Sotho Minigrid Portfolio SPV (Pty) Ltd (“SMP”) invites proposals from qualified firms to provide comprehensive management services for its portfolio of solar hybrid minigrids in Lesotho. The scope includes project management, corporate administration, financial controls, stakeholder management, regulatory compliance, and risk management as detailed in the full scope of work.

REQUIRED QUALIFICATIONS: Proposals will be accepted from either:

1. Accredited accounting firms with demonstrated project management capabilities, or
2. Experienced project management firms with an accredited accounting firm as subcontractor

Lead firms must demonstrate:

• Minimum 10 years’ experience in infrastructure project management
• Experience managing donor-funded infrastructure projects in Southern Africa
• Demonstrated capability in financial control systems for regulated utilities
• Track record of managing projects with value exceeding USD 10 million
• Presence in Lesotho or detailed plan to establish presence

PROPOSAL REQUIREMENTS:

• Technical proposal including methodology and work plan
• Financial proposal in sealed envelope
• Team composition and CVs
• Company profile and references
• Professional certifications and accreditations
• Valid Tax clearance certificates

SUBMISSION DETAILS: Deadline: November 15th, 2024 at 17:00 (GMT+2) Submit to: smpboard@1pwrafrica.com Subject Line: “SMP Management Services Proposal”

Management Services SOW – SMP SPV Minigrid Portfolio

Management Services shall provide oversight and coordination of project implementation through:

1. Project and Contract Management

• Implementation of SPV project financing agreements and compliance obligations
• Oversight and management of subcontractor performance including:
  • EPC Contract: design, construction, commissioning milestones
  • O&M Contract: operations, maintenance, customer service standards
  • Owners Engineer: design review, quality assurance, testing/inspection
  • Accounting/Audit firms: financial reporting and compliance
• Validation of contractor deliverables and milestone completion
• Processing of contractor payments and change orders
• Project sponsor reporting and stakeholder communications management
• Document management and cloud-based repository maintenance

2. Corporate Administration

• Corporate vehicle representation and governance including:
  • Board management (resolutions, meetings, documentation)
  • Corporate registrations and renewals (VAT, trading licenses)
  • Maintenance of required physical/postal presence
• Compliance with articles of association and shareholders agreement

3. Financial Administration and Controls

• Financial record management and transaction documentation
• Development and enforcement of internal controls including:
  • Segregation of duties
  • Payment approval and processing protocols
  • Procurement and vendor payment procedures
• Management of accounting services including:
  • Monthly statutory filings (VAT, WHT, PAYE)
  • Annual tax compliance
  • Quality control of accounting outputs
• Financial planning and reporting:
  • Monthly cash flow projections and updates
  • Short and medium-term financial planning
  • Budget tracking and expense reporting
  • Monthly variance reporting with material deviation approvals
• Bank account management including:
  • Account establishment and maintenance
  • Payment processing and reconciliation
  • Reserve account management
  • Cross-border transfer compliance

4. Stakeholder Management

• Government liaison (local, district, national levels)
• Development partner engagement (EU, UN, subsidy providers)
• Vendor and supplier relationship management
• Oversight of O&M contractor’s:
  • Customer service performance
  • Community engagement activities
  • Documentation compliance

5. Regulatory and Legal Compliance

• Land tenure and servitude management
• Business licensing and permitting
• Regulatory reporting and compliance (LEWA)
• Oversight over contractors:
  • Environmental and social compliance monitoring
  • ESIA and ESMP implementation
  • Required environmental reporting
• Processing of environmental clearances and permits

6. Insurance and Risk Management

• Maintenance and oversight of required coverage:
  • Directors liability insurance
  • Workers compensation
  • Vehicle insurance
  • Business Combined policy
  • Contractors all risk
• Claims management and coverage compliance
• Review of contractor insurance compliance