STANDARD OPERATING PROCEDURE CERTIFICAT ION OF SOLAR PV / WIND SYSTEM VENDORS/ INSTALLERS /SERVICE PROVIDERS

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Beverley Dickerson
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1 STANDARD OPERATING PROCEDURE CERTIFICAT ION OF SOLAR PV / WIND SYSTEM VENDORS/ INSTALLERS /SERVICE PROVIDERS ALTERNATIVE ENERGY DEVELOPMENT BOARD 2 nd Floor, OPF Building G-5/2 Islamabad. Table of Contents Glossary Receipt of Application... 5

2 2. Processing of Application Evaluation of Application Certificate Renewal of Certificate Post approval Evaluation, Monitoring and Control Revocation of Certificate... 7

4 Glossary AEDB AEF NIC NTN PEC PV SOP Alternative Energy Development Board Alternative Energy Fund National Identity Card National Tax Number Pakistan Engineering Council Photovoltaic Standard Operating Procedure

5 Pursuant to SRO dated 2017 Alternative Energy Development Board (Certification) Regulation for award of certificate to private firm/ companies working as solar PV/ wind system installers these Standard Operating Procedures (SOPs) are hereby developed to serve as a guideline for implementation and execution of these regulations. In this SOP, the words and phrases have the same meanings as provided in the Certification Regulations. 1. Receipt of Application (1) Application received at AEDB is to be checked against the list of required documents stated in schedule 1 of the Certification Regulation. A copy of checklist form dully filled by the official designated for receiving applications will be attached to the received application (Checklist at Annex-A). Being satisfied of its completion and receipt of processing fee as specified in schedule 5 of the Certification Regulations, application processing number will be issued to the applicant and mentioned on checklist. (2) In case of incomplete information or any missing document, the application along with checklist indicating deficiency will be returned un-processed for the applicant to resubmit the application after overcoming the indicated deficiency. 2. Processing of Application (1) Processing team comprising of following members will review the received applications. i. Secretary, AEDB Member ii. Director (Admin), AEDB Member iii. PS to CEO, AEDB Member iv. APS (CDM), AEDB Member/ Secretary (2) Processing team will meet weekly to review the applications to ensure completeness in all aspects and that they meet the requirements as per the schedule 1 of the Certification Regulation. The processing team will check their validity. In case of holidays, or any other unavoidable circumstances that may hamper meeting of the processing team, the processing team may meet in the next immediate week. (3) Any deficiencies surfacing at this stage will be communicated to the applicant in writing within seven (07) working days of the processing team meeting. The applicant will be required to do away with the deficiencies as provided in the written letter from the AEDB within fifteen (15) days of receipt of the letter. (4) In case if the applicant is unable to respond/ remove deficiencies within stipulated time, a final reminder may be issued providing another seven (7) days for responding/ removal of deficiencies, mentioning that subsequent to this period, non-responsiveness/ nonremoval of deficiencies will lead to forfeiture of processing fee.

6 3. Evaluation of Application (1) An evaluation team comprising of following officers will meet fortnightly for evaluation of applications i. Secretary, AEDB Member ii. Director (Policy), AEDB Member iii. Director (Solar), AEDB Member iv. Director (Wind-II), AEDB Member v. Director (Admin), AEDB Member vi. Representative from M/o Water & Power Member vii. Representative from PEPCO Member viii. Representative from M/o Science & Technology Member ix. APS (CDM), AEDB Secretary (2) Only the applications forwarded by processing team would be considered by evaluation team. Processing team will also arrange for a detailed presentation on the application by the installer during meetings of the evaluation team. The presentations will include but not limited to company details, specialization, employees, professionals having specialization in solar PV / wind systems installations, professional certifications, list of equipment, software, machinery etc., company certifications, details of completed projects in last five years, work completion certificates / appreciation letters etc. The duration of presentation in any case may not be more than 30 minutes. The processing team will obtain soft copy and hard copy of the presentation two days before the scheduled meeting date. (3) In case if more than one applications are under review in evaluation committee meeting, maximum of three companies, listed top in the list of submission of applications w.r.t. their date of acknowledgment will be entertained by the evaluation team. Remaining applications will be deferred for next meeting of the evaluation team. (4) In case if the application / request of the company is deferred to next meeting of the evaluation team due to any reason including exceeding number of applications in one day, the request of that company will be given priority in next meeting of the Evaluation team. (5) The evaluation team will evaluate the application on the basis of eligibility criteria specified in schedule 2 of the Certification Regulations. If the applicant meets the passing score specified in schedule 2 of the Certification Regulations, the recommendations of the evaluation team for issuance of certificate will be submitted to CEO, AEDB. 4. Certificate (1) Once approved by the CEO, the office of secretary will inform the applicant about outcome of the evaluation process and will provide a deposit challan for depositing certification fee specified in schedule 5 of the Certification Regulations, within a period of 15 days from date of issuance. (2) The applicant will submit copy of bank deposit slip to AEDB and Certificate in the name of applicant will be issued within seven (07) days of receipt of fee deposit.

