Jamaica Public Service Company Limited

Request for Proposal # 1009435

Technical Services for
ES1300 Distribution Design Update

December 17, 2024

 

1 Background

Jamaica Public Service Company Limited (JPS) is an integrated electric utility company engaged in the generation, transmission and distribution of electricity throughout the island of Jamaica. JPS owns and operates 28 generating units and also purchases power from seven independent power producers (IPP). JPS assets include conventional thermal plants (611.5 MW), hydro and wind (32.5 MW), 50 substations, approximately 1200 km of transmission lines and 20,534 km of distribution lines spread across 115 distribution feeders.

The common shares of JPS are held 40% by Marubeni Corporation through its subsidiary Marubeni Caribbean Power Holdings (“MCPH”); 40% by Korea East West Power Company (“KEWP”); 19.9% by the Government of Jamaica (“GOJ”) and the remaining 0.1% by a group of minority shareholders.

JPS owns and operates the distribution grid, which supplies electricity to over 600,000 customers on the island of Jamaica, and is licensed to generate, transmit and distribute electric power throughout the Island. A total of 115 distribution feeders distribute electricity to customers, comprising mainly of overhead lines, with only a few kilometers of underground network. The feeders operate at voltage levels of 24 kV, 13.8 kV, 12 kV and a small section of 4 kV with 24 kV being the standardized voltage level. A total of ninety-nine (99) feeders operate fully at 24 kV Wye, eight (8) feeders operate at 12 kV Wye while six (6) feeders operate at 13.8 kV Delta.

This proposal is to review and update the JPSCO ES1300 Distribution standard to meet the relevant best practices and international standards, by extension having a more resilient grid that can withstand hurricanes up to category 5.

ES 1300 Update
To review and update the ES1300, perform a gap analysis by comparing ES1300 to industry best practices, identifying where it may fall short or where requirements may be outdated. Finally, suggest and implement improvements or revisions in areas where gaps or deficiencies are discovered, ensuring the information stays current and effective.

2 Scope of Work

2.1 Overview
JPS intends to engage a consultant to undertake the following tasks for the review and revision of the ES1300 Standard

1. Review ES1300 standard and identify gaps
2. Identify relevant standards
3. Identify and Label All Equations (Check Relevance)
4. Identify and Label All Tables
5. Identify and Label All Drawings
6. Definition of all terms Abbreviations
7. Assist with the final document
8. Digitize standard

2.2 Project Task
Prepare updates for the following items of the updated ES1300 standard:
• Safety: To provide the safety requirements for all aspects of the standard where necessary.
• 1300-1.1 design manual
• 1300-1.2 System Design Data
• 1300-1.3 Flow Chart
• 1300-1.4 Protection
• 1300-1.5 Structure and Conductor Data
• 1300-1.6 Hardware
• 1300-2.0 Standards
• 1300-2.1 J.P.S. Bulletins
• 1300-2.2 Poles and Pole Footings
• 1300-2.3 Anchors and Guys
• 1300-2.4 Crossarms
• 1300-2.5 Framing and Ties
• 1300-2.6 Conductors and Connections, Sags and Tensions, Voltages, Line
• Locations and Clearances
• 1300-2.7 Grounding
• 1300-2.8 Transformer mounting and connection
• 1300-2.9 Regulator mounting and connection
• 1300-2.10 Recloser mounting and connection
• 1300-2.11 Capacitor mounting and connection
• 1300-2.12 Switches
• 1300-2.13 Services
JPS ES1300 Distribution Standard can be access from the link below.

https://jamaicapublicservicescompany.sharefile.com/d-sb82c8189d1994522a98fd8e00b7d5070

3 Deliverables and Schedules

ITEMS TASKS AND
DELIVERABLES END DATES RESPONSIBILITY
01 RFP December 17, 2024 JPS
02 Bidder submits questions on RFP December 24, 2024 Consultants
03 Final date to respond to all queries December 31, 2024 JPS
04 Bidder Provide intension to Bid January 3, 2025 Consultants
05 Response and upload of bids January 9, 2025 Consultants
06 Private opening of bids January 10, 2025 JPS
07 Award RFP to selected consultants January 30, 2025 JPS

4 General Instructions to RFP Response Consultants

The Bidder should recognize that JPS operates in a sensitive business environment and, for that reason the Bidder must treat the materials and data provided by JPS as confidential. The successful Bidder may be required to agree to and execute a confidentiality agreement.

