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Electric Power Corporation (EPC) Government of Samoa

United Nations Development Programme (UNDP) Organisation for Sustainable Energy, Denmark

Access to Sustainable Power Services – Apolima Island

The Government of Samoa through the Electric Power Corporation (EPC) and in cooperation with UNDP and the Danish NGO the Organisation for Sustainable Development will replace the current diesel generator with photovoltaic (PV) based power systems on Apolima Island. The expected overall outcome is to improve livelihoods through a reliable, effective and environmentally friendly 24-hours power supply for the nine (9) households and one (1) church on Apolima Island including PV based streetligts.

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TABLE OF CONTENTS PART I: SITUATIONAL ANALYSIS 3 PART II: STRATEGY 3 PART III: MANAGEMENT ARRANGEMENTS 8 PART IV: MONITORING AND EVALUATION 9 PART V: LEGAL CONTEXT 11 PART VI: PROJECT RESULTS AND RESOURCES FRAMEWORK 12 PART VII: TOTAL WORK PLAN AND BUDGET 17 PART VIII: OTHER ARRANGEMENTS 18 ANNEX A: Acronyms ANNEX B: Feasibility Study: Possible Future Power Supply Options for Apolima

Tai, Samoa, Final Report, March 2003, prepared for UNDP Samoa/UNESCO Apia by Mr. Gerhard Zieroth

ANNEX C: Apolima Island Photovoltaic (PV) Project, Concept Paper, 24 April

2004, Compiled by UNDP Samoa in Corporation with EPC and the Government of Samoa

ANNEX D: Minutes of UNDP Local Program Appraisal Committee (LPAC)

Meeting, 2 February 2005

ANNEX E: Terms of Reference for Design Specification Consultancy ANNEX F: Terms of Reference for Installation Supervision Consultancy ANNEX G: Terms of Reference for Final Evaluation Consultancy ANNEX H: Confirmation of Budget Allocation, Ministry of Finance, Government of

Samoa, 26 November 2004

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PART I: SITUATION ANALYSIS

At the local level Apolima electricity supply currently faces a number of problems that need to be addressed. Firstly, from the perspective of the residents of Apolima there is a lack of 24 hours supply. Secondly, some households are bothered by the noise emissions of the diesel generator. Thirdly, the Electric Power Corporation (EPC) is confronted with an inefficient operation that suffers a high level of technical and non-technical losses (and requires relatively significant subsidies). Finally, there is environmental pollution by waste oil and fuel. This is documented in a feasibility study that was undertaken in 2003 (please refer to Annex B for details).

At the national level in 2001 census indicated that 93% of Samoa’s 23,079 households were electrified. Most of the remaining 1,600 or so un-electrified households live relatively close to distribution lines. Some have not connected mainly because of the high initial costs. Although the connection fee is ST120 for those close to a grid where a new transformer is not necessary, it is very costly for those who require a transformer or live several hundred metres from the grid. Furthermore similar to the other Pacific Island Countries (PICs), Samoa is very much aware and concerned about environmental degradation and global warming and their detrimental effects. Samoa has no conventional energy resources (e.g., oil and gas) that it can utilize to meet its energy needs. Today commercial energy requirements in Samoa are primarily met by petroleum products, which are used mainly for transportation and power production. Presently, the country is increasingly reliant on imported fuels to satisfy its energy needs. The bulk of these fuel imports is diesel fuel oil (DFO), which is mainly used for power generation by the EPC.

In UNDP’s Country Programme Outline (CPO)1 for Samoa (2003-2007) it is stressed that vulnerability in Samoa not only relates to the social dimension but also to the natural resource base. As a result of changing production and consumption patterns, population pressures and external factors such as climate change, the land and marine resources of the country face increased stress that could threaten the livelihoods of many people. Concerning future challenges its is mentioned that Samoa faces a number of medium-to-long term challenges among others revolving around managing pressures on the environment and sustainable use of natural resources. PART II: STRATEGY

The following overall technical realistic options were investigated in the feasibility study: i) upgrade existing diesel system (i.e. new genset, new powerhouse relocated, prepaid meters, training and Demand Side Management (DSM)); ii) undersea cable (from mainland via Manono Island); iii) centralised solar; iv) solar-diesel hybrid; and v) distributed solar/Solar Home Systems (SHSs). With regard to these options the conclusion was that a distributed solar solution - i.e. SHSs - is superior from almost all viewpoints. The solution is technically simple, reduces the risk of total loss of power significantly as compared to all central solutions, and involves the lowest economic cost under a variety of scenarios. In addition it does not involve any noise pollution. Perhaps the greatest benefit compared to diesel-based operations is the elimination of the

1 The CPO is based on the Strategy for the Development of Samoa (SDS) 2002-2004, the United Nations Common Country Assessment (CCA) and the priorities identified in the United Nations Development Assistance Framework (UNDAF) for 2002.

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environmental hazards related to inadequate handling of fuel and waste oil, currently a problem on the island. In addition the study concluded that the level of complexity of distributed solar technology is not beyond general technical capabilities found in Samoa. In fact, Samoa would not have to go through the sometimes hard learning process that other PICs have experienced, who started to introduce distributed solar electrification 20 years ago. A lot can be learned from the neighbours (e.g. Kiribati) who have been using and optimising solar systems and institutional models for years. But distributed solar option has not been a mainstream solution in Samoa. As a consequence there is little institutional knowledge or commercial structure to support a project of this nature. On the other hand, this could be taken as an argument in favour of a renewable energy solution as well. As pressure increases on EPC to become an more efficient, commercially viable provider of electricity, they would like to learn about feasible options for heavily subsidized parts of its operation and use technologies that are better adopted to low load densities. Thus a pilot project to test a different approach is welcomed.

To remedy the situation on Apolima island and address the development challenges in the area of power and reflecting the findings and recommendations from the feasibility study and building on the subsequent concept paper developed based hereon (please refer to Annex C) the Access to Sustainable Power Services – Apolima Island project (the “Project” for short) will provide SHS and support activities.

The expected overall outcome of the Project is to improve livelihoods through a reliable,

effective and environmentally friendly 24-hours power supply for the nine (9) households and one (1) church on Apolima Island including PV based streetlights.

This will be achieved via the following set of overall activities: 1) prepare hardware

specifications; 2) prepare solicitation documents; 3) issue quotes; 4) undertake evaluation of quotes and award of contract(s); 5) outline and apply Renewable Energy Service Company (RESCO) structure and principles to the Project; 6) undertake supply and installation of PV equipment; 7) undertake installation supervision; 8) undertake commissioning; 9) undertake training; and 10) undertake final independent evaluation. For detailing of these overall activities please refer to Part VI: Project Results and Resource Framework. Cross-cutting for all these activities are monitoring activities which is elaborated in Part IV: Monitoring and Evaluation.

This intervention supports and are fully in line the development strategies, policies, plans,

and frameworks of the Government of Samoa, EPC, and the United Nations (UN) including UNDP. In addition it will compliment and link to already ongoing related activities in Samoa and in other PICs. This is elaborated below.

The title of the Strategy for Development of Samoa (SDS) 2002-2004 is ‘Opportunities for

All’. The Government of Samoa through the SDS recognizes that access to safe, efficient, and reliable infrastructure and services including electricity are important for an improved quality of life. Government aims to provide efficient and effective infrastructure and services not only to the town areas but also to the rural and remote areas of Samoa. One of the 9 key strategic outcomes identified in the SDS is improved infrastructure and services. Under this strategic outcome it is specified that development, among others, will concentrate on further improving electricity generation and distribution and environmental protection. Furthermore it mentioned that the Rural Electrification Program would continue.

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A National Energy Policy (NEP) is currently under preparation. It is to be expected that NEP will give very high priority to renewable energy. In addition further energy diversification in the power sector based on indigenous energy sources will also be promoted and encouraged. Although the country is expected to continue to rely on imported fuels for much of its energy needs, renewable energy (RE) forms such as solar, wind, biomass, hydro, and geothermal energy are recognized as potential energy alternatives. Hydro resources are currently being used in the country. Other available RE forms, whether used in stand-alone or in hybrid systems can also displace part of the present imported conventional energy forms (mainly diesel fuel oil (DFO)) that are used in the country. Not only will this translate to reduction of greenhouse gas (GHG) emissions (i.e., equivalent to the amount emitted from the burning of the displaced DFO), but also to foreign exchange savings as well as other benefits.

In the context of Samoa the Project will be a pilot. The nine (9) households on Apolima are

the direct beneficiaries of the Project. Potential indirect beneficiaries are the approximately 1,600 un-electrified households in Samoa. While Upolu is nearly fully electrified based on grid extension, distributed solar systems could offer a technical, economically, and financially attractive solution for the significant parts of Savaii that have not yet been electrified. The pilot Project will provide EPC with practical experience and increase their hands-on understanding of the technology as well as required supporting mechanisms such as institutional set-up/frameworks. Subsequent to a successful trial and pending resource availability it could be replicated in other households and villages around the country.

In Samoa’s First National Communication to the United Nations Framework Convention on

Climate Change (UNFCCC) from 1999 it is specified that in spite of Samoa’s relatively small GHG emissions, there is a parallel increasing trend in each of the GHG emissions examined. This increase is likely to continue if it is not addressed properly and promptly. With regards to transfer of technology, a priority list is provided and energy interventions compose 50% hereof. More importantly concerning energy substitution research into renewable energy sources is mentioned. In the final version of the Samoa National Assessment Report 2004 produced as part of the GEF/UNDP/SPREP Pacific Islands Renewable Energy Project (PIREP) estimates are provide concerning reductions in Carbon Dioxide (CO2) emissions from possible large-scale utilisation of renewable energy resources by 2013. If 600 of the families currently without electricity use individual solar home systems the potential CO2 savings is 0.06 Gg/year.2

In Samoa’s Assessment Report to the United Nations World Summit on Sustainable Development (WSSD) from 2002, it is emphasized that promotion of viable renewable energy is one of the key priorities to be addressed in the energy sector. In the Barbados Programme of Action National Assessment Report from 2003 it is specified that new concerns have emerged together with imperative issues of special needs that require immediate assistance from the international community on the sustainable management, protection and conservation of small island developing states’ natural, ecological, cultural and human resources. These emerging concerns are seen as the next stepping-stone for Samoa to consider in the coming decade if it is to fully realise a balance between development and natural resource management. Energy is one of these emerging concerns. It is mentioned that it is ‘important that Samoa develops the means of better utilizing existing natural energy resources available in-country such as solar energy, wind, 2 For assumptions please refer to p. 21 in the Samoa PIREP report from year 2004

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wave and biomass’. Among others, support will be given to develop small-scale pilots project on renewable energy for selected communities. Internationally this Project also should be seen in the context of the Millennium Development Goals (MDGs) in particular goal seven (7) to ensure environmentally sustainability. It will be impossible to achieve the MDGs without improving the quality and quantity of energy services in the developing countries.

