ITB No. 2026-09-160 PROCUREMENT OF DESIGN, SUPPLY, INSTALLATION, OPERATION AND TRANSFER OF ROOFTOP SOLAR PHOTOVOLTAIC (PV) POWER SYSTEM, Province of Eastern Samar

Republic of the Philippines PROVINCIAL GOVERNMENT OF EASTERN SAMAR Capitol Building, Borongan, Eastern Samar, 6800 Tel No. (055)-560-8312 E-mail Address: esamar.bac@gmail.com BIDS AND AWARDS COMMITTEE (BAC) INVITATION TO BID FOR THE PROCUREMENT OF DESIGN, SUPPLY, INSTALLATION, OPERATION AND TRANSFER OF ROOFTOP SOLAR PHOTOVOLTAIC (PV)POWER SYSTEM, Province of Eastern Samar 1. The Provincial Government of Eastern Samar, through the Annual Budget for Maintenance & Other Operating Expenses (MOOE) CY 2026 under the Electricity Expenses of the Provincial General Services Office (PGSO) intends to apply the sum of Three Hundred Thousand Pesos Only (PhP300,000.00 per month for the duration of the contract) to payments under the contract for the ITB No. 2026-09-160 PROCUREMENT OF DESIGN, SUPPLY, INSTALLATION, OPERATION AND TRANSFER OF ROOFTOP SOLAR PHOTOVOLTAIC (PV) POWER SYSTEM, Province of Eastern Samar. Bids received in excess of the ABC shall be automatically rejected at bid opening. The Provincial Government of Eastern Samar now invites bids for PROCUREMENT OF DESIGN, SUPPLY, INSTALLATION, OPERATION AND TRANSFER OF ROOFTOP SOLAR PHOTOVOLTAIC (PV) POWER SYSTEM, Province of Eastern Samar with the following items; TERMS OF REFERENCE (TOR) BACKGROUND AND RATIONALE The Provincial Government of Eastern Samar seeks to promote energy efficiency, cost savings, and environmental sustainability by adopting renewable energy solutions for government facilities. In line with national renewable energy policies and the province’s commitment to climate action and fiscal responsibility, the Provincial Government intends to implement a Rooftop Solar Photovoltaic (PV) Power System for the (1) Provincial Capitol Building, (2) Legislative Building and (3) Provincial Gymnasium Building. This project shall be implemented through a private-sector–financed arrangement wherein the selected proponent shall design, finance, supply, install, operate, and maintain the solar PV system at no upfront cost to the Provincial Government, with eventual turnover of the system after the contract period. II. PROJECT OVERVIEW The project involves the design, supply, installation, testing, commissioning, operation, and maintenance of a grid-tied rooftop solar PV power system for the Provincial Capitol and Legislative Building. The proposed system capacity shall be based on the historical electricity consumption of the facilities, as reflected in monthly utility bills, and shall be finalized after detailed site inspection, load profiling, and technical assessment by the winning bidder. The system shall be designed to optimize on-site solar energy generation primarily for self-consumption, in compliance with applicable Philippine laws, grid codes, and utility regulations. III. PROJECT OBJECTIVES The objectives of the project are to: 1. Reduce electricity costs of the Provincial Government without requiring capital expenditure. 2. Provide a stable and predictable electricity rate through solar energy. 3. Improve energy security and reliability of critical government facilities. 4. Reduce greenhouse gas emissions and environmental impact; and 5. Establish the Provincial Capitol and Legislative Building as a model green government facility. IV. PROJECT STRUCTURE AND COMMERCIAL TERMS A. Capital Investment 1. The entire project cost, including but not limited to engineering design, equipment procurement, installation, interconnection, testing, commissioning, insurance, and preventive maintenance, shall be fully financed by the Project Proponent. 2. No capital outlay, loan, or financial obligation shall be required from the Provincial Government during the contract period. B. Energy Purchase Rate 1. The Provincial Government shall pay only for the actual solar energy generated and consumed by the facilities. 2. The energy purchase rate shall be fixed at a maximum of Pesos: TEN & 50/100 (P10.50), Philippine Currency, per kilowatt-hour (kWh), subject to price escalation or de-escalation when the situation warrants and upon mutual consent of the parties. 3. Billing shall be based on verified metering data and shall clearly distinguish solar energy supplied from grid energy consumption. C. Approved Budget for the Contract 1. The Approved Budget for the Contract (ABC) shall be taken from CY 2026 Annual Budget for Maintenance & Other Operating Expenses (MOOE) under the Item on Electricity Expenses of the Provincial General Services Office (PGSO) computed as follows: Building Average Monthly Usage Average Monthly Billing Average Rate per kWh Capitol Building (Jan ’24 – Aug ’26) 25,979 325,562.67 12.43 Legislative Building (Jan ’24 – Aug ’26) 6,410 85,026.56 13.29 Provincial Gymnasium (Jun ’24 – Aug ’26) 2,046 25,702.34 12.54 Total 34,435 436,291.57 12.67 Assumption: Maximum of 80% of Average Monthly Usage may be generated. ABC = 34,435 kWh x 80% = 27,548 kWh x P10.50 per kWh = P289,254 per month or say P300,000.00 per month for the duration of the contract C. Ownership, Operation, and Turnover 1. The solar PV system shall be owned, operated, and maintained by the Project Proponent for a period of fifteen (15) years, as proposed and approved. 2. During the contract period, the Project Proponent shall be fully responsible for system performance, repairs, replacements, insurance, and compliance with applicable regulations. 3. Upon expiration of the contract period, full ownership and operational rights of the solar PV system shall be transferred to the Provincial Government of Eastern Samar at no additional cost, in good working condition. V. SCOPE OF WORK The scope of work shall include, but not be limited to, the following: A. Pre-Implementation Activities 1. Site inspection and structural assessment of rooftops. 2. Load analysis and energy yield simulation. 3. Final system sizing and engineering design. 4. Coordination with the local distribution utility and relevant authorities. 