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 –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 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 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 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 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 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!