In the final version of the Samoa National Assessment Report 2004 produced as part of the GEF/UNDP/SPREP PIREP under the section on the potential for solar energy it is concluded that “Technically, solar energy is a good option for Apolima and the life-cycle and operating costs appear to be lower than the current diesel option (p. 27). The EPC developed its first corporate plan in March 2000 covering the period of 2002-2002. The investigation and analysing of alternative energy sources including solar was mentioned as one of EPC’s opportunities. The new corporate plan covers the period 2004-2007. Herein EPC’s mission in the next three years is specified to include ‘…the continued pursuit of technology and innovation to achieve excellent services, through environmentally sound practices’. To investigate and analyse other alternative energy sources is identified as an opportunity for EPC with a strategy to explore all energy sources and prepare cost benefit analysis. On the other hand unstable oil prices overseas are identified as one of EPC’s threats with the mitigating policy to investigate alternative fuels. On a general level a public body like EPC among others has to “Be an organisation that exhibits a sense of social responsibility by having regard to the interest of the community in which it operates” and “Meet any community service obligations established…”3

Based on the outcome of the United Nations Common Country Assessment (UNCCA), one of the three (3) main objectives of the United Nations Development Assistance Framework (UNDAF) that emerged are to improve natural resource management and promote environmental sustainability.

One of the five (5) strategic corporate goals for UNDP is energy and environment for

sustainable development. The relevant energy service line in this case is service line 3.3 Access to sustainable energy services. As described in the Second Multi-year Funding Framework (MYFF), 2004-2007 UNDP supports energy activities to reduce poverty reduction and achieve sustainable development objectives at the local, national, and global levels. Work among others is focused on promoting rural energy services to support growth and equity with specific focus among others on the situation of women and promoting clean energy technologies to mitigate climate change. Overall activities in this service line/area support sustainable livelihoods. Out of the four (4) corporate energy priority areas two are particular relevant for the Project: 1) promoting rural energy services to support growth and equity and 2) promoting clean energy technologies for sustainable development. With regard to the first corporate priority area by focusing on meeting needs for electric power in rural areas among others, UNDP is working towards increasing people’s access to types of energy services that support economic growth and social equity. Concerning the latter one UNDP supports the introduction and adaptation of low emission technologies that can promote economic growth, social development, and environmental sustainability. Increased use of renewable energy technologies will support win-win development options that address local

3 Public Bodies (Performance and Accountability) Act 2001

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economic and environmental needs, as well as global concerns about the threats of climate change as a result of fossil fuel comb ustion.

On the UNDP Country Office (CO) level the Project is furthermore fully in line with UNDP’s CPO for Samoa (that again are based on the CCA/UNDAF and SDS 2002-2004), and its sub-objective of improving natural resource management and promote enviro nmental sustainability. UNDP’s interventions in Samoa concentrate on three main streams of input with strategic areas of focus and associated goals. The goal for sustainable management of natural resources is to assist in obtaining sustainable environmental management and energy development to improve the livelihoods and security of the poor. This is to be achieved through strategic areas of focus covering: institutional framework for sustainable environmental management and energy development; monitoring and assessment of environmental sustainability; and national capacity for participation in global conventions, regulatory regimes and funding mechanisms for environmentally sustainable development. Renewable energy integrated into national development agenda is a mentioned as a specific output in this focus area.

Regarding renewable energy, Samoa among others currently is participating in the following national, sub-regional an regional projects: 1) the preparatory phase of the national Coconut Oil for Power Generation (CocoGen) project executed by EPC and funded and implemented by UNDP Samoa; 2) the SPREP/UNDP Samoa/GEF multi -country Pacific Islands Renewable Energy Project (PIREP); 3) the SOPAC/UNDP Samoa/Government of Denmark regional Pacific Islands Ene rgy Policies and Strategic Action Planning (PIEPSAP) project; and 4) the Regional Technical Assistance for Renewable Energy and Energy Efficiency Program for the Pacific (REEP) in Samoa and Fiji funded by the Danish Government via the Asian Development Bank (ADB). The Project will capitalize on lessons learned and best practices from these ongoing and past interventions, and also benefit from the capacity development activities and energy mainstreaming that has taken place in Samoa over the past years. In addition at the national level the proposed project will develop synergies with a number of on-going UNDP-GEF enabling environment projects. The Project also will be aligned with Samoa’s efforts to prepare its Second National Communication (SNC) to he UNFCCC. Finally SHS are and have been used extensively in the past years for rural electrification in other PICs. In particular Fiji, Tonga, Tuvalu and Kiribati have led the way for this technology (e.g. by 1995 in these countries more than 1,000 systems already were installed). E.g. given the difficult access, small number of persons skilled in solar systems and the high time and money cost of repair and replacement of components in the context of Samoa, it is important that EPC only utilise solar energy system components that have clearly been proven in other similar PIC conditions for an extended time. Since in most cases, components that are not appropriate to the Pacific conditions will fail within three to five years, it is reasonable that EPC only make use of energy system components that have at least five years of successful use in comparable PIC use. In addition to such hardware considerations lessons learned from other PIC in the equally important area of ‘software’ (e.g. institutional set-up for operation and maintenance, training, etc) also will be applied to the Project design and implementation.

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PART III: MANAGEMENT ARRANGEMENTS

Implementing Partner. Designated institution for the Project is EPC. EPC is responsible for the supply of electricity throughout Samoa. It is operated commercially but wholly owned by the Government of Samoa with policies determined by a board of directors chaired by the Minister of Works. Cabinet appoints the eight members of the EPC Board. In addition to being the national institution most related to the project activities (mandate, experience, capacity wise, etc) one of the reasons EPC being designated institution is their very strong commitment towards the development and utilisation of renewable energy resources including solar energy. EPC as designated institution is the sole agent responsible for overall planning, management, and administration of the Project. The UNDP contribution to the Project will be managed according to the UNDP National Execution (NEX) modality and associated UNDP manual, procedures and guidelines. The EPC General Manager is Manager for the Project.

UNDP Samoa. Working in conjunction with the various project partners, UNDP Samoa among others will be responsible for approving implementation work plans and budget revisions, identifying problems, suggesting actions to improve project performance, facilitating timely delivery of project inputs, provide linkages to its other regional and global initiatives and monitoring and evaluation (including monitoring progress). All monitoring will be consistent with standard UNDP procedures (please refer to Part IV below for more information on monitoring and evaluation). For this Project UNDP Samoa will provide support services with regard to procureme nt of needed consultancy services, i.e. prepare detailed Terms of Reference (TOR) and issue, and manage contracts.4 In addition UNDP Samoa will undertake direct payments (e.g. transfer funds to the consultants) concerning the UNDP resources provided.

Coordination Committee. A Coordination Committee (CC) consisting of EPC, Ministry of Finance, Government of Samoa and UNDP Samoa will be established to ensure coordination and consultation between the key stakeholders. Preliminary the CC will consist of the following: i) General Manager, EPC; ii) Energy Coordinator, Ministry of Finance; and iii) the Sustainable Energy Advisor, UNDP Samoa. They will report to the EPC Board, the Financial Secretary, Ministry of Finance, and the Resident Representative, UNDP Samoa respectively. The CC will meet on ad hoc/need basis and otherwise communicate electronically. 4 When UNDP provides support services it is in accordance with the regulations, rules, and procedures of UNDP.

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Below an overview of designated responsibilities for major components and activities:

Component

Responsibility

Designated Institution (i.e. overall project responsibility)

EPC

Project Manager

EPC General Manager

Coordination

Coordination Committee (CC) consisting of EPC, Government of Samoa (Ministry of Finance) and UNDP Samoa

Design specifications Consultant

Outline RESCO structure Consultant

Apply RESCO structure

EPC

Issue quotes, evaluate quotes received and award contract(s)

EPC will issue the quotes; EPC with consultant as resource person will evaluate the quotes received; and EPC will award contract(s).

Supply of equipment Successful suppliers/manufacturers

Installation

Local contractors and EPC

Installation supervision

Consultant

Training

Consultant

Commissioning Preliminary commissioning by consultant; and Final commissioning by EPC

Monitoring including auditing EPC, Government of Samoa and UNDP Samoa monitoring in general; and EPC and Government of Samoa concerning auditing

Final Independent Evaluation

Consultant

Ownership of all equipment EPC

Operation and maintenance (O&M) EPC

TORs are provided in Annex E, F, and G for design specifications, installation supervision,

and final evaluation respectively. The TOR in Annex E is final version whereas the TORs for the Installation Supervision and Final Evaluation are preliminary versions. These two preliminary TORs will be finalised in consultation and agreement with EPC and the Government of Samoa in due course. PART IV: MONITORING AND EVALUATION

EPC as designated institution and the main co-ordinating mechanism, i.e. the Coordination Committee (CC), will undertake continuous, self-monitoring using the target outputs (success indicators) specified in the Results Framework (Part VI of this Project Document). The designated institution and

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the CC will assess these performance indicators regularly. Furthermore standard Government of Samoa practices and policies concerning monitoring including: i) Corporate Plans, ii) Financial Reports, Accounts and Information; and iii) Performance Audit among others as per the Public Bodies (Performance and Accountability) Act 2001 and Public Bodies (Performance and Accountability) Regulations 2002 will apply for the component (i.e. hardware and civil works) of the Project parallel financed by the Government of Samoa via EPC.

