         Status of Restoration/Recovery

After ten (10) months, the status of our restoration is as follows:

1.4.1        Generation System

From a capacity point of view, the generation system has been restored to the 78% level. 4.2 MW/30% of the Fond Cole power station’s capacity remains unavailable, and similarly, 1.88 MW/28.3% of the Hydro capacity remains unavailable. Additional current pertinent generation system metrics are as follows:

  1. a)System Peak – 11.8 MW, 65% of pre Maria peak
  2. b)Net Energy Production (end Oct, 2017 – end July 2018) – 34.5 GWh/43% of pre Maria production for a similar period.

 

2                      DESCRIPTION OF SERVICES REQUIRED

As per detailed in Appendix 1, DOMLEC requires the services outlined in the Terms of Reference (TOR) and associated Objectives and Scope of Work to:

  1. a)Improve the execution of its current mandate which is the delivery of a reliable electricity supply to customers.

b)      Provide the framework for improving the company’s operational efficiency and effectiveness in all areas

c)    Make specific recommendations on the requisite organizational changes required to achieve the Company’s strategic objectives including, but not limed to, its climate resiliency and renewable energy thrust.

 

2.1       Safety and Environmental Policies and Procedures

The Tenderer shall demonstrate the ability to conform with the Requestor’s Health, Safety and Environmental Policies and Procedures generally, and specifically with its Contractor Safety Work Program (CSWP). The requirements of same are set out in Appendices 2-5. Tenderers who have not met the requirements as set out in the CSWP, will not be considered for award. .

2.2       Prices

The Requestor intends to have a detailed pricing arrangement for the services provided, in order to assist with the evaluation of tenders, and ultimately to facilitate prudent management throughout the engagement of the Engineering Services. Prices are to be stated in United States Dollars (US$) and as per the pricing structure is as follows in Table 3 below:

2.2.1    Table 3 – Pricing Structure for Organizational Review Consultancy Services

ITEM

DETAIL

COST (US$)

Consultancy Service

Professional Fees

 

Air Travel

 

Per Diem

 

Local Transportation

 

Hotel/Other Lodgings

 

Report Preparation and Reproduction

 

Sub Total

 

Contingencies

 

 

Total

 

 

 

 

 

2.3 Tenderer’s Profile and Qualifications

The Tenderer must qualify as set out in Appendix 1, TOR for Organizational Review Consultancy Services

2.7       Project Duration

The duration of the project is expected to be from October 2018 to end January 2019, during which time it is expected that the requisite services as tendered will be provided throughout the entire duration. Table 4 below provides approximate timelines for key deliverables.

 

2.7.1 Table 4 – Key Project Deliverables & Timeline

DELIVERABLE

TARGET DATE

Initial Review and Benchmarking

November 2018

Organizational Skill Gap and Competency Analysis

December 2018

Report and recommendations s

January 2019

 

 

 

3                      TENDERERS’ INSTRUCTIONS

 

3.1          Contact Person

Any further information required for this request for proposal may be obtained from:

Dave Stamp – Generation Manager/ CDB Loan Project Coordinator

C/o Dominica Electricity Services

18 Castle Street

Roseau

Commonwealth Of Dominica

(767) 255-6170/6117 (Office), (767) 235-9965 (Mobile), (767) 448-6082(Fax) or ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it. "> This e-mail address is being protected from spambots. You need JavaScript enabled to view it. )

3.2          Submission of Tenders

Tenders may be submitted by either of the following methods:

  1. 1.In a sealed envelopes marked on the outside ORGANIZATIONAL REVIEW CONSULTANCY SERVICES TENDER and bearing the name and address of the Tenderer, and addressed and delivered to:

 

The Project Coordinator – CDB Loan

C/o Dominica Electricity Services Limited

18 Castle Street, P.O. Box 1593

Roseau

Commonwealth Of Dominica

 

 

  1. 2.Via email as follows
    1. a.Captioned: The Project Coordinator – CDB Loan
    2. b.Email address: This e-mail address is being protected from spambots. You need JavaScript enabled to view it. "> This e-mail address is being protected from spambots. You need JavaScript enabled to view it.

 

 

  1. 3.Tenders must be delivered by 16:00 hrs. on September 14, 2018

 

3.3          Evaluation Schedule

The tender “opening” shall take place at 16.30 hours on September 17, 2018 at the Requestor’s headquarters at 18 Castle Street, Roseau. Results will be summarized and published by 16.00 hours on September 19, 2018.

