Scope of Work

For
Installation of Solar solution
(Solar Panel + UPS)

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Introduction:

Definitions and Acronyms:

The acronyms that may be encountered in this document are listed in the table below:
Acronym Explanation
BO Branch Post Office (also referred as EDO)
BPM Branch Post Master
DO Division Office
DOP Department of Posts
EDO Extra Departmental Post Offices
IR Installation Report
LED Light-Emitting Diode
OEM Original Equipment Manufacturer
PMO Project Management Office
RH Rural Hardware
SC Service Centre
SIT Solar Installation Team
SLA Service Level Agreement
UPS Uninterruptible Power Supply

1 Solar Solution Installation Scope of Work for Vendor:

• Solar Solution: There are approx. 97000 BOs/EDOs where Solar Solution Installation is
required. Solar Solution consist of solar panel, UPS, Connecting cables etc. Solar Solution
is mainly used to power the RICT device and its peripherals at various EDOs.
• Technical Specifications of Solar Hybrid UPS (Tritronics) is as under -

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• Below is the list of material which is supplied as a part of Solar Solution Master Box in
the Branch Post offices –
1. Solar Hybrid UPS , Model : TSP ‐100DC .
2. Photovoltaic (PV) panel of 25 Wp .
3. Solar Panel Mounting Frame.
4. DC output cables to connect the Handheld devices & additional
5. Battery in cradle with Solar UPS for charging.
6. Internal: Li‐Ion battery pack of 7.4V/8.8AH
7. USB cable for connectivity
8. Operating Manual

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• Details of accessories which are supplied as a part of solution is depicted below–

• Solar UPS: Stand-alone compact device which shall be placed near the MCD / Cradle /
Printer in the work area of the Branch Post Master (BPM).
• Should charge the UPS battery from 0% to 100% capacity in 6 hours. At least 10 meters
long electrical wire would be required for connection that if longer cables are required
due to site conditions, the same shall be provided without any extra charge.
• Battery: Sealed maintenance free. Solar Solution Installation Team (SIT) shall provide all
accessories to mount the Solar Panel on the Roof Top or most optimum location near/
around the EDOs that will provide maximum sunlight on the Solar Panel. The metal rod
on which the solar frame will be fixed is already tilled. The site engineer need to identify
the south direction while use of a compass.
• Site Engineer has to check the functioning of the complete installation with respect to
charging of the Solar UPS.
• RICOH will share the location of BOs/EDOs under various postal Divisional Offices (DO)
where the solar solution are scheduled for installation along with DO SPOC and Branch
Post Master Contact details.
• Field engineer is also required to fill site survey form and get the same sign and stamped
with BPM. It should be done before the time of installation itself and there is no additional
visit required for this.
• RICOH is responsible for delivery of material. Field engineer has to arrange the
accessories required for the installation of solar solution and connection with UPS at the
BOs.