UNDP Samoa will monitor and support implementation of the project based on the monitoring tools listed below:

1. The Project will be subject to field visits, coordinated by the EPC as designated institution for the Project. Field visits serve the purpose of validation. They involve an assessment of progress, results, and problems and include visits to the project management. Periodic monitoring is needed throughout the lifespan of the Project among others to monitor changes to the livelihoods of the villagers, i.e. whether any significant changes have occurred as a result of this new system. A report emanating from the visit will be used as a means of assessing the progress of the project;

2. Quarterly Progress Report (QPR) on the Project needs to be submitted to UNDP on the

15th on the month following the end of the quarter. The QPRs will be prepared by EPC as designated institution;

3. A final and independent evaluation will be undertaken particular due to the fact that this is

the first major PV project in Samoa. Overall the evaluation will assess the Project and document any lessons learnt (these among others will be useful for possibly replicating the system in other areas in Samoa). Please refer to Annex G for a preliminary draft TOR for this final evaluation;

4. Terminal Report and Terminal Review. The Terminal Report is to be prepared by EPC as

designated institution. The Terminal Report provides a self-assessment by the project management (i.e. those responsible for day-to-day management) and specifically as a minimum include: a) an analysis of project performance over the reporting period, including outputs produces, and where possible, information on the status of the outcome; b) constraints in progress towards the results, and reasons behind the constraints; c) major constraints to achievement of results; d) lessons learned; and e) clear recommendations for the future approach to addressing the main problems contributing to lack of progress if relevant. The Terminal Review is a management dialogue at the country level to assess progress towards results (outputs and outcomes) that can be used for building consensus and mutual understanding between UNDP and its partners around common outcomes (results). The Terminal Review is the key vehicle for learning by determining overall and general lessons learned and reviewing recommendations of the final and independent evaluation. Furthermore the draft Terminal Report will be reviewed and endorsed by the Terminal Review. The Terminal Review will be organised by UNDP Samoa.

Furthermore in addition to these monitoring tools relevant deliverables produced as part of the

design specification and installation supervision consultancies respectively (please refer to Annex E and F) also will be used as part of the monitoring process.

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Due to the resource amount of the UNDP contribution the Project components financed here from is not subject to annual audits, but as specified above auditing will apply for the component (i.e. hardware and civil works) of the Project parallel financed by the Government of Samoa via EPC according to standard EPC and Government of Samoa practices and policies. PART V: LEGAL CONTEXT

This Project Document shall be the legal instrument for the management of all project activities and UNDP funding. The following types of revisions may be made to this Project Document with the signature of the Resident Representative of UNDP Samoa only, provided he or she is assured that the other signatories of the Project Document have no objections to the proposed changes: § Revisions to any of the annexes of the Project Document, or additions of new annexes; § Revisions, which do not involve significant changes in the immediate objective, outputs or

activities of the project, but are caused by the rearrangements of inputs already agreed to or by cost increases due to inflation; and

§ Mandatory annual revisions, which re-phase the delivery of agreed programme inputs, or reflect increased expert or other costs due to inflation, or take into account agency expenditure flexibility.

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PART VI: PROJECT RESULTS AND RESOURCES FRAMEWORK

Intended Outcome as stated in the Country Programme Results and Resource Framework: Enhanced government capacity and commitment to meet its obligations under global conventions. Outcome indicators as stated in the Country Programme Results and Resources Framework, including baseline and targets. Baseline: environmental considerations not integrated into national development policies, strategies, programmes and projects. Target: environmental considerations integrated into national development policies, strategies, programmes and projects Applicable MYFF Service Line: 3.3 Access to sustainable energy services Partnership Strategy: Maximise the involvement and utilisation of national and local entities in the preparation and implementation phase Project title: Access to Sustainable Power Services – Apolima Island ATLAS Award ID: 00043695

Intended Outputs

Output Targets for

(years)

Indicative Activities

Responsible parties

Inputs

Output 1: Hardware design specification options investigated and preferred option determined

Year 1: A design specification document for the PV SHS and the PV streetlights

Prepare hardware design specifications. In general: a) specify the most optimal system components and configuration for the SHS and PV based streetlights. The design specifications must reflect: i) the difficult access in Samoa in general and Apolima in particular; ii) the very small number of persons with basic skills in solar system operation, maintenance and repair; iii) the extreme climatic conditions (such as the mixture of very high temperatures, humidity and salt levels in the air); and iv) high time and money cost of repair and replacement of components in the context of Samoa; and b) determine system design criteria such as; i) simplicity; ii) least life cycle costs; iii) high output; iv) high efficiency; v) system must operate safely; vi) high reliability (redundancy and fault tolerance); vii) low maintenance; viii) flexibility for expansion; ix) minimum environmental effects; x) consideration of availability of spare parts; and xi) consideration of aesthetics. A predetermined design criterion is the available capital for investment provided by the Government of Samoa. In addition where EPC has

Consultant with input from EPC and UNDP and final approval by EPC

Technical expertise available and provide through funding from UNDP

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established standards for applicable electrical/mechanical systems, the designs must conform to those standards. Where no EPC standards exist, designs will conform to reasonable international practice for such installations with emphasis on user safety and long component life

Output 2: Specifications for quote determined

Year 1: Solicitation document available

Prepare solicitation documents. This include: a) prepare solicitation documentation based on hardware design specifications; b) apply Request for Quotation (RFQ) as procurement method; and c) apply Limited International Competition (LIC), i.e. short-listening, as the type of competition (the last two in accordance with EPC procurement policies and practices)

EPC Technical assistance provided by UNDP

Output 3: Procurement undertaken for hardware

Year 1: Quotes issued Issue quotes. This will be done in accordance with EPC procurement policies and practices

EPC

Output 4: Successful supplier(s) identified

Year 1: a) a report evaluating quotes received; and b) duly signed contract(s) with successful suppliers, manufacturers, etc

Undertake evaluation of quotes and award of contract(s) . Overall this will be done in accordance with EPC procurement policies and practices. Concerning procurement assistance prepare evaluation, ranking, and recommendation of quotes received taken into consideration; 1) conformity to specifications; 2) product quality, i.e. conformity to national/international standards; 3) delivery time; 4) after-sales services; 5) spare parts availability; 7) technical and financial capacity of the supplier; and 8) landed price

Evaluation of quotes by EPC with assistance from consultant; and Award by EPC

Technical expertise available and provide through funding from UNDP

Output 5: Renewable Energy Service Structure (RESCO) structure/principles outlined and applied

Year 1: A paper outlining the application of the RESCO set-up and principles on the Project available

Outline and apply the RESCO structure/principles to the Project. Concerning the outline overall this task will include an outline of the needed set-up, i.e. technical, institutional, financial, and economical to ensure sustainability. Among others included will be the required set-up of an adequate system for the provision of spare parts, user training, EPC PV technician training and continued financial support via an organised system to collect regular payments from the

Consultant will outline structure/set-up with input from EPC and UNDP; and EPC will apply

Technical expertise available and provide through funding from UNDP

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users to cover the operating and maintenance costs and, if required, the amortization of the capital and installation costs. Specifically outline how the RESCO set-up and principles can be applied to the Project including: 1) ownership of all major components by EPC (i.e. panels, controllers, inverters, data loggers, prepaid meters, batteries and wiring up to the load connection point are owned and maintained by EPC whereas appliances and house wiring after the load connection are owned and maintained by the user); 2) locally based service structure including locally resident technician(s) on Apolima; 3) service contract between users and EPC (i.e. EPC contract with the users to provide them with a specified level of electrical service and to keep the electricity supply in satisfactory repair, replacing all failed parts at no additional costs to the user except for user-owned house wiring, lights and appliances. On the other hand by signing the service contract the users agree: i) not to tamper with any of the EPC owned equipment; ii) to maintain the panel area free of shade; iii) to allow EPC technicians free access to the system; and iv) to use the system in accordance with published EPC guidelines); 4) determining periodic service fee level and structure based on prepaid metres as fee collection method; 5) field technician supervision by EPC; 6) customer feedback; 7) a system for continued training of all technicians (EPC as well as on Apolima); and 8) investigate whether the integration of such a RESCO set-up into EPC as being a conventional utility initially/in the short term requires setting up a subsidiary organisation specifically for the solar installations

Output 6: Solar home systems and streetlights supplied and installed

Year 1: Ten (10) SHS and six (6) PV streetlights supplied and installed

Undertake supply and installation of PV equipment. Installation will be done according to national (including EPC) standards and where no such standards exist installation will conform to reasonable international practice for such installations

Successful contractor(s) will supply the PV equipment; and Local contractors and EPC will install the equipment

Needed PV equipment and civil works provided through funding from the Government of Samoa

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Output 7: Installation supervision undertaken

Year 1: Installation report available

Undertake installation supervision. In general: a) supervise installation as outlined in the design specification consultancy for the Project and ensure that all recommendations of the particular equipment manufacturers are followed in detail when undertaking the installations; and b) ensure that installation conform to national (including EPC) standards among others as specified in the national building codes and the electricity wiring regulations. Where no national (including EPC) standards exist, ensure that installations conform to reasonable international practice for such installations

Consultant Technical expertise available and provide through funding from UNDP

Output 8: Commissioning

Year 1: Preliminary commissioning report available Year 2: Final commissioning report available

Undertake commissioning. Preliminary commissioning will be undertaken subsequent to installation and final commissioning after three (3) months of operation. Concerning preliminary commissioning in general: a) undertake needed test, asses condition of all equipment and accessories, determine operational conditions of the Solar Home Systems and the PV street light equipment. Test individual equipment in accordance with manufactures recommendations (such test not only prove that the components are working to specifications, they also provide a benchmark for later tests when problems are encountered); b) undertake preliminary commissioning, i.e. thorough checking out, setting to work, debugging, adjustment, and functional and performance testing of all equipment to ensure it operates as planned and in accordance with the design specifications; and c) test and inspection results to be recorded and included in the system compilation documentation;

Consultant will undertake preliminary commissioning; and EPC will undertake final commissioning

Technical expertise available and provide through funding from UNDP

Output 9: Training undertaken

Year 1: a) Minimu m two (2) EPC technicians trained in detailed maintenance; b) minimum two (2) persons from village trained in

Undertake training. In general: a) train EPC supervisors in detailed operation, maintenance, and fault-finding; b) train on-site Apolima operator(s) in basic day-to-day operation, maintenance and fault-finding; c) train on-site Apolima costumers in basic day-to-day usage; and d) if required

Consultant Technical expertise available and provide through funding from UNDP

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basic/day-to-day system maintenance; c) preferably all the users on Apolima island trained in general usage and system limitations; and d) training report available

and possible (e.g. if practical) train local contractors in relevant areas related to installation.

Output 10: Final Independent evaluation of the PV Project

Year 2: An evaluation report available

Undertake final independent evaluation. Among others the evaluation will: a) assess the outputs; b) assess the impacts of the project activities and outputs in progressing towards achievement of the project outcomes/ objectives/purposes/goals; c) assess the soundness of the project rationale, design, implementation and management strategies; d) assess the constraints the project has encountered in progressing towards the project outcomes/objectives/purposes/goals; e) assess the relevance of the project rationale, design, implementation and management strategies to the current priorities and strategies of the Government of Samoa and donors; f) assess whether the project are sustainable in the present form including technical, economical, financial and institutional aspects; g) provide recommendations on how to improve project effectiveness, development impact, transferability to local management, and sustainability; h) provide recommendations in order to give guidance for future increased use of PV in Samoa; i) provide recommendations concerning possible replicability of the project elsewhere in Samoa; and j) identify and document the lessons learned

Independent consultant Technical expertise provide through funding from UNDP

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PART VII – TOTAL WORK PLAN AND BUDGET Below are outlined the total work plan and budget for the Project. Please note that only UNDP’s contribution is specified in monetary terms. While the contribution from the Organisation for Sustainable Development is third party cost sharing and thus entered into UNDP accounts the contribution from the Government of Samoa is parallel financing, i.e. the Government of Samoa and EPC administrates these resources separately.

