solarpvpanelcontractfornewporthousdfdfingtrust-invitationtotender
TRANSCRIPT
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SOLAR PV Panel Contract for Newport HousingTrust
Invitation to Tender
Strictly Private and Confidential
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Introduction and Instructions
Bidders are invited to submit their tender for the delivery of Newport Housing Trusts requirements
for the design and installation of solar PV panels on various properties for which it is or has
previously been the registered social landlord.
The tender is to be completed by organisations able to satisfy the minimum criteria set out in [xxx].
Name of the organisation completing this tender submission:
Person dealing with this application on behalf of the organisation and contact details:
Name:
Position in Organisation:
Address:
E-mail:
Telephone:
Fax:
Important Note: The attention of Bidders is directed to the Instructions contained in this
Invitation to Tender ("ITT") and that your completed tender must be returned to:
David Torrington, Newport Housing Trust, 6th
Floor, Clarence House, Clarence Place, Newport,
Wales, NP19 7AA
Telephone: 01633 261990
by no later than 12:00 noon BST on the 9th
February 2011.
BEFORE RETURNING THIS TENDER PLEASE ENSURE THAT YOU HAVE
Answered all questions appropriate to your application
Enclosed all relevant documentation
Signed the Certificate and Form of Tender
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CONTENTS
SECTION 1: INFORMATION
INTRODUCTION
BACKGROUND
OBJECTIVES
DELIVERABILITY
PERFORMANCE
FRAMEWORK ARRANGEMENT
FRAMEWORK OPERATION
PROCUREMENT PROCESS
TENDERING TIMETABLE
CONFIDENTIAILTY
FREEDOM OF INFORMATION
DISCLAIMER
SECTION 2: INSTRUCTIONS and BID REQUIREMENTS
SECTION 3: EVALUATION
APPENDIX 1: FORM OF OFFER
APPENDIX 2: CERTIFICATE AS TO NO CANVASSING and NO COLLUSIVE
TENDERING
APPENDIX 3: INSURANCE PROPOSAL
APPENDIX 4: PAYMENT and PERFORMANCE PROPOSAL
APPENDIX 5: FINANCE, TECHNICAL EXPERIENCE and LEGAL STANDING
INFORMATION
APPENDIX 6: FORM OF AGREEMENT
APPENDIX 7: SPECIFICATION
APPENDIX 8 HOUSE TYPES
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INFORMATION SECTION 1
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SECTION 1: INFORMATION
1. INTRODUCTION
1.1 This Invitation to tender ("ITT") has been prepared by The Newport Housing Trust (theTrust) for the purposes of inviting proposals from suppliers to enter on to a Framework
Agreement for the provision and installation of PV solar panels onto the roofs of properties
which are or have been part of its property portfolio. The maximum number of properties
will be 511 and the actual number will depend on consultations being successfully concluded
with tenants (of which there are 462) and house owners.
1.2 The requirement has been split into 3 separate similar sized lots. Each lot will have a list of 3contractors who will receive orders for installations in order of priority as explained in
paragraphs 6 and 7. The division of the requirement in this way is intended to ensure that the
PV panels are installed and the installations accredited prior to April 2012 to maximise Feed
in Tariff ("FIT") payments which will be recoverable by the Trust. It also minimises the risks
to the Trust of any delays affecting any particular supplier and avoids reliance on a limitednumber of major commercial supplier/installers to meet the total demand.
1.3 Each Bidders response should be detailed enough to allow the Trust to make an informedselection of the most appropriate suppliers to appoint to the framework. .
2. BACKGROUND
Feed In Tariff
2.1 In April 2010 The Department of Energy and Climate Change introduced the FIT scheme.The FIT is a renewable energy generation tariff that pays the generator of renewable
electricity a fixed price per kilowatt for the energy that is generated (see table 1). The
generator also receives a fee of 3p/kW for electricity that is sold into the grid, known as theexport tariff.
2.2 FIT produces benefits in 3 ways:
2.2.1 Generation tariff (currently a maximum of 41.3p per KW produced) a set ratepaid by the energy supplier for each unit (or kWh) of electricity generated. This
rate will change each year for new entrants to the scheme (except for the first 2
years), but once in the scheme the tariff will continue at the same rate for 20 years,
or 25 years in the case of solar electricity (PV).
2.2.2 Export tariff* - a further 3p/kWh will be received from the energy supplier foreach unit exported back to the electricity grid, that is when it isnt used on site.
The export rate is the same for all technologies.
2.2.3 Energy bill savings savings will also be made on electricity bills becausegenerating electricity to power appliances means not as much electricity needs to
be purchased from the energy supplier. The amount saved will vary depending
how much of the electricity is used on site.
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INFORMATION SECTION 1
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2.3 FIT is also an important driver in relation to meeting Government climate change targets, fuelpoverty reduction, as well as providing economic opportunities for businesses.
The Trusts Available Stock
2.4 The Trust owns or has influence over 511 houses that are potentially suitable for FITprogrammes and wish to maximise the package of opportunities that FIT provides. The
information required to be submitted by Bidders and the evaluation of such information is
intended to enable the Trust to identify solutions which provide the best overall package ofopportunities and to understand the trade-off between cost, capacity and efficiency over the
life of the installation.
2.5 The Trust has undertaken initial consultation with its tenants and owners of shared ownershiphouses in which the Trust has an interest. There has been considerable support for this
procurement from the local residents and the Trust will undertake further consultation during
the tender period to maintain and expand that support. Successful Bidders will assist the
Trust in connection with further consultations to address any concerns which residents/ownersmay raise.
3. OBJECTIVES
3.1 The objective of this tender process are:
3.1.1 To procure the installation of solar photovoltaic panels on all housing (to theextent agreed with homeowners and tenants) by April 2012 to take advantage of
the FITs currently available;
3.1.2 To ensure that best value for money is obtained having regard to:
3.1.2.1 the panels being of appropriate quality in terms of capacity ingeneration, efficiency (of panels and transmission) and durability
(including degradation in output over the length of their installation )
to maximise FITs income; and
3.1.2.2 the supply cost of the panels and installation (and any manufacturer'srequired maintenance);
3.1.3 To ensure that there is sufficient security for any damage to the houses on which
solar photovoltaic panels are installed and to remedy any defects (including
warranties for efficiency of panels during the lifetime of the installation)
3.1.4 To ensure that SMEs are encouraged to bid for the contract;
3.1.5 To ensure any environmental impacts and carbon emissions are minimised throughappropriate consideration of transportation, manufacturing process environmental
efficiencies, installation processes and sourcing requirements.
3.2 In addition the following benefits are being pursued:
3.2.1 Alleviation of fuel poverty amongst the Trust's tenants.
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3.2.2 Help to provide energy security locally
3.2.3 Secure local emission reductions from hydrocarbon generation
3.2.4 Reduce reliance on fossilised fuels to generate energy
3.2.5 Encourage sustainable employment
3.2.6 Help achieve carbon reduction targets
4. DELIVERABILITY
4.1 The Trust is concerned that there is a risk of non-delivery in terms of the timescales whichapply to the FIT rates and that risk largely remains with the Authority in the absence of a
complete and secure remedy in the proposed Agreement.
4.2 The Trust has adopted the following mechanisms to manage the risks:
4.2.1 procuring 3 broadly equal Lots with no Bidder being allocated to more than one
Lot;
4.2.2 allocating 3 Bidders to each Lot so that in circumstances (set out in paragraphs 6and 7) where there is deemed to be greater risk of non-delivery if the preferred
Bidder for that Lot was allocated additional packages at that time, they will be
awarded to one of the other Bidders allocated to that Lot instead;
4.2.3 the bundling of orders for approximately 25 houses at a time which reduces therisk that a large batch is not delivered due to a failure of one contractor and also
assists in managing and monitoring delivery of the programme; and
4.2.4 use of liquidated damages in the contract (limited to a contribution to potentiallosses which the Trust would incur) to ensure that the successful Bidder allocated
that batch, shares some of the consequences of delays which they cause.
