TERMS OF REFERENCE (TOR)

National Consultant for Feasibility Studies and Development of Alley and

Street LED Lighting Demonstration Projects (NCDP)

Task Location: Hanoi with domestic travel as required

Duration of Assignment: 106 working days, spread out from Quarter 3/2017 to
Quarter 1/2018
Direct Supervisor: National Project Director

1) GENERAL BACKGROUND

Viet Nam Academy of Science and Technology is implementing the Project

“Local Development and Promotion of LED Technologies for Advanced
General Lighting in Viet Nam” funded by GEF/UNDP and co-financing by Viet
Nam agencies/institutions.
The objective of the Project is to mitigate GHG emissions through
transformation of the lighting market towards greater usage of locally produced
LED lighting products in Viet Nam. This objective will be achieved by
removing barriers to increased production and utilization of locally produced
LED lighting products in Viet Nam through two components:
1. The transfer of skills, knowledge and technology for the
manufacturing of LED lamps in Viet Nam; and
2. The demonstration of cost-effective local commercial production of
LED lighting devices.
The Project will be implemented over a 4-year period and is expected to achieve
GHG emission reductions through the displacement of electricity generation
from fossil-fuelled power plants.

After first two year of mentioned above project component 1 implementation,

when the production of quality locally manufactured LED lamps commences,
then following demonstration projects will be done (i) a demonstration for over
4,000 locally produced LED lamps for indoor lighting at 3 locations (i.e.
residential, commercial and industrial); (ii) a demonstration for over 400 locally
produced LED lamps for outdoor lighting at 3 locations (i.e. street and alley
lighting); and (iii) assistance to other property owners who want to convert their
lighting systems, indoor or outdoor, to LED lamps.

Proper street and alley lighting is a critical need in Vietnam, where proper
lighting standards may not be met due to various reasons, including lack of
specific and harmonized standards, inability of local manufacturers to meet
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quality requirements, lack of capacity of testing facilities to certify LED
products, lack of planning and lack of awareness. According to the Vietnam
Lighting Association (VLA), around 3390 km of alley lighting in Vietnam is
invested and maintained by residents/residential associations and is of poor
quality, both in terms of design and technology. In addition, around 1615 km of
alleys do not have lighting installed. While action is being taken in parallel on
many fronts to rectify these problems, there is also an urgent need to
demonstrate LED technology in street and alley lighting, to convince decision
makers and users of the advantages and feasibility of LED technology.

Accordingly, the project has tied up with the Hanoi based company RALACO,
one of the two large lighting product manufacturer in Vietnam that is producing
LED products, to demonstrate street and alley lighting using LED technology in
Thai Nguyen province.

Up-to 2015, Ralaco has experience only in producing LED lighting products
mainly for indoor. Since 2016, RALACO has received the technical supports
from the Project “Local Development and Promotion of LED Technologies for
Advanced General Lighting in Viet Nam”, the company has commenced to
study and develop new LED lamps of high power for lighting alleys and streets.
Ralaco has also conducted surveys and in various places such as Hanoi, Ho Chi
Minh, Hai Phong, Da Nang, Quy Nhon, Thai Nguyen cities and some others to
identify the technical and co-financial conditions to get consensus of provincial
authorities to implement some demonstration projects using their locally
produced LED lamps and other LED lighting products.

Based on the survey results, RALACO decided to accept a proposal of Thai

Nguyen authorities to develop and implement two Alley and Street LED
Lighting Demonstration Projects (Abbreviated as LED demo-projects) using
RALACO’s LED lamps for lighting:
- i) LED Alley Demo-Project: 2,8 km alleys in Phuc Loc village, Cao Ngan
ward; and
- ii) LED Street Demo-Project: 1,2 km street in Huong Son ward, Thai Nguyen
city.

