Terms of reference

Terms of Reference (ToR)
Hiring Consultant for “The Subsidy Application Form of Solar Home Systems and Smal Solar
Home Systems Processing”
1. Introduction
Alternative Energy Promotion Centre (AEPC) is an apex institution promoting Renewable Energy Technologies (RETs) in rural Nepal. AEPC with support from various programs has been continuously working towards improving rural living standard through dissemination of solar home system, small solar home system, institutional solar photovoltaic system, photovoltaic pumping system and solar thermal systems. Presently, AEPC has been implementing National Rural and Renewable Energy Programme (NRREP) supported by Danida, Norad, KfW & DFID; Renewable Energy for Livelihood (RERL – former Rural Energy Development Program) supported by World Bank and UNDP. AEPC works closely with various INGOs, NGOs, GOs and private sector in order to implement various programs and projects.
Through AEPC support the solar energy sector has been boosted significantly in the last 11 years and private sector has grown rapidly. During this period, large numbers of solar companies has emerged and are working with AEPC for uprising the livelihood of people from rural areas by increasing their access and affordability to rural energy technology.
Subsidy is a key financial intervention in the policy of Government of Nepal to promote rural and renewable technologies and is executed through AEPC. The subsidy delivery is carried out on demand driven basis under Public Private Partnership (PPP) concept. The policy has helped in strengthening the Nepalese public institutions and has encouraged the involvement of private sectors to promote solar energy systems in rural Nepal. PPP concept basically works to encourage the formulation of government policies those facilitates the private sector investment Till date AEPC in partnership with private companies, has reached more than 2,600 VDCs of 73 districts of country provided subsidy through Rural Energy Fund to install more than 430,000 Solar Home Systems (SHS) & Small Solar Home Systems (SSHS).
2. Background
The National Rural and Renewable Energy Programme is a programme under Alternative
Energy Promotion Centre (AEPC) supported by the Governments of Nepal (GON), Denmark, Norway, DFID and other development partners. The Solar Energy Subcomponent (SESC), one of NRREP’s components, supports rural electrification via the dissemination of Solar PV Systems. SESC achieves this aim by fulfilling the following objectives: providing technical support to the rural energy sector, disseminating Solar Home Systems (SHS) and Small Solar Home Systems (SSHS) to rural areas, creating financing options for the acquisition of these systems by rural communities, and by providing support/capacity for the management of used Hiring Consultant for “The Subsidy Application Form Processing”
This fiscal year’s target is 100,000 SHS and 25,000 SSHS installation throughout rural Nepal. To fulfill this target more than 125,000 Subsidy Application Forms (SAFs) will arrive at SESC which needs to be checked, verified and uploaded in the AEPC server. SESC normally does three layers’ of checking out of this first and second layer of checking needs to be outsourced due to lack of existing human resource. By Subsidy delivery mechanism 2013, there has been a mandate to complete the SAF processing by 90 days from SESC.
In this regard AEPC/NRREP intends to procure the consultancy service for this fiscal year to help SESC SAF unit in first and second layer processing which will include checking, verifying and uploading of the data into SESC MIS database.
3. Objectives
The specific objective of this activity will be:
1. Processing of the SHS/SSHS Subsidy Application Form in first layer.
2. Data Entry of the processed SHS/SSHS Subsidy Application Form in second layer.
4. Activities
The Consultant shal carry out the following activities in close coordination with SESC/NRREP soas to carry out the task effectively and efficiently: 1. Interactions with Solar Energy Component of AEPC/NRREP for a good understanding of 2. Study and understand the subsidy form processing guideline.
3. Study and understand subsidy policy 2013 and subsidy delivery mechanism 2013.
4. Study and understand first layer’s responsibility while processing SAF and risk involved
with it provided from SAF unit as at ached in annex.
5. Study and understand second layer’s responsibility while processing SAF and risk
involved with it provided from SAF unit as attached in annex.
6. Checking of the Subsidy Application Form and rejecting which doesn’t meet criteria.
7. The forms supplied to third layer processing as output from the consultant should not have more than 5% error. If more than 5% SAF are found to be rejected from third layer, thesubsequent numbers will be deducted from the performance of first layer processor.
8. The processors should perform his/her job with office norms/discipline i.e will not be allowed to have noise at office area, wil not be allowed to turn on music in loud voices.
5. Expected Output:
The expected output of the task is quality checking of SAF and completion of the SAF processingin first and second layer within the time specified in Subsidy Delivery Mechanism 2013.
Hiring Consultant for “The Subsidy Application Form Processing”
6. The consultant
Minimum requirements of the staffs provided by the consultant: At least having bachelor passed, female staff will be preferred.
 Four first layer processors needed who will normally process 250 forms per day.
 Three second layer processors needed who will normally process 300 forms per day.
 The daily input of SAF to third layer should be at least 900 SAF per day.
 One supervisor to supervise his/her team.
 Must be having sound knowledge in English, computer database, special preference will be given having experience in Navision database software operation.
7. Inputs:
