Appendix 5 Tender Pack South West College Finance Department 2 Mountjoy Road, Omagh, Co. Tyrone, BT79 7AH 14th November 2014 Dear Sir/Madam 2014-262 Invitation to tender for the design, supply, installation and commissioning of an Energy Storage System on behalf of South West College Period of contract: January 2015 – December 2015 [with possible extension of two further periods for twelve months] South West College subject to its terms and conditions of service seeks to appoint a suitably qualified delivery organisation to design, supply, install and commission the above mentioned product and as such invites you to tender. Please note that the College requires one hard copy response and one electronic copy (on memory pen). The deadline for receipt of submissions is Monday 8th December 2014 at 12 noon. Hard copy tender submissions must be returned to the above address in an envelope clearly marked “2014-262 the design, supply, installation and commissioning of an Energy Storage System”. No late tender submissions will be accepted. South West College is not obliged to accept the lowest or any tender. Please find attached tender documents. Yours faithfully Malachy McAleer Director South West College 1 2014-262 Invitation to offer for the design, supply, installation and commissioning of an Energy Storage System on behalf of South West College Period of contract: January 2015 – December 2015 [with possible extension of two further periods for twelve months] 2 Contents Instruction to Tenderers and Terms of Offer .............................................................................. 04 Statement of Requirements........................................................................................................ 10 Tender Application Form ............................................................................................................ 14 Sections 1-9 Questionnaire Section 10-11 Weighted Criteria Form of Offer .............................................................................................................................. 24 Return Address Label: ................................................................................................................. 25 Tender Submission Checklist ...................................................................................................... 27 3 Instruction to Tenderers and Terms of Offer 4 Instruction to Tenderers 1. Completion and Submission of Tender Documents 1.1. All tenders must be completed in English and, where applicable, signed in ink. 1.2. All tenders must be submitted in accordance with the documentation and requirements provided herein. This must not be amended in any way. 1.3. Tenders may be rejected if the required information is not given at the time of tendering. 1.4. Tenderers must submit 1 signed hard copy. Please provide 1 x electronic copy, if possible. 1.5. Completed tender documents must be submitted in a plain sealed envelope and returned to the Director at the Omagh Campus (see label enclosed at the end of this document) with name of the supply and service being tendered for clearly marked, before the closing date. The envelope must not identify the name of your company. 1.6. The college would advise that tenders sent by post be registered or sent by Recorded Delivery. An official receipt should be obtained for each Tender delivered by hand. 1.7. Tenderers are advised that manually delivered Tenders can only be accepted during normal office hours i.e. between 9.00 am to 5.00 pm Monday to Thursday and 9.00 am to 3:30 pm on Friday. Tenders sent by special delivery or delivered by hand will not be accepted on either weekends or on Northern Ireland Public and Statutory Holidays. 1.8. The return date for this tender should be no later than Monday 8th December 2014 at 12 noon. Any clarification messages regarding this opportunity must be emailed to purchasing@swc.ac.uk by 12 noon on Monday 1st December 2014. A site visit can be arranged for potential tenderers to view facilities on Thursday 27th November 2014, 2pm-5pm. Please confirm in advance if you wish to book a site visit by emailing: emma.mcgirr@swc.ac.uk 1.9. Please ensure that you allow sufficient time to follow the instructions provided. South West College is not obliged to accept the lowest or any tender. 1.10. South West College cannot accept responsibility for postal or delivery delays. 1.11. Under no circumstances will late tenders responses be considered. 1.12. South West College will not be responsible for any costs or expenses incurred by the Tenderer in connection with the preparation or delivery or evaluation of the Tender. 5 1.13 Your attention is drawn to the enclosed Terms of Offer where all the requirements for completing and submitting a tender can be found. Failure to comply with these instructions may result in your tender being rejected. 6 Terms of Offer 1. 1.1 Information and confidentiality Information that is supplied to tenderers as part of the procurement exercise is supplied in good faith. However, tenderers must satisfy themselves as to the accuracy of such information and no responsibility is accepted for any loss or damage of whatever kind or howsoever caused arising from the use by the tenderers of such information, unless such information has been supplied fraudulently by South West College. 