5. PERFORMANCE
5.1 The revenues which will be generated by FITs are dependant on:
5.1.1 Capacity of the installed system;
5.1.2 Efficiency of the system to convert sunlight into electrical energy and to transportthis to the network;
5.1.3 Rate of degradation of the system components;
5.1.4 Orientation of the panels; and
5.1.5 Amount of sunlight
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5.2 Accordingly, Bidders are being required by this invitation to set out details of the systemsthey would propose to install to enable the Trust to assess the net profit which it can
reasonably expect to achieve from the housing stock involved.
5.3 However, the Trust recognises that there is a risk that performance of any system installed is
not maintained during the expected life of the system at the promised performance standards.
It is addressing this risk by:
5.3.1 Requiring suppliers to be identified in the tender and requiring them to satisfy theminimum threshold for financial, technical and legal criteria;
5.3.2 Requiring warranties from the suppliers for the expected life of the system;
5.3.3 Ensuring that performance characteristics offered are those established in
accordance with IEC testing;
5.3.4 Ensuring that the configuration of systems matches one of those identified inrecognised data records or has otherwise been confirmed as appropriate throughprofessional assessment; and
5.3.5 Requiring proposals from Bidders on security to be offered (whether in the form ofbond or otherwise) in respect of satisfaction of the warranties.
6. FRAMEWORK ARRANGEMENT
6.1 As already stated the intention is to have 3 Lots comprising approximately 170 houses each.There will be 3 bids allocated to each Lot. The division into 3 Lots with 3 Bidders allocated
to each Lot has been adopted as a means to manage the risk to the Trust associated with any
delays to the programme or failure of any single contractor.
6.2 The evaluation of the bids will be undertaken in 2 stages as set out in paragraph 8 and willresult in a league table of bids with the first 9 of those bids being successful in being
appointed to a Lot.
6.3 Appointment to each Lot will be on the basis of the most economically advantageous
tenders received, measured in accordance with the Evaluation Criteria set out in Section 3.
6.4 Each of the top three bids will be identified as preferred Bidder for a Lot.
6.5 Each of the next three Bidders (ie ranked 4- 6 inclusive) will be allocated to a Lot as the firstreserve Bidder of that Lot.
6.6 The decision as to which Lot a Bidder is allocated as first reserve Bidder will be made on thebasis of the higher ranking bid being allocated to the Lot whose preferred Bidder has the
lowest assessed financial turnover (meaning that in accordance with the system referred to in
paragraph 7 there will be greater opportunity to receive demands).
6.7 The following 3 Bidders (ie ranked 7-9 inclusive) will be allocated to a Lot as the secondreserve Bidder of that Lot with the decision on which Lot following a similar approach to that
set out in paragraph 6.5 above.
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6.8 It is not intended to use mini competitions under the Framework to allocate work. Insteadany orders for installations will be issued on a call-off basis through a Framework Agreement
which will have been entered into between the Trust and the 9 successful Bidders.
6.9 As there will be 3 Lots, each demand will be issued to a Lot in the order of the ranking of the
preferred Bidder for that Lot in the evaluation. In other words the first demand will be issued
to the preferred Bidder of Lot 1 and the second to the preferred Bidder of Lot 2 and so on.
6.10 In the event that a Bidder is deemed (in accordance with paragraph 7 due to issues such asdeemed capacity and demonstration of availability of funds to complete that order) to be
unable to meet a particular demand for the time being, then the demand will be issued to the
next Bidder allocated to that Lot (ie first reserve Bidder or second reserve Bidder as the case
may be).
7. FRAMEWORK OPERATION
7.1 Prior to each allocation of a package of installations the relevant Bidder will be asked to
provide suitable assurances that it can deliver such allocation in the timeframes (and by thetargets) which are set for that allocation (which may alter during the course of the project to
reflect circumstances, particularly towards the end of the period for which the current fixed
FiTs rates are guaranteed).
7.2 The Trust will have regard to the programming proposals in the bid submissions when settingsuitable timeframes but its main priority will be to ensure that all required installations are
completed through this framework by the deadline of April 2012 and this will be the main
determining factor for setting specific timeframes for packages.
7.3 The work will be allocated in accordance with paragraph 6 above (and a contract let to thatBidder accordingly) save as provided in paragraph 7.4.
7.4 The Trust shall not allocate work to a Bidder who would otherwise have been chosen if:
7.4.1 that Bidder is unable to provide reasonable assurances that it is able to meet therequired programme of installation for that work (including having the funding
and resources available to deliver that allocation within the required timescales);
7.4.2 that Bidder has failed to meet any target set for completion of any previous
installation which had been allocated to that Bidder and either:
7.4.2.1 that failure has not for the time being been rectified to the satisfactionof the Trust or
7.4.2.2 notwithstanding the rectification of the failure, the Bidder has not for
the time being demonstrated to the Trusts reasonable satisfaction that
it is able to and will provide the Services in full accordance with the
Contract and the Bidders programming methodology proposed as
part of this Bid;
7.4.3 the Bidder has been issued with a notice of termination pursuant to a contract for aprevious installation/allocation;
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7.4.4 there has been any change in circumstances such that the Bidder would no longersatisfy the Minimum Criteria (being the criteria set out as comprising the First
Stage of the Evaluation in Section 3);
7.4.5 the Turnover Threshold is for the time being exceeded. The Turnover Threshold is
the point at which the value of the contracts which have not for the time being
been completed by the Bidder pursuant to the framework together with the value
of the proposed allocation would exceed 50% of its turnover in the previous
accounting period.
8. PROCUREMENT PROCESS
8.1 On 24/09/2010 a notice was placed in the Supplement to the Official Journal of the EuropeanCommunities seeking expressions of interest from Bidders and was amended on 10
th
December 2010. It indicated that bids would be sought for the design and installation of
Photo Voltaic electricity generation systems to South facing Bungalows in the Newport area
including the design, supply and fit, (including storage) of PV panels, and related electricalconnection works.
8.2 Bidders expressing an interest were informed they would be required to satisfy minimumstandards by reference to information required to be submitted. This will form the first phase
of the Bidder appointment process.
8.3 The information required pursuant to Section 2 will be used to assess whether Bidders satisfythe minimum standards in accordance with the Criteria set out in Section 3.
8.4 The Trust will notify each Bidder following assessment if they have not been successful inpassing through to the next stage of the process.
8.5 Bidders who successfully pass the first stage of the process shall then have their submissionsevaluated and the first 9 Bidders will then be allocated to the Framework in 3 lots as
mentioned above.
8.6 There is no guarantee as to the number of orders or indeed that any will be issued under theFramework.
9. TENDERING TIMETABLE
9.1 The programme for the remainder of the procurement exercise is shown below. The timetableindicates a proposed conclusion with award of contract by 13 March 2011 in order to achieve
a commencement on site by the end of April 2011.
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ITT issued to Bidders 30 December 2010
Receipt of Tenders 9 February 2011
Assessment of Suppliers to meet Minimum Threshold 9 to 15 February 2011
Evaluation of Tenders 15 February to 1
March 2011
Alcatel Notice to all Bidders of successful tenders 3 March 2011
Finalise and Contract Close 13 March 2011
9.2 The tendering timetable set out above is for information purposes only. The Trust reserves
the right to amend the timetable from time to time as necessary and will endeavour to givenotice promptly to Bidders of any changes in the timetable.
9.3 The Trust will apply a minimum clear 10 day stand still period from the notice of the awarddecision to the completion of the framework agreements with each of the successful Bidders.
9.4 The Trust reserves the right not to follow up this invitation. The Trust will not contributetowards the Tender preparation costs incurred by the Bidders under any circumstances.
9.5 The Trust also reserves the right to make amendments to any of the documents comprised inthe ITT during the tender period.
10. CONFIDENTIALITY
10.1 This ITT is being made available by the Trust to Bidders who expressed an interest inresponse to the OJEU notice referred to in paragraph 8.1.