4.1 Points of Contact (POC)

All communications and questions with JPS regarding the RFP must be directed to the following points of contact (POC) via email only.

Name: Mr. Kolonje McKenzie
CC: Ms. Charmaine Shaw
Address: Jamaica Public Service Company Ltd
113 Washington Boulevard
Kingston 20, Jamaica WI

Email: komckenzie@jpsco.com cc: cshaw@jpsco.com

Email Subject: JPS RFP# 1009435 ES1300 Distribution Standard Update

4.2 Communication Regarding the RFP

a. Unauthorized communications concerning this RFP with other company employees, executives or contractors may result in immediate disqualification.

b. Observing the activities in Section 3, all communication and questions should be submitted in writing, electronically to the POC. In order to ensure consistency in the information provided to RFP Response Consultants, responses to questions received will be communicated to all participants without revealing the source of the inquiries.

c. Only written responses will be considered official and binding. JPS reserves the right, at its sole discretion, to determine appropriate and adequate responses to questions and request for clarification.

d. Consultant contact information shall be provided for RFP and thereafter contained within all correspondence containing questions and clarifications arising.
Requirements include:

i. Company’s name, company address and phone number, contact person, email address, position
ii. References to specific points within the RFP using section number as reference
iii. Clear and concise questions.

4.3 RFP Amendment and Cancellation

At any time prior to the deadline for submission of bids, the Purchaser may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Bidding Documents by amendment.

The amendment will be done in writing to all prospective Bidders who have received the Bidding Documents, and will be binding on them.

In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Purchaser may, at its discretion, extend the deadline for the submission of bids.

JPS retains sole right to amend or cancel any portion of the work described herein at any time prior to the deadline for submission. JPS reserves the unilateral right to reissue the RFP at its sole discretion. Bidders will respond to the final written RFP and any exhibits, attachments and amendments.

4.4 Written Clarification

JPS reserves the right, at its sole discretion, to request clarifications of any Proposal or to conduct discussions for the purpose of clarification with any or all vendors. The purpose of any such discussions will be to ensure full understanding of the proposal. Discussions will be limited to specific sections of the proposal identified by JPS and, if held, will be after initial evaluation of the Proposal.

If clarifications are made as a result of such discussion, the vendor will submit such clarifications electronically.

Refusal to respond to JPS request for clarifications may be considered non-responsive and be used as grounds for rejection of the Proposal.

4.5 Oral Clarification

If requested, the vendor will make an oral presentation to the Proposal Evaluation Team and other designated Company representatives. All expenses for the presentation will be borne by the vendor.

4.6 Late RFP Response

Any RFP Response received by the Company after the deadline for submission of RFP Responses prescribed by the Company will be rejected.

4.7 RFP Response Submission

Only Electronic submissions will be accepted, using ShareFile by Citrix. All uploads will be confidential.

RFP Activities are guided by the dates stated in the Calendar highlighted in Section 3 of this RFP. Observing these dates:

1) A combined response to questions will be shared at the time specified in the RFP.
2) Respondents must confirm their intention to bid in order to be setup in JPS ShareFile folder
3) Access to individual vendor folders will be given within 1 week before the RFP is closed to eliminate any issues for bid upload by RFP deadline.
4) Files must be accurately labelled/named. Commercial Information must be a separate file from your Technical Response.
5) ShareFile Access will be removed when the bid closes.

5 RFP Response Format

5.1 RFP Response Prices

The RFP Response Consultants shall indicate the unit prices and total RFP Response Prices of the service it proposes to supply under the Contract.