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• Vendor is required to share the Division wise installation schedule with Ricoh as the same
needs to be shared with DOP. DOP will inform BPMs for their availability on the specified
schedule as shared by the vendor.
• Solar Installation Team will be responsible to seek confirmation from respective BPMs
over phone for scheduling Installation activity in advance.
• Vendor needs to work in close coordination with Ricoh’s Circle Project Manager (CPM)
and will update the progress on a regular basis. CPM will extend all necessary support to
Vendor in case of any field level coordination issues.
• Solar Installation will share their Central Email ID, phone numbers and SPOC for the
coordination and reporting purpose.
• Vendor will share the contact details of Installation Engineers with phone numbers in
advance before installation with RICOH and RICOH CPMs in 10 day advance before
installation.
• Field engineer will open the packed boxes of Solar Solution in the presence of BPM. Field
engineer along with BPM will ensure the material is in good conditions and suitable for
the Installation. In case of any damage is found in the material, Field Engineer need to
request BPM to intimate his concerned Divisional SPOC who in turn need to share the
formal information to Ricoh’s central Project team.
• Field engineer will carry all the necessary tools with all the supporting tools, stainless
steel nuts, SS-bolts that are necessary to perform the installation. They will consider that
the location should be of any type that could have any type of roof and conditions of the
locations. So they will be well prepared with all necessary tools for any kind of conditions
they may face for installation. SIT may require to perform civil work as per the
requirement at site. SIT need to carry necessary material for civil work (if required).
• During Installation Field engineer, in consultation with BPM, should determine the
position where the UPS should be kept to ensure easy charging of Battery even during
working hours of the BO (e.g. near the BPM Working Table).
• Field engineer, in consultation with BPM, should identify the location of the Grid Power
Point at BO to connect UPS with Grid Power Point.
• Field engineer, in consultation with BPM, should determine location of installation of
Solar Panel e.g. Roof Top or most optimum location near/around the BO room so as to get
maximum sunlight on Solar Panel viz. it will determine whether the Solar Panel can be
installed on roof top facing south. SIT will consider that a spot from where the distance
from that specific spot to the room housing the Solar UPS should not be too far, this will
also avoid unnecessary wastage of connecting cables.
• Field engineer in consent with BPM to choose a spot to make the wall hole so that the
cable can be passed easily and will make sure that wall hole should not hinder other things
present in that place.
• Field Engineer will lay the 2 core copper strand cable with plastic sheath in a proper
conduit to connect the UPS and solar panel and will make sure the proper reliable
clamping should be used in order to avoid hanging, cuts, bends and unexpected
interference of the cable.
• Field Engineer will do proper civil works required for installation of solar panel.
• Field Engineer will demonstrate the proper connectivity, charging of UPS and proper
working of Solar Panel and UPS to BPM.

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 • All accessories required for the installation of Solar Solution at the BO and making it
operational i.e. any accessories required to mount the Solar Panel, any accessories
required to connect the UPS with Solar Panel & Grid Power Point etc. should be supplied
by Solar Installation Team.
• After installation, Field Engineer should carry out prescribed Installation Test along with
BPM. SIT/Service Engineer & BPM will jointly determine whether the prescribed
Installation Tests are successful or not. BPM should satisfy himself / herself fully that both
Solar Panel & UPS are working fine.
• If the prescribed Installation Tests are not successful, the Solar Installation Team should
carry out troubleshooting steps till the all the prescribed Installation Tests are
successfully passed.
• Post successful installation, Solar Installation Team should prepare the Solar Solution
Installation Report in the prescribed format given in Annexure. The Installation Service
Engineer should sign this report and obtain the signature of BPM explaining him/her the
content of the report. One copy of the Solar Solution Installation Report should be given
to the BPM for office record and one for RICOH.
• Solar Installation Team should also take Site Photos (refer details provided in vendor
Deliverables)
• After receiving the soft copies, verification of the installation will be carried out by Ricoh
Project team.
• If the verification results are not found proper, RICOH will inform to Solar Installation
Team for the rectification. The Solar Solution Team will visit the BO again and complete
the installation properly and get the complaint closed without any additional cost.
• Based on the activity done during revisit, the Solar Installation Team should prepare
revised Solar Solution Installation Report. The report should be jointly authenticated by
Installation Service Engineer & BPM.

2 Important instructions
PANEL LOCATION:

1. Panels should not be installed too close to the edge or ridge of the roof or the parapet wall
and should not be obstructive.
2. Panels should not be installed in close proximity to water lines, inflammable material, LT
lines or underneath L, M & HV O/H lines.
3. Under no circumstances rods, pipes or similar material should protrude under the panel.
The space below the panel should be clear of any pointed material which can damage the
panel. The backside of solar module surfaces should be kept free of all kind of foreign
objects.
4. The Panel should be tilted at an optimal angle equal to the latitude of the location. To get
most from the solar panel it has to be pointed in the direction that captures the most sun.
Solar panels should always face south, since India is located in northern hemisphere.
Panel location should be such that it is away from shadow zone of the obstacle.
5. Tilt angle as per geographical latitude are as follows ::