10.2 The information contained in the ITT is confidential. Save as specifically permitted in
writing by the Trust neither this document nor any information in this document may becopied, reproduced, distributed or otherwise made available to any person.
11. FREEDOM OF INFORMATION ACT 2000
11.1 The Trust is not currently subject to the provisions of the Freedom of Information Act 2000
("FoI") which provides a general right of access to information held by public authorities.
11.2 However, in the event that FoI is subsequently deemed to apply and any information isrequested, the Trust may be forced to disclose documentation containing such information.
11.3 The Act provides for limited exemptions from the general right of access. Each Bidder maytherefore wish to specify that certain information in their Tender (e.g. the pricing information)
is treated as covered by the exemption of commercial confidentiality. This may still not
prevent disclosure, irrespective of a Bidder's wishes, because the availability of this
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exemption will ultimately be subject to a test of whether the public interest lies in disclosing
the information or keeping it confidential.
11.4 If a Bidder wishes any of the information provided to be treated as commercially confidentialthen it should indicate this within its response to this Invitation specifying the information
which is requested to be so treated. Any such request must include a clear and substantive
justification (which the Trust may disclose) together with a time limit after which any such
information may be disclosed.
11.5 Each Bidder however acknowledges that the Trust is responsible for determining (having
regard to any guidance or codes of practice issued by the Information Commissioner or any
government department) whether the FoI Act requires disclosure of information and whether
such information is in fact exempt information as well as determining what information will
be disclosed in response to a FoI request.
12. DISCLAIMER
12.1 Whilst the information in the ITT has been prepared in good faith, it does not purport to becomprehensive or to have been independently verified. Neither the Trust, nor any of its
advisors, accepts any liability or responsibility for the adequacy, accuracy or completeness of
the ITT, nor will they make any representation or warranty, express or implied, with respect
to such information or to the information on which the ITT is based; nor with respect to any
written or oral information made or to be made available to any interested recipient or its
professional advisors. Any liability other than that due to statements made fraudulentlytherefore is hereby expressly disclaimed.
12.2 Each party to whom the ITT is made available should make its own independent assessmentof the proposed terms after making such investigation and taking such professional advice as
it deems necessary to determine its interest in the project.
12.3 The ITT is not intended to provide the basis of any investment decision and should not beconsidered as a recommendation by the Trust or any of its advisors to any recipient of the
ITT.
12.4 Nothing in the ITT or in any other written or oral information provided to any Bidders shouldbe relied on as a promise or representation as to the future. Neither the Trust nor any of its
advisors undertake to provide any recipient with access to any information whether written or
oral supplied to any Bidders, or to correct any inaccuracies which may become apparent.
12.5 The Trust does not bind itself to award any contract for the whole or any part of the servicesrequired and reserves the right to terminate this procurement at any time without award. The
Trust reserves the right, without prior notice, to change the procedure for the tender process
and to terminate discussions and the delivery of information at any time before the signing ofany agreement relating to this Project.
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IMPORTANT NOTE:
Bidders acknowledge and agree by their submission of tenders pursuant to this
invitation that:
all tender materials submitted will become the property of the Trust;
that the Trust may disclose information as to the successful bid to the other Bidders
in accordance with Section3; and
the Trust will not reimburse any costs associated with any aspect of a response to
this ITT.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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SECTION 2: INSTRUCTIONS AND BID REQUIREMENTS
PART A: INSTRUCTIONS
1. General
1.1 Bidders are required to complete and provide all information in accordance with theconditions set out in this section. Failure to comply with these conditions may lead the Trust
to reject a bid unless any changes have been expressly agreed by the Trust in writing.
1.2 The responses should be specific to the question or issue. Superfluous information will beignored and may be construed as detracting from the quality of the bid.
1.3 All Bid Submissions must be submitted in English and priced in sterling. Each Bidder mayonly submit one Bid Submission.
2. STANDARD BID
2.1 Bidders are required to submit a Standard Bid complying fully with the requirements of theITT, answering all questions and supplying all information required,even where this requiresduplication of information. This is to ensure that the Trust can compare each of the options
and the bids in a fair, like-for-like and reasonable manner. If a question is similar to a
question included elsewhere in this ITT, you should repeat your response and expand upon it
where necessary.
2.2 Failure to provide the required information may result in your tender being deemed non
compliant and your tender rejected.
2.3 To aid evaluation of its bid submission, each Bidder should cross-reference each part of
its submission in accordance with any numbering that is used within this ITT.
2.4 Bids must be submitted in accordance with the ITT (including any ITT amendments). Bids
must not be qualified or accompanied by statements that might be construed as rendering the
tender equivocal. The Trusts decision as to whether or not a tender complies with these
instructions will be final.
2.5 If Bidders consider that they will be unable to deliver a bid which offers best value for money
to the Trust due to the requirement in paragraph 2.4 they are encouraged to raise their
concerns with the Trusts representative identified in paragraph 4 below using the
contact details provided at the earliest possibility. If the Trust considers that the concerns
raised can be addressed by amendments/clarifications in the ITT without any detriment to the
Trust and appear to affect more than one potential bidder, then it may be prepared to make
amendments/clarifications to the ITT to address the concern raised (particularly if it is raisedearly in the process). If it is prepared to do so, it will circulate the amendments/clarifications
to all bidders prior to the bid submission date.
2.6 Any group of service providers submitting a bid as a consortium must provide the company ororganisational details (including company/organisation name, company number where
relevant and director details) of each member of the consortia in order to enable the Trust to
ascertain the corporate structure of the group bid. In the event of a group of service
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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providers, suppliers or contractors submitting an acceptable offer, the group will be required
to nominate a lead partner with whom the Trust can contract. Alternatively, the group will
need to form themselves into a single legal entity before the contract is awarded. In either
case the Trust may require guarantees and warranties in favour of the Trust from the other
members of the consortium. An undertaking that the group will so form themselves, ifrequired by the Trust, must be provided when the tender is submitted. If successful, each
member of the consortia shall be jointly and severally liable for their respective obligations
and liabilities arising under the Framework Agreement.
2.7 Except for manifest error or as may otherwise be expressly agreed by both the Trust and therelevant Bidder, the contents of each bid submission will be deemed to be binding upon the
Bidder and open for acceptance by the Trust for a period of not less than 90 days from the
Tender return date. Therefore, Bidders are cautioned to verify their proposals before
submission.
3. SUBMISSION OF BID SUBMISSIONS
3.1 Each Bid Submission must be packaged as described in paragraph 3.2.
3.2 Each Bid Submission should be delivered to arrive no later than 12:00 noon BST on 9 March
2011 by registered post, recorded delivery service or by hand.
3.3 Any late Bid Submissions may, at the Trust's discretion, be rejected.
3.4 Three (3) hard copies and one (1) electronic copy (on CD or DVD disc) of each BidSubmission should be provided with packages marked:
RESTRICTED COMMERCIALBID SUBMISSION FOR SOLAR PV PANEL CONTRACT FOR NEWPORT HOUSING
TRUST
CLOSING DATE 9 March 2011
FAO:David Torrington
Newport Housing Trust
6th
Floor Clarence House
Clarence Place
Newport
NP19 7AA
The package should carry no external identification of who has submitted the Bid
Submission. Any Bid Submission received bearing any distinguishing matter or mark shall
not be valid and shall be returned unexamined to the sender.
3.5 The Bid Submission document cover and first page must include the contract title as above,
the Bidder's organisation name and the date of submission.Each Bid Submission should be
returned with the information specified below.
3.6 Any supporting documentation for a Bid Submission which is too bulky to bind in with thatBid Submission should be bound separately and clearly identified with the relevant title in the
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form: Company name - Supplementary Information in respect of Bid Submission - [here insert
name of contract used on front cover and as identified in OJEU notice]CONTRACT. The
relevance of the documentation to a particular Bid Submission must be expressly highlighted
in both the Bid Submission and in the supporting documentation. Each page of the Bid
Submission and any supporting documentation should be numbered and each bundle shallcontain a contents list bound immediately inside the front cover.
