STANDARD OPERATING PROCEDURE

ALTERNATIVE ENERGY DEVELOPMENT BOARD

2nd Floor, OPF Building G-5/2 Islamabad. www.aedb.org

Table of Contents

Glossary.......................................................................................................................................... 4

1. Receipt of Application ........................................................................................................ 5

CERTIFICAT ION OF

SOLAR PV /

WIND SYSTEM

VENDORS/ INSTALLERS /SERVICE

PROVIDERS

2. Processing of Application ................................................................................................... 5

3. Evaluation of Application .................................................................................................. 6

4. Certificate ............................................................................................................................. 6

5. Renewal of Certificate ........................................................................................................ 7

6. Post approval Evaluation, Monitoring and Control ...................................................... 7

7. Revocation of Certificate .................................................................................................... 7

Glossary

AEDB Alternative Energy Development Board

AEF Alternative Energy Fund

NIC National Identity Card

NTN National Tax Number

PEC Pakistan Engineering Council

PV Photovoltaic

SOP Standard Operating Procedure

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 un-

avoidable 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.

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.

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

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

Sr. No. Documents to be submitted along with duly filled application form in

CAPITAL letters

Tick

Yes No

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

05.

You can submit the fees etc. in shape of DD/PO/BC in favour of

Alternative Energy Fund from any scheduled bank operating in Pakistan

as per Laws of Pakistan.

06. NTN registration certificate

06. Sales Tax registration certificate

DOCUMENT CHECKLIST

FOR ISSUANCE OF CERTIFICATE

SOLAR/ WIND INSTALLERS

07.

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

08.

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

10. Solar PV / micro-wind systems Installations in different parts of the

country (on-grid, off-grid, hybrid) as per performa at Annex-I.

11. After sales services mechanism and details of team in this regard,

methodology for services / repairs / replacements

12. The Affidavit on stamp paper of Rs. 100/- duly notarized and signed by

the CEO/Chairman/Owner of the firm/company (Appendix-B)

Annex I

GOVERNMENT OF PAKISTAN

MINISTRY OF WATER & POWER ALTERNATIVE

ENERGY DEVELOPMENT BOARD

Certificate CATERGORY APPLIED FOR

(Tick the relevant colum)

Year Solar Wind

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 Email Address

FOR OFFICE USE ONLY

Application

Tracking No.

Receiving Date

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 2

8.1 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

(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.

12.4 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:

Mobile No:

CNIC No: - -

(CEO/ Chairman/ Managing Partner or Director)

Annex A

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

1.

2.

3.

4.

(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

(On-grid /

Hybrid / Off

–grid)

Brands and Models of

Components used Name of

Company/Customer

Place of

Installation

Initiation

date

Completion

date

1.

DOCUMENT CHECKLIST

FOR ISSUANCE OF CERTIFICATE

SOLAR/ WIND INSTALLERS

Annex A

2.

3.

4.

(Add separate sheet if required)

DOCUMENT CHECKLIST

FOR ISSUANCE OF CERTIFICATE

SOLAR/ WIND INSTALLERS

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.