Invitation to Tender - Community Energy Scotland

Invitation to Tender
For the Gallan Head Community Trust
Consultancy Brief
November 2014
Gallan Head Community Trust is seeking tenders for the provision of a feasibility study and
technical advice and assistance for income generation projects on Gallan Head, which was
formerly RAF Aird, Uig (MoD Aird, Uig).We want to use the local renewable resource of wind
and solar energy to create an income or lower our energy needs within the community and
require assistance to identify suitable sites for such developments. We also wish to
investigate the potential for marine energy generation.
We are being assisted by Community Energy Scotland and Local Energy Scotland and are
seeking a consultant who can provide expertise, knowledge and resources not otherwise
available in the community group or in Community Energy Scotland. Knowledge of wind
farm, solar and hydro design and extensive practical knowledge in these fields will be
required and demonstrable experience of assistance with similar projects is highly desirable.
The local residents/ crofters have expressed a desire to investigate the opportunities and
viability of a community buyout of MoD Aird, Uig. There is a growing interest in the wider
benefits of community land ownership. It is envisaged that an amicable purchase could be
negotiated with the current owners.
In order to assist the community in assessing the benefits of community ownership a
feasibility study is required to identify the economic, social and environmental potential of
the estate. This initial feasibility study is intended to address the viability of community
ownership. A renewables study will be carried out alongside this feasibility study in order to
assess the potential for revenue-generating renewable energy projects on the estate.
The lead group responsible for commissioning this study is Gallan Head Community Trust
which represents the people of Aird, Uig in this Community Right to Buy. Aird village
currently comprises a population of fifty people living in twenty dwellings.
Estate Details
The estate extends to approx. 80 acres on three sites, it is owned by the MoD, but currently
is vacant and awaiting disposal.
Community Involvement
People from across Uig attended a public meeting where it was agreed to proceed with a
Community right to Buy application. Subsequently a steering group was set up and a
majority of Aird residents signed up for Gallan Head Community Trust membership, also we
have letters of support from organisations in the wider Uig community.
Relationship with Estate
We have a good working relationship with Mr. Simon Yates who is the representative of
Defence Infrastructure Organisation (Scotland). Discussions with Mr. Yates on community
buyout have been positive.
We need assistance in assessing the potential for renewable energy developments, taking
into consideration the environmental and other constraints and the technical and economic
feasibility. It is important to the community group that any developments take into account
the natural environment and habitats of the area.
Details of the extent of the land to be covered in the feasibility study can be found in the
attached copy of MoD map.
The main objective of the feasibility study is to review the options for renewable energy
development on the proposed buyout area. The two or three best sites for each renewable
technology should be highlighted, based upon economics, wind speed/head and flow of
water, location in regards to grid connection, outwith any obvious exclusions areas, land
ownership issues. The resulting report will summarise options and include maximum power
that might be generated at the best sites.
As part of the detailed feasibility it is important to be aware that only 50kW of capacity
per site can be connected to the island grid due to current constraints. This will remain
the case until the proposed interconnector is built, which is currently estimated to be
2019 at the earliest. The full capacity for each site should be detailed, but it is requested
that the contractor specify the viability of:
A scheme designed to 50kW or under only
If potential for over 50kW exists then review and detail options for the scheme to
be constrained to 50kW initially with the potential for additional capacity to be
connected later
For all suitable renewable options is it requested that there is an examination carried out of
the potential for developing off-grid electricity generation supplying power to high energy
users, such as a district heating scheme providing heat to local buildings and the potential of
energy storage technologies (eg Compressed air, Battery, thermal Store and Hydrogen) or
any other viable development. The community group will supply information regarding the
heating type of all the properties on the estate and within Aird, Uig village to ensure a
detailed overview of the demand in the area. It is requested that the successful tenderer
review this information and assess any options for local energy use.
Note: There is a possible connection to the grid at the on-site generator building.
An investigation should also be done to identify what steps will be required to progress the
project to a strong and detailed planning application.
The successful contractor will have experience of developing renewables and the planning
Wind and Solar:
Phase 1 Wind and Solar: Research the preferred sites
Site visit to assess the best sites on the estate for development, while ensuring the
safeguarding of local habitats and species which are present in the area.
Desktop based wind speed analysis from GIS or available existing local wind data as
described above and then more detailed assessment of these factors.