3.7 No general marketing or promotional material is to be included in the Bid Submission unlessit is specifically relevant and provided as supporting information in which case it must be so
identified as provided above.
3.8 Each document or part document which is to be treated as commercially confidential shouldbe clearly identified as such, preferably by marking each relevant page of the document
commercially confidential).
3.9 No amendments to the Tender will be permitted after submission unless at the request of theTrust. In the event that additional information needs to be provided or responses require
clarification or modification then all Bidders will receive clarification or an addendum to theTender.
3.10 The Trust will not be held responsible for any loss of documents.
3.11 Please title any appendices with reference to the ITT and the Bidder's name
Please note: proof of your despatch of materials for submission is not proof of
receipt by the Authority.DO NOT supply the original of any document, since
any documents supplied will not normally be returned.
4. CONTACT
4.1 Any Bidder queries or clarifications must be made by contacting the Responsible Officer.
4.2 The Responsible Officer is David Torrington.
4.3 Contact with the Responsible Officer must be made by e-mail only on the following address:[email protected]
4.4 Except where otherwise directed in these instructions, Bidders must not contact any person inrelation to this competition other than the Responsible Officer
4.5 Some types of information may be with held to minimise any opportunity for competitivebias.
4.6 Any information provided to an individual Bidder that is or could be material to the Trusts
project objectives as opposed to individual submissions will be provided to all other Bidders.
Otherwise all responses received and any communication from firms will be treated in
confidence.
4.7 To avoid the risk of prejudicing a Bidders position by divulging commercially sensitive
information to competitors, Bidders should notify the Trust whenever they consider that an
answer to their query should not be provided to other Bidders. If this occurs and if the Trust
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considers the answer to the query should be shared then the Bidder will be given the option of
either withdrawing its query or sharing the response with other Bidders.
4.8 The Trust will endeavour to answer all requests for clarifying information as quickly as
possible, but cannot guarantee to provide a response within a given time period.
5. SUFFICIENCY & ACCURACY OF TENDER
5.1 Each Bidder shall acquaint himself with the relevant provisions of current legislation and anymodification or re-enactment thereof, and keep himself aware of all relevant Codes of
Practice, Guidance and Statutory Instrument affecting the delivery of the service.
5.2 Without prejudice to the above, each Bidder shall be deemed to fully understand the
requirements of the relevant accreditation system for PV solar panel installations under the
The Feed-in Tariffs (Specified Maximum Capacity and Functions) Order .
5.3 Each Bidder shall be expected to comply with current and reasonably foreseeable relevant
legislation.
5.4 Each Bidder shall be deemed to have acquainted himself with the sites on which it mayoperate in undertaking this Contract, to satisfy itself as to the local conditions, the full extent
and character of the operation, the supply and conditions affecting labour and all other factors
which could affect the execution of the Contract generally.
5.5 Each Bidder undertakes that upon submission of its Tender it shall:
5.5.1 have examined all the documents enclosed and by its own independentobservations and enquiries will be held to have satisfied itself that it fully
understands all matters relating to the requirements of the Specification and
Tender Documents, the scope of the work to be carried out and the full extent of
the obligations under the Contract;
5.5.2 have satisfied itself that it fully understand the, the local conditions, regulations,legislation and other matters referred to above; and
5.5.3 be deemed to have obtained for itself all necessary information as to riskscontingencies and any other circumstances which might reasonably influence or
affect the Bidder's Tender
5.6 Accordingly each Bidder shall be deemed to have satisfied itself before submitting its Tender
as to the accuracy and sufficiency of the rates and prices stated in its Tender which shall
(except insofar as otherwise provided in the Contract) cover all the Bidder's obligations under
the Contract.
5.7 The Trust will not entertain any claims on the grounds of lack of knowledge.
5.8 Bidders should contact the contact reference point identified in paragraph 4 above to makearrangements for any visits.
5.9 Bidders are reminded to check the accuracy of their Tender prior to submission thereof.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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5.10 If the Trust suspects that there has been an error in the pricing of the Form of Tender and/orSchedule of Prices, the Trust reserves the right to seek such clarification as it considers
necessary from the Bidder only.
5.11 Missing or incomplete answers and/or information and/or appendices may result in theInvitation to Tender being excluded from the evaluation process.
6. NON SUBMISSION
6.1 If having studied this tender brief you decide not to submit a response, please inform the Trustby contacting Responsible Officer in accordance with the contact details mentioned above as
soon as possible, prior to the closing date of the tender.
7. ANTI-COLLUSION AND CANVASSING
7.1 The Trust shall be entitled to disqualify any Bidder which has contravened the anti-collusionrequirements and will recover the amount of any losses it has suffered (including the cost of
this ITT exercise) if a successful Bidder is found subsequently to have contravened anti-collusion requirements or if any person employed by or acting for them, does any of the
following:
7.1.1 commits an offence under the Prevention of Corruption Acts 1889 to 1916; or
7.1.2 commits an offence contrary to the Enterprise Act 2002; or
7.1.3 commits an offence contrary to the Bribery Act 2010.
7.2 Any Bidder may be disqualified (without prejudice to any other civil remedies to the Trust
and without prejudice to any criminal liability which such conduct by a Bidder may attract)
where the Trust is satisfied that the Bidder has or is likely to have done any of the following:
7.2.1 fixes or adjusts the amount of its Tender by or in accordance with any agreementor arrangement with any other Bidder; or
7.2.2 enters into any agreement or arrangement with any other Bidder that it shall refrainfrom submitting a Tender or as to the amount of any Tender to be submitted; or
7.2.3 offers or agrees to pay or give or does pay or give any sum of money, inducementor valuable consideration directly or indirectly to any person for doing or having
done or causing or having caused to be done in relation to any other tender or
proposed tender any act or omission; or
7.2.4 communicates to any person (other than employees or advisors of the Bidder or
the Trust) the amount or approximate amount of its proposed Tender (exceptwhere such disclosure is made in confidence in order to obtain quotations
necessary, for example, for the preparation of the Tender, or for insurance; or
7.2.5 canvasses or solicits any member, officer or employee of the Trust in connection withthe award of this Tender or proposed Tender or that persons employed by the Bidder
or acting on its behalf do any such act.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
12
PART B: BID REQUIREMENTS
Bidders must:
complete the Form of Tender (Appendix 1)
complete the No Canvassing and No Corruption Certificate (Appendix 2)
complete the Insurance Proposal (Appendix 3)
complete the Payment and Performance Proposal (Appendix 4)
complete the Finance, Technical Experience and Legal Standinginformation (Appendix 5)
provide the Method Statements required below
1.
CONTRACT TERMS AND CONDITIONS
1.1 The terms and conditions that are proposed for the services being procured are attached inAppendix 5. Each successful Bidder will be required to execute a formal written contract
containing those terms and conditions (as may be amended in the course of the tender). The
Agreement will be for a period of 14 months to reflect the timeframe during which
installation of PV solar panel installations are expected to generate the highest FIT rates.
1.2 If Bidders have concerns over any provisions which they consider may prevent them fromproviding an unqualified bid which provides best value for money to the Trust, then they are
strongly recommended to raise these at the earliest possibility in accordance with the
guidance in Part A.
1.3 Bidders will appreciate that the Trust has adopted the open procedure and so there will be noopportunity for Bidders to negotiate terms after the completion of the tender process and, asstated in Part A, bids must not be qualified.
2. BIDDER INFORMATION
2.1 Each Bidder must provide the information required by Appendices 4 and 5 andcomplete Appendices 1 to 3 inclusive. Please read the appendices carefully and
address all of the issues detailed in the relevant areas of your tender documentation.
2.2 Bidders must also demonstrate their experience of providing and installing PV solarpanel systems during the last three years by identifying examples of projects with
which they have been involved setting out their role and providing all other
information in support to enable verification of their experience in delivering(including the details of the referees) such projects.
