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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. CEW background to explain purpose Required from potential partner

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Procuring a PV system

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  1. 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

  2. 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

  3. 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”)

  4. 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

  5. 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

  6. 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

  7. 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!

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