Planned Budget Expected Output Key Activities Respon. Party

Fund Donor Budget Description Amount

1. Hardware design specification options investigated and preferred option determined

Prepare hardware design specifications EPC UNDP 71200 International consultants 4,000.00

EPC EPC 2. Specifications for quote determined Prepare solicitation document

3. Procurement undertaken for hardware Issue quotes EPC EPC 4. Successful supplier(s) identified Undertake evaluation of quotes and award of

contract(s) EPC UNDP 71200 International consultants 500.00

5. RESCO structure/principles outlined and applied

Outline and apply RESCO structure/principles to the Project

EPC UNDP 71200 International consultants 1,500.00

6. SHS and streetlights supplied and installed Undertake supply and installation of PV equipment

Contractors and EPC

Govt of Samoa

UNDP 71200 International consultants 60007. Installation supervision undertaken Undertake installation supervision Consultant

UNDP 71600 Travel 1,500.00

UNDP 71200 International consultants 2,000.008. Commissioning Undertake commissioning EPC

UNDP 71600 Travel 1,500.00

9. Training undertaken Undertake training Consultant UNDP 2,000.00

UNDP 71200 International consultants 7,970.0010. Final Independent evaluation Undertake final independent evaluation Consultant

UNDP 71600 Travel 2,500.00

TOTAL 29,470.00

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PART VIII – OTHER AGREEMENTS The Project has very significant cost sharing:

1. The Government of Samoa is parallel financing a total of up to ST500,000 under the

Community Service Obligation (please refer to Annex H), which will be used for the procurement of needed equipment and civil works. A Community Service Obligation (CSO) among others means “The provision of a good or service by a Public…Body to a consumer or user on any terms other than normal commercial terms…’5 A CSO Obligations may be directed to ensure “That there is universally access to a necessary good or service”; and

2. In addition the Project has third-party cost sharing from the Organisation for Sustainable

Energy, which is non-governmental organization from Denmark totalling US$9,968. Merkur bank, Denmark in association with in the Organisation for Sustainable Energy is operating the unique Climate Account, where deposits work for the promotion of renewable energy in PICs. In addition the account works for sustainable projects and initiatives in Denmark (this can be renewable energy in general, sustainable production and commerce or ecological farming). The Climate Account works like an ordinary savings account. The difference being that the depositors support renewable energy on islands in the Pacific simply by choosing the Climate Account. This is due to the fact that Merkur bank each year grants an amount equal to 1.5% of the deposits to the promotion of renewable energy in PICs. The first project to be supported by the Climate Account is the Apolima project.

5 Public Bodies (Performance and Accountability) Act 2001

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Annex A –

Acronyms ADB Asian Development Bank ARM Annual Review Meeting (UNDP) CC Coordination Committee CCA United Nations Common Country Assessment CO Country Office (UNDP) CocoGen Coconut Oil for Power Generation (UNDP/EPC/Government of Samoa) CO2 Carbon Dioxide CPO Country Programme Outline (UNDP) CSO Community Service Obligation (Government of Samoa) DFO Diesel Fuel Oil DSM Demand Side Management EPC Electric Power Corporation FR Financial Report (UNDP) FSP Full Size Project (GEF) GEF Global Environment Facility Gg Giga gram GHG Greenhouse Gas ITB Invitation to Bid LIC Limited International Competition MSP Medium Size Project (GEF) MDGs Millennium Development Goals MYFF Multi-year Funding Framework NEP National Energy Policy NEX National Execution (UNDP) NEP National Energy Policy PDF Project Development Facility (GEF) OFP Operational Focal Point (GEF) OIC Open International Competition

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O&M Operation and Maintenance PIC Pacific Island Countries PIEPSAP Pacific Islands Energy Policy and Strategic Action Planning (SOPAC/UNDP/Danish Government) PIGGAREP Pacific Islands Greenhouse Abatement through Renewable Energy Project (SPREP/UNDP/GEF) PIREP Pacific Islands Renewable Energy Project (SPREP/UNDP/GEF) PV Photovoltaic QPR Quarterly Progress Report (UNDP) RE Renewable energy REEP Renewable Energy and Efficiency Program for the Pacific (ADB/Danish Government) RESCO Renewable Energy Service Company RFQ Request for Quotation SDS Strategy for the Development of Samoa 2002-2004 SHS Solar Home Systems SNC Second National Communication (UNFCCC) SOPAC South Pacific Applied Geoscience Commission SDS Strategy for Development of Samoa TOR Terms of Reference TRAC Target for Resource Assignment from the Core (UNDP) UN United Nations UNCCA United Nations Common Country Assessment UNDAF United Nations Development Assistance Framework UNDP United Nations Development Programme UNFCCCC United Nations Framework Convention on Climate Change WSSD United Nations World Summit on Sustainable Development

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Annex B –

Feasibility Study: Possible Future Power Supply Options for Apolima Tai, Samoa, Final Report, March 2003, prepared for UNDP

Samoa/UNESCO Apia by Mr. Gerhard Zieroth

(Available separately)

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Annex C –

Apolima Island Photovoltaic (PV) Project, Concept Paper, 24 April 2004, Compiled by UNDP Samoa in Corporation with EPC and the

Government of Samoa

(Available separately)

23

Annex D –

Minutes of UNDP Local Program Appraisal Committee (LPAC) Meeting, 2 February 2005

(Available Separately)

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Annex E –

Terms of Reference for Design Specification Consultancy

Final Version

1. INTRODUCTION The Electric Power Corporation (EPC) in cooperation with the Government of Samoa, UNDP Samoa and the Organisation for Sustainable Energy, Denmark will replaced the current diesel generation capacity on Apolima Island with photovoltaic (PV) based power systems. The expected overall outcome of the Project is to improve livelihoods through a reliable, effective and environmentally friendly 24-hours power supply for all the households and the (1) one church on Apolima Island including PV based streetlights. As part of the Project a consultancy are required to provide technical assistance (TA) in the preparation of hardware design specifications, procurement of photovoltaic hardware and accessories and the outline of how the Renewable Energy Service Structure (RESCO) set-up and principles can be applied. 2. OBJECTIVES

a) To prepare hardware design specifications; b) To provide assistance for procurement of photovoltaic hardware and accessories; and c) To outline how the Renewable Energy Service Structure (RESCO) set-up and principles

can be applied to the Project; 3. OUTPUTS

a) A design specification document for the PV SHS and the PV streetlights; b) A report evaluating quotes received; c) A paper outlining the application of the RESCO set-up and principles on the Project;

4. ACTIVITIES The scope of work for the consultancy will include, but not necessarily be limited to, the following activities: Regarding Output a) 6 In general:

6 This section among others is based on: a) Photovoltaic Power Systems – Resource Book, Unit 5, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1a, March 2002; b) Hybrid Energy Systems – Resource Book , Unit 7, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1 b, June 2001; c) Solar Photovoltaic Systems Technical Training Manual, Mr. Herbet A. Wade, UNESCO, 2003.

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(a) Specify the most optimal system components and configuration for the Solar Home

Systems (SHS) and PV based streetlights. The design specifications must reflect: 1) the difficult access in Samoa in general and Apolima in particular; 2) the very small number of persons with basic skills in solar system operation, maintenance and repair; 3) the extreme climatic conditions (such as the mixture of very high temperatures, humidity and salt levels in the air); and 4) high time and money cost of repair and replacement of components in the context of Samoa;

(b) Determine system design criteria such as; 1) simplicity; 2) least life cycle costs; 3) high

output; 4) high efficiency; 5) system must operate safely; 6) high reliability (redundancy and fault tolerance); 7) low maintenance; 8) flexibility for expansion; 9) minimum environmental effects; 10) consideration of availability of spare parts; and 11) consideration of aesthetics. A predetermined design criterion is the available capital for investment (as specified in the budget of the draft UNDP Project Document). In addition where EPC has established standards for applicable electrical/mechanical systems, the designs must conform to those standards. Where no EPC standards exist, designs will conform to reasonable international practice for such installations with emphasis on user safety and long component life;

(c) Where appropriate use, build on and update the information available in the Feasibility

Study – Possible Future Power Supply Options for Apolima Tai, Samoa, by Mr. Gerhard A. Zieroth for UNDP Samoa/UNESCO Apia, March 2003;

(d) During the whole design specification process, consult with relevant stakeholders such as

the EPC, Government of Samoa and UNDP Samoa; In particular for the design specifications for the Solar Home Systems (SHS):

(a) Undertake load assessment including; 1) relevant key parameters such as DC electrical

parameters (e.g. i) design daily DC load, ii) design daily energy demand on the DC bus; and iii) maximum current demand on the DC bus) and AC electrical parameters (e.g. i) design daily AC load; ii) maximum AC load demand; and iii) AC surge load demand); 2) load management requirements; 3) seasonal variation of the solar resource and the load; and 4) anticipated demand changes from those historically found at the site (e.g. due to 24-hours power availability);

(b) Undertake site assessment including: 1) selection of suitable locations of the PV arrays; 2)

determining shading on the arrays at their proposed location and any tree trimming or clearing required; 3) selection of suitable location for batteries, inverters and controls (these components may require purpose built accommodation); 4) determine cable routes (this will affect the cable size required); and 5) note any special considerations for the sites such as: i) site access; ii) type of soil; iii) exposure to lightning; iv) dusty environment; v) high humidity; vi) presence of vermin and insects (e.g. ants); and vii) sea spray exposure;

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(c) Undertake resource assessment including: 1) obtain the most accurate irradiance and irradiation data; 2) adjust irradiation data for micro-climatic effects; and 3) adjust irradiation data for natural and man-made obstacles;

(d) Overall the system configuration will be stand-alone power systems/SHS with battery

energy storage and no gensets. Investigate whether this system configuration specifically should be: 1) a system supplying DC loads only; 2) a system supplying AC single -phase loads only; or 3) a combination of both (e.g. DC for lights and AC for all other appliances). State the specific advantages and disadvantages of the options that are technically practical and provide them to EPC for final selection of the design approach to be used. For the selected design approach, prepare detailed design specifications including: 1) system voltage selection; 2) array sizing and selection (including: i) module specification; ii) array sizing; and iii) array configuration); 3) battery sizing and specification and 4) balance-of-system (BOS) components including size and specification of: i) controllers (i.e. charge and discharge), ii) inverters, iii) data logger, iv) prepaid metres; v) cabling, switching, isolation and circuit protection; vi) lightning protection; vii) earthing (e.g. for DC and AC side and PV array). Since the components must function together as a system, the consultant will propose specific components that are considered optimum for the system as well as well justified specifications for those components. EPC may choose to accept those specific components or tender on the basis of specifications only.