3. TRUST'S REQUIREMENTS
3.1 The Trust wishes to enter into an arrangement for the call down of installation of PV arrayson houses from its stock or which previously formed part of its stock.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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3.2 The actual need for installations will be identified in notices from the Trust from time to time.The intention will be to aggregate each demand for PV arrays into groups of houses not
exceeding 25 houses.
3.3 The Trust wishes to ensure that the Objectives (referred to in Section 1 paragraph 3) aresatisfied as far as possible.
3.4 The PV systems (including inverter(s), cables and other fittings) must comply with theminimum specification set out in Appendix 7.
3.5 The Trust requires suppliers of the PV panels and the inverters to provide direct warranties tothe Trust as regards the performance levels offered in Appendix 4 in respect of each item of
equipment. In the case of PV panels this must be the minimum 25 year lifetime required for
the panels. In the case of the inverter this must be cover a minimum period of 10 years and at
least the period offered in Appendix 4 before it will require renewal.
3.6 The Trusts Requirements include the expectation that Bidders who are appointed to the
Framework will have 5m insurance cover for Contractors All Risk;/Public Liability and5m insurance cover for Employers Liability and to have Excesses which appear
commercially sensible (gauged by regard to the proportion which it would represent of total
turnover of the business). Bidders must identify their current insurance details in Appendix 3.
Where such insurances do not meet the Trust Requirements, the Bidder must confirm
whether it is prepared to obtain insurances/extend the insurance covers to meet the Trusts
Requirements. A negative response will result in rejection of the bid.
4. METHOD STATEMENTS
4.1 Bidders are requested to submit method statements covering their approach to each of thematters set out below in order to meet the Trust's Requirements.
4.2 It is the Trust's intention that the method statements provided by each of the preferred Bidderswill form part of the Framework Agreement entered into with the relevant Bidder and will
(subject to their being acceptable to the Agreement) be attached as schedules to the
Agreement with which each successful Bidder will be expected to comply.
4.3 A separate method statement is required to be submitted for each of the subject areasidentified.
4.4 Each method statement should detail the Bidder's approach including activities, systems andprocedures to provide assurance to the Trust that the Objectives will be met.
4.5 In any event the method statements should provide as a minimum all the detail suggested by
the following notes [Important Note to Bidders: you should also have due regard to the note
on evaluation as to superfluous material].
Each Method Statement should particularly explain how the Bidder considers its proposed
approach will assist achievement of the Trust's Requirements.
Bidders are requested to provide method statements to answer the following questions. Answers to be
no more than the number of words set against each method statement in the table below in each
case. This is intended to ensure that the method statements are properly focussed and to minimise the
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
14
material which bidders have to produce as well as maintaining the amount of material which has to be
evaluated to manageable levels.Bidders are strongly encouraged to consider use of diagrams wherever possible as representing a
useful format for conveying information and also minimising the amount of text required to bestexplain proposals.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
15
Method statements Points and
word limit
Risk management.
The 4 main risks associated with this project are:
1. Time. The panels are not installed in time to maximise Feed in Tariff.
2. Design and Performance. That the PV array fails (whether atinstallation or during the lifetime of the array) to perform to design
specification and levels of performance proposed in the bid
submission.
3. Supply chain capacity to deliver (including supply of panels, invertersand cabling and personnel, plant and equipment to complete
installations).
4. Costs/Availability. That the costs of products and labour increases or
their availability is reduced as result of ability to recover increased
fees from other contracts.
Describe the methods you will employ to minimise or overcome the risk in
each case. These must include how you propose to obtain best value for
money and certainty of delivery (which must therefore include management of
resources and the arrangements within the supply chain). In this last respect,
if you wish to cross refer to the method statement for Supply Chain
Management in your answer you may do so.
In respect of design and performance risk Bidders will note that there is a
requirement for warranties for the panels (25 years) and inverter (as proposed
in payment and performance spreadsheet but not less than 10 years) from thesuppliers. Bidders should set out in this method statement any security or
financial instrument which will be provided to support such warranties.
In addition the method statement should set out the approach to monitoring
and review of performance in connection with managing the risks. The
approach should minimise the imposition of resource requirements on the
Trust whilst providing a mechanism to provide immediate warnings of any
delay or default in the delivery of the installations within programme and to
specification and performance standards.
Monitoring proposals are expected to include:
Production of weekly monitoring reports by the Bidder to include
account of progress to programme, any delays which have occurred
or are foreseen and steps being taken to minimise/avoid the
consequences of such delays;
Attendance at regular liaison meetings with Trust representative(s) as
appropriate (but no more than one month apart).
Please also explain and give examples of your experience in undertaking
similar risk management and monitoring processes on other contracts.
40
1,600
words
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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2 Supply chain management
Describe the key elements of the supply chain and their roles in the successful
delivery of the project. Identify methods of engagement of the supply chain.
The method statement must include:
management structure for the delivery of the installations and details
of staffing structure and capacity proposed to resource this contract at
each level of the supply chain;
details (including relevant experience and skills) of named Contract
Manager with adequate day to day responsibility to ensure good
standard of management of the services; and
proposals for providing the services through a local presence
30
800 words
3 Planning techniques
Describe the methodology you will employ in the planning of the project to
ensure successful completion, on time and to budget including identification
of the key stages of the project.
This method statement must:
show the key stages in the form a programme
set out the Bidders proposed system for delivering work from
instructions to completion; and
explain the methods you would employ to ensure delivery at each
stage,
in each case covering the proposed installation period for completion of each
package of 25 houses together with a full explanation as to how that would be
applied for a potential allocation of the whole of one Lot,.
It should therefore include explanation of the bidders approach to
programming to ensure completion of multiple demands for installations.
30
800 words
4 Sustainability and environmental issues
Identify the key issues of this project in terms of environmental impact, and
describe how you will mitigate and minimise the carbon footprint of the
activities from manufacture to installation of the arrays
25
800 words
5 Resident liaison
Describe the methods you would employ to inform and engage residents in the 20
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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process. Specifically in the areas of:
Initial consultation prior to works commencing
During construction activities
Following works completion
500 words
6 Regeneration and training
Describe the ways in which you will deliver benefits within the locality as a
result of your work within this project in order to assist the Trust in achieving
the objectives of this project.
15
500 words
Total 160
5. PAYMENT AND PERFORMANCE PROPOSAL
5.1 The Authority wants to achieve from this procurement certainty of cost which is affordable
and offers best overall value for money (which will include the return on capital employed).
5.2 The Trust has identified 4 house types within the relevant stock and these have in effect 2different aspects those which are south facing and those which are either south-west or
south-east facing. South-west and south-east aspects are expected to be capable of producing
the same energy production capacity. This is shown in Appendix 8.
5.3 Accordingly the Trust has developed a spreadsheet for each house type and each aspect(contained in Appendix 4) into which certain assumptions (eg amount of sunlight) have been
inserted.
5.4 Bidders are required to input the details of the systems which they propose for each housetype/aspect regarding the costs, capacity, efficiency, degradation of their systems which they
would propose for each house type/aspect to maximise value for money for each.
5.5 The spreadsheet calculates the net present value for the future revenues which are assumed tobe generated and so generates a net profit figure for each house type/aspect. These figures
will then form part of the evaluation of bids in accordance with Section 3
5.6 Prices/rates submitted in the bid shall exclude VAT. Where chargeable, VAT shall be added
to the prices at the time of invoicing under any contract let (each such invoice shall show thepercentage and amount of Value Added Tax applicable in accordance with prevailing
Customs and Excise Regulations at that time).
5.7 The Price/rates submitted shall be complete (including all overheads, costs and expenses
which the Bidder would incur in respect of the services) and shall be the sole basis for
payment under any contract entered into by the Trust pursuant to this ITT. No liability will
be accepted by the Trust for other costs connected with any installation.