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 SITE LATITUDE TILT ANGLE
0-15 15°
15-25 15-25° (Same as Latitude)
25-30 Add 5° to Site Latitude
30-35 Add 10° to Site Latitude
35-40 Add 15° to Site Latitude
40+ Add 20° to Site Latitude

6. The tilt should not be less than 10° from the horizontal surface whatever the latitude may
be as a lesser tilt will allow dirt/dust to accumulate on the panel thereby reducing its
performance.

QUALITY OF ACCESSORIES:

1. Bolts, Nuts, Fasteners, Panel Mounting Clamps used should be Stainless Steel Grade 304.
All other accessories should be made from Quality MS steel, rust proof with sufficient
corrosion protection and should bear ISI mark.
2. SS Spring wasters should be used instead of flat wasters to fix the base plate of the
mounting structure.
3. The mounting structure should be hot dip galvanized steel with galvanization thickness
of min 120 microns or aluminium alloy.

CONNECTION:

1. Neatly crimped cable lugs should be used for all cable connections for effective contact.
All connections should be well tightened.
2. After making connection in the junction box keeping in view the proper polarity the cable
should be properly tied to the module frame with cable ties.
3. Plastic cable ties cannot be used as primary fixing for any cable.
4. All cables and conduit shall be clamped to the rooftop, walls and ceilings with
thermoplastic clamps at intervals not exceeding 50 cms.
5. For outdoor wiring cables should be protected with ISI marked UV stabilized PVC conduit
pipe of adequate diameter and thickness (min 1.5 mm)/Rust Resistant Metal conduits.
6. For outdoor wiring XLPE Insulated/PVC Sheathed/UV stabilized flexible copper cables
(1.5 sqm) should be used.
7. For indoor wiring cables should be protected with ISI marked PVC/Metal/Flexible
conduits fixed using proper Metal/PVC clamps.
8. Water should be prevented from entering or building up in the conduit by using proper
weatherproof water sealing or duct sealing.

PANEL MOUNTING:

1. For Metal sheet roof and Tiled roof adequate protection should be taken when mounting
directly on the sheet metal (later or Butyl Pad should be inserted between the mounting
structure and the roof), ensuring stability and wind withstanding capacity, or penetrating
the sheet metal or tile and fixing to the substructure, ensuring that the roof remains
waterproof.

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 2. For thatched roof or places where the underlying roof substructure in not sufficient to
withstand the mounting structure and the associated wind velocity the panel should be
mounted on a rust resistant MS tubular pole of adequate length with proper base plate of
MS steel and fixed to the ground with proper grouting of RCC mixture. The pole should be
able to withstand the wind velocity and weight of the panel.

Post Installation Checks:

1. Post installation the SIT team will ensure to BPM about the charging process is working
or not by checking the LEDs of the solar UPS, Current supplied by Solar panel and UPS o/p
voltage. If the RICT device is available in the location then SIT will check whether UPS is
giving the backup or not.
2. Solar Installation Team should carry out prescribed Installation Test along with BPM. The
SIT/Service Engineer & BPM will jointly determine whether the prescribed Installation
Tests are successful or not. BPM should satisfy himself / herself fully that both Solar Panel
& UPS are working fine.
3. If the prescribed Installation Tests are not successful, the Solar Installation Team should
carry out troubleshooting steps till the all the prescribed Installation Tests are
successfully passed.
4. Once UPS and Solar Installation done and verified by BPM, SIT will fill the Installation
report with serial numbers and remarks and take a signoff with stamp from BPMs.
5. SIT will fill the checklist and take a signoff with stamp from BPMs along with their contact
details.