(e) Specifically concerning array sizing and selection: 1) preferred technology type (e.g.

crystalline, amorphous, etc); and 2) number and size/power ratings for the photovoltaic arrays taken into consideration available solar energy resources and daily and seasonal load profiles. Furthermore assess; 1) appropriate national/international standards; 2) panel, sub-array, array wiring; 3) array DC voltage; 4) bypass diode locations and sizes; 5) module performance; and 6) predicted array output. Finally determine tilt angle and orientation of the modules. Specifically concerning module selection take the following factors into consideration: i) cost and availability; ii) module output; iii) ambient operating temperatures; iv) space available for the arrays; and v) requirement for, or desirability of building integration;

(f) Specifically concerning battery sizing and capacity take the following factors into

consideration: 1) system DC voltage; 2) battery capacity (including effects of temperature); 3) configuration (series or parallel); 4) discharge rate; 5) maximum depth of discharge; 6) self-discharge; 7) 100% of the daily load is to be supplied by the PV systems; 8) time required to recharge the batteries; 9) battery life; 10) maintenance requirements (e.g. flooded vs. gelled electrolyte batteries); 11) mechanical robustness; 12) battery mass; and 13) cost;

(g) Specifically concerning inverter sizing and specifications take the following factors into

consideration: 1) maximum demand that is required from the inverter(s); 2) surge demand that is required from the inverter; 3) future load growth; 4) power efficiency at different load levels from 10% to 100% of rated capacity; 5) earthing arrangements; 6) no-load and stand-by power consumption; 7) DC voltage operational range; 8) voltage and frequency regulation; 9) power factor handling range; 10) electromagnetic interference; 11) soft start capability; 12) control of operating parameters; 13) protection (thermal, electrical) and

27

weather-proofing; and 14) nominal wave form and acceptable level of distortion from the nominal form;

(h) Specifically concerning pre-paid meter specifications among others: 1) obtain information

on specifications for the brand/types/models that EPC have had in trial and/or are planning to install nation wide in the near future; 2) obtain available information on specifications and relevant performance parameters for pre-paid metres that has been in operation in Pacific Island Countries or other Pacific islands (e.g. Hawaii) successfully for several years; 3) asses their suitability for Apolima; 4) if assessment is favourable: i) either prepare generic specifications based thereon; or ii) include a specific brand name/model (or equal) in the specifications;

(i) Specify control system (e.g. manual, automatic, degree of sophistication, etc.) and control

strategies. In determining the control strategy the following among others will be taken into consideration; 1) what individual items need to be controlled; 2) how much control these items will need; and 3) what control the system operator (i.e. EPC) wants. Ensure that the control strategies meet the agreed design criteria. Subsequently, determine the optimal values for each of the control parameters. Specifically concerning including size and selection of regulator(s), the following factors should be taken into consideration among others: 1) PV array current and voltage; 2) cost; 3) requirements for additional features (e.g. metering, low volt disconnect, temperature compensation); and 4) system application including reliability and requirements of the batteries for charging and discharging. Concerning specifications the major parameters include: 1) nominal system voltage; 2) rated current; 3) voltage drop at rated current; 4) supply current; 5) charging method; 6) protection against damage due to excessive current flow and excessive heating; 7) energy required to meet the operational demands of the controls; 8) protection of battery against excessively deep discharge; and 9) reset strategy (after a disconnect due to low battery charge, at what recharge level the system will re turn to service);

(j) Calculate and estimate system performance parameters given load data, resource data,

configurations, equipment specifications, and control strategy;

(k) Specify the electrical wiring components. The electrical specifications may include but not necessarily be limited to the following; 1) DC wiring type; 2) DC wiring size; 3) acceptable voltage losses; 4) AC wiring type; 5) AC wiring size; 6) wiring terminations and connection type; 7) overcurrent and over temperature protection; 8) disconnect locations and hardware; 9) grounding of conductors and grounding of metal components not part of an electrical circuit; 10) bypass diodes; 11) blocking diodes; 12) surge and lightning protection; 13) instrumentation; and 14) junction box locations and ratings;

(l) Specify mechanical components. The mechanical specifications might include but not

necessarily be limited to the following; 1) array mounting design; 2) mechanical strength and compatibility with relevant local requirements; 3) environmentally compatible materials; 4) mounting hardware compatibility; 5) weather sealing materials and approach; 6) accessibility for maintenance of all components; 7) safety; and 8) aesthetics.

(m) Specify the operation and maintenance requirements;

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(n) Prepare costing estimates for the different system design configurations proposed. The

total costing over the life of the potential systems can be broken down into the following components: 1) installed capital costs (including e.g.: i) major equipment costs; ii) cabling, accessories, support frames, fixtures and other hardware costs; and iii) labour, travelling and contingency costs for the installation); 2) operation and maintenance; and 3) disposal costs. A 6% discount rate will be assumed for the life cycle cost analysis;

(o) Optimise and finalise the system design specifications for the design option selected by

EPC from those proposed. The final design will attempt to optimise the mix of design criteria such as cost, availability, reliability, maintenance, environmental factors, convenience, etc. When optimise the system specification the following can be included; 1) vary the size of the PV arrays; 2) vary control strategies; and 3) change system configuration. When finalise the system specifications the following can be included; 1) budget matching; 2) life cycle cost minimisation; and 3) check that all agreed upon design criteria have been met;

(p) Prepare installation design covering the following aspects: 1) specifying the location of all

major components; 2) specify/design PV array mounting frame; 3) battery accommodation; 4) accommodation and mounting of electronic equipment; and 5) choice of cable routes. For these tasks the following factors should be taken into consideration; 1) power quality; 2) accessibility, 3) exposure to corrosion; 4) exposure to storms/hurricanes; 5) exposure to lightning, 6) cost; 7) possible negative effects on water catchments if installed on roofs; 8) land availability, and 9) community awareness and involvement;

In particular for the design specifications for the PV based Streetlights:

a) Among others: 1) obtain available information on specifications and relevant performance parameters for PV based stand-alone street lights that has been in operation in Pacific Island Countries (e.g. the Kiribati installed street lights by Pecan Lighting, Australia) or other Pacific islands (e.g. Hawaii) successfully for several years; 2) asses their suitability for Apolima; 3) if assessment is favourable: i) either prepare generic specifications based thereon; or ii) include a specific brand name/model (or equal) in the specifications; and

b) Furthermore undertake relevant tasks specified above in the design specification process

for the Solar Home Systems (SHS). Regarding Output b)

a) Prepare evaluation, ranking, and recommendation of quotes received. The evaluation could include the following factors; 1) conformity to specifications; 2) product quality, i.e. conformity to national/international standards; 3) delivery time; 4) after-sales services; 5) spare parts availability; 7) technical and financial capacity of the supplier; and 8) landed price; and

b) Consider to utilise the following reporting format where appropriate: 1) introduction; 2)

qualification of the company; 3) quality of the products; 4) after sales service; 5) delivery

29

time; 6) pricing; 7) recommendations; and 8) appendices (e.g. including adjusted pricing, scoring sheet and checklists).

Regarding Output d) 7

a) Overall this task will include an outline of the needed set-up (technical, institutional, financial, and economical) to ensure sustainability. Among others included will be the required set-up of an adequate system for the provision of spare parts, user training, EPC PV technician training and continued financial support via an organised system to collect regular payments from the users to cover the operating and maintenance costs and, if required, the amortization of the capital and installation costs; and

b) Specifically outline how the RESCO set-up and principles can be applied to the Project

including: 1) ownership of all major components by EPC (i.e. panels, controllers, inverters, data loggers, prepaid meters, batteries and wiring up to the load connection point are owned and maintained by EPC whereas appliances and house wiring after the load connection are owned and maintained by the user); 2) locally based service structure including locally resident technician(s) on Apolima; 3) service contract between users and EPC (i.e. EPC contract with the users to provide them with a specified level of electrical service and to keep the electricity supply in satisfactory repair, replacing all failed parts at no additional costs to the user except for user-owned house wiring, lights and appliances. On the other hand by signing the service contract the users agree: i) not to tamper with any of the EPC owned equipment; ii) to maintain the panel area free of shade; iii) to allow EPC technicians free access to the system; and iv) to use the system in accordance with published EPC guidelines); 4) determining periodic service fee level and structure based on prepaid metres as fee collection method; 5) field technician supervision by EPC; 6) customer feedback; 7) a system for continued training of all technicians (EPC as well as on Apolima); and 8) investigate whether the integration of such a RESCO set-up into EPC as being a conventional utility initially/in the short term requires setting up a subsidiary organisation specifically for the solar installations.

5. REPORTING REQUIREMENTS

Deliverables

Deadline

a. Draft hardware design specification document 21 March 2005 b. Final hardware design specification document 5 April 2005 c. A draft report evaluating quotes received 1 May 2005 d. Final report evaluating quotes received 6 May 2005 e. A draft RESCO paper 1 May 2005 f. A final RESCO paper 15 May 2005

Concerning reporting requirements it should be noted:

a) All outputs produced under the consultancy must be available by end of May 2005;

7 This section is based on Solar Photovoltaic Project Development, chapter 19, Mr. Herbert A. Wade, UNESCO 2003

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b) All draft documents should be in Microsoft Word and all final documents in Microsoft Word or Adobe Acrobat format;

c) All documents must have no restriction in access.

6. DOCUMENTARY SOURCES Key documentary sources for the consultancy include:

a) Feasibility Study – Possible Future Power Supply Options for Apolima Tai, Samoa, by Mr. Gerhard A. Zieroth for UNDP Samoa/UNESCO Apia, March 2003;

b) Apolima Island Photovoltaic (PV) Project, concept paper, 24 April 2004; c) Apolima Island Photovoltaic (PV) Project, draft UNDP Project Document, 14 January 2005; d) Solar Photovoltaic Project Development, by Mr. Herbert A. Wade, UNESCO, 2003.