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INSTRUCTIONS and BID REQUIREMENTS SECTION 2
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5.8 Because of the short duration of the framework, prices submitted will not be subject toadjustment for inflation or changes in any index. However for evaluation purposes the
revenues from FITs will be subjected to presumed indexation (in accordance with the scheme)
and in order to have comparable costs will also be subjected to discounting to arrive at a net
present value of those revenues from future years.
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EVALUATION SECTION 3
7
SECTION 3: EVALUATION
1. COMPLIANCE
1.1 The Tenders will be checked initially for compliance with these Instructions and forcompleteness. Clarification may be sought from Bidders in order to determine if a Tender is
complete and compliant. Tenders which are not substantially complete and/or compliant with
these Instructions may be rejected.
1.2 As already noted in the Instructions to Bidders superfluous material supplied by Bidders isdiscouraged and may be taken into account in evaluating the Tenders.
2. CLARIFICATIONS
2.1 The Trust may require supplementary information or clarification or further evidence of theinformation given.
2.2 The Trust may, upon reasonable notice, also wish to visit sites or speak with relevant contactsat other organisations for which other work has been undertaken given by a Bidder as
evidence of relevant experience.
2.3 In particular the Trust will take into account as mentioned below information gained andevaluated from the references provided by Bidders pursuant to Section E2 of Appendix 5.
3. TWO STAGE EVALUATION PROCESS
3.1 The Trust will undertake the evaluation of bids in 2 stages.
3.2 The first stage of the evaluation is intended to ensure that only bids which meet the minimum
standards set by the Trust are taken forward for full evaluation.
4. FIRST STAGE EVALUATION
4.1 The Trust will assess the information provided pursuant to Appendix 3 and Appendix 5;
4.2 If there are any responses which indicate the Bidder (or member of the supply chain) does not
comply with the Trusts requirements set out in Appendices 3 and 5 then the Trust may reject
that Bid.
4.3 If a Bid scores less than 50% of all marks available in respect of the First Stage as indicated in
Appendix 5 then the Trust may reject that Bid.
4.4 The following table will be used to mark the submissions in response to Appendix 5. Those
items shown in the table marked N/A under the column entitled Score from 10 are ones
for which there is a simple pass or fail.
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EVALUATION SECTION 3
8
Appendix 5 Assessment Table
Section Standard Measurement Pass/Fail Score
from 10
Total
A1-6
General information N/A
B
1-8
Relevant
organisations general
information
N/A
C
1-5
Financial
information
N/A
D
1-5
Quality assurance Details of quality assurance
systems and methodologies in
place
N/A
E Technical
Experience
E1 Details of technical ability N/A
E2 Experience and References N/A
E3/4 MCS/alternative accreditation N/A
E5 Insurance N/A
F
1-5
Health and safety Extent to which policies and
procedures capable of reducing
risk of damage or injury and
achieving quality of service are
being implemented and aresupported by evidence
N/A
G
1-8
Equalities Level of compliance with and
commitment to equality and
diversity laws as evidenced by
record and steps taken to rectify
N/A
H Environmental Extent of environmental good
practice being adopted
N/A
The table above will be completed ion the following basis:
Sections A, B, C, E3 , E4 and E5 will be marked on a pass or fail basis. Failure to achieve
the minimum standard as required will preclude bidders from proceeding to the next stage of
the process
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EVALUATION SECTION 3
9
Sections D, E1, E2, F, G and H will be scored as per the guidelines set out below. Failure to
achieve 50% of the total available marks overall for Appendix 5 will preclude bidders from
proceeding to the next stage of the process
Scoring guidance
Section D Marking
Points Description
0-2 Under developed procedures for quality management
3-6 Evidence of quality management systems employed with some areas under
developed or insufficient evidence of implementation
7-10 Well considered and developed quality management procedures with all aspects
considered and evidence of implementation
Section E1 Marking
Points Description
0-2 Little or no evidence of technical ability shown
3-6 Some evidence of technical ability shown
7-10 Strong evidence of technical ability. Relevant examples of skill sets of staff and
management, and details of efficiency experience and reliability
Section E2 Marking
Points Description
0-2 Little or no experience in the installation of PV systems, little or no evidence of
previous contracts
3-6 Some evidence of experience in the installation of PV systems or similar projects
and/or references provided do not strongly commend the bidder in respect of the
experience offered.
7-10 Strong evidence of experience in the installation of PV systems or similarprojects. Evidence includes strong support from references provided.
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EVALUATION SECTION 3
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Section F Marking
Points Description
0-2 Poorly evidenced Health and Safety arrangements
3-6 Well developed Health and Safety arrangements and/or lacking evidence of strong
evaluation and monitoring process
7-10 Fully developed Health and Safety policy and procedures, with strong evaluation
and monitoring process
Section G Marking
Points Description
0-2 Little or no understanding of Equalities and Diversity or of the implications ofE&D
3-6 Fair understanding of Equalities and Diversity and the issues and implications of
E&D and/or insufficient evidence of good practice in terms of
implementation/processes
7-10 Fully developed Equalities and Diversity policy and procedures, with strong
monitoring and learning evidence.
Section H Marking
Points Description
0-2 Little evidence of environmental awareness/ implementation of actions to
improve/mitigate environmental impacts
3-6 Some evidence of environmental awareness with procedures detailed
7-10 Evidence of environmental statement, ideally working to ISO 14001 principles.
Copy of policy enclosed and results of environmental audit provided
4.5 All Bids which are not rejected pursuant to the above shall proceed to the Second StageEvaluation.
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EVALUATION SECTION 3
11
5. SECOND STAGE EVALUATION
The criteria for appointment to the Framework and award of any works pursuant to the Framework is
the most economically advantageous tender having regard to the following criteria to which the
weightings given will be applied:
Overall Net Assumed Profit (60%);
Quality of methodology for delivery of service (40%)
The total points available are 400 (with 240 points being available for the Overall Net Assumed Profit
and 160 points being available for the assessment of methodology from the Method Statement.
Overall Net Assumed Profit
As explained in Section 2 Part B of this ITT, Bidders are required to complete the spreadsheets set out in
Appendix 4 (showing costs and expected energy production capacities and efficiencies over the expected
life of the installations of 25 years).
A reality check will be incorporated to assess whether the prices/capacity and efficiency are reasonable and
deliverable. The Trust reserves the right to reject a Tender which it reasonably considers is unaffordable or
unrealistic having regard to professional advice on comparative systems and prices and comparison with
information from other bids.
The Trust is expecting Bidders to provide their best offer for the system arrangement which they propose
for each house type/aspect to generate the best overall net profit for the Trust.
There is no set pattern of the house types/aspects which will join into the scheme. In order to provide a
comparison however the Trust will use models of different house type/aspect groupings to generate anoverall assumed net profit from each bid.
The Trust will use these figures to determine the value score for each bid. The models will not be
disclosed to Bidders prior to bidding as this represents the Trusts assessment for evaluation purposes only
and its disclosure might encourage unrealistic or abnormal bids for particular house types/aspects.
The bid which provides the greatest assumed net profit using the Trusts models will score 100 points. All
other bids will be marked out of 100 to reflect the percentage difference between that assumed net profit
figure and the greatest assumed net profit. This is shown by the following formula:
(Overall Assumed Net Profit of Tender A Highest Overall Assumed Net Profit) x 100
Method Statements
Marks will be allocated dependant on the quality of each method statement out of a total of 10 marks
for each method statement which will then be weighted to produce the total marks available for that
Method Statement shown in Section 2 Part B. Allocation of marks will take place in accordance withthe following tables:
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EVALUATION SECTION 3
12
Question 1. Risk management
Points Description
0-2 Inadequate mitigation techniques, leaving the Trust with significant risk3-5 Insufficient mitigation techniques, some risk remains
6-9 Sufficient mitigation techniques employed, remaining risk is manageable
9-10 Risks fully mitigated
Question 2. Supply chain management
Points Description
0-3 Supply chain not identified sufficiently with poor proposals to obtain value for
money and certainty of supply
4-6 Main aspects of supply chain identified, with unclear proposals for obtaining
value for money, and certainty of supply
7-10 All aspects of the supply chain identified and engaged, with clear proposals forobtaining value for money, and certainty of supply established
Question 3. Planning techniques
Points Description
0-3 Poor identification of key aspects with minimal planning techniques employed
4-6 Majority of key aspects identified with partially developed delivery plan
7-10 Identify all key aspects of the project with fully developed and timely delivery
plan for each key stage. Have contingency planning in place. Have fully
developed proposals for contract management and communication throughout the
teams
Question 4. Sustainability and environmental issues
Points Description
0-3 Poor identification of key aspects with minimal planning techniques employed
4-6 Majority of key aspects identified with some evidence of management techniques
used to minimise their environmental impact
7-10 Identify all environmental aspects of the project and provide evidence of
management techniques used to minimise their environmental impact
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EVALUATION SECTION 3
13
Question 5. Resident liaison
Points Description
0-3 Basic or no grasp of customer relationships or recognition of the importance ofcustomers
4-6 Partially developed customer care procedures. Identification of client group.