 

 

4                      PROCEDURE FOR AWARDING CONTRACT

4.1          Bid Evaluations and Award

The Requestor may make such investigations as it deems necessary to determine the qualification and ability of the Tenderer to provide the requested services and the Tenderer shall furnish to the Requestor all such information and data required for this purpose.

The Requestor, reserves the right to, not accept the lowest or any tender.

 

After conducting its evaluations, and the Requestor will make an award/awards, and will advise both successful and unsuccessful Tenderers via written communication. Thereafter the Requestor will enter into contract negotiations with the successful Tenderer(s). If the parties are unable to conclude negotiations for a contract within three months of the award the Requestor reserves the right to select the next most eligible bid or to go back out to public tender.

 


 

DOMINICA ELECTRICITY SERVICES LIMITED

DRAFT TERMS OF REFERENCE FOR ORGANIZATION REVIEW

 

Background

The current organisational structure has been in place for a number of years. It is a functional structure based on a senior management team comprising of a General Manager who is supported by departmental managers who preside over eight (8) functional areas: Engineering, Transmission and Distribution; Finance; Corporate Secretary; Human Resources and Administration; Generation; Commercial and Information Technology. The span of control of each manager is quite broad so that a manager is expected to have substantial experience of all aspects of his/her function. The senior managers, except the Corporate Secretary, are supported by a cadre of supervisors or middle management staff in their respective departments.

The task is to carry out an organizational review to assess the effectiveness and efficiency of DOMLEC’s current organizational structure and its appropriateness in carrying out the functions in order to achieve its strategic goals. In addition to establishing a structure that is more appropriate to the future needs of DOMLEC it is essential that the Company undertakes the structural reforms necessary to strengthen the organisation.

DOMLEC is presently engaged in a renewable energy thrust and the need to build a climate resilient infrastructure. Against this background, it is therefore necessary to carry out a review of the organisational structure, human resource (HR) allocation, management processes and procedures of the Company, to identify and address the weaknesses and gaps, and recommend strategies to position the Company to effectively and efficiently carry out its mandate.

 

OBJECTIVE

 

The overall objective of the consultancy is to enhance the institutional capacity of DOMLEC to:

  1. 1.Improve the execution of its current mandate which is the delivery of a reliable electricity supply to customers.
  2. 2. Provide the framework for improving the company’s operational efficiency and effectiveness in all areas AND To:
  3. 3.Make specific recommendations on the requisite organizational changes required to achieve the Company’s strategic objectives including, but not limed to, its climate resiliency and renewable energy thrust.

 

 

SCOPE OF SERVICES

 

The activities of the Consultants should include, but not be limited to, the conduct of an institutional assessment of DOMLEC in order to identify the strengths and weaknesses of the current organizational structure and recommend changes where necessary.

The Consultants should, inter alia:

  1. a)Conduct a comprehensive review of the current organizational structure, HR management systems and procedures and determine their appropriateness in terms of DOMLEC’s ability to effectively carry out its mandate and ensure desired business outcomes.
  2. b)Benchmark DOMLEC operations against relevant electricity companies of similar size and recommend an optimum management structure for the Company as well as optimum staff levels, detailed for each department.
  3. c)Conduct a skills and competency analysis of all staff, identify critical gaps and design a comprehensive training plan aimed at addressing those gaps.
  4. d)Review key aspects of HR management and development (including recruitment, performance, compensation, training and succession planning), and make recommendations for the appropriate policies to be adopted by the Company in order to ensure optimal Human Resources and Administration outcomes.
  5. e)Within the framework of the policy developed at (d), review the current staff appraisal and performance management system, comment on its adequacy and where relevant make recommendations for improvement.

 

 

 

 

 

 

 

QUALIFICATIONS AND EXPERIENCE OF CONSULTANTS

 

It will be an asset if the Consultants have some experience with the operations of electricity companies. The technical expertise required for the consultancy should include experts with graduate training with demonstrated successful track record in strategic human resource planning; organizational development; specialists in system design, compensation, training, and finance. The consultant’s proposal should provide CVs for each member of the proposed team (in a common format).

 

Proposals should include a detailed work plan, detail the proposed approach to the assignment, the tasks and responsibilities of different team members and a schedule of activities.

 
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