(RFP) for Lightning Risk Assessment, Installation and feasibility studies.

REQUEST FOR PROPOSAL (RFP)

Conducting a Feasibility Study on a Lightning Early Warning System, Detailed Risk Assessment (IEC 62305‑2), and Design, Installation & Commissioning of a Lightning Protection System (IEC 62305‑3) in Makawanpur District, Nepal

Issued by: South Asian Lightning Network (SALNet)
 Location: Kathmandu, Nepal
 Contact email: salnetnep@gmail
 Issue Date: March 20, 2025
 Application Deadline: March 31, 2025
 Project Duration: 1 Month.

1.    Organizational Context

The South Asian Lightning Network (SALNet) is a regional nonprofit coalition of scientific institutions, disaster‑management agencies, and local governments dedicated to mitigating lightning hazards across South Asia. SALNet’s mission is to develop and deploy evidence‑based early warning and protection solutions that reduce lightning‑related casualties and economic losses, particularly among vulnerable rural communities. Its strategic objectives include generating actionable lightning risk intelligence, advancing affordable Early Warning Systems (EWS) and Lightning Protection Systems (LPS), and building local technical capacity.

2.    Project Overview

SALNet in partnership with People In Need (PIN) is implementing a pilot project of installation of Lightning Early Warning (LEWS) system in the Nepal’s most lightning prone rural municipality Raksirang in the Makawanpur district. Makawanpur district is the most lightning impacted districts in Nepal, and Raksirang records highest number of incidents in the district. This project aims at mitigating the number of injuries, loss of human lives, loss of livestock by implementing the early warning system. The project also aims at piloting the protection of school building from lightning by installing the lightning protection system in accordance with the international standard IEC 62305.  

The project targets vulnerable populations, including low-and middle-income groups, women, marginalized communities, and the elderly, who are disproportionately affected by disasters along with the farmers engaged in outdoor activities. It aligns with Sustainable Development Goal (SDG) 11, which focuses on making human settlements inclusive, safe, resilient, and sustainable. The project aims to reduce vulnerability to recurrent disasters in Raksirang rural municipality by implementing the early warning system.

3.    Background & Rationale

Recent studies indicate that Nepal’s annual lightning fatality per million people per year rate is the highest in South Asia, highlighting a critical public health challenge. Makawanpur district, located directly south of Kathmandu, recorded the highest number of lightning fatalities (76 deaths) during 2011–2020. In particular, Raksirang Rural Municipality exhibits one of the nation’s highest lightning flash densities due to its elevated hilly terrain and seasonal thunderstorm activity. These conditions, coupled with the absence of systematic risk assessments and protection measures, leave rural farmers, schoolchildren, and heritage structures extremely vulnerable—especially during the pre‑monsoon peak from April to June.

In light of these challenges, SALNet invites proposals from qualified consultants/organizations to conduct a comprehensive feasibility study and risk assessment (IEC 62305‑2), and to design, install, and commission a Lightning Protection System (LPS) (IEC 62305‑3) in strict compliance with international standards.

4.    Objectives

4.1 Overall Objective

Enhance public safety and infrastructure resilience against lightning hazards in Makawanpur District by conducting a comprehensive feasibility study, risk assessment (IEC 62305‑2), and the design, installation, and commissioning of both a Lightning Early Warning System (LEWS) and Lightning Protection System (LPS) (IEC 62305‑3).

4.2 Specific Objectives

●     Risk Assessment:
 Perform a high‑resolution lightning risk assessment for Raksirang and the Shree Pragya Jaagriti Ma Vi school building in Chainpur, Raksirang, in accordance with IEC 62305‑2 standards.

●     Site & Installation Planning:
Identify optimal strategic sites for LEWS sensor stations, siren installations, and overall LEWS installation to maximize community coverage and timely alerts.

●     System Design & Installation:
Develop detailed design, technical specifications, and a Bill of Quantity (BoQ) for an IEC 62305‑3 compliant Lightning Protection System. Following the risk assessment, fully install and commission the LPS on the identified structures and community facilities in strict adherence to IEC standards.

●     Implementation Guidelines:
Provide comprehensive installation guidelines, testing protocols, and maintenance plans for both LEWS and LPS components.

●     Feasibility & Cost Analysis:
Deliver a cost‑benefit analysis and feasibility report with phased implementation roadmaps.

5.    Scope of Work

Task 1: Inception & Desk Review

●     Review lightning climatology and casualty data (2011–2024) for Makawanpur.

●     Compile relevant meteorological, topographic, demographic, and infrastructure datasets.

●     Develop a detailed workplan, methodology, and data collection instruments.

●     Outline all legal, contractual, and regulatory requirements pertinent to the project.

Task 2: Field Survey & Data Collection

●     Conduct site visits to Raksirang RM and the Shree Pragya Jaagriti Ma Vi.

●     Map critical infrastructure, population densities, and outdoor activity hotspots.

●     Measure soil resistivity at a minimum of five locations per site using the Wenner method.

●     Collect local regulatory and environmental data to ensure full compliance.

Task 3: Lightning Risk Assessment (IEC 62305‑2)

●     Obtain stroke density maps making use of data obtained from lightning detection network.