7. INPUTS

Organisation Input

EPC

a) Provide relevant background information and documentation to the consultant regarding relevant plans, programmes/projects, activities, etc.; b) Assist with logistics concerning the field visit; c) Participate in the field visits; and d) Provide input on all the draft documents.

UNDP Samoa

a) Organise the consultancy; b) Fund the consultancy; c) Provide consultant with copies of relevant documentary sources; d) If possible participate in the field visits; and e) Provide input on all the draft documents.

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Annex F –

Terms of Reference for Installation Supervision Consultancy 8

Preliminary Draft 1. INTRODUCTION The Electric Power Corporation (EPC) in cooperation with the Government of Samoa, UNDP Samoa and the Organisation for Sustainable Energy, Denmark will replaced the current diesel generation capacity on Apolima Island with photovoltaic (PV) based power systems. The expected overall outcome of the Project is to improve livelihoods through a reliable, effective and environmentally friendly 24-hours power supply for all the households and the (1) one church on Apolima Island including PV based streetlights. As part of the Project a consultancy is required to provide technical assistance (TA) for installation supervision, be overall responsible for all installation work and provided needed training. 2. OBJECTIVES

d) To supervise installation work by local contractors; e) To be overall responsible for all installation work; f) To undertake preliminary commissioning; g) To provide advice to EPC concerning final commissioning; and h) To provide needed training.

3. OUTPUTS

d) Installation report; e) Preliminary commissioning report;

f) System documentation compilation; g) Training report; and h) Final commissioning report.

8 UNDP Samoa has prepared these Terms of Reference (TOR) in cooperation with EPC. In addition the EPC selected design consultant and installation consultant respectively have provided comments on a draft version respectively. Several resource books have been used extensively in the preparation and they are specified in footnotes under the relevant sections.

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4. ACTIVITIES The scope of work for the consultancy will include, but not necessarily be limited to, the following activities: Regarding Output a) 9 In general:

a) Supervise installation as outlined in the design specification consultancy for the Project and ensure that all recommendations of the particular equipment manufacturers are followed in detail when undertaking the installations;

b) Ensure that installation conform to national (including EPC) standards among others as

specified in the national building codes and the electricity wiring regulations. Where no national (including EPC) standards exist, ensure that installations conform to reasonable international practice for such installations; and

c) During the whole installation process, consult with relevant stakeholders such as the EPC,

local contractors, overseas and local suppliers and manufacturers, the Government of Samoa and UNDP Samoa.

In particular:

a) Supervise installation preparations including: 1) reconfirm equipment location according to the plan (architectural diagram) showing location of all equipment; 2) consult relevant drawings such as: i) architectural diagram (i.e. plan view of the installation, drawn to scale); ii) schedule of materials (i.e. list of all material required); iii) schematic diagram (i.e. circuit diagram with information on the electrical operation of the system); iv) wiring diagram; and v) block and single line diagrams (i.e. explanation of equipment or system function); and 3) prepare installation checklist based on the schedule of materials that were used for the quotations;

b) Supervise solar arrays installation with regard to these main criteria among others: 1) for

PV array location ensure: i) good exposure to sunlight between 9 am and 3 pm solar time; ii) minimum shading from existing or future tree growth. Lopping or trimming to be recommended and carried out where necessary; iii) the modules are kept as cool as possible; iv) distance from array to battery is minimised; and v) appearance is acceptable; 2) for mounting of PV modules ensure: i) maximum exposure to solar radiation, i.e. that the panel is tilt at an angle to the latitude of the site (though it should never be tilted less than 5 degrees from horizontal); ii) mounting frames, especially free standing structures, should confirm to national standards (including EPC) or similar for wind loads. For free standing frames install concrete foundations at ground level and fix the modules in arrays and bolt

9 This section among others is based on: a) Photovoltaic Power Systems – Resource Book, Unit 8, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1a, March 2002; b) Hybrid Energy Systems – Resource Book, Unit 10, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1 b, June 2001; and c) Solar Photovoltaic Systems Technical Training Manual, Mr. Herbert A. Wade, UNESCO, 2003.

33

to supporting frames attached to the foundations; and 3) for array frame materials ensure that appropriate materials are used such as marine grade aluminium and that any dissimilar metals are not connected (hence causing electrolysis) or alternatively isolating compound used;

c) Supervise batteries and accessories installation with regard to the main criteria among

others: 1) for battery enclosure location ensure: i) batteries located as near as possible to the major system loads since this reduce the lengths of expensive cable and associated voltage drops (generally the inverter will be the single largest consumer of DC power); 2a) for battery accommodation in general: i) ensure that enclosure provide a secure environment for the batteries which will provide the safety of people and equipment and allow the batteries themselves to deliver their full performance; ii) address the hazards presented by batteries in relation to acid, explosive gases and high short circuit currents; iii) ensure a clean environment with no or minimal temperature extremes, accessible for maintenance but lockable for safety and tampering; 2b) for battery accommodation in particular ensure that: i) sufficient in size to accommodate the batteries and allow safe access to individual cells for maintenance purposes, and for installation/removal of cells; ii) adequate ventilation must be provided to allow any hydrogen gas generated by the cells to escape (since hydrogen is less dense that air the exit point for the ventilation must be at the highest point); iii) proof against vermin; iv) floor and the bottom of the walls is acid proof; v) arc producing equipment (circuit breakers etc) be mounted away from areas that may be subject to hydrogen accumulation; and vi) safety equipment provided in an easily accessible position; 3) for battery positioning and mounting ensure that: i) batteries mounted on racks, which prevent them from toppling over and isolate them from the floor; ii) drip trays located beneath batteries to contain possible acid spills (capable of holding the electrolyte contents of at least one full cell); iii) battery racks positioned with adequate space between them to allow for easy access for installation and maintenance; iv) electric equipment such as controllers, inverters, and data-loggers be located away from the exit vent; and 4) for ventilation ensure that: i) natural ventilation of the battery enclosure be such that hydrogen gas given off during charging can rise freely out of the enclosure to the atmosphere;

d) Supervise electronic equipment installation such as controllers, inverters, pre-paid meters,

and data logger(s) to ensure: 1) as dust free an environment as possible; 2) minimise temperature variations and avoid temperature extremes; 3) close proximity to the batteries but not mounted above the batteries so as to be exposed to acid fumes or provide a source of naked sparks to battery gases; 4) inverter close to major loads, particular DC loads; 5) safety, e.g. fire and electric faults; and 6) provide all components with adequate mechanical support where they are mounted;

e) Supervise cables and protection installation. Among others: 1) install interconnection

cables and relevant protection devices (fuses, circuit breakers) in a neat and tidy meaner in accordance with the relevant national (including EPC) standards including practices such as: i) back-wiring to hide wiring from view; ii) the use of cable ducting; iii) alignment of positive and negative wiring; iv) proper cable termination and fixing; v) appropriate separation of AC and DC cabling; and vi) labelling of terminals and where necessary,

34

wires; and 2) any Low Voltage wiring must be installed accordance with national standards (e.g. by licensed electrician);

f) Supervise systems and components installation with regard to safety considerations.

Concerning equipment generally include: 1) eye wash bottles; 2) bi-carbonate of Soda; 3) water storage and/or easy access to water; and 4) goggles, rubber gloves and leather apron. Concerning signage this typically include: 1) danger of battery explosion from open flames, sparks and smoking; 2) Electrolytic Burns Advice Notice; and 3) High Voltage if applicable; and

g) Where needed update drawings, diagrams, etc to reflect as-built situation (this

documentation is essential for ongoing maintenance and trouble shooting, and for future modifications or upgrading of the system).

Regarding Output b) 10 In general:

a) Undertake needed test, asses condition of all equipment and accessories, determine operational conditions of the Solar Home Systems and the PV street light equipment. Test individual equipment in accordance with manufactures recommendations (such test not only prove that the components are working to specifications, they also provide a benchmark for later tests when problems are encountered);

b) Undertake preliminary commissioning, i.e. thorough checking out, setting to work,

debugging, adjustment, and functional and performance testing of all equipment to ensure it operates as planned and in accordance with the design specifications; and

c) Test and inspection results to be recorded and included in the system compilation

documentation; In particular:

a) Test prior to the connection of the systems to the customers load each item of equipment to ensure it is operating correctly. As part hereof test interconnection wiring to ensure it is wired correctly with no polarity problems (e.g. battery terminals reversed, active wire connected to neutral point, etc);

b) As a minimum undertake the following tests: 1) measure the output voltage of each string

of modules to ensure voltage is correct; 2) measure the battery voltage; 3) test that all controllers are functioning; 4) measure the output and frequency of the inverters. Then test all functions of the inverter controller; and 5) test the correct functioning of the complete systems; and

10 This section among others is based on: i) a) Photovoltaic Power Systems – Resource Book, Unit 8, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1a, March 2002; 2) Solar Photovoltaic Project Development, Mr. Herbert A. Wade, UNESCO, 2003; and 3) PB Power (NZ) Project Management Procedures – Construction, Inspection and Testing, Issue 2, 28 April 1999.

35

c) Prepare and record a preliminary commissioning checklist to be co-signed on-site by

consultant and EPC representative; Regarding Output c) 11

a) Compile and supply the owner (i.e. EPC) with system documentation including: 1) list of equipment supplied; 2) system performance estimate/guarantees: 3) operating instructions for system and components; 4) maintenance procedure and timetable; 5) preliminary commissioning records and installation checklist; 6) warranty information; 7) system connection diagram; 8) equipment manufacturers documentation and handbooks; and 9) maintenance logbooks.

Regarding Output d) 12 In general:

a) Train EPC supervisors in detailed operation, maintenance, and fault-finding; b) Train on-site Apolima operator(s) in basic day-to-day operation, maintenance and fault-

finding;

c) Train on-site Apolima costumers in basic day-to-day usage; and d) If required and possible (e.g. if practical) train local contractors in relevant areas related to

installation. In particular for EPC supervisors:

a) Asses the current staff capacity and capability at EPC in PV operation, maintenance, and fault finding (including staff that have undertaken PV training courses in Japan during the last few years) and where required refresh, upgrade or provide needed training;

b) Train according to recommendations of the particular equipment manufacturer,

international standard practices and/or appropriate resource books; c) Train as a minimum to be able to undertake the following overall maintenance tasks: 1)

user is questioned about the operation of the system to see if there are any problems. The user of the PV system is most familiar with how well it works. When the user notices changes in system operation, it is time for an exceptionally careful check of the system; 2) every part of the PV system is checked for correct operation, cleanliness, and good

11 This section among others is based on: i) Hybrid Energy Systems – Resource Book, Unit 10, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1 b, June 2001. 12 This section among others is based on: i) Grid Connected Photovoltaic Electricity Supply on Tokelau – Invitation to Tender, Government of Tokelau, 29 January 2004; ii) Photovoltaic Power Systems – Resource Book , Unit 9, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1a, March 2002; iii) Solar Photovoltaic Systems Technical Training Manual, Mr. Herbert A. Wade, UNESCO, 2003; and iv) Solar Photovoltaic Project Development, Mr. Herbert A. Wade, UNESCO, 2003.