The consultant shall propose the payment terms, and a detailed element of cost for each activity for undertaking the RFP response.

Agreed prices for the selected consultant shall be fixed in the contract for calendar year 2025. If subject to adjustment thereafter, kindly state.

i. The variables that will affect the price
ii. The reference index that will govern movement of prices and
iii. The base price index.

5.2 RFP Response Withdrawal

The RFP Response Consultants may modify or withdraw its proposal after submission, provided that written notice of the modification or withdrawal is received by the Purchaser/JPS prior to the deadline prescribed for submission of proposals. To withdraw a proposal, the RFP Response Consultants must submit a written request electronically or signed document to the authorized representative of JPS in the RFP before the deadline for submitting proposals. After withdrawing a previously submitted proposal, the RFP Response Consultants may submit another proposal at any time up to the deadline for submitting proposals.

5.3 Cost of Proposal Preparation

The RFP Response Consultants shall bear all costs associated with the preparation and submission of its RFP Response, and JPS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the RFP Response process.

5.4 Period of Validity of RFP Responses

RFP Responses shall remain valid for 90 days after the date of RFP Response opening prescribed by the Purchaser/JPS. A RFP Response valid for a shorter period may be rejected by the Purchaser/JPS as non-responsive.

5.5 RFP Response

The Bidders shall prepare Bid submissions in two (2) packages –Technical and Commercial.

TECHNICAL PROPOSALS must include the following:

– Demonstration of qualifications for the work including, evidence of detailed projects for which consultancy was appropriated/offered in at least two similar projects.
– Proposed approach / Project Plan for the project
– Other information in the contractor’s view that is fit for technical consideration

5.6 Commercial Response

The Bidders shall indicate the unit prices and total RFP Response Price of the service it proposes to supply under the Contract. This should include, but is not limited to, hourly rates, estimated travel and accommodation costs and estimated total man-hours (and costs).

The Bidders shall propose the payment terms, and a detailed element of cost for each activity for undertaking the RFP response.

Agreed prices for the selected Bidder shall be fixed in the contract up to calendar year 2025.

COMMERCIAL PROPOSALS must include above and the following:

– A proposal for each Task/area to be provided
– Task/Areas commercial proposal
– Completed Cost Breakdown (See Appendix for form)

6 Evaluation Criteria

The evaluation of Proposal will be carried out for each technical proposal, taking into account (a) the consultant relevant experience for the assignment, (b) the quality of the methodology proposed (c) the qualifications of the key staff proposed. (d) technical capability, cost of service and ability to meet target dates deadlines.

6.1 Award Criteria

JPS will evaluate proposals using an internal scoring method that weighs various parameters to give the evaluation team insight into the strengths of each proposal relative to JPS needs. JPS internal scoring method values the following proposal attributes (Order of presentation here does not reflect priority)

TECHNICAL CRITERIA Result
Technical Proposal Pass or Fail

COMMERCIAL CRITERIA Score (%)
Cost of Services 80
Payment Terms 10
Execution Time 10

6.2 Clarification of RFP Response

To assist in the examination, evaluation and comparison of RFP Responses, the Purchaser/JPS may, at its discretion, ask the RFP Response Consultant for a clarification of its RFP Response. The request for clarification and the response shall be in writing and no change in the price or substance of the RFP Response shall be sought, offered or permitted, except as required to confirm the correction of arithmetic errors.

Prior to the detailed evaluation, the Purchaser/JPS will determine the substantial responsibilities of each RFP Response to the RFP Responding Documents. For purposes of these Clauses, a substantially responsive RFP Response is one which conforms to all the terms and conditions of the RFP Responding documents without material deviations or reservations. A material deviation or reservation is one which affects in any substantial way the scope, quality or performance of the contractual obligations or which limits in any substantial way or inconsistent with the RFP Response documents and the rectification of which deviation or reservation would affect unfairly the competitive position of other RFP Response Consultants presenting substantially responsive RFP Responses. The Purchaser/JPS determination of a RFP Response’s responsiveness is to be based on the contents of the RFP Response itself without recourse to extrinsic evidence.