Identify local connection point on 11/33kV network
Establish potential site layout with space available and incorporate correct
recommended limits for noise, shadow flicker and visual intrusion on local homes.
Engage with relevant planning consultees, providing them with outline information,
collate responses and identify potential obstacles. These consultations should
include: Scottish Natural Heritage, Scottish Environmental Protection Agency, Royal
Society for the Protection of Birds, Ministry of Defence, OFCOM and telecoms and
microwave providers in the area, Historic Scotland, Civil Aviation Authority/National
Air Traffic Service, Distribution Network Operator and local planning authority.
Identify what future information will be required for the planning application and to
satisfy consultees where required.
This will include:
Constraining factors such as:
- environmental studies re designated sites and protected species, including
bird surveys,
- radar issues,
- archaeology concerns,
- telecoms interference studies,
- impact on MOD radar and low flying
- visual impact analysis, including cumulative impact
- construction issues, including access
- geomorphology, hydrology
- amenity issues
- recreation issues
- landscape impact
Estimated costs to develop the project:
up to and including obtaining planning permission,
estimated capital costs
an estimated operational return should be included.
analyse the potential income generation from the sale of renewable energy
generated at the site
assessment of potential funding options and their impact on the financials
A search and review of information already available should also be undertaken.
Report back to Gallan Head Community Trust the findings of the research, clearly
stating potential issues and objections and include estimates of economic feasibility
and options regarding site layout.
Phase 2 Wind and Solar: Screening and the Route to Planning
A formal screening opinion from the council planning authorities and scoping
requirement should be obtained at the end of the outline feasibility, after discussion
with Gallan Head Community Trust to agree on preferred site/s, to capture what is
required for the full planning process.
Work should include:
- Screening and scoping of the project with the relevant authorities:
a. A formal screening opinion from the council planning authorities
should be obtained to determine what is required for the full
planning process.
b. Engage with relevant planning consultees and provide them with
outline information, collate responses and indentify potential
obstacles. These consultees should include: SNH, SEPA, RSPB,
Historic Scotland, MOD, NATS and any other relevant bodies such
as Landowners and Grazings Committees.
c. Identify what future information will be required for the planning
application to satisfy consultees. Where required this will include
identifying environmental studies such as vegetation surveys,
mammal surveys, etc.
- Estimate costs to develop the project up to and including obtaining planning
permission. Estimates of capital costs and operational return should also be
- Report back to Gallan Head Community Trust the findings of the research, clearly
stating potential issues and objections and include estimates of economic
feasibility and options regarding site layout.
- Prepare a report detailing the route to planning:
The report should include detailed site-specific concerns which need
to be addressed to prepare a strong planning application. This should
take account of responses from consultees and the opinion of Gallan
Head Community Trust, and should comment on all required
The report may form the basis for further detailed feasibility work
which will be tendered separately in the future
Hydro and Marine:
 Phase 1 Hydro and Marine: Initial assessment
Deliver a report which evaluates the technical feasibility of the river in the area for
hydroelectric generation, and evaluates the feasibility of a wave or tidal
development in or around the area by:
Undertaking a site visit
Investigating the options, issues and solutions relevant to the individual site
a) Available grid infrastructure and possible local connection points, as well as the
potential for any local energy use
b) Hydrology including head, flow rate and catchment area analysis
c) The likely acceptability of diverting water to a turbine
d) The environmental designations of the local area, including protected species etc.,
and the ownership of the potential development area (initial consultation should be held
with the planning authority and SNH as key stakeholders)
e) Access for construction equipment and turbine site/delivery of device/s
f) An indication of the design power, annual energy output, construction cost, returns
and overall economics of development
The main river in the area is not part of the proposed buyout area, however, it is requested
that any potential project be highlighted and the lease options for any scheme detailed.
Consultants are invited to propose how they intend to approach the delivery of the
requirements set out above. We would expect the following activities to be included:
Introductory face-to-face meeting with the group to assess needs and
preferences, as well as to agree ways of working, timeframe, logistics, etc.
Conduct consultations when and where appropriate with relevant
stakeholders, DNO, SNH, RSPB;
Site visits;
Regular progress reports and close liaison and cooperation with the Gallan
Head Community Trust.
Presentation to the Gallan Head Community Trust committee of the findings
and draft reports, with opportunities for discussion and questions. The
outcome of this will be used to finalise the reports.