a) NRREP/SESC budgetb) Time of SESC Assistant Program Officers, Program Officers and Manager 8. Time Frame
The consultant should be hired for this fiscal year to complete this fiscal year’s SHS/SSHS SAF.
The consultant should complete every SAF processing within the deadline specified in subsidydelivery mechanism.
9. Submission of Document
Consultant should provide CV of his/her team along with the photocopy of bachelor passedcertificate, character certificate and letter of commitment of self to provide the stipulated time forcomplete package of work within 15 days of first publication in AEPC website and AEPC noticeboard.
10. Terms of Payment
Payment shall be made according to the contract between AEPC/NRREP and the consultant.
11. Duties and Taxes
The consultants shall pay all duties and taxes levied by GoN at any stage during the execution ofthe work.
12. Acceptance of Proposal
All rights are reserved with AEPC/NRREP, either to approve or disapprove the proposal. Ifneeded, the consultant will be asked for modifications in the proposal before approval.
Hiring Consultant for “The Subsidy Application Form Processing”
SHS Subsidy Form processing at first and second layers and their responsibilities and Risk
First layer thoroughly checks the forms with following conformity:
1. Prints the processing chart.
2. Counts the forms with category A, B & C; tally it with company letter; write it down in processing chart. If deviation found then correct it.
3. Check/tally/corrects each SHS user’s information present inside the file with every SAF with datasheet provided from company in first few pages of tabulation.
4. Eligibility checking of SAF with respect to the SAF processing guideline. Eligible forms sent to second layer for further processing and non-eligible forms sent to rejectionprocessor.
Risk involved:
- With checking & correction of SHS user’s information: if the first layer missed out any correction in citizenship number then there is chance to duplicate the subsidy - there is the possibility of having same citizenship number of two persons of same districts, hence right correction is needed - citizenship district and installation district may differ in some cases and subsidy - digital photo/electrification from any other sources are solely judged as per human - Photo duplication can only be found out if it is within one file. If company segregates it in more than one file then there is no possibility to find out as it is also solelydepend on human brain memory. 10% chances to find out photo duplication is fromrandom sampling.
- “Same finger print is found to be used for more than one form” & “Finger print not match with citizenship and battery voucher” are also solely dependent on human eyejudgement.
Second layer processor then performs the following task:
1. uploads the electronic data provided by PQ Company in Navision server2. checks errors, any system duplication, engrave no. duplication3. System duplication forms retained at SESC as seized as per Subsidy policy. No user can 4. Engrave no. duplication form goes to rejection processor.
5. Corrects all the correction in server suggested by first layer in datasheet of company.
6. Checks physical files and database provided.
7. Randomly checks “CTEVT number of SELI technicians”, “system information” written Hiring Consultant for “The Subsidy Application Form Processing”
8. Filters all the errors and creates ssp id, write down ssp id in each and every SAF and 9. Prepares tabulation and count/checks VDC and tally it with tabulation sheet.
10. Reviews ssp ids and corrects tabulation if there found any deviation and then forward it Risk involved:
- Second layer correction is dependent on first layer correction; hence if there is any mistake in correction in first layer then the incorrect data will be fed into database.
o No correction in citizenship number will incur duplication in subsidy to same o there is the possibility of having same citizenship number of two persons of same districts, hence right correction is needed o citizenship district and installation district may differ in some cases and subsidy should be as per installed district - if CTEVT number not checked then there may be chances of using one’s CTEVT number and technician in photo may be different - if there is mistake in writing ssp, then there is chances of paying subsidy to different Hiring Consultant for “The Subsidy Application Form Processing”
Basis for Evaluation of the proposals
The following will be the marking of the technical and financial proposals.
A. Technical Proposal
One hundred marks are considered as total mark for Technical Proposal. The basis for the evaluation of the technical proposals will be as mentioned below.
1. Experience of firm/ consultant
1.3 Experience of firms particularly on purposed task 2. Methodology to carry out the proposed tasks and effectiveness
2.2 Innovative approaches and sincerity for tasks 3. Composition of team proposed task
3.3 Experiences of the personnel in similar tasks B. Financial Proposal
Only those firms whose marks of the technical proposal are above 65% would be considered for the evaluation and out of them top three technical proposals will be selected to open their C. Selection
The technical and financial marks are added and the firm obtaining highest score would be Hiring Consultant for “The Subsidy Application Form Processing”
Annex III
Cost Breakdown Format
Cost of services of Consultant
A. Detail of Fee
Professional and support staff

Unit rate, Rs
Total Amount,
B. Detail of Reimbursable(as per actual upon submission of original)

Unit Rate. Rs.
Total Amt, Rs.
C. Total Payment

Total Amt, Rs.
Total including VAT
Recommended By:
Approved by:
International Senior Technical Adviser, NRREP Hiring Consultant for “The Subsidy Application Form Processing”

Source: http://www.aepc.gov.np/docs/workwithus/tor/20130901024612_ToR%20for%20hiring%20consultant%20for%20SAF%20at%20first%20&%20second%20layer%20check.pdf

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