A RFP Response determined as not substantially responsive will be rejected by the Purchaser/JPS and may not subsequently be made responsive by the RFP Response
Consultants by correction of the non-conformity.

The Purchaser/JPS may waive any minor informality or non-conformity or irregularity in a RFP Response, which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any RFP Response Consultants.

6.3 RFP Response Inconsistencies

Any deviation in a RFP Response Consultant’s proposal that are inconsistent with the provisions of this RFP Response, unless expressly described in the proposal as being exceptions or alternates, are deemed waived by the RFP Response Consultants. In the event that the Contract is awarded to the RFP Response Consultants, any claim of inconsistency between the proposal and this RFP Response will be resolved in favour of this RFP Response unless otherwise agreed in writing.

6.4 RFP Response Currency

Prices quoted by the RFP Response Consultants and further negotiated and agreed between the RFP Response Consultants and JPS shall be fixed during the RFP Response Consultant’s performance of the contract and not subject to variations on any account. Prices should be quoted in JMD for local suppliers and USD for overseas suppliers.

6.5 Award of Contract

6.5.1 Award or Rejection

The Purchaser/JPS will award the contract to the successful RFP Response Consultant(s) whose RFP Response has been determined to be substantially responsive. The Purchaser/JPS reserves the right not to accept the lowest RFP Response if it does not meet JPS requirement.

Issuance of this RFP Response does not constitute a commitment by JPS to award any contract or purchase services offered in response to this RFP Response.

6.5.2 Purchaser Right to Accept or Reject Any or All RFP Responses

The Purchaser/JPS reserves the right to accept or reject any RFP Response, and to annul the RFP Responding process and reject all RFP Responses at any time prior to award of Contract, without thereby incurring any liability to the affected RFP Response Consultants or RFP Response Consultants or any obligation to inform the affected RFP Response Consultants or RFP Response Consultants of the grounds for the Purchaser/JPS’s action.

6.6 Notification of Award

Prior to the expiration of the period of RFP Response validity, the Purchaser/JPS will notify the successful RFP Response Consultant in writing by email, that its RFP Response has been accepted. Upon the successful RFP Response Consultant(s) signing a contract with JPS for the subject RFP, the Purchaser/JPS will promptly notify each unsuccessful RFP Response Consultants.

7 Confidentiality and Non-Disclosure

The contents of this RFP shall be kept confidential. No information including the contents shall be disclosed to third parties without prior consent from the Owner. The RFP Response Consultant/s agrees to preserve the confidential nature of any information received from JPS or developed during the performance of the work and shall not disclose such Confidential Information to any person or entity during or subsequent to the performance of the services, except as required by law.

8 Appendix 1 – Bidder Information

Bidder is required to complete below and summary cost schedule on the following page. Along with your detailed/itemized cost breakdown, or any assumptions and details, this must be uploaded to the Commercial folder only. Currency: US Dollars for Overseas Suppliers/Jamaican Dollars for Local Suppliers

Name of Organization: _______________________________

Address:
_______________________________________________

_______________________________________________

Key Contact:

_______________________________________________
Title:

______________________________________________
Telephone Numbers:
_______________________________________________

Email Address: ____________________________________

Payment Terms
Purchaser’s preference: Net 90 days of invoice date
Bidder’s proposal: Net_______ days of invoice date
Signature of Bidder

9 Appendix 2 – Summary Schedule

For Local Consultants

Item No. Description Duration (Weeks) Start Time (Week #) End Time (Week #) Unit Price (JMD) Total Price (JMD)
1 Project cost
2 Tax (If applicable)
3 Grand Total (JMD)

For Overseas Consultants

Item No. Description Duration (Weeks) Start Time (Week #) End Time (Week #) Unit Price (USD) Total Price (USD)
1 Project cost
2 Tax (If applicable)
3 Grand Total (USD)