3 Vendor Deliverables:
1. Original Site survey report
2. Original IR Report
3. Photographs
▪ Branch Post office building (Signage should be properly visible)
▪ Solar panel (compass should be placed over Solar Panel and should points
towards south direction)
▪ Soar Panel (Serial number should be clearly visible)
▪ Fasteners duly placed
▪ UPS (Serial number should be clearly visible); photo graph should be taken from
in front and back side.
▪ Photo that signifies that LED of UPS is glowing
▪ Photo that conduit are fixed properly
4. All softcopies (Survey report, Installation Report and Photographs) should be uploaded
over Google drive.

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4 Annexures
5.1 Solar solution installation site survey form
Office Details:
Cluster North / East / West / South Date
Circle Region
Division Sub division
Name of the BO Name of Account office
Pin Code BPM Name
BPM Mobile No. BO CSI Facility Id
Address
Start Time End Time

Before Installation

Sr. No Item Yes No

1 Building structure - Brick & Mortar Yes No
- Mud Structure Yes No
- Thatched Yes No

2 Availability of Space for UPS Yes No

3 External Space for Solar Panel Installation Free Congested
4 Electric Supply Availability Yes No
5 Roof Type - RCC Yes No
- Sheet Yes No
- Tiled Yes No
Yes No
- Thatched
6 Can Solar Panel be Installed on Roof Yes No
7 South facing Sunlight Availability on Roof Yes No
8 Is a Wood/MS Steel pole required for installation Yes No
9 Monkey Menace Yes No
10 Shadow Zone Yes No
11 Sufficient Clearance around the BO Yes No

Input on Mains, If Available

Voltage L-N through mains Voltage N-E through mains

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5.2 Solar Solution Installation Report format:
1. Office Details:

Cluster North / East / West / South Date

Circle Region
Division Sub division
Name of BO Name of Account office
Pin code BPM Name
BPM Mobile No. BO CSI Facility Id
BO complete
Address

2. Solar Solution Hardware Details:

SL Item Supplied/Installed Serial No

1 Solar UPS (TSP-100DC) Yes
2 Solar Panel Yes
3 Solar Stand/Pole Yes/No
4 Cable / Wire (Min. 10 meter) Yes/No Not Applicable

3. Summary of Post Installation Tests:

SL Post Installation Tests Y N

1 Is the Solar Panel Installed on Roof facing south direction?
2 Is the Solar Panel Installed on a Pole?
3 Is the Solar Panel secured with fasteners?
4 Whether the Solar Panel and Solar UPS are connected properly?
5 Whether the Solar UPS is connected to Grid Power supply?
6 Does the ‘Solar ON’ LED glow when connected to Solar Panel?
7 If the Grid supply is available, does the ‘Mains ON’ light glow on
Solar UPS when connected to Grid supply?
8 Does the ‘Load On’ light glow when Output is ON?
9 Has the Solar Panel and UPS basic features & maintenance activities
explained to the BPM?
10 Length of DC cable from Solar panel to UPS in meters?

Signature of the Service Engineer Signature of the BPM

Name:

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5.3 Important considerations before filling up of IR report
SL Checklist for IR validation.
1 Original copy of IR should be submitted and a copy should be provided to BPM.
2 Same format of IR should be used for every installation (as defined above).
3 There should not be any overwriting or cutting in the IR.
If there is any cutting, overwriting or whitener is used it should be validated by getting the
4 same counted signed & stamped by the BPM.
5 Stamp of the BO's and signature of the BPM should be clearly visible.
6 Model number and serial number should be clearly mentioned in full.
7 In case there are any remarks on the IR, it should be resolved before submission.
8 No criss-cross or arrow marking should be done on the IR.
9 Length of DC cable should be mentioned clearly.

Cluster, Circle and DO details to be hardcoded so that the discrepancies in these values can
10 be avoided. Only the BO details needs to be filled by the installation team.
Make model of the Solar UPS and Panel can be hardcoded with an option to tick any one of
11 the two, in case of panel.
12 No field should be left blank

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