1.2 All information supplied to tenderers by South West College in connection with this procurement exercise shall be regarded as confidential. By submitting an offer the tenderer agrees to be bound by the obligation to preserve the confidentiality of all such information. 1.3 This Offer and its accompanying documents shall remain the property of South West College and must be returned on demand. 1.4 If tenderers provide any information to South West College in connection with this procurement exercise, or with any Contract that may be awarded as a result of this exercise, which is confidential in nature and which a tenderer wishes to be held in confidence, then tenderers must clearly identify in their offer documentation the information to which tenderers consider a duty of confidentiality applies. Tenderers must give a clear indication which material is to be considered confidential and why you consider it to be so, along with the time period for which it will remain confidential in nature. The use of blanket protective markings such as “commercial in confidence” will no longer be appropriate. In addition, marking any material as “confidential” or equivalent should not be taken to mean that South West College accepts any duty of confidentiality by virtue of such marking. Please note that even where a tenderer has indicated that information is confidential, South West College may be required to disclose it under the FOIA (Freedom of Information Act) if a request is received. 1.5 South West College cannot accept that trivial information or information which by its very nature cannot be regarded as confidential should be subject to any obligation of confidence. 1.6 In certain circumstances where information has not been provided in confidence, South West College may still wish to consult with tenderers about the application of any other exemption such as that relating to disclosure that will prejudice the commercial interests of any party. 1.7 The decision as to which information will be disclosed is reserved to South West College, notwithstanding any consultation with you. 2. 2.1 Samples Tenderers may be required to submit samples of each item offered. Such samples shall be provided free of charge. 7 2.2 Samples should be dispatched under separate cover to the addresses supplied when requested. 2.3 South West College will retain samples of the Awarded Contract. Unsuccessful Tenderers must arrange to collect samples provided after award notification. 2.4 Individual samples within the package must be clearly labelled with the name of the tenderer and the product code reference. 3. 3.1 Prices Prices must be stated in accordance with the Tender Application Form and must remain open for acceptance until 90 days from the closing date for the receipt of offers. 3.2 Prices must be firm (i.e. not subject to variation) for the period of the contract subject only to any variation provisions contained in the contract documents. 3.3 South West College requires a minimum of six weeks’ notice of any requests for price increases. Any application for price changes must be submitted in writing to Finance Department, Omagh Campus. 4. 4.1 Tender documentation and submission Tenders may be submitted for all goods and/or services or for selected items. 4.2 The goods and/or services offered should be strictly in accordance with the Specification. 4.3 Tenders must comprise of: - Completed Sections 1-9 Questionnaire (Mandatory) - Completed Sections 10-11 Weighted Criteria - Signed Form of Offer - Tender submission checklist 4.4 The Form of Offer must be signed by an authorised signatory: in the case of a partnership by a partner for and on behalf of the firm: in the case of a limited company, by an officer duly authorised, the designation of the officer being stated. 4.5 The Form of Offer and accompanying documents must be completed in full. Any Offer may be rejected which: - Contains gaps, omissions or obvious errors; or - Contains amendments which have not been initialled by the authorised signatory; or - Is received after the closing time. 4.6 All queries or difficulties should be directed to the following e-mail address: purchasing@swc.ac.uk 8 5. 5.1 Official Amendments Should it be necessary for South West College to amend the tender documentation in any way, prior to receipt of tenders, notification will be input on the College Tender Website. It is the responsibility of the tenderer to check website up to 3 days prior to submission deadline. If deemed appropriate, the deadline for receipt of tenders will be extended. 6. 6.1 Assumptions Tenderers must not make assumptions that South West College has experience of their organisation or their service provision even if on a current or previous contract. Tenderers will only be evaluated on the information provided in their response. Embedded documents or hyperlinks must not be used unless requested. 7. 