Expected Outputs
1. Draft report (electronic copy to be submitted to community group) for
comments, containing
A. Text with introduction, findings, main conclusions and recommendations
B. Maps, plans and illustrations where appropriate
C. Appendices and methodology used, persons consulted and documentation
2. A phone meeting with the group, CES, and any other parties invited by us to
present the draft report and receive comments and suggestions for the final
draft of the report.
3. Following comments, one hard copy of the final report and an electronic copy of
the final report in Microsoft Word format or PDF are to be provided to Gallan Head
Community Trust . Copyright of the report is to be vested in Gallan Head
Community Trust.
4. Gallan Head Community Trust will also be tendering for a consultant to undertake
a wider assessment of the estate and its development potential. This renewables
study will be used to help feed into that main report and the chosen consultant
will have to be willing to work with any other consultants the trust appoint to do
further feasibility work
5. The Gallan Head Community Trust is undertaking extensive community consultation
on a community action plan and will also be seeking the community’s views once
details of a potential wind or solar development has been drawn together. The
consultant will be expected to partake in detailed community consultation at a
public meeting alongside the consultants chosen to do further feasibility work.
Project Timetable
The key milestones are:
End of January 2015: Project initiation – meeting with Gallan Head Community Trust
committee reps
Mid - End March 2015: Submission of phase 1 report for wind and solar
Start of April 2015: Submission and presentation of draft phase 2 report for wind
Mid April 2015: Submission of final report
Details of timescales to be agreed with selected consultant once contract has been issued.
Guidance on tender submissions
The following is required in the tender response:
Demonstrate how all elements of the tender will be met.
Details of relevant company experience
Details of relevant skills and knowledge, including CVs of individuals who
will be involved in the delivery of the contract.
Detailed costing for all activities necessary to complete the feasibility study,
setting out individual staff costs, fieldwork / survey costs equipment and
materials, secretarial, travelling and subsistence expenses, legal document costs,
overheads, formatting and proof checking, graphic design and any other
associated costs including VAT where applicable.
Gallan Head Community Trust should have a primary point of contact responsible for
the project and this should be included in the response.
The organisation/individual will need to demonstrate how they intend to effectively
manage the contract. This should cover:
o Workplan detailing their approach to gathering, collating and incorporating
information from different sources and identification and management of
any potential conflicts of interest. This should incorporate quality control
and review at appropriate stages.
Professional Liability Insurance
The document will be delivered in a mutually agreeable format.
Tender Presentation
Individuals/organisations should be prepared to provide a presentation of their tender if
selected for interview.
Person/Organisation Specification
The organisation/person will need to demonstrate the following in their tender submission.
A track record of developing wind and hydro projects
Relevant technical knowledge and experience
Track record of working successfully with community groups
Ability to effectively manage budgets and other resources.
Good interpersonal and communication skills.
Ability & experience of preparing wind and hydro feasibility documents.
Examples of similar work
Value for money
The ideal submission would show a strong record, knowledge and experience of developing
community owned wind and hydro projects to planning permission and beyond.
The successful tender will demonstrate the best value in meeting the specific requirements
of the brief, however, it should be noted that the maximum funding we are likely to have
available is £10,000.
General Variations to Contract
It is possible that other unforeseen additional work will arise during the course of this
consultancy. As any of this may give rise to a requirement for a variation in agreed works or
a contract extension, the successful consultancy would be expected to quantify its charges
for any potential additional work. This will also be subject to formal approval by the group
and the funders prior to any further work being undertaken.
Equally, as the feasibility study progresses, ‘showstoppers’ to a wind turbine, hydro or
marine development may become apparent and further work after this would not be
worthwhile. In this case, a pro rata payment would be made for the work and associated
reports completed.
The contract will be managed by Gallan Head Community Trust.
Any questions regarding this tender brief should be
addressed to:
Mr. Steve Mason
Gallan Head Community Trust
c/o Uig Community Centre
Isle of Lewis
Telephone: 01851 672208
Mr. Martin Hayes
Mr. Robert Newbury
Mr. Ken Sullivan
Closing Date
The deadline for submission of the tenders is the midday on 23rd December 2014. Tenders
should be as a pdf email attachment or in hard copy and addressed to:
Mr. Steve Mason
Gallan Head Community Trust
c/o Uig Community Centre
Isle of Lewis
Telephone: 01851 672208
Interviews may be the week beginning the 12th January 2015. Successful tenders will be
notified by the end of January, but this will be subject to funding approval.