Development and Maintenance of Energy Data Reporting Web Portal

Pre Bid Meeting Development and Maintenance of a Web Portal for Energy Data Reporting, Analysis and Visualisation

Objectives Introduce an online data submission and visualisation platform to organiaations in different economic sectors of Sri Lanka Necessitated by the regulation of end use customers to curb energy wastage Starting with retail food and financial services sectors. Aligned to enforce mandatory energy efficiency measures Will be more effective in data collection and analysing for SEA. To provide a calculation of specific energy use (SEU) and a comparison with energy benchmarks to organisations.

Expected Output This web portal will be hosted in the subdomain www.info.energy.gov.lk in the main site of the SEA, available at www.energy.gov.lk Should be capable of providing a user friendly interface with facilities to input data and generate custom reports as requested by a large user community.

Expected features i. Every user (Energy Manager/ Energy Management Officer) shall have a separate login and shall be able to input data in to the database. It is expected that around 7,000 10,000 facilities will take part in data uploading within the first year. ii. User login needs to have an approval by the portal admin. Prevention of DoS attacks by way of robotic access detection tools is required. iii. Once the user login is approved, a notification email shall be sent to the user. iv. Data submission windows to be equipped with plausibility checks and our of range warnings to ensure accuracy of data submittals. v. Input data shall have authentication from the CEO/ any other senior officer of the institution. A notification email shall be sent by the system for this purpose. vi. Confidentiality of data entered shall be maintained. Each user shall be able to view only their own data. vii. SEA shall have access to all the data entered. SEA shall be able to get a summary of all the users and the data entered. viii. Portal shall have email notification facility to remind users for data reporting.

Expected data to be input by users Company/Institution details: Name of the company, Address of the company, Contact numbers, email, web, Type of industry (should be selected from a drop down list), Number of employees, Working hours (week days/weekends) User Details: Energy Manager/Energy Management Officer Name, Energy Manager/Energy Management Officer Contact numbers, email addresses Types of energy used at the organisation: should be selected from a drop down list. Types of products and measuring unit of each product Monthly Energy USe data Monthly Production data Building details: Electricity use, Liquid Fuel consumption, Solid Fuel consumption Total Floor area , AC Floor area , Non AC Floor area

Expected Data analysis outcomes Shall be able to calculate the total energy use of a single facility. Shall be able to calculate the specific energy use (SEU) of a single facility for each month/year and provide time series expression of same among historical data. Shall be able to provide a summary report to the user including total energy, SEU, presented against the aggregated results of a given data provider s region, group and sector. Shall be able to provide a graphical representation of monthly SEC for each facility of a given group In case multiple products are mentioned in a single facility, a relationship between total energy and production amount of each item has to be obtained using statistical analysis.

Operation and Maintenance The Developer will be requested to enter into an Agreement with the SEA for operating and maintaining the web portal for a five-year period commencing at the end of the defects liability period. The Agreement will be renewed as appropriate after the five year period. Hosting space shall be provided by the SEA. Alternatively, the Developer can offer a hosting solution which will ensure the functionality as specified under Terms of Reference. Operation and Maintenance costs after the initial five-year period could be escalated annually by a percentage as proposed in the Financial Proposal Annex I.

Payment schedule The payment schedule is as follows. 20% of Development charges will be paid upon agreement of SEA with the Company on the Theme, Outline and Structure of the web portal; 20% will be paid upon the successful integration with the main website; 50% will be paid on completion and launching of web portal; 10% of the price retained shall be released on completion of 12 months from the date of launching and after issues of the completion certificate.

Submission of Proposals Bids should include the following documents Duly Perfected Financial Proposal Annex I Technical Proposal based on guidance provided in Instructions to Bidders - Annex II and terms of reference. Bid Security for LKR 30,000/- Annex III

Financial and Technical proposals will have to be submitted in two different sealed envelopes Technical Proposal Original Sealed Bid marked Development and Maintenance of a web portal for Energy Data Reporting, Visualisation and Analysis Financial Proposal Technical Proposal Copy Financial Proposal Bid Security

Evaluation A quality and cost based procedure will be adopted in evaluating the proposals, as follows. (i) Technical evaluation which will be carried out prior to opening of any financial proposal (ii) Financial evaluation Experience (20) Similar work carried out XX/10 Complexity of previous work XX/10 Full marks XX/20 Proposed Solution (50) Creativity in theme and concept XX/05 Attractiveness and user friendliness of software interfaces XX/10 Quality of security and backup services offered XX/10 Details of software and databases to be used for the solution XX/05 Methodology XX/10 Testing methodology XX/05 Timeline XX/05 Full marks XX/50 Qualifications and Experience of key Personnel (10) Qualifications in the relevant subject XX/05 Experience in the relevant subject XX/05 Full marks XX/10 Total Marks out of 80 XX/80

Bid Value calculation Considering a five-year period of engagement and payment of Operation and Maintenance charges over that period, five-year cash flows will be presented using the mean Average Weighted Deposit Rates of years 2015-2019 (mean of AWDR 2015-2019)+5% as the discount factor. Total Bid Value = Development, Operation and Maintenance cost (during the 12 month defects liability period) + Present Value of Operation and Maintenance charges after 12 month defect liability period for 5 years The proposals will finally be ranked according to their combined technical and financial scores using a weight of 80% for Technical Proposal and 20% for Financial Proposal.

Example of calculating NPV Operation and Maintenance charges after 12 month defect liability period = 1000 LKR per year Time period = 5 years Discount Factor = 0.0793 Net Present Value (NPV) = Cash Flow per year (1 + Discount Factor)^n n - year Years 1 2 3 4 5 1000/((1+ 0.0793)^2) 1000/((1+ 0.0793)^3) 1000/((1+ 0.0793)^4) 1000/((1+ 0.0793)^5) 1000/((1+ 0.0793)^1) Present Value = 858.45 = 795.38 = 736.94 =682.79 =926.53 Net Present Value = 926.53 + 858.45+ 795.38 + 736.94 + 682.79 = 4000.9

Thank You