The reasons of choosing Thai Nguyen city for implementing LED demonstration
projects are as follows:
i) Thai Nguyen city is one of the 17 big cities in Vietnam. And according to
the Degree No 42/2009/NĐ-CP promulgated on 07/05/2009 by Vietnam
Government and the recent Decision No1210/2016/UBTVQH13 of
Vietnam National Parliament on the city classification, 17 these cities
belong to the first class city. Therefore, the success of LED demo projects
implementation using LED luminaires locally produced by RALACO will

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 motivate and promote the replication of demonstration results not only in
the 17 big cities but also in other cities of 2-5 class in the country;
ii) understanding the benefit of energy saving of LED technology for general
lighting, the authorities of Thai Nguyen city are under development of a
plan to use LED lamps to replace the traditional lighting products (HID,
CFL, Tubular fluorescent and so on) in the city’s urban public
constructions, and have an understanding memorandum with RALACO to
implement demo projects using RALACO’s LED lamps in streets and
alleys of Thai Nguyen city; and finally,
iii) Thai Nguyen city is not far from Hanoi and Bac Ninh Industrial Zone,
where RALACO has manufacturers producing LED lighting products.
Owing this benefit, all works related to the development and
implementation of LED demo-projects (conducting surveys, design,
installation, maintenance, energy audit and so on) will be done with the
most effective in both aspects, time and cost.

In order to implement the LED demo-projects in the mentioned about locations,

LED demo-projects must be developed and their feasibility studies are needed to
be carried out. The studies will cover the current lighting devices and their
energy consumption, the proposed LED lighting replacements, the compliance
of the LED lamps to the regulatory framework developed under Component 1,
the effort required to replace these lights and installation of control systems, the
means of monitoring energy savings from the LED lamps replacements,
estimates of expected energy savings and reductions of operational costs, and
expected impact of the demonstrations to LED lamps sales in Viet Nam. GEF
assistance is required for the necessary technical assistance in the development
of demonstration projects using luminaires locally produced by RALACO.

VAST and UNDP are looking for a qualified National Consultant to carry out
feasibility studies and development demonstration projects using LED lamps
locally produced by RALACO for Alley and Street Lighting (NCDP) in Thai
Nguyen city.

2) OBJECTIVES OF THE ASSIGNMENT

The objectives of the assignment are to carry out feasibility studies and develop
demonstration projects using LED lamps locally produced by RALACO for
Alley and Street Lighting in Thai Nguyen city (NCDP).

3) SCOPE OF WORK

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The consultant NCDP will be responsible for the following tasks and activities:

Quarter 3/2017

• Work with PMU to prepare a Work plan for whole contract duration;
• Conduct surveys on the current status of the alley and street LED lighting
demo sites:
- 2,8 km alleys in Phuc Loc, Cao Ngan; and
- 1,2 km street in Huong Son, Thai Nguyen city.
• Collect relevant data/information of the lighting demonstration sites,
which will be used for designing the lighting system, also using
softwares. The data/information to be collected are as follows:
Layout:
(i) plan and side views of the houses, constructions surrounding the
streets and alleys under consideration, especially from the point of
view of how they interact with the design and performance of the
proposed lighting system
(ii) plan and side views, layout and a panoramic view of the alley and
streets for which the lighting system will be designed, as well as an
understanding of how lighting interacts with the human and vehicle
traffic on these streets
Electrical power supply:
(iii) Electrical power supply for the lighting systems to be designed for
the alley and street lines (source, phases, overhead lines or
underground lines etc);
(iv) Survey of ground structures to plan for civil works needed for
fixing lamp poles in the ground and for drawing underground
electrical cables for lighting systems;
Lighting related parameters:
(v) the requirements of the users of the lighting system to be designed;
(vi) Lighting and optical characteristics of houses, constructions
surrounding the streets and alleys under consideration, especially
from the point of view of how they interact with the design and
performance of the proposed lighting system and the human and
vehicle traffic in these streets and alleys
(vii) Factors affecting eyesight of the drivers when in the traffic of the
alley and street lines (accuracy of the work, color difference,
eyesight intensity, etc.);
(viii) survey and assess the existing lighting systems (if any).