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connections. There are few parts in a PV system, but problems with any part will cause the entire system to work poorly; 3) components that are not in good conditions are repaired or replaced; 4) the system is checked to make sure that no unauthorised changes have been made; and 5) a record is made of any action taken during the maintenance visit;

d) Concerning battery maintenance in general as a minimum train to ensure the following

capabilities for flooded electrolyte batteries: 1) visual check for damage, corrosion, leakage, acid level and cleanliness (monthly); 2) interconnections – re-torque and check for corrosion (monthly); 3) check acid level and top up with de-ionised water if required (monthly); 4) check overall battery bank voltage (monthly); 5) check pilot cell electrolyte density (monthly); 6) check electrolyte temperature (monthly); 7) check cell voltages on float charges (quarterly); 8) check electrolyte density of all cells (quarterly); 9) test alarms, electrical instruments, voltmeter, etc (annually); 10) clean cell tops with damp cloth (monthly): 11) performance test (annually); 12) equalisation charge (quarterly); and 13) impendence measurement (quarterly). Concerning battery maintenance in gene ral as a minimum train to ensure the following capabilities for gelled batteries: 1) visual check for damage, corrosion, leakage, acid level and cleanliness (quarterly); 2) interconnections - re-torque and check for corrosion (quarterly); 3) check overall battery bank voltage (quarterly); 4) check electrolyte temperature (quarterly); 5) check cells voltage on float charge (quarterly); 6) test alarms, electrical instruments, voltmeter, etc (annually); 7) clean cell tops with damp cloth (monthly); 8) performance test (annually); 9) equalisation charge (quarterly); and 10) impedance measurement;

e) Concerning solar array maintenance in general as a minimum train to ensure the following

capabilities: 1) regular cutting vegetation that shades the array (quarterly); 2) clean modules (quarterly); 3) check mechanical security of the array structure (quarterly); 4) check all cabling for mechanical damage (quarterly); 5) check output voltage and current of each string of the array and compare to the expected output under the existing conditions (quarterly); 6) check electrical wiring for loose connections (annually); and 7) check the operation of the controller (annually);

f) Concerning inverters and controller units train in the following among others: i) regular

inspection and cleaning; ii) regular check for insect invasion; iii) regular check for loose connections; iv) regular check of performance (Voltages and Currents); v) resetting of tripped circuit breaker (caused by surge current or excessive load); and vi) disconnection of unit and replacement from spare stock;

g) Concerning overall system integrity train in the following among others: i) regular check of

grounding; ii) regular check of all switches (battery, load and array disconnect etc); iii) regular check of all fuses; iv) determination why fuses or circuit breakers have tripped; v) regular check of all connections; and vi) regular measurements of voltages and currents and comparison with specifications;

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h) Recommend general troubleshooting guide for EPC supervisors, e.g. Maintenance and Operation of Stand-alone Photovoltaic Systems, Sandia National Laboratories, 1991;13

i) Concerning recording and reporting train in the following among others: 1) maintaining log

including at the very least, a book with: i) the date of each maintenance visit; ii) the name of the technician; iii) a brief description of the scope of the maintenance; and iv) anything unusual that was observed; 2) ‘readings’ log. Where part of the maintenance procedure including voltages, temperatures or any other meters, these should be written in a log and indicate whether a slow but progressively change in the readings is occurring (with PV systems, if battery hydrometer and voltage readings are logged at each visit, it is easy to see if problems with the batteries are developing); 3) repair and change records. If components are replaced or changed, whether because of failure or in order to modify the system, the manufacturer, model and serial number of each component should be added to the component list. Any components that have been replaced should be crossed off the component list and any changes to the as-built plan should be kept in file at EPC and updated when changes are made to the installation; 4) follow checklists and trouble shooting guides; and 5) consistently report abnormalities to supervisor; and

j) If possible (e.g. practical) train EPC supervisors before installations begin.

In particular for on-site operator(s):

a) In corporation with EPC determine which of the above mentioned maintenance tasks it to be undertaken by the on-site operator(s) and subsequent train on-site operator(s) in these;

b) Consider to base training where appropriate on relevant sections of the Solar Photovoltaic

Systems Training Manual, Mr. Herbert A. Wade, UNESCO, 2003; c) Recommend general troubleshooting guide for on-site operators, e.g. Solar Photovoltaic

Systems Training Manual, chapter 11, Mr. Herbert A. Wade, UNESCO, 2003; d) If possible (e.g. practical) train on-site operator(s) before installations begin.

In particular for costumers:

a) Explain how to use the systems properly and what the users can expect from their systems;

b) Base explanations among others on the specific service contract that will be co-signed

between each costumer and EPC. In general this service contract will: 1) define the services to be provided by EPC as well as the responsibility of the customer to prevent damage to the system; and 2) disconnection policy and any penalties for damage to the system; and

13 Reprinted in Photovoltaic Power Systems – Resource Book, pp. 12-21, Unit 9, Renewable Energy Centre, Brisbane Institute of TAFE, Edition 1a, March 2002

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c) Inform about appropriate Demand Side Management (DSM) measures. Regarding Output e)

a) Three (3) months after preliminary commissioning undertake a detailed check with EPC (as any problems should start showing up within this time period) covering all relevant tasks specified above under Output c);

b) Be contactable during this three (3) months period to provide any “over the phone”

(including phone, e-mail and fax) operation and maintenance advise;

c) Base on findings from field visit prepare a final commissioning report including recommendation to EPC if final commissioning should be undertaken and if not what needs to be addresses specifically before this can be done.

5. REPORTING REQUIREMENTS

Deliverables

Deadline

1. Draft Installation Report To be determined (TBD) 2. Final Installation Report TBD 3. Draft Preliminary Commissioning Report TBD 4. Final Preliminary Commissioning Report TBD 5. Draft System Documentation Compilation TBD 6. Final System Documentation Compilation TBD 7. Draft Training Report TBD 8. Final Training Report TBD 9. Draft Final Commissioning Report TBD 10. Final Commissioning Report TBD

Concerning reporting requirements it should be noted:

d) All outputs produced under the consultancy must be available by end of [ ] 2005; e) All draft documents should be in Microsoft Word and all final documents in Microsoft Word

or Adobe Acrobat format; f) All documents must have no restriction in access.

6. DOCUMENTARY SOURCES The following key documentary sources for the consultancy should be consulted:

e) Deliverables produced as part of the design specification consultancy by Mr. Hebert A. Wade in particular the design specification document for the PV SHS and the PV streetlights;

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f) National Building Code for Western Samoa, Public Works Department, Government of Western Samoa, 1992;

g) Commentary on the National Building Code for Western Samoa, Public Works

Department, Government of Western Samoa, 1992; h) Homebuilding Manual for Western Samoa, Public Works Department, Government of

Western Samoa, 1992; i) EPC Electricity Wiring Regulations 1993 and 1996 (New Zealand);

j) Feasibility Study – Possible Future Power Supply Options for Apolima Tai, Samoa, Mr.

Gerhard A. Zieroth for UNDP Samoa/UNESCO Apia, March 2003; k) Apolima Island Photovoltaic (PV) Project, concept paper, 24 April 2004; l) Apolima Island Photovoltaic (PV) Project, UNDP Project Document; m) Solar Photovoltaic Systems Training Manual, Mr. Herbert A. Wade, UNESCO, 2003; n) Maintenance and Operation of Stand-alone Photovoltaic Systems, Sandia National

Laboratories, 1991; and o) Photovoltaic Power Systems – Resource Book, Renewable Energy Centre, Brisbane

Institute of TAFE, Edition 1a, March 2002. 7. INPUTS

Organisation Input

EPC

a) Provide relevant background information and documentation to the consultant including equipment manuals, system design, specifications, drawings, assembly instructions, needed tools, etc.; b) Assist with logistics concerning the field visit; c) Participate in the field visits; and d) Provide input on all the draft documents.

UNDP Samoa

a) Organise the consultancy; b) Fund the consultancy; c) Provide consultant with copies of relevant documentary sources; d) If possible participate in the field visits; and e) Provide input on all the draft documents.

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Annex G –

Terms of Reference for Final Evaluation Consultancy 14

Preliminary Draft 1. INTRODUCTION The Electric Power Corporation (EPC) in cooperation with the Government of Samoa, UNDP Samoa and the Organisation for Sustainable Energy, Denmark will replaced the current diesel generation capacity on Apolima Island with photovoltaic (PV) based power systems. The expected overall outcome of the Project is to improve livelihoods through a reliable, effective and environmentally friendly 24-hours power supply for all the households and the (1) one church on Apolima Island including PV based streetlights. As part of the Project a consultancy are required to provide technical assistance (TA) in the preparation of a final evaluation of the project. 2. OBJECTIVES

a) To systematically and objectively assess progress towards and the achievement of the Project outcome;

3. OUTPUTS

a) A inception report; b) A de-briefing note; and c) A detailed evaluation report with findings, conclusions, recommendations, and lessons

learned. 4. ACTIVITIES The scope of work for the consultancy will include, but not necessarily be limited to, the following activities: Concerning Output A – Inception Report:

a) Study and review relevant background material;

b) Preliminary identify key project stakeholders; and c) Write-up an inception note comprising the Contractors understanding of the consultancy

and associated tasks; identification of issues crucial to the viability of the consultancy; and

14 The following has been consulted extensively in the preparation of this preliminary TOR: 1) Handbook on Monitoring and Evaluation for Results, Evaluation Office, UNDP, 2002; and 2) UNDP/GEF Guidelines for Developing TORs for Final Evaluations, July 2004.

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comments on this TOR. Subsequently, if required and approved by EPC, Government of the Samoa, and UNDP Samoa the activities can be elaborated, modified, etc.

Concerning Output B – Debriefing Note:

a) Prepare debriefing note, based on preliminary findings, conclusions and recommendations; and

b) Discuss debriefing note with the EPC General Manager, the Energy Coordinator, Ministry

of Finance and the Sustainable Energy Advisor, UNDP Samoa. Prepare minutes of the meeting (s).