5. Securing all necessary permits, clearances, and approvals. B. Engineering, Procurement, and Construction (EPC) 1. Supply of Tier-1 or equivalent quality solar PV modules, inverters, mounting structures, cabling, protection devices, and monitoring systems. 2. Installation of grid-tied rooftop solar PV system in accordance with international and Philippine standards (IEC, IEEE, PEC, and relevant codes); 3. Installation of metering and monitoring systems accessible to the Provincial Government. 4. Testing, commissioning, and system acceptance. C. Operation and Maintenance (O&M) 1. Preventive and corrective maintenance throughout the contract period. 2. Continuous system performance monitoring. 3. Prompt repair or replacement of defective components. 4. Submission of periodic performance and generation reports. D. Turnover Phase 1. Final system inspection and performance verification. 2. Turnover of all system documents, manuals, warranties, and as-built drawings. 3. Training of designated Provincial Government personnel, if required. VI. TECHNICAL REQUIREMENTS 1. The system shall be a grid-tied rooftop solar PV system designed primarily for self-consumption. 2. All equipment shall be brand new and compliant with IEC, IEEE, and Philippine Electrical Code standards. 3. Solar modules shall carry a minimum performance warranty of 25 years and must be with excellent brand reputations. 4. Inverters shall have a minimum warranty of 5–10 years and must be with excellent brand reputations. 5. The system shall include real-time or near real-time monitoring capability. VII. QUALIFICATIONS OF THE BIDDER The bidder must: 1. Be a duly registered Philippine entity. 2. Have proven experience in the design, installation, and operation of grid-tied solar PV systems. 3. With valid PCAB license of at least Category B. 4. With valid PhilGEPS Certificate of Registration 5. Demonstrate financial capacity to undertake the project without government funding. 6. Employ licensed professional electrical engineers and certified technical personnel. 7. Have no record of contract default with government or private institutions. VIII. ROLES AND RESPONSIBILITIES A. Project Proponent 1. Finance, design, supply, install, operate, and maintain the solar PV system. 2. Ensure system safety, performance, and regulatory compliance. 3. Assume all project risks during the contract period. 4. Transfer the system to the Provincial Government at the end of the term. B. Provincial Government of Eastern Samar 1. Provide access to rooftops and relevant facilities. 2. Facilitate coordination with concerned offices. 3. Pay for actual solar energy generated and consumed in accordance with agreed billing terms. IX. EXPECTED BENEFITS TO THE PROVINCIAL GOVERNMENT 1. Immediate reduction in electricity costs without capital expenditure. 2. Stable and predictable fixed electricity rate of at least 20% less than the prevailing utility rate per kWh over the contract period. 3. Estimated reduction of approximately 180–200 tons of CO₂ emissions annually. 4. Enhanced power reliability for critical government operations. 5. Long-term ownership of a fully operational solar PV system. 6. Establishment of the Provincial Capitol and Legislative Building as a green and sustainable government facility. X. CONTRACT DURATION The contract duration shall be fifteen (15) years, subject to the approved proposal and mutual agreement of the parties. XI. GOVERNING LAWS AND DISPUTE RESOLUTION This project shall be governed by the laws of the Republic of the Philippines. Any dispute arising from the implementation of the contract shall be resolved through amicable settlement, arbitration, or other legal remedies as provided by law. Delivery of the Goods is required within 60 calendar days. Bidders should have completed contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II Instruction to Bidders. 2. Bidding will be conducted through open competitive bidding procedures using non-discretionary pass/fail criterion as specified in the Implementing Rules and Regulations (IRR) of Republic Act 9184 (RA 9184), otherwise known as the “Government Procurement Reform Act”. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines. 4. Interested bidders may obtain further information from the Provincial Government of Eastern Samar and inspect the Bidding Documents at the address given below from 8:00 am – 5:00pm, Monday to Friday. 5. A complete set of Bidding Documents may be purchased by interested Bidders from the address below and upon payment of a nonrefundable fee for the Bidding Documents. It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS), provided that bidders shall pay the fee for the Bidding Documents not later that the submission of their bids. 6. The Provincial Government of Eastern Samar will hold a Pre-Bid Conference on October 01, 2026, 10:00 A.M., at the Bids and Awards Committee Office, Capitol Building, Borongan City, which shall be open only to all interested parties who have purchased the Bidding Documents. 7. Bids must be delivered to the address below on or before, October 14, 2026, 10:00 A.M., at the Bids and Awards Committee Office, Capitol Building, Borongan City. All bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 18. Bids will be opened in the presence of the bidders’ representatives who choose to attend at the address below. Late bids shall not be accepted. 8. The procurement process will be conducted in accordance with the schedules provided in RA 9184 and its RIRR for advertisements, receipt of letters of intent, and issuance of bid documents. 9. The Provincial Government of Eastern Samar reserves the right to accept or reject any bid, to annul the bidding process, and to reject all bids at any time prior to contract award, without thereby incurring any liability to the affected bidder or bidders. 10. For further information, please refer to: NELSON F. CORTEZ Chairman, Bids and Awards Committee BAC Office, Capitol Building Borongan City, Eastern Samar Contact No. 63-55-5608312; 09177583330 E-mail Address: easternsamar.gov.ph esamar.bac@gmail.com NELSON F. CORTEZ BAC- Chairman