SolarPVPanelContractforNewportHousdfdfingTrust-InvitationtoTender

7/30/2019 SolarPVPanelContractforNewportHousdfdfingTrust-InvitationtoTender

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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

1

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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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