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STANDARD OPERATING PROCEDURE

CERTIFICATION OF SOLAR PV /
WIND SYSTEM
VENDORS/INSTALLERS/SERVICE
PROVIDERS

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
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

DOCUMENT CHECKLIST
FOR ISSUANCE OF CERTIFICATE
SOLAR/ WIND INSTALLERS

Sr. No. Documents to be submitted along with duly filled application form in Tick
CAPITAL letters Yes No
01. Company registration certificate
Pakistan Engineering Council (PEC) registration certificate in
02. appropriate categories relevant for renewable energy and energy
planning
03. Readable copy of Identity Card of Owner / Shareholder(s) / Partner
Audited financial report/ duly verified bank statements for last three
04.
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
Engineers detail
1. Detailed CV of employees
07. 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
08. 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
10.
country (on-grid, off-grid, hybrid) as per performa at Annex-I.
After sales services mechanism and details of team in this regard,
11.
methodology for services / repairs / replacements
The Affidavit on stamp paper of Rs. 100/- duly notarized and signed by
12.
the CEO/Chairman/Owner of the firm/company (Appendix-B)
Annex I

GOVERNMENT OF PAKISTAN
MINISTRY OF WATER & POWER ALTERNATIVE
ENERGY DEVELOPMENT BOARD

CATERGORY APPLIED FOR FOR OFFICE USE ONLY


Certificate (Tick the relevant colum) Application
Tracking No.

Receiving Date
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


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

Name of Country
10 Country of origin Pakistani Foreign

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

DOCUMENT CHECKLIST
FOR ISSUANCE OF CERTIFICATE
SOLAR/ WIND INSTALLERS

14 Particulars of Director/Partners/Executives
CNIC No or
Sr. PEC Reg No Passport No
Name Designation Contact No Address
No (If any) (In case of foreign
national)

1.

2.

3.

4.
(Add separate sheet if required)

15 Experience Detail
Customer detail Time taken Type of
Nature Size of System
Sr. Brands and Models of
Category of Installation Name of Place of Initiation Completion (On-grid /
No Components used
Work (kW) Company/Customer Installation date date Hybrid / Off
–grid)

1.
Annex A

DOCUMENT CHECKLIST
FOR ISSUANCE OF CERTIFICATE
SOLAR/ WIND INSTALLERS

2.

3.

4.
(Add separate sheet if required)
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.

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