7.1 Canvassing Any tenderer who directly or indirectly canvasses any official of South West College concerning the award of contract or who directly or indirectly obtains or attempts to obtain information from such official concerning the proposed or any other tender will be disqualified. This should not, however deter any supplier seeking clarification in relation to the tender. 8. 8.1 Sustainable Development & Socially Responsible Procurement Benefits The Government is committed to sustainable development, sustainable procurement and socially responsible procurement and South West College would wish to see tenderers adopt a sustainable approach. Information and guidance about how to pursue a more sustainable future for Northern Ireland is available from:www.ofmdfmni.gov.uk/index/economic-policy/economic-policy-sustainabledevelopment.htm 9. The Evaluation Process 9.1 The tender evaluation process shall be completed in two stages: Stage 1.Selection Stage 2. Award Tenderers will need to fully meet the requirements of Stage 1 to progress on to Stage 2 The contract will be awarded on the basis of value for money. The weightings assigned will be as follows: 9.2 9.3 Most Economically Advantageous Criteria: Weighting % Cost 60% Quality 40% Total 100% 9 Scores for the non-cost criteria, if applicable, shall be allocated on the following basis: Assessment Score Awarded Excellent 5 Good 4 Satisfactory 3 Poor 2 Very Poor 1 Unacceptable 0 Interpretation Excellent response with detailed supporting evidence and no weaknesses. Response demonstrates that the Tenderer will provide excellent services if awarded. Good response with good supporting evidence and minimal weaknesses. Response demonstrates that the Tenderer will provide good services if awarded. Satisfactory responses with satisfactory supporting evidence but lacks sufficient detail to award a higher mark. Response demonstrates that the tenderer will provide satisfactory services if awarded. A response/answer/solution with reservations. Lacks convincing detail and the methodology to be applied. Medium risk that the proposed approach will not be successful An unacceptable response with serious reservations. Limited detail of methodology to be applied. High risk that the proposed approach will not be successful Failed to address the question. A score of 0 or 1 will render the submission ineligible and will be withdrawn from process. 9.4 The successful Tenderer will be required to execute a formal agreement. The College’s written acceptance of the Tender will form a binding contract between the College and the successful Tenderer. 9.5 Unsuccessful tenderers may request feedback from the evaluation panel if required. 9.6 All costs and expenses associated with presentations shall be borne by the Tenderers. 9.7 South West College terms & conditions of contract for the supply of goods & services are available for download from our website: http://www.swc.ac.uk/tenders.aspx 10 Statement of Requirements 11 Background South West College services the geographical area of Counties Tyrone and Fermanagh. There are five campus locations at Cookstown, Dungannon, Omagh, two at Enniskillen (main campus and Technology and Skills Centre) and a number of out centres. The College has approximately 500 full-time staff and a similar number of part-time staff and an annual budget of £40M. The college offers a wide range of vocational and non-vocational courses, training courses such as Training for Success, Steps to Work and provides a service to the community, local schools, business and industry. It provides courses ranging from basic skills to Higher National Diploma and Degree Level programmes. Requirements The principal elements of service are outlined below: The supply of the products will be required at South West College –Skills Centre Enniskillen. Please note the above locations may change, locations may be removed, others may be added throughout the life of the contract. The current activity levels may vary over time and the Contract must be sufficiently flexible to allow for such changes. The following specification is comprehensive but not exhaustive; omission does not imply the service is excluded from the contract. The tenderer must show a commitment to the continuing development of any supplier/purchaser relationship formed as a result of this tender process, and must demonstrate a knowledge of, and pro-active approach to, the needs of the College. The tenderer will be expected to work with the College to maximise the efficiency and cost effectiveness of the service it provides, and the goods it supplies. The College expects the successful tenderer to develop its services and supply provision in response to the needs of the College Project background: South West College has been successful in obtaining £2.9 million of funding to lead the CREST (Centre for Renewable Energy & Sustainable Technologies) project. CREST has four cross-border project partners including I.T Sligo, Cavan Innovation and Technology Centre and Dumfries and Galloway College with South West College being the project leader. CREST is supported by the