●     Evaluate structural vulnerability, occupancy, and external risk factors to determine LPS requirements.

●     Determine Protection Level (I–IV) and the corresponding rolling sphere radius.

Task 4: LEWS Site Selection & Design

●     Use multi‑criteria analysis (MCDA) combining stroke density, topography, population exposure, and connectivity to select at least one Electric field mill sensor and multiple siren locations.

●     Identify the optimal location for overall EWS installation based on field and  data.

●     Specify necessary LEWS hardware, including sensor type, data logger, communication link, and power supply (solar/battery).

Task 5: Lightning Protection System Design, Installation & Commissioning (IEC 62305‑3)

●     Prepare detailed LPS schematics for the Shree Pragya Jaagriti Ma Vi school and at least two community structures.

●     Specify all external LPS components (air terminals, down conductors, earth terminations), internal equipotential bonding, and Surge Protective Devices (SPDs).

●     Develop a detailed BoQ including itemized materials, labor rates, and installation timelines.

●     Fully install and commission the LPS on the identified structures, ensuring strict compliance with IEC 62305‑3 standards.

●     Validate installation compliance through thorough testing and quality assurance protocols.

Task 6: Testing, Commissioning & Quality Assurance

●     Establish procedures for validating soil resistivity, ensuring proper earth resistance, and testing conductor continuity and SPD functionality.

●     Recommend a comprehensive maintenance schedule and inspection checklist.

●     Implement robust quality assurance and risk management protocols to monitor progress and address unforeseen challenges.

Task 7: Feasibility, Cost‑Benefit & Financial Analysis

●     Develop a financial model comparing phased versus full deployment costs, including anticipated reductions in casualties and property losses.

●     Conduct stakeholder consultations to validate feasibility assumptions.

●     Provide detailed financial guidelines covering allowable cost limits, performance bonds, and insurance requirements.

Task 8: Reporting, Dissemination & Project Management

●     Submit an Inception Report (Week 1), Draft Report (Week 3), and Final Report (Week 5).

●     Provide technical drawings (CAD/PDF), BoQ, installation guides, and a 15‑slide summary deck.

●     Translate the executive summary into Nepali and English.

●     Outline project oversight mechanisms, including progress meetings, reporting protocols, dispute resolution, termination, and confidentiality clauses to safeguard sensitive data and ensure contractual integrity.

6.    Deliverables

·         Complete Report of Lightning Risk Assessment to analyzing the required level of protection as per IEC 62305-2.

·         A complete working drawing/design of the Lightning Protection System (LPS) adhering to the IEC 62305-3 and based on the findings of the Risk Assessment.

·         A complete Bill of Quantity (BOQ) pertaining to the lightning protection system as per the design.

·         The LPS shall comply with IEC 62305-3 and 62305-4.

·         Identification of Strategic locations for LEWS sensor and sirens in the municipality.

7.   Consultant/Organizational Qualifications.

·         The expected qualifications and competencies required for the consultant/consultancy agency include: 

·         The consultant should have a minimum Bachelors degree in Electrical Engineering with minimum 7 years’ work experience in Electrical Engineering or Master’s in science with a research experience in lightning physics.

·         Minimum of 5 years' experience in lightning research, Risk Assessment and Installation.

·         Documented works in accordance to work experience.

·         Having good knowledge of Data analysis and GIS.

·         Skill in information management.

·         Computer skills and experience.

8.    Evaluation Criteria

Note: The evaluation process will include a clarification period during which potential bidders may submit questions. Responses will be provided in writing before the proposal submission deadline. The evaluation committee will consist of SALNet representatives and external experts.

9.    Budget & Payment Terms

●     The contract will be a lump‑sum arrangement payable in three installments: 30% upon submission and acceptance of the Inception Report, 40% upon submission and acceptance of the Draft Report, and 30% upon final acceptance of the Final Report.

●     The lump‑sum fee must include all travel, field expenses, performance bonds, insurance, and any other associated costs.

●     Detailed allowable costs (e.g., per diem rates and travel expense limits) will be provided in the bidder’s briefing package.

10.                Legal, Contractual & Regulatory Compliance

●     Contractual Clauses:
 The final contract will include dispute resolution mechanisms, termination clauses, confidentiality and data protection measures, and provisions for contract modifications.

●     Regulatory Compliance:
 Consultant/Organization must adhere to all local and national regulations, including environmental permits, safety standards, and any other legal requirements for fieldwork and system installations in Nepal.

11.                Proposal Submission Process

Interested parties should submit their proposals via email to salnetnep@gmail by March 28, 2025. The proposal must include:

●     A detailed CV/Agency Profile.

●     A Technical Proposal (maximum 10 pages) detailing methodology, workplan, project management, quality assurance, and risk management.

●     A Financial Proposal with an itemized breakdown of costs.

●     Legal Company Registration documents

●     VAT/PAN Registration Certificate

●     Latest Tax Clearance Certificate

●     Exemption Certificate or equivalent (if applicable)

●     Contact details for two professional references.

SALNet reserves the right to accept or reject any proposal without providing an explanation.