Concerning Output C – Detailed Evaluation Report: In general:

a) Assess the relevance, performance and success of the Project;

b) Assess contribution of Project outcome through outputs. Analyse whether or not outputs are in the process of being produced and whether or not the outputs are contributing to the outcome;

c) Assess sustainability of results, including the contribution to capacity development; d) Identify and document lessons learned and make recommendations that might improve

design and implementation of other projects; e) In addition to a descriptive assessment, rate all criteria below marked with (R) using the

following four (4) categories; i) highly satisfactory; ii) satisfactory; iii) marginally satisfactory; and iv) unsatisfactory.

In particular:

a) Describe project and its development context including; i) project start and its duration; ii) problems that the project seek to address; iii) immediate and development objectives/outcomes of the project; iv) main stakeholders; and v) results expected;

a) Describe applied evaluation methodology; b) Assess outcome status; c) Assess output status; d) Concerning project formulation: 1) with regard to conceptualisation/design (R) this should:

i) asses the approached used in design; ii) assess the appropriateness of problem conceptualisation and whether the selected intervention strategy addressed the root causes and principal threats in the project area; iii) assess the logical framework and

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whether the different project components and activities proposed to achieve the objective/outcome were appropriate, viable and responded to contextual, institutional, legal and regulatory settings of the project; iv) assess the indicators defined for guiding implementation and measurement and whether lessons from other relevant projects were incorporated into project design; 2) with regard country ownership assess the extent to which the project idea/conceptualisation had its origin within national, sectoral and development plans; 3) with regard to stakeholder participation (R) assess information dissemination, consultation and participation in design stages; and 4) concerning replication approach determine the ways in which lessons and experiences coming out of the project were/are to be replicated or scaled up in the design and implementation of other projects (this also related to actual practices undertaken during implementation);

e) Concerning project implementation (R): 1) with regard to implementation approach assess:

i) use of the logical framework as a management tool during implementation and any changes made to this as a response to changing conditions and/or feedback from monitoring & evaluation activities if required; ii) other elements that indicate adaptive management such as comprehensive and realistic work plans routinely developed that reflect adaptive management and/or changes in management arrangements to enhance implementation; iii) the project’s use/establishment of electronic information technologies to support implementation, participation and monitoring, as well as other project activities; iv) the general operational relationships between the institutions involved and how these relationships have contributed to effective implementation and achievement of project objectives/outcomes; and v) technical capacities associated with the project and their role in project development, management and achievements; 2) concerning monitoring and evaluation (R) assess: i) whether there has been adequate periodic oversight of activities during implementation to establish the extent to which inputs, work schedules, other required actions and outputs are proceeding according to plan; ii whether formal evaluations have been held; and iii) whether action has been taken on the results of this monitoring oversight and evaluation reports; 3) with regard to stakeholder participation (R) assess the mechanisms for information dissemination in project implementation and the extent of stakeholder participation in management, emphasising the following: i) the production and dissemination of information generated by the project; ii) local resource users and NGOs participation in project implementation and decision making and an analysis of the strengths and weakness of the approach adopted by the project in this area; iii) the establishment of partnerships and collaborative relationships developed by the project with local, national and international entities and the effects they have had on project implementation; and iv) involvement of government institutions in project implementation and the extent of government support of the project; 4) concerning financial planning asses: i) the actual project cost by objectives/outcomes, outputs and activities; ii) the cost effectiveness of achievements; iii) financial management including disbursement issues; and iv) cost-sharing; 5) wi th regard to sustainability assess the extent to which the benefits of the project will continue, within or outside the project domain, after it has come to an end. Relevant factors include for example: i) development of a sustainability strategy; ii) establishment of financial and economic instruments and mechanisms; and iii) mainstreaming project objectives/objectives into the economy or community production activities; 6) concerning execution and implementation modalities consider the effectiveness of: i) the UNDP counterpart and project co-ordination unit

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participation in the selection, recruitment, assignment of experts, consultants and national counterpart staff members and in the definition of tasks and responsibilities; ii) quantity, quality and timeliness of inputs for the project with respect to which these may have affected implementation and sustainability of the project; and iii) quality and timeliness of inputs by UNDP and Government counterparts and other parties responsible for providing inputs to the project and the extent to which this may have affected the smooth implementation of the project;

f) Concerning results: 1) with regard to attainment of outcomes/achievements of objectives

(R) describe and rate the extent to which the project’s objectives/outcomes were achieved. If the project did not establish a baseline (initial conditions), determine it through the use of special methodologies so that achievements, results and impacts can be properly established; 2) concerning sustainability include an appreciation of the extent to which benefits continue, within or outside the project domain after external assistance in this phase has come to an end; and 3) review contribution to upgrading of the national staff;

g) Make recommendations concerning: 1) corrective actions for the design, implementation,

monitoring and evaluation of the project; 2) actions to follow up or reinforce initial benefits from the project; and 3) proposals for the future direction underlying main objectives/outcomes;

h) Specify lessons learned. This should highlight the best and worst practices in addressing

issues related to relevance, performance and success; i) Assess partnership strategy. Analyse the design of partnership strategies as well as the

formation and functioning of partnerships and whether they has been appropriate and effective; and

j) Assess underlying factors, i.e. analyse underlying factors beyond the control of the Project.

5. METHODOLOGY The methodology should include as appropriate the following tools:

a) Documentation review (i.e. desk-study); b) Interviews; c) Field -visits; d) Questionnaires; and e) Participatory techniques and other approaches for the gathering and analysis of data.

6. REPORTING REQUIREMENTS

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Deliverables

Deadline

a. Draft Inception Report To be determined (TBD) b. Final Inception Report TBD c. Draft Debriefing Note TBD d. Final Debriefing Note TBD e. A draft Evaluation Report TBD f. A final Evaluation Report TBD

Concerning reporting requirements it should be noted:

a) All outputs produced under the consultancy must be available by end of [ ] 2006; b) All draft documents should be in Microsoft Word and all final documents in Microsoft Word

or Adobe Acrobat format; c) All documents must have no restriction in access;

d) The structure of the evaluation report could be as follows: 1) executive summary; 2)

introduction; 3) the project and its development context; 4) findings and conclusions for project formulation, implementation and results. 5) recommendations; 6) lessons learned; and 7) annexes including: i) itinerary; ii) list of persons interviewed; iii) summary of field visits; iv) list of documents reviewed; v) possible questionnaires used and summary results; and vi) comments by stakeholders (only in case of discrepancies with evaluation findings and conclusions). Finale table of contents will be decided between the Contractor and UNDP; and

e) If there are discrepancies between the impressions and findings of the Contractor and the

key stakeholders (e.g. EPC, the Government of Samoa, the users on Apolima and UNDP Samoa) these must be explained in an annex attached to the final report.

7. DOCUMENTARY SOURCES Key documentary sources for the consultancy include:

a) This UNDP Project Document and any revised versions; b) All output reports produced under the Project c) Apolima Island Photovoltaic (PV) Project, concept paper, 24 April 2004; d) Feasibility Study – Possible Future Power Supply Options for Apolima Tai, Samoa, by Mr.

Gerhard A. Zieroth for UNDP Samoa/UNESCO Apia, March 2003; e) EPC Corporate Plan 2000-2002, March 2000; f) EPC Corporate Plan 2004-2007, April 2004;

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g) Strategy for the Development of Samoa 2002-2004; Government of Samoa, January 2002;

h) Handbook on Monitoring and Evaluation for Results, Evaluation Office, UNDP, 2002 especially for definitions of key concepts to be applied; and

i) Guidelines for developing TORs for Final Evaluations, UNDP/GEF, July 2004 (among

others for terminology concerning key concepts such as implementation approach, country ownership, stakeholder participation/public involvement, sustainability, replication approach, financial planning, cost-effectiveness, and monitoring & evaluation).

8. INPUTS

Organisation Input

EPC

a) Provide relevant background information and documentation to the consultant regarding relevant plans, programmes/projects, activities, etc.; b) Assist with logistics concerning the field visit; c) Participate in the field visits; and d) Provide input on all the draft documents.

UNDP Samoa

a) Organise the consultancy; b) Fund the consultancy; c) Provide consultant with copies of relevant documentary sources; d) If possible participate in the field visits; and e) Provide input on all the draft documents.

Government of Samoa

a) Provide relevant background information and documentation to the consultant regarding relevant plans, programmes/projects, activities, etc.; b) If possible participate in the field visits; and c) Provide input on all the draft documents.

9. QUALIFICATIONS AND EXPERIENCE The person/company is expected to have all or most of the following qualifications and experience:

a) Relevant (electrical) energy qualifications; b) Prior experience with evaluation of power infrastructure projects/programmes including

photovoltaic-based power systems; c) Practical experience with the identification, feasibility, design, installation, monitoring,

evaluation, etc. of photovoltaic and other renewable energy technologies in Pacific Island Countries/developing countries;

d) Knowledge of Samoa, in particular of the power sector; and

e) Excellent working knowledge of English;

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Annex H –

Confirmation of Budget Allocation, Ministry of Finance, Government of Samoa, 26 November 2004

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SIGNATURE PAGE Country: Samoa

Outcome(s) Indicator(s) UNDAF Outcome(s)/Indicator(s): (Link to UNDAF outcome., If no UNDAF, leave blank)

Increased national commitment to meet obligations under global environmental conventions

Environmental considerations integrated into national development policies, strategies, programmes and projects

Expected Outcome(s)/Indicator (s): (CP outcomes linked to the SRF/MYFF goal and service line)

CP: Enhanced government capacity and commitment to meet its obligations under global conventions MYFF goal: Energy and environment for sustainable development MYFF service line: 3.3 Access to sustainable energy services

Environmental considerations integrated into national development policies, strategies, programmes and projects

Expected Output(s)/Annual Targets: (CP outputs linked to the above CP outcome)

Renewable energy integrated into national development agenda

Implementing partner: (designated institution/formerly executing entity)

Electric Power Corporation (EPC)

Responsible parties: (formerly implementing entities)

UNDP Samoa

Agreed by Government of Samoa: ______________________________________________________________________________ Signature Date Title Agreed by the Electric Power Corporation ______________________________________________________________________________ Signature Date Title Agreed by UNDP Samoa: ______________________________________________________________________________ Signature Date Title

Budget: US$29,470 General Management Support Fee: US$498 Total budget: US$29,968 Allocated resources:

Regular (TRAC) US$20,000 Other: Organisation for Sustainable Development US$9,968

Programme Period: 2003-2007 Programme Component: Energy and environment for sustainable development Project Title: Access to Sustainable Power Services – Apolima Island Project ID: 00043695 Project Duration: 24 months Management Arrangement: NEX