TERMS OF REFERENCE (TOR)

 Introduction/Background                                                                                                                                

Pak Mission Society (PMS) is a national relief and development, non-governmental, and not-for-profit organization established in 2004 and registered on 13th February 2008 under the Societies Registration Act 1860.  Since its establishment, PMS has reached and served unreached and underprivileged communities regardless of race, gender, ethnicity, class, religion, and social background. PMS has also a triannual Memorandum of Understanding that is also referred to as NOC from the Economic Affairs Division (EAD), that allows work status until November 2024.  Moreover, PMS has secured three years’ membership with the Pakistan Centre for Philanthropy (PCP) after completing its qualifying partnership rounds as well. 

The Pak Mission Society has installed a solar parabolic dish at its field office. This technology harnesses the power of the sun to generate high temperatures for recycling Plastic. This is achieved by melting the plastic waste, the melted plastic is then molded into tiles. These tiles are currently being used to create office nameplates and wall clocks.
The Pak Mission Society (PMS) requires the services of a qualified consultant/firm to redesign, improve, fabricate, and install a solar thermal hybrid system for single-use plastic waste recycling at a designated PMS site. This system will utilize solar thermal and photovoltaic (PV) technologies, supplemented by an auxiliary heating system for continuous operation.  Crucially, the consultant will not only develop a process but also install the necessary equipment to convert the recycled waste into commercially viable products. This TOR outlines the scope of work, deliverables, timeline, and selection criteria for this project.

 Objectives                                                                                                                                                                       

The primary objectives of this consultancy are to:

1)     Improve the existing model, redesign, fabricate, motorize/automate and install an optimized solar hybrid system for single-use plastic waste recycling, including a parabolic dish concentrator, receiver, tracking system, auxiliary heating system, control system, and PV integration.

2)     Research, identify, and develop commercially viable products that can be manufactured from the recycled plastic waste.

3)     Procure and install all necessary equipment for commercially viable product manufacturing.

4)     Commission the complete system, including waste processing and product manufacturing components.

5)     Provide comprehensive training to PMS staff on system operation, maintenance of improved Parabolic dish and orient team on the product manufacturing technique and process

 Scope of Work                                                                                                                                                  

As per attached TORs link attached

Timeframe                                                                                                                                                                        

The duration of the consultancy will be three months, across the timeline of April 2025 - June , 2025. This timeline is subject to the procurement of the system and can be extended accordingly, including any travel time and reports compilation.

 Deliverables                                                                                                                                                     

The Contract services are expected to cover the following:

1)     Inception Report: Work plan, schedule, equipment lists, cost estimates, and initial product ideas.

2)     Bills of Quantities (BOQs): Separate BOQs for each system.

3)     Design Drawings and Specifications: For all systems. 

4)     Product Development and Manufacturing Plan: Detailed report. 

5)     User Manuals (English & Urdu): Comprehensive manuals.

6)     Installation: Installation and commissioning of both the solar thermal system and the product manufacturing equipment.

7)     Test Report: Detailed report on system testing.

8)     Training Workshop and Materials: Resources for staff training.

9)     Final Report: Comprehensive project report, including economic analysis.

10)   Project DVD: Documentation of project stages.

 Selection Criteria                                                                                                                                                            

The consultant/firm must demonstrate the following qualifications and expertise:

1)     The consulting team shall comprise qualified professionals with expertise in thermal energy engineering, mechanical engineering, and other relevant disciplines necessary for the successful design, fabrication, installation, and operation of the solar thermal hybrid system and associated product manufacturing equipment.

2)     Team members shall possess a minimum of five (5) years of demonstrable experience in solar technology, including experience with similar projects involving thermal system design, fabrication, and installation. Experience with product manufacturing equipment and processes is highly desirable.

3)     Excellent written and verbal communication skills in English are essential. The consultant must be able to effectively communicate technical concepts to both technical and non-technical audiences.

4)     Demonstrated ability to effectively train personnel on the operation, maintenance, and troubleshooting of complex technical systems. Strong facilitation skills are required to ensure effective knowledge transfer during on-the-job training.

5)     Demonstrated ability to prepare comprehensive and well-written technical reports, including design documentation, test reports, and user manuals.

Evaluation Criteria                                                                                                                                                           

The following are the evaluation criteria for the consultant/firm:

 Technical Proposal                                                                                                                                          

The bidder must submit the following document with the technical proposal:

-          Company/Consultancy Profile – Including the list of relevant experiences

-          CVs of proposed staff

-          One pager – Plan of Action for the proposed assignment

-          Work Plan

-          Sample reports of previously completed similar assignment(s).

Financial Proposal                                                                                                                                                           

-          Proposed financial offer with complete breakdown of activities

-          The financial proposal must be submitted in PKR inclusive of tax. 

 How to Apply                                                                                                                                                    

Interested firms/consultants are invited to submit their technical and financial proposals in sealed envelopes, clearly marked “Technical and Financial Proposal – Procurement Committee”, via courier service or by hand to House No. 333, Street 29, Sector G14/4, Islamabad, Pakistan on or before 17^th March 2025 by the close of business (COB).

Late submissions will not be entertained. For inquiries, please contact the Procurement Committee at [email protected] or by phone at +92-51-8446166 for any clarification.