7 5. Renewal of Certificate (1) The application for renewal received at AEDB is to be processed as per regulation 7 of the Certification Regulations and in accordance with clause 1, 2 and 3 of these SOPs. (2) Where an application for renewal meets the requisite score specified in schedule 2 of the Certification Regulations, the evaluation team will submit its recommendations for renewal of certificate to CEO AEDB. (3) On approval by the CEO, the office of secretary will inform the installer about outcome of evaluation process and will provide a deposit challan for depositing renewal fee specified in schedule 5 of the Certification Regulations, within a period of 15 days from date of issuance. (4) Where the installer fails to apply for renewal of Certificate within the validity of the certificate, the certificate will stand expired. The office of the secretary will be required to get the name of such installer removed from the website and other places where it was previously displayed. 6. Post approval Evaluation, Monitoring and Control (1) Pursuant to clause 8 of Certification Regulations, based on the evaluation scorecard, the processing team will prepare ranking of the installers quarterly and display at AEDB website or other forums. 7. Revocation of Certificate (1) If, during the validity period of the Certificate, any complaint is lodged to AEDB against a certified installer about breach of these regulations, the matter will be referred to NEPRA for further proceedings against the installer. Customers can also lodge a complaint regarding breach of these regulations by a certified installer directly to NEPRA (2) NEPRA may, as an independent arbiter, initiate proceedings for revocation of certificate as issued by AEDB to certified installer against a complaint / application received by NEPRA either from AEDB or directly from any of its customers regarding breach of these regulations by a certified installer. (3) NEPRA may add a caution notice on any database of the certified installers and communicate to AEDB that it has initiated proceedings against a certified installer that may lead to the revocation of its certificate. (4) NEPRA through writing will provide the installer an opportunity of hearing. NEPRA being satisfied that the installer fails to justify, breach of certification regulations is established, and complaint / application of customer is genuine, issue a notice to AEDB to revoke a certificate issued to a certified installer. AEDB, upon receipt of notice from

8 NEPRA and with the approval of the CEO AEDB, may revoke its certificate and the name of the installer may be included in a black-list. (5) In order to aid assessment of NEPRA regarding any reported breach, or performance of the company, NEPRA can consider engaging a third party auditor to carry out independent assessment and submit its findings in shape of a report. (6) Upon revocation of a certificate: (i) the privileges set out in schedule 4 attendant to certification under these regulations shall cease forthwith and the name of certified installer whose certificate is revoked may be black-listed. (ii) the bank guarantee submitted by the certified installer shall be encashed (7) A certified installer whose certificate is revoked may apply for removal of his name from the black-list and for issue of the certificate afresh after expiry of one year following the revocation of the certificate. Secretary (AEDB) Annex A DOCUMENT CHECKLIST FOR ISSUANCE OF CERTIFICATE SOLAR/ WIND INSTALLERS Sr. No. Documents to be submitted along with duly filled application form in CAPITAL letters 01. Company registration certificate 02. Pakistan Engineering Council (PEC) registration certificate in appropriate categories relevant for renewable energy and energy planning 03. Readable copy of Identity Card of Owner / Shareholder(s) / Partner 04. Audited financial report/ duly verified bank statements for last three years You can submit the fees etc. in shape of DD/PO/BC in favour of 05. Alternative Energy Fund from any scheduled bank operating in Pakistan as per Laws of Pakistan. 06. NTN registration certificate 06. Sales Tax registration certificate Tick Yes No