7-10 Fully developed customer care procedures, evidence of how services developed
using customer feedback. Identification of client group. Provision of
information, education, reassurance and training in the use of PV systems.
Developed information packs
Question 6. Regeneration and training
Points Description
0-3 No clear culture of training and development with the organisation
4-6 Partially developed training programme. Some identification and evidence of
staff training and development.
7-10 Fully developed and established training programme. Identification and evidence
of staff training and development. Clear vision of how this project would have a
positive impact on social, environmental and economic wellbeing of the area.
6. ACCEPTANCE OF TENDERS
6.1 The Trust, however, does not bind itself to accept the lowest or any or all of the tenderssubmitted in response to this enquiry.
7. CALL- OFF/ALLOCATION OF WORK
7.1 The arrangements for appointment of successful Bidders to each Lot and allocation of work
within each Lot are explained in Section 1 paragraphs 6 and 7.
8. NOTIFICATION TO BIDDERS
8.1 Following appointment of the preferred bidder, first reserve bidder and second reserve bidderfor each Lot, the Trust will notify all Bidders of the appointments, providing comparative
information to enable them to identify the reason for the award. This may include the
estimated costs/revenues of each of the bids according to the model used in the evaluation of
the most economically advantageous tender and other relevant details of the successful
Bidders offers.
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APPENDIX 1
FORM OF TENDER
SOLAR PHOTOVOLTAIC PANEL CONTRACT
to NEWPORT HOUSING TRUST (the Trust)
Having examined the Invitation to Tender ("ITT") and its accompanying documents, and being fully satisfied in all re
conditions and the contract documents, I/We hereby offer to provide the Services (as defined in and pursuant to the propo
the requirements of the ITT as amended or supplemented by the proposals (including the Method Statements) compris
proposed in the completed Appendix 4 of the ITT, for the term of and in accordance with the provisions of the said docu
will execute documents in the form of the contract documents within 14 days of being called upon to do so.
Accompanying this bid are the following documents submitted in accordance with the ITT:
Certificate as to collusive tendering and canvassing (Appendix 2)
Insurance Proposal (Appendix 3)
Payment and Performance Proposal (Appendix 4)
Finance, Technical Experience and Legal Standing (Appendix 5)
Method Statements
SIGNED ......................................................................................
POSITION ......................................................................................
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In this Certificate:
the word person includes any person, body or association, corporate or incorporate
the phrase any agreement or arrangement includes any transaction, formal or informal whether legally binding o
1 SIGNED ......................................................................................
POSITION ......................................................................................
2 SIGNED ......................................................................................
POSITION ......................................................................................
On behalf of ..............................................................................................
Date ........................................................................................................
This undertaking is to be signed by the Applicant, a Partner or authorised representative in her/his own name and
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APPENDIX 3
INSURANCE FORM
Summary of Details of Proposed Insurances
Summary of Details
of Proposed
Insurances
Limit/Sum
Insured
Main Insurer Excess Aggregate
Excess
Public Liability [ ]m
Employers Liability [ ]m
Please confirm if the insurance in either case does not currently meet the Trusts Requirements as set out in Section 2 Pa
insurance/extend the insurances to meet those requirements if it is appointed to the Framework
YES/NO
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32
APPENDIX 4
PAYMENT AND PERFORMANCE PROPOSAL
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APPENDIX 5
FINANCE, TECHNICAL EXPERIENCE AND LEGAL STANDING
INFORMATION TO SATISFY MINIMUM REQUIREMENTS
These questions identify information which is required by the Trust in order to assess the suitability of
Bidders in terms of their technical knowledge and experience, capability/capacity, organisational and
financial standing to meet the requirement.
It is envisaged that Bidders will comprise the designer/installation contractor and the
supplier/manufacturer of the panels, inverter and cables and associated equipment.
Those parties may organise themselves to bid as a consortium or as main contractor with an identified
supply chain. Warranties direct to the Trust will be expected from the supplier of the panels and
inverter.
No subcontracting will be allowed if it is not clearly identified in this submission.
The term Relevant Organisation in this Questionnaire refers to all consortium members and/or
significant sub-contractors (which for the avoidance of doubt will include the suppliers of the panels
and inverter). Each Relevant Organisation is required to complete the relevant questions in this Pre-
Qualification Questionnaire. In some cases, a Relevant Organisation may not be able to give all ofthe information requested directly. In these circumstances, please identify clearly where a Relevant
Organisation is providing information on behalf of another.
Where the proposed prime contractor is a special purpose vehicle, or holding company, which will
call upon the resources and expertise of its members to fulfil the Trusts requirement, the companyand those members will each be Relevant Organisations and the role/extent of the support must be
clearly set out in the answers to the following questions.
It is particularly important to the Trust that it should be able to rely on such provision of resourcesand expertise as are to be taken into account in this assessment. Accordingly direct warranties and/or
parent company guarantees will be required from each of them. You are required in the questions to
provide confirmation from each such person that they will provide such guarantee and warranties if
required by the Trust.
The Trust may disqualify any Bidder who fails to:
1. Comply with the requirements of Regulation 23 of the Public Contracts Regulations 2006 and/orfails to confirm that it has fulfilled these requirements; or
2. Provide a satisfactory response to any questions contained in this Appendix or inadequately orincorrectly completes any question
Responses must enable the Trust to assess the overall service proposed. The Trust mayalso seek
independent financial and market advice to validate information declared or to assist in the
evaluation.
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SECTION A. GENERAL INFORMATION
Questions A1 to A6 are to be completed by the lead Bidder, or if the Bidder is a sole organisation,
that organisation.
A1. Name of the organisation that will act as lead Bidder for this project, and names of each of the
Relevant Organisations:
Lead Organisation:
Relevant Organisations:
1.
2.
3.
4.
5.
6.
A2. Name and contact details for principal contact:
Name:
Position:
Address:
E-mail:
Telephone: Office
Mobile
Facsimile:
A3. Registered Office and registered number and date of registration if a company:
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Registered Office:
Registered Number:
Date of registration:
A4. Specify the services that each Relevant Organisation will deliver:
Relevant Organisation
1.
Services to be delivered
2.
3.
A5. Provide an organisation chart and details of the relationship between the Relevant
Organisations
A6. Provide details of the likely share holding of each Relevant Organisation in the service
delivery vehicle for this contract (where relevant).
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Questions B to H are to be completed by each Relevant Organisation on separate sheets, if
applicable
SECTION B. RELEVANT ORGANISATIONS GENERAL
INFORMATION
B1. Name of Organisation:
B2. Provide details of registered office and registered number and date of registration of
company. If not a company, provide status of organisation, including details of the trading
address.
Registered Office:
Registered Number:
Date of registration:
B3. Nature of the Relevant organisation, e.g. sole trader, partnership, private limited company,
public limited company, or other
B4. If the Relevant Organisation is a limited company, is it a subsidiary of another company? If
so, provide details of the name of the holding or parent company.
