Energy Performance Contracts
Handbook
Sample Document: Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
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TABLE OF CONTENTS
4 PROJECT DEVELOPMENT PROCESS STAGE 4: PROCUREMENT .......................... 3
4.1 INTRODUCTION ........................................................................................................... 3
4.2 CONTRACT NOTICE ..................................................................................................... 3
4.3 PREQUALIFICATION QUESTIONNAIRE ............................................................................. 3
4.4 ISSUE OF INVITATION TO PARTICIPATE IN COMPETITIVE DIALOGUE ...................................... 3
4.5 CONCLUSION OF DIALOGUE AND ISSUING OF INVITATION TO TENDER ................................. 3
4.6 STAGE GATE – FINAL APPROVAL ................................................................................... 3
4.6.1 Public Sector Requirements .......................................................................................................... 7
4.7 AWARD OF THE CONTRACT ........................................................................................... 8
4.8 CONTRACT SIGNING .................................................................................................... 8
SAMPLE DOCUMENTS TO ACCOMPANY STAGE 4 WORKBOOK ........................... 9
SAMPLE DOCUMENT: PRE-QUALIFICATION QUESTIONNAIRE ................................................... 9
SAMPLE DOCUMENT: INVITATION TO PARTICIPATE IN COMPETITIVE DIALOGUE & DESCRIPTIVE
DOCUMENT ..................................................................................................................... 9
SAMPLE DOCUMENT: ENERGY PERFORMANCE CONTRACT ...................................................... 9
SAMPLE DOCUMENT: INVITATION TO TENDER DOCUMENT TEMPLATE ...................................... 9
SAMPLE DOCUMENT: GUIDANCE NOTES ON CONTRACT ......................................................... 9
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
3
4 Project Development Process Stage 4: Procurement
4.1
Introduction
This workbook follows the format and numbering of the Energy Performance Contracting (EPC)
Handbook. All guidance notes to this workbook are provided in the Handbook on EPCs and should be read
while filling out this workbook.
The Workbook for Stage 4 comprises mainly a final review of the bids and final approval sign off together
with 4 sample documents which should be completed, with the help of Guidance notes on the contract.
4.2 Contract Notice
A sample can be obtained from the OJEU website
4.3 Prequalification Questionnaire
Complete sample document - Prequalification Questionnaire
4.4 Issue of Invitation to Participate in Competitive Dialogue
Complete sample document - Invitation to Participate in Competitive Dialogue
4.5 Conclusion of Dialogue and Issuing of Invitation to Tender
Complete sample document Invitation to Tender Document Template
4.6 Stage Gate – Final Approval
Stage Gate – The spreadsheet analyses created as an Appendix to Stage 3 Workbook should be updated
and presented in Appendix 2. The project Financial Analysis should be updated and represented here for
sign off.
Project Financial Analysis
Existing annual utility
Cost (ex. VAT)
Quantity
Unit (kWh, litres etc.)
Costs (€) and energy usage of the
facility, or facilities, within the scope
of this project.
Electricity
Gas
Others (specify):
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
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TOTAL
Euro (ex. VAT)
Quantity
Units (kWh, litres etc.)
Electricity
Gas
Others (specify):
TOTAL
Project capital budget
Expected economic life of the
project / specific investment
measures
Expected project net savings
Simple Project Payback (years)
Expected Project Internal Rate of
Return
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
5
EPC Financial Analysis
Client Perspective
ESCO Perspective
Capital budget
Project Works
Overhead
Expected project net savings
Project
Interest on capital
Overhead
Expected contract term
Internal Rate of Return
Net Present Value
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
6
Final Approval To Award Contract
Recommendation to Award
Contract:
Name
Position
Signature
Date
Final Approval by senior
accounting official / director of
finance:
Name
Position
Signature
Date
Final Approval by Managing
Director/ Secretary General:
Name
Position
Signature
Date
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
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4.6.1 Public Sector Requirements
Final Approval by Sanctioning Authority:
Name
Position
Signature
Date
EPC Stage 4 Workbook
December 2013
Sustainable Energy Authority of Ireland – National Energy Services Framework
8
4.7 Award of the Contract
See the following link to template letters adapted from the government procurement guidance, which
may be used to debrief unsuccessful candidates:
http://constructionprocurement.gov.ie/model-form-flowchart/
4.8 Contract Signing
EPC Stage 4 Workbook
December 2013
Sample Documents to Accompany Stage 4 Workbook
Sample document: Pre-Qualification Questionnaire
Sample document: Invitation to Participate in Competitive Dialogue & Descriptive
Document
Sample document: Energy Performance Contract
Sample document: Invitation to Tender Document Template
Sample document: Guidance Notes on Contract