European Union’s INTERREG IVA Programme managed by the Special EU Programmes Body. The project is intensive and runs over 2 years. The CREST centre is providing industry R&D, demonstration and testing facilities for new renewable energy products and sustainable technologies. The facilities are being used by small companies within the region who have ideas for new products but who currently do not have the physical and/or technical capacity to develop, test and commercialise these. Within CREST facilities staff are accessible to develop, demonstrate and test new technologies and show how these can be integrated practically and sensibly to achieve energy savings. The CREST centre forms one component of a wider bid for European funding to support R&D in renewable energy and smart technologies within small business in the border regions of Northern 12 Ireland, Ireland and western Scotland. The CREST Centre has recently installed 45kW of Solar PV onsite with a novel 2-axis tracking system. To complement this installation the CREST Centre would like to install an Energy Storage System for demonstration purposes. Detailed Specification South West College invites quotations for the design, supply, installation and commissioning of: 1 x Battery Energy Storage & Control System for demonstration purposes. The Battery Energy Storage System will be used in conjunction a 45kw solar PV installation utilising the following system components: Panels: 150 x Trina Solar PC14 Module (300w) Inverters: 3 x SMA Sunny Tripower 15000TL-10 The Battery Energy Storage & Control System should be a turnkey solution and the system price should include system design, supply, installation and commissioning. The Energy Storage System should consist of: Battery Energy Storage Component The battery should be capable of at least 4500 charge/discharge cycles at a minimum DoD of 50%. The battery power rating (nominal) should be at least 10kVA The battery storage duration should be a minimum of 4 hours at nominal power The battery component should include a suitable Battery Management System for the type of system being deployed. The system should have a High Round Trip Efficiency (better than 70%) The system should be low maintenance and self-diagnosing Power Electronics Component including AC/DC Inverter The Battery Energy Storage System should include suitable power electronic components for the system. This should include a suitably sized AC/DC inverter. The system should be compatible with the solar PV inverters, as listed above. 13 The Battery Energy Storage System should include suitable safety components for the safe operation of the system to include AC, DC isolators and breaker switches and comply with the appropriate Northern Ireland Distribution Grid Code (G83/G59). Cabinet Enclosure A secured weatherproof enclosure (please state IP rating of the enclosure), which complies with all Health & Safety regulations for the safe operation of the Battery Storage System. The Battery Storage System will be displayed in a high profile environment and should be fully branded for demonstration purposed. System Management Software The system management software should be compatible with the solar PV software, as listed above (and must be shown to be as part of the commissioning procedure). The System Management Software should incorporate the following functionality: Demand Charge Management, TOU shifting, Energy Firming, Microgrid control. Training Full training and support should be offered to the appropriate College staff to ensure the complete and safe operation of the Battery Storage System. Delivery Transport costs to installation site at the CREST Centre, Enniskillen, Northern Ireland should be included in the overall quote. Warranty / O&M The system should include a minimum of 3 years warranty and annual service including replacement parts. Notes 1. Installation and commissioning must occur no later than 13th March 2015. 2. A site visit can be arranged for potential tenderers to view facilities on Thursday 27th November 2014, 2pm-5pm. Please confirm in advance if you wish to book a site visit by emailing: emma.mcgirr@swc.ac.uk 14 Tender Application Form Sections 1-9 Questionnaire Section 10-11 Weighted Criteria 15 Completion of sections 1-9 of this application are mandatory for all tenderers. Tenderers must fully satisfy these requirements to progress to second stage. Failure to do so will result in exclusion from the second stage tender evaluation process. 1. 1.1 1.2 1.3 BUSINESS DETAILS Name of the organisation in whose name the tender is submitted: Contact name for enquiries about this bid: Contact position (Job Title): Address: 1.4 Post Code: Telephone number: 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 Fax number: E-mail address: Website address (if any): Council Area Company/Charity Registration number (if this applies): Date of Registration: Registered address if different from the above: Post Code: VAT Registration number: 1.13 Is your organisation: (Please tick one) 1.14 Name of (ultimate) parent company (if this applies): 1.15 Companies House Registration number of parent company (if this applies): i) a public limited company? ii) a limited company? iii) a partnership iv) a sole trader v) other (please specify) 16 Is your organisation: 1.16 Micro (1 to 9 staff) Small (10 to 49 staff) Medium (50 to 249 staff) Large (250 or more staff) 2. INSURANCE Please provide details of your current insurance cover Value 2.1 Employer’s Liability: £ 2.2 Public Liability: £ 2.3 Other (please provide details): £ 3. 