• List of National Lighting Standards and Construction Codes on lighting

for alleys and streets. The specifications for rational designs need to be
referred are the illuminance for alley and street compatible with the

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 relevant National Lighting Standards; Analyse the information and
recommend the standards to be applied;
• Design the alley and street lighting systems by using the lighting
modeling software (with energy savings and CO2 reduction calculation
and comparison). These software requires:
(i) using input data relevant for the alleys and its features;
(ii) using of lighting illustration files for LED lamps types to run the
software. The procedure of the lighting design must comply with 14
steps including:
o Step 1: Based on the investor’s requirements, current status of the
alley and street line structure, type of alley and street lines, mean
density of traffic, allowed traffic velocity, safety requirements of the
alley and street lines, the standards for street lighting, etc. select the
following lighting specifications as required, including:
(i) luminance: L cd/m2;
(ii) illuminance: E lux;
(iii) uniformity of luminance for whole street line U0;
(iv) uniformity of luminance along with street line Ul;
(v) indicator of glare limitation G;
(vi) increase of threshold increment TI;
(vii) density of lighting power W/m2 or W/m.
o Step 2: Study and select lighting modality for lighting system of the
alley and street line, including:
(i) one side lighting;
(ii) two side lighting (symmetrical or alternate);
(iii) two side lighting on separated band of the street.
o Step 3: Study and select light sources:
(i) HID lamps or LED lamps;
(ii) optical and electrical specifications of the selected light source
power- W,
Voltage-V,
Current – I,
Flux - lm,
Color temperature-T(K),
Color rendering - Ra,
Lifetime of light source- T(h), etc.
o Step 4: Study and select lamps types including
(i) lamps with large light distribution;
(ii) lamps with semi-large light distribution.
o Step 5: Study and select lamp poles and rods (the pole type: metal or
concrete casting; the height of pole/rod and raised-up angle of the
rod, etc.).
o Step 6: Determine the number of lamps necessary according to
above-mentioned selections in order to satisfy the quantitative and
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 qualitative criteria. This is the foundation for distribution,
arrangement of the lamps along with the designed alley and street
lines (using calculation method of useful factor or method of unit
power).
o Step 7: Make Preliminary design of the lamps arrangement for whole
alley and street lines based on selected lighting modality (using
specialized lighting design software, shown on two dimensions (2D)
and three dimensions (3D), and 3D visualization from the perspective
of the people and traffic in the alleys and streets under consideration.
o Step 8: Test the lighting design results for some special sites of the
alley and street lines (using a point calculation method shown by
isolux curve on 2D and 3D ).
o Step 9: Revise and finalize the design of the lighting system for
whole alley and street line (shown in design drawing).
o Step 10: Design the electrical power supply sources (Total power
consumption, selection of devices controlling the lighting systems:
automatic or mechanical, selection of electrical wire, etc., all these
are to be shown in the design drawing).
o Step 11: Design a dimming mechanism for whole systems or for each
lamp (if required) according to the selected light regime and shown
in the design drawing.
o Design the foundation for fixing lamp poles in the ground and
trenches for installing electrical cables of lighting system (if the
cabling is done underground).
o Step 12: Prepare estimated costs of lighting systems designed for
alley and street lines.
o Step 13: Test the design to ensure that it satisfies all the design
requirements, and then finalize the design and prepare a design
report. The design report is to be submitted to relevant bodies for
approval. This report must include:
(i) lighting design drawings;
(ii) electrical system design drawings;
(iii) electrical control system design drawings;
(iv) lighting control system design drawings (dimming);
(v) a design drawing for installing lamp poles in the ground and
digging trenches for installing electrical cables for the lighting
systems;
(vi) a design justification; and
(vii) a concise report on the estimated cost.
Note: When designing lighting systems, it is required to consider few
alternatives so that the optimum one is selected based on techno-
economic analysis
o Step 14: Calculate the cost benefit, energy savings and CO2 emission
reduction of the demo projects. The methodology must be compatible
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 with internationally accepted guidance for carbon footprinting, such
as the GHG Protocol for Project Accounting
(http://www.ghgprotocol.org/project-protocol)
• Prepare a list of lighting system’s devices and auxiliaries for procurement
including LED lamps, luminaires, wires, etc. with full information on
specifications, types, origins, etc.

Quarter 4/2017
• Attend the peer review meeting on the lighting designs for alleys and for
streets;
• Prepare the final report on the assignment implementation results.

Methodology: The selected consultant will propose and discuss with PMU and
the International Senior Technical Advisor (ISTA) the approach in undertaking
the assignment. This shall include:
i) desktop review of the project documents and related information
within the LED Lighting sector;
ii) meet and interview with key project partners including LED demo
hosts, demo projects proponents, lighting manufacturers, relevant
experts, and PMU staff as agreed with VAST and UNDP.

