Design, Supply & Installation Solar Photovoltaic (PV) Panel Systems &Associated Equipment - Multi Contractor Framework 2024

Description

Portsmouth City Council (the Council) is seeking to invite tenders from contractors for inclusion on a new Solar PV & Associated Equipment Framework. Contractors will be expected to undertake a range of energy generation works, including the design, supply and installation, and if required operation and maintenance of solar photovoltaic (PV) panel systems and associated equipment, taking on the role of Principal Contractor or sub-contractor to oversee and manage works using a range of either direct labour or through sub-contractors. The Framework will serve as the primary route to procure solar PV & battery storage for Portsmouth City Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets to help contribute towards the Council's 2030 Net Zero Carbon target. The framework will be split into two lots, to cover lower value higher frequency call offs and higher value more complex packages of works - • Lot 1 - works to the value up to £300K, typically in the region of £20K to £50K. There will be up to 14 contractors on this lot, with a primary tier of 6 contractors and a secondary tier of up to 8 contractors. • Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from £150,000 to £400,000. There will be up to 10 contractors with 5 contractors on the primary tier and up to 5 contractors on the secondary tier. Contractors will be able to apply to either or both tiers of the framework agreement. The framework agreement will be established via evaluation of tenders submitted for the following live Council projects: Lot 1 - Brambles Infant School and Nursery - Supply and Installation, with elements of Contractor's Design of 37kWp Solar Photovoltaics (PV) at Brambles Infant School and Nursery value -estimated at £40K Lot 2 - Mountbatten Centre - Design, Supply and Installation of 280kW Solar Photovoltaics (PV) at Mountbatten Centre -value estimated at £240K The framework will allow for award of call off contracts via mini-competition and direct award against a range of options. The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. The Council is aiming to have established the framework agreement by December 2024. Once in place the agreement will run for a duration of 4 years. The framework will be available for access to all contracting authorities- situated within Hampshire, Isle of Wight, East Sussex, West Sussex, Berkshire, Surrey, Wiltshire, Dorset and Oxfordshire who may use this framework agreement to install systems across their property portfolios. It is anticipated that over the 4-year period approximately up to £25m of projects may be procured through the Framework under lot 1 and up to £50m under lot 2. The above figures covers estimated demand by the Council and use from other contracting authorities that will be able to access the framework agreement, either directly or via the Council, although no commitment can be made in this respect. The Council will establish the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015) following the timetable set out below: Procurement Documents published on Intend - 14/08/24 Site Visits - Brambles School & Mountbatten Centre - 21/08/24 at 10:30 & 12:00 & 22/08/24 at 10:30 & 12:00 Bidders briefing session via Microsoft Teams - 28/08/24 at 14:00 Deadline for requests for clarification - 05/09/24 by 16:00 Tender return deadline - 16/09/24 at 10:00 Award decision notified to tenderers - 01/11/24 Contract Award confirmed - 12/11/24 Start of works onsite - lot 1 & 2 - 09/12/24 Completion of works -lot 1 - 17/01/25 Completion of works -lot 2 - 31/01/25 The closing date for submission of tenders is Monday 16th September 2024 at 10:00. Lot 1: • Lot 1 - works to the value up to £300K Lot 1 - works to the value up to £300K, typically in the region of £20K to £50K. There will be up to 14 contractors on this lot, with a primary tier of 6 contractors and a secondary tier of up to 8 contractors. Tier 1 contractors ranking will be based on the highest scoring contactors during the initial Framework setup. The scope of works / services / supplies that may be procured via the framework includes, but is not limited to: • Design, supply and installation work to properties for - o Solar PV o Battery Storage o Electric Vehicle Charge Points • Project Management • Supply of all materials associated with the Solar Photovoltaic System & Batteries • Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage. • Site preparation including for removal of any existing PV and other equipment • Installation Works • Testing and Commissioning • Operational and Maintenance Documentation • Servicing & Maintenance - as required The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to: • Social housing • Schools • Libraries • Community Centre's • Cultural Assets • Shops • Industrial Units • Commercial Units • Hospitals • Health Centre's • University Buildings • Other Business The Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients. The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary Contractor Framework to select a Contractor on Lot 1 of the Solar PV Framework Contractors as a mandated sub-contractor. For standard works, the secondary tier will generally be held in reserve and only be invited to take part in mini competitions where the primary tier has been reduced in number on a contingency basis. The Council reserves the right at any time during the term of framework agreement to open competition to all contractors on both tiers of the relevant lot, unless the contractor is currently barred for tendering due performance and/or breaches in the framework agreement compliance conditions. The reasons why the Council may open the competition across both tiers is not definitive but might include for contractor capacity issues, previous delivery experience, niche work activities, long programme, high value, complex work constraints, differing contracting strategies / forms, specialist materials, geographical location of works etc. To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini-competition used to re-establish the primary and secondary tiers. Call off contracts will generally be let via mini-competition but may also be let via direct award in, but not limited to, the following circumstances: • On a ranked basis • Additional work basis Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting authority once practical completion of individual call offs have been awarded. There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for. Lot 2: Lot 2 - works from £150K Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from £150,000 to £400,000. There will be up to 10 contractors with 5 contractors on the primary tier and up to 5 contractors on the secondary tier. Tier 1 contractors ranking will be based on the highest scoring contactors during the initial Framework setup. The scope of works / services / supplies that may be procured via the framework includes, but is not limited to: • Design, supply and installation work to properties for - o Solar PV o Battery Storage o Electric Vehicle Charge Points • Project Management • Supply of all materials associated with the Solar Photovoltaic System & Batteries • Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage. • Site preparation including for removal of any existing PV and other equipment • Installation Works • Testing and Commissioning • Operational and Maintenance Documentation • Servicing & Maintenance - as required The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to: • Social housing • Schools • Libraries • Community Centre's • Cultural Assets • Shops • Industrial Units • Commercial Units • Hospitals • Health Centre's • University Buildings • Other Business The Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients. The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary Contractor Framework to select a Contractor on Lot 1 of the Solar PV Framework Contractors as a mandated sub-contractor. For standard works, the secondary tier will generally be held in reserve and only be invited to take part in mini competitions where the primary tier has been reduced in number on a contingency basis. The Council reserves the right at any time during the term of framework agreement to open competition to all contractors on both tiers of the relevant lot, unless the contractor is currently barred for tendering due performance and/or breaches in the framework agreement compliance conditions. The reasons why the Council may open the competition across both tiers is not definitive but might include for contractor capacity issues, previous delivery experience, niche work activities, long programme, high value, complex work constraints, differing contracting strategies / forms, specialist materials, geographical location of works etc. To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini-competition used to re-establish the primary and secondary tiers. Call off contracts will generally be let via mini-competition but may also be let via direct award in, but not limited to, the following circumstances: • On a ranked basis • Additional work basis Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting authority once practical completion of individual call offs have been awarded. There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for.