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Procuring a PV system. Community Energy Warwickshire’s approach Phase 1: Partner registration to create a panel of potential tenderers Phase 2: Tendering for specific project. Partnership registration. CEW background to explain purpose Required from potential partner

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procuring a pv system
Procuring a PV system

Community Energy Warwickshire’s approach

  • Phase 1: Partner registration to create a panel of potential tenderers
  • Phase 2: Tendering for specific project
partnership registration
Partnership registration
  • CEW background to explain purpose
  • Required from potential partner
    • Basic business information
    • Financial and legal documents (accounts & disputes)
    • Details of equipment used
    • Experience of installation: 2 examples in two categories (up to 4 kWp and above 4 kWp)
    • Policies (eg health & safety)
    • Two references
partner registration process
Partner registration process
  • Questionnaire circulated to firms active or based locally
  • Four weeks allowed for return
  • Nine businesses responded (out of around 20 questionnaires sent out)
  • Procurement group read and discussed all submissions
  • All nine accepted (but four considered as “domestic only”)
tender documentation 1
Tender documentation -1
  • General information requested
    • Performance guarantees
    • Offer for maintenance
    • Guarantees/warranties
    • Insurance
    • Acceptance of back-to-back legal position
    • Offer of data feeds and visual displays
    • Offer of marketing support
tender documentation 2
Tender documentation -2
  • PV system specifications
    • Size and design
    • Panels to be used, including certification
    • Inverters proposed, including guarantees
    • Racking systems
    • Price (and time for which fixed)
  • Conditions
    • Including MSC, indemnity arrangements
tender process
Tender process
  • Arrangements made for businesses to visit sites and carry out their own assessment
  • Only 3 of 5 invited firms submitted tender
  • Additional information required to allow for comparison of tenders
  • Procurement group met three times over the course of month before arriving at a decision
  • Did not select the cheapest price – concerns about hidden additional costs
procurement some issues
Procurement – some issues
  • Two part process allows you to avoid bids from inexperienced businesses
  • Make sure you have all the necessary information about the site(s)
  • Expect to have to seek additional information
    • Build this into your timetable
  • The process will take longer than you think!