9 Engineers detail 1. Detailed CV of employees 2. Copy of PEC registration certificate 3. Bank Statement or Certificate from employer s / employee s Bank regarding transaction of salary into engineer s account Details of national and international trainings and certificates obtained by the company and/or its employees in solar PV / micro-wind systems (on-grid, off-grid, hybrid) 09. Details of Industry standard software, tools, equipment etc Solar PV / micro-wind systems Installations in different parts of the country (on-grid, off-grid, hybrid) as per performa at Annex-I. After sales services mechanism and details of team in this regard, methodology for services / repairs / replacements The Affidavit on stamp paper of Rs. 100/- duly notarized and signed by the CEO/Chairman/Owner of the firm/company (Appendix-B)

10 Annex I GOVERNMENT OF PAKISTAN MINISTRY OF WATER & POWER ALTERNATIVE ENERGY DEVELOPMENT BOARD Certificate CATERGORY APPLIED FOR (Tick the relevant colum) FOR OFFICE USE ONLY Application Tracking No. Year Solar Wind Receiving Date 1 Name of firm / company 1.1 Date of Establishment D D M M Y Y Y Y 2 Name of CEO 3 NTN - 4 STRN 5 PEC Reg No 6 Address Head Office 6.1 City 6.2 Contact Number 6.3 Fax Number 6.4 Address

11 7 Address Regional office 1 Annex A DOCUMENT CHECKLIST FOR ISSUANCE OF CERTIFICATE SOLAR/ WIND INSTALLERS 7.1 City 7.2 Contact Number 8 Address Regional office City 8.2 Contact Number 9 Address Regional office 9.1 City 9.2 Contact Number 10 Country of origin Pakistani Foreign Name of Country 11 Type of Ownership Partnership Private Limited Company

12 (Tick one only) Public Limited Company SMC (Pvt) Ltd Company Statutory Body Joint Venture 12 Application process fee 12.1 Bank 12.2 Branch Annex A DOCUMENT CHECKLIST FOR ISSUANCE OF CERTIFICATE SOLAR/ WIND INSTALLERS 12.3 Check/PO/DD No Amount (US$) (In figures) (In words) Dated D D M M Y Y Y Y 13 UNDERTAKING I undertake that the information given above and documents / papers attached herewith are correct and accurate to the best of my knowledge. Company / Firm Seal Signature: Name:

13 Mobile No: CNIC No: - - (CEO/ Chairman/ Managing Partner or Director)

14 Annex A DOCUMENT CHECKLIST FOR ISSUANCE OF CERTIFICATE SOLAR/ WIND INSTALLERS 14 Particulars of Director/Partners/Executi ves Sr. No Name Designation PEC Reg No (If any) CNIC No or Passport No (In case of foreign national) Contact No Address (Add separate sheet if required) 15 Experience Detail Sr. No Category Nature of Work Size of Installation (kw) Customer detail Time taken Type of System Name of Company/Customer Place of Installation Initiation date Completion date (On-grid / Hybrid / Off grid) Brands and Models of Components used 1.

15 Annex A DOCUMENT CHECKLIST FOR ISSUANCE OF CERTIFICATE SOLAR/ WIND INSTALLERS (Add separate sheet if required)

17 Appendix B AFFIDAVIT FOR NON BLACK LISTED I S/o, holding CNIC No. do hereby solemnly affirm and declare as under; 1. That I am deponent of this affidavit, hence fully conversant with the facts of the matter. 2. That I am authorized representative of, having registered address at. 3. That our firm has not been Black listed by any Government/Semi-Government Department or any private or any private organisation, Private Company or Corporation. I further affirm and declare that above statement is true to my knowledge and that nothing has been concealed or hidden therein. DEPONENT Name: CNIC No.

FOR REGISTRATION. Title of the Vendor M/s Mr. Mrs. Ms Company Dr. Advocate Name of the Firm (Max 40 digits) PEC Number Year of Registration Category

FOR REGISTRATION. Title of the Vendor M/s Mr. Mrs. Ms Company Dr. Advocate Name of the Firm (Max 40 digits) PEC Number Year of Registration Category FOR THE FIELD OF INSTRUCTIONS 1. Use Capital Letters 2. Cross the applicable boxes 3. Use extra sheet, where necessary 4. Elaborate the entries, if marked OTHER 5. Attach photocopies of all relevant testimonials