3.1 QUALITY ASSURANCE Does your organisation hold a recognised quality management certification for example BS/EN/ISO 9000/PQASSO or equivalent? If yes, please provide evidence of certification. Yes / No 3.2 If not, does your organisation have a quality management system*? Yes / No 3.3 If you do not have quality certification or a quality management system, please explain why: 4. HEALTH & SAFETY 4.1 Does your organisation have a written health and safety at work policy? Yes / No 4.2 Does your organisation have a health and safety at work system*? Yes / No 17 4.3 5. If “No”, to either of the above please explain why: EQUAL OPPORTUNITIES Does your organisation have a written equal opportunities policy, to avoid discrimination? 6. ENVIRONMENTAL MANAGEMENT Does your organisation have an environmental management system*? 7. Yes / No Yes / No PROFESSIONAL AND BUSINESS STANDING Do any of the following apply to your organisation, or to (any of) the director(s) / partners / proprietor(s)? 7.1 Is in a state of bankruptcy, insolvency, compulsory winding up, receivership, composition with creditors, or subject to relevant proceedings Yes / No 7.2 Has been convicted of a criminal offence related to business or professional conduct Yes / No 7.3 Has committed an act of grave misconduct in the course of business Yes / No 7.4 Has not fulfilled obligations related to payment of social security contributions Yes / No 7.5 Has not fulfilled obligations related to payment of taxes Yes / No 7.6 Is guilty of serious misrepresentation in supplying information Yes / No 7.7 Is not in possession of relevant licences or membership of an appropriate organisation where required by law Yes / No 7.8 If the answer to any of these is “Yes” please give brief details below, including what has been done to put things right. 18 8. Minimum Specification/ Meets Requirements Mandatory Requirements (Y/N) Details on how you meet the specification – If yes how do you comply? Battery Energy Storage Component The battery should be capable of at least 4500 charge/discharge cycles at a DoD of at least 50%. The battery power rating (nominal) should be at least 10kVA. The battery storage duration should be at least 4 hours at nominal power The battery component should include a suitable Battery Management System for the type of system being deployed. The system should have a High Round Trip Efficiency (better than 70%) The system should be essentially maintenance free and self-diagnosing Power Electronics Component including AC/DC Inverter The Battery Energy Storage System should include suitable power electronic components for the system. This should include a suitably sized AC/DC inverter. The system should be compatible with the solar PV inverters, as listed above. The Battery Energy Storage System should include suitable safety components for the safe operation of the system to include AC, DC isolators and breaker switches and comply with the appropriate Northern 19 Ireland Distribution Grid Code (G83/G59). Cabinet Enclosure A secured weatherproof enclosure (please state IP rating of the enclosure), which complies with all Health & Safety regulations for the safe operation of the Battery Storage System. The Battery Storage System will be displayed in a high profile environment and should be fully branded for demonstration purposed. System Management Software The system management software should be compatible with the solar PV software, as listed above (and must be shown to be as part of the commissioning procedure). The System Management Software should incorporate the following functionality: Demand Charge Management, TOU shifting, Energy Firming, Microgrid control. Training Full training and support should be offered to the appropriate College staff to ensure the complete and safe operation of the Battery Storage System. Delivery Transport costs to installation site at the CREST Centre, Enniskillen, Northern Ireland should be included in the overall quote. Warranty / O&M The system should include a minimum of 3 years warranty and annual service including replacement parts. 