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Community Energy Warwickshire’s Approach to Procurement of PV Systems

Community Energy Warwickshire outlines a comprehensive two-phase procurement process for photovoltaic (PV) systems. Phase 1 involves partner registration to create a panel of potential tenderers, gathering essential business information and experience related to past installations. In Phase 2, specific projects are tendered, detailing specifications and performance guarantees. Despite challenges, including requiring additional information and ensuring the right experience level, the process emphasizes transparency and thoroughness to select appropriate partners for community solar initiatives.

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Community Energy Warwickshire’s Approach to Procurement of PV Systems

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Presentation Transcript

  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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