4) DURATION OF ASSIGNMENT, DUTY STATION AND EXPECTED

PLACES OF TRAVEL

Duration and Timing: 106 working days, spread out from Quarter 3/2017 to
Quarter 1/2018.
Duty station: Hanoi with domestic travel as required.

5) PRODUCTS TO BE SUBMITTED

The consultant will deliver the followings:

Quarter 3/2017
• Report 1: Inception report to be submitted and discussed with the
PMU/VAST within one week upon the signing of the contract. The
Inception report should contain the following items:
(i) The methodology proposed for undertaking the assignment;
(ii) A detailed work-plan with proposed step-wise method;
• Report 2: Report of the analysis of the data/information of the lighting
demonstration sites including all items described in the scope of work,
findings and recommendations.
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 • Report 3: List of National Lighting Standards and Construction Codes on
lighting for alleys and streets. The specifications for rational designs need
to be referred are the illuminance for alley and street suitable with the
relevant National Lighting Standards; and suggestion of Standards to be
applied;

Quarter 4/2017
• Report 4: Reports of the design for alley lighting (report 4a) and street
lighting (report 4b). These reports must include:
(i) lighting design drawings;
(ii) electrical system design drawings;
(iii) electrical control system design drawings;
(iv) lighting control system design drawings (dimming);
(v) design drawings for civil works for fixing lamp poles in the ground
and drawing electrical cables of lighting systems;
(vi) the concept and logic for the design;
(vii) a concise report on estimated cost, including a list of lighting
system’s devices and auxiliaries for procurement including LED
lamps, luminaires, wires, etc. with full information on
specifications, types, origins, etc.

Quarter 4/2017 to 1/2018

• Report 5: A final report on the assignment implementation results.

The final report should contain the following key elements:

• Executive Summary: the purpose, and description of the key results,
findings and recommendations.
• Introduction
• Implementation methodologies.
• The results of implementation: including all obtained results of the
implementation of all required items described in the “Scope of Work”.
The results should be separated clearly and into 2 part: for alley lighting
and for street lighting;
• Conclusions and recommendations.
• Annexes: including minutes of the meetings/interviews, minutes of the
consultation workshop.
• References.

All reports must be written in excellent English and Vietnamese, and well
formatted.

6) QUALIFICATION AND EXPERIENCE

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 Minimum qualifications and experience of the consultant are as follows:

• At least a bachelor degree in electrical engineering/technology, lighting

technology, engineering/technology or related fields;
• Expertise in LED lighting technology, and especially in the designing of
lighting systems. Experience in the development of Energy Conservation
and Energy Efficiency (EC&EE) projects is desirable;
• Previous experience(s) in designing of lighting demonstration projects for
public works.
• Good in English, especially in writing and reporting skills.

7) PROVISION OF MONITORING AND PROGRESS CONTROLS

The selected consultant will perform tasks as required under the direct
supervision of the National Project Director. The consultant is required to
regularly report to Management Unit (PMU)/HTD-VAST on the progress of the
work. After the signing of the contract, the selected consultant, PMU and UNDP
will agree on the mechanism and actual timeline of the reporting requirement.
Upon that the consultant will develop a detailed work plan which must be
agreed between (PMU)/HTD-VAST, UNDP.

8) ADMIN SUPPORT AND REFERENCE DOCUMENTS

Project Management Unit (PMU)/HTD-VAST will assist the selected consultant

with administrative support related to, but not necessarily limited to:
- To assist with acquiring official letters in case of visits or conducting
interviews with official partners
- To organize necessary consultative roundtable meeting(s)

9) REVIEW TIME REQUIRED AND PAYMENT TERM

- The payments will be paid upon submission of the final report with
satisfactory acceptance by PMU/HTD-VAST, and certified by the team
leader if necessary according to the timeline as follows:
No Indicative timeline Report submitted to Payment
PMU amount
1 Quarter 3/2017 Report 1, 2 and 3 35%
2 Quarter 4/2017 Report 4 35%
3 Quarter 1/2018 Report 5 30%

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10) CONSULTANT PRESENCE REQUIRED ON DUTY
STATION/PMU/HTD-VAST PREMISES

 NONE  PARTIAL  INTERMITTENT

 FULL-TIME

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