20 9. RELEVANT EXPERIENCE 9 . Please provide evidence that demonstrates your experience and ability to deliver the types of goods and/or services to the College taking into account the duration, scope, complexity, value of the potential contract and be of a comparable size. 9.1 Contract start date End date (if applicable) Contract Value Org. in receipt of your products /services Contact Name & Address Please tick if we can contact the organisations above for a reference 21 10. PRICING 10.1 Please make your offer as per the table below. All the information requested within the documents must be clearly detailed. This document will ensure that all suppliers are tendering on a “level playing field” and allow accurate comparison between proposals. Weighting 60% Prices should be supplied in pounds sterling, exclude VAT but must be inclusive of delivery and packaging charges. There should preferably be no minimum order quantity requirements (variations should be detailed in section 9). The specification and pricing schedules will form the basis of the core contract price lists and should also demonstrate your ability to supply a significant proportion of the required products. Detailed specification Cost (Exc. VAT) Total cost (Inc Vat) Design, supply, installation & commissioning of: 1 x Energy Storage System All prices quoted above should include delivery charge, annual service (3 years) and warranty (3 years) TOTAL 22 11. Quality (This submission should not exceed 6 x A4 sheets) 11.1 Programme of works (Weighting 20%) Weighting 40% Please provide a detailed programme clearly showing the key activities, dependencies, deliverable and outputs required to successfully deliver this assignment. This should include where appropriate: The approach to the delivery of the project programme and the procedures for ensuring that key objectives are met within the project timeframe. A project plan detailing the activities to be progressed, the target outputs and anticipated timescales for completion of each. Details of delivery phases of the project should be outlined along with key project milestones (highlighted on a project Gantt chart). Where input is required from the Client and / or other parties to facilitate delivery of the commission, these need to be clearly identified and shown on the programme. This work should determine the standard of quality the College should expect to receive. 11.2 Resource Schedule (Weighting 10%) A resource schedule should be included, which includes details of the person who will have overall responsibility for delivery and management of the contract, including details of what their responsibility will include, the estimated number of days that will be dedicated to each phase of the project plan and the allocated resources required. 11.3 Quality Systems (Weighting 10%) All works must be completed before 13th March 2015. Demonstrate how you plan to achieve this including details of quality systems and controls that will be used in the delivery of the project and proposals for keeping the Project Officers updated. 23 Form of Offer 24 Form of Offer 2014-262 Invitation to offer for the design, supply, installation and commissioning of an Energy Storage System on behalf of South West College Period of contract: January 2015 – December 2015 [with possible extension of two further periods for twelve months] FORM OF OFFER I / We [insert name of tenderer] (‘the Tenderer’) of [insert address of tenderer] Agrees: 1.1 That this Tender and any contracts arising from it shall be subject to the Terms of Offer, the enclosed Terms and Conditions of Contract and Supplementary Conditions of Contract and all other terms (if any) issued with the Invitation to Offer; and 1.2 to supply the goods and/or services in respect of which its offer is accepted (if any) to the exact quality, sort and price specified in the Offer Schedule in such quantities, to such extent and at such times and locations as ordered; and 1.3 that this offer is made in good faith and that the Tenderer has not fixed or adjusted the amount of the Offer by or in accordance with any agreement or arrangement with any other person. The Tenderer certifies that it has not and undertakes that it will not: 1.3.1 communicate to any person other than the person inviting these offers the amount or approximate amount of the offer, except where the disclosure, in confidence, of the approximate amount of the offer was necessary to obtain quotations required for the preparation of the offer, for insurance purposes or for a contract guarantee bond; 1.3.2 enter into any arrangement or agreement with any other person that he or the other person(s) shall refrain from making an offer or as to the amount of any offer to be submitted. 2 / We [insert name of tenderer] (‘the Tenderer’) of [insert address of tenderer] Name (print): Signature: Title: The Form of Offer must be signed by an authorised signatory: in the case of a partnership, by a partner for and on behalf of the firm; in the case of a limited company, by an officer duly authorised, the designation of the officer being stated. 25 Return Address Label: The Director South West College 2 Mountjoy Road Omagh Co Tyrone BT79 7AH 2014-262 Invitation to offer for the design, supply, installation and commissioning of an Energy Storage System on behalf of South West College CLOSING DATE: Monday 8th December 2014 at 12 noon 26 Tender Submission Checklist Tenderers should confirm that the following requirements have been met within their tender by placing a tick in the box opposite Completed Tender Application Form - Sections 1-9 Questionnaire - Sections 10-11 Weighted Criteria Signed Form of Offer Clearly Marked Envelope using Return Address Label 27