B5. Provide details of any court actions and/or industrial tribunal hearings in which the Relevant
Organisation has been involved over the last three years.
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B6. Provide details of any such court actions and/or industrial tribunal hearings that are currently
outstanding against the Relevant Organisation.
B7. Please confirm that, to the best of your knowledge, the Relevant Organisation is not in
breach of the provisions of Regulation 23 of the Public Contracts Regulations 2006 (as
amended) and in particular that the Relevant Organisation or its directors or any other
person who has powers of representation, decision or control of the named organisation
has not been convicted of any of the following offences:
(a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that
conspiracy relates to participation in a criminal organisation as defined in Article2(1) of Council Joint Action 98/733/JHA (as amended);
(b) corruption within the meaning of section 1 of the Public Bodies Corrupt Practices
Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended);
(c) the offence of bribery, or contravention of the Bribery Act 2010;
(d) fraud, where the offence relates to fraud affecting the financial interests of theEuropean Communities as defined by Article 1 of the Convention relating to the
protection of the financial interests of the European Union, within the meaning of:
the offence of cheating the Revenue;
the offence of conspiracy to defraud;
fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978; fraudulent trading within the meaning of section 458 of the Companies Act
1985 or section 993 of the Companies Act 2006;
defrauding the Customs within the meaning of the Customs and Excise
Management Act 1979 and the Value Added Tax Act 1994;
an offence in connection with taxation in the European Community within the
meaning of section 71 of the Criminal Justice Act 1993; or
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destroying, defacing or concealing of documents or procuring the extension of a
valuable security within the meaning of section 20 of the Theft Act 1968;
(e) money laundering within the meaning of the Money Laundering Regulations 2003 orMoney Laundering Regulations 2007; or
(f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC asdefined by the national law of any relevant State.
B8 Provide confirmation that there are no grounds applicable to the Relevant Organisation
pursuant to which a Bidder may be rejected under DIRECTIVE 2004/18/EC on the
coordination of procedures for the award of public works contracts, public supply contracts
and public service contracts). The Relevant Organisation confirms that:
(a) being an individual is not bankrupt or has not had a receiving order or administrationorder or bankruptcy restrictions order made against him or has not made any
composition or arrangement with or for the benefit of his creditors or has not made any
conveyance or assignment for the benefit of his creditors or does not appear unable topay or to have no reasonable prospect of being able to pay, a debt within the meaning of
section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern
Ireland) Order 1989, or in Scotland has not granted a trust deed for creditors or become
otherwise apparently insolvent, or is not the subject of a petition presented for
sequestration of his estate, or is not the subject of any similar procedure under the law of
any other state;
(b) being a partnership constituted under Scots law has not granted a trust deed or become
otherwise apparently insolvent, or is not the subject of a petition presented for
sequestration of its estate;
(c) being a company or any other entity within the meaning of section 255 of the EnterpriseAct 2002 has not passed a resolution or is not the subject of an order by the court for the
companys winding up otherwise than for the purpose of bona fide reconstruction oramalgamation, nor had a receiver, manager or administrator on behalf of a creditor
appointed in respect of the companys business or any part thereof or is not the subject
of similar procedures under the law of any other state;
(d) has not been convicted of a criminal offence relating to the conduct of his business orprofession;
(e) has not committed an act of grave misconduct in the course of his business orprofession;
(f) has fulfilled obligations relating to the payment of social security contributions underthe law of any part of the United Kingdom or of the relevant State in which the
organisation is established;
(g) has fulfilled obligations relating to the payment of taxes under the law of any part of theUnited Kingdom or of the relevant State in which the economic operator is established;
(h) is not guilty of serious misrepresentation in providing any information required of him
under this regulation;
(i) in relation to procedures for the award of a public services contract, is licensed in the
relevant State in which he is established or is a member of an organisation in that
relevant State when the law of that relevant State prohibits the provision of the services
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to be provided under the contract by a person who is not so licensed or who is not such a
member..
The Trust may seek evidence at a later date, in confirmation of your answers
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SECTION C. FINANCIAL INFORMATION
In the case of a Relevant Organisation which is the contractor who will install the photovoltaic
system, the Trust requires a minimum average of 1m turnover per year measured over the last three
years (or less if applicable) of trading.
In the case of a Relevant Organisation which is the supplier of the photovoltaic panels and/or the
inverter the Trust requires a minimum average of 10m turnover per year measured over the last three
years (or less if applicable) of trading.
In each case the Relevant Organisations current acid test ratio must exceed 1.
The acid test ratio indicates whether a firm has enough short-term assets to cover its immediate
liabilities without selling inventory. The acid-test ratio is far more strenuous than the working capital
ratio, primarily because the working capital ratio allows for the inclusion of inventory assets. The
acid test ratio is calculated by:
(Cash + Accounts Receivable + Short term investments) Current Liabilities
C1. Name and details of the contact person in the Relevant Organisation who has responsibility
for financial matters
C2. Name and address of the principal banker for the Relevant Organisation from whom
references may be sought and provide the account details.
(Please confirm by means of a letter on headed paper of the Relevant Organisation, signed byan authorised signatory, that the Trust may obtain a financial reference from your bank. The
letter should include an instruction to send the invoice for the cost incurred by the bank to
your company and not the Trust).
Name:
Position:
Telephone:
Name:
Address:
Account in the name of:
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C3. Provide details of the Relevant Organisations overall turnover for the previous three financial
years.
Overall Turnover
Year: Year: Year:
C4. Please confirm that the Relevant Organisations current acid test ratio exceeds 1.
YES/NO
The Trust reserves the right to require copies of the full audited accounts for each of those years from
any Relevant Organisation to confirm the information provided. Where audited accounts for the most
recent year are not available the Trust will require the most recent draft accounts and a signed letter
from a Director of the organisation to confirm they provide a genuine and as accurate (to the best of
their knowledge) representation of the financial position of the organisation.
The Trust also reserves the right to review and calculate the acid test ratio for itself.
Any discrepancy found (whether in the stated turnover or the acid test ratio as a result of the Trusts
examination and/or review) may result in immediate disqualification.
C5 Provide a letter from the Relevant Organisation or its guarantor confirming it will provide the
support to the SPV/holding company referred to in the earlier questions and will provide
guarantee and warranties to the Trust in respect thereof.
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SECTION D. QUALITY ASSURANCE
D1. Does the Relevant Organisation hold a
recognised quality assurance accreditation,
for example BS/EN/ISO 9000 or
equivalent?
Yes / No
D2. If you do hold a recognised quality
assurance accreditation, please provide
details of the accreditation body, when the
accreditation was awarded, and to which
business functions the accreditation
applies. Please provide proof of
certification.Limited to 200 words
D3. If not, does the Relevant Organisation have
a quality assurance system*?Yes / No
D4. If you do not have a quality accreditation
system, please give reasons.
Limited to 200 words
D5 If you do not have an accredited quality
assurance system please provide details of
the system operates, how and by whom it
is managed and maintained, how practice
is checked for compliance and if any steps
are being taken to achieve accreditation
(and the stage reached if that is the case).
Limited to 200 words
* System means processes and procedures to ensure that the subject is properly managed. Thisincludes making sure that legal requirements are met
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SECTION E: TECHNICAL ABILITY
E1 Please provide details of the Relevant Organisations technical ability to perform the contract,including details of skills, efficiency, experience and reliability relevant to the contract.
Details of the Relevant
Organisations
technical abilityLimited to 300 words
E2 Please provide information relating to the Relevant Organisations experience of undertaking
a role similar to that proposed for this contract in relation to similar work (ie relating to
photovoltaic installations)
Relevant Organisations should provide details of up to three significant private or public
sector contracts for the supply of goods, services or works in which it has been involved
during the past three years.
Please ensure that the organisations/companies listed would be willing to provide a reference
for you and be willing to discuss the Relevant Organisations performance with the Trust. The
Trust reserves the right to contact any or all of these companies for a reference and may wish
to visit their premises. In the event of any discrepancy between the information provided in
answer