Invitation to Tender

For Solar PV Pre-Feasibility Study, Site Visit and Detailed Study

Consultancy Brief

[Month] 2019

BRIEF FOR CONSULTANT TO CARRY OUT A SOLAR-PV (>50kW) PRE-FEASIBILITY STUDY, SITE
VISIT AND DETAILED DESIGN AND DEVELOPMENT

Introduction

The Community and Renewable Energy Scheme (CARES) has been designed to accelerate
progress towards the Scottish Government’s target of 500MW of renewable energy
generation to be locally or community owned by 2020, and to maximise the benefits to
communities from commercially owned renewable energy generators. This is detailed in the
Scottish Government's 2020 Routemap for Renewable Energy in Scotland 1.

The generation of electricity from solar PV generation is one area that the Scottish
Government are considering as part of the renewable energy mix.

Through the support of CARES, tenders are sought for the provision of services including a
pre-feasibility study, a site visit and a detailed study which will provide a holistic evaluation of
the viability (including such factors as financial, technical and logistical considerations) for
installing a solar PV array at [insert site name(s) here]. The selected consultant will provide
technical advice and assistance to help [insert name of Group] utilise their local solar
resource, with the ultimate aim of supporting the Scottish Government renewables target,
creating income for the local community and increasing employment opportunities in the
local area.

[insert name of Group] is seeking a consultant that can provide expertise, knowledge and
resources not otherwise available in the Group. Knowledge of solar PV feasibility assessment,
development work and extensive practical knowledge in the field will be essential along with
demonstrable experience of assistance with similar projects.

The scope of works outlined in this proposal is presented in three well-defined stages (as
summarised below) with Break Points as shown. If, at the end of either of the first two stages
the installation of a solar PV array is judged to be technically, financially or logistically
unfeasible or simply deemed inappropriate for the designated site, then the project will end
without progressing to the next stage.

 Stage 1. Pre-Feasibility Study. A desk-top based analysis of the site(s) to provide a

high-level analysis of the options and feasibility of installing a PV array BREAK POINT 1
 Stage 2. Site Visit. The walk-over survey to provide an opportunity for consultants to
gain a better understanding of the site(s) and any potential issues BREAK POINT 2

 Stage 3. Detailed Study. A detailed study providing clear advice on viable array
1
http://www.scotland.gov.uk/Publications/2011/08/04110353/0

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 options, installation considerations and to produce a work-package of installation
information

Stage 1. Pre-Feasibility Study

The Preliminary Feasibility Study will provide [insert name of Group] with a high level options
appraisal of the various key considerations to address when installing a solar PV array at
[insert site(s) name here] and whether the proposed array(s) will be building integrated or
ground mounted.

This desk based study will include advice on the possible array size, electrical performance
and financial payback while also identifying barriers to the scheme development. The
objectives of the study will be to:

 Identify site options for potential array configurations

 Undertake a constraints analysis to assess the technical, economic and logistical
viability of each potential array configuration
 Identify any issues that may compromise the installation of a solar PV array or limit
its performance, whether these issues are technical, financial or logistical in nature
 Develop a roadmap for [insert name of Group] for the next steps going forward
 [Screen and prioritise each potential site identified]

Scope of the study

The key elements of the Preliminary Feasibility Study are listed below. Any additional
requirements the consultant is aware of should be included in your proposal.

 Site and resource assessment

o High level site solar resource assessment
o Location/building suitability assessment
o Potential grid connection issues
 Array considerations
o Options appraisal on different array configurations (e.g. ground mounted,
building integrated etc.)
o Approximate array sizes
o Any shading implications
o Wind loading considerations
o Array maintenance and cleaning issues
o A review of module mounting systems
 Performance assessment
o Simple financial appraisal and payback calculations
o [Prioritisation of sites that are a potential for development]
 Practical aspects
o An assessment of required planning applications
Deliverables

The deliverable from the Preliminary Feasibility Study will be a single report which addresses
each of the points listed within the Scope of the study, and any other relevant information,
and includes a concluding section that highlights any issues that may impact on the
installation or compromise its performance at the proposed location.

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Stage 2. Site Visit

The main focus of the Site Visit will be a walk-over survey and visual inspection of the site(s)
and the proposed array locations. It will provide an opportunity for consultants to gain a
better understanding of the site(s) and highlight any potential issues. The objectives of the
study will be to:

 Follow up on any potential issues highlighted at the preliminary feasibility stage

 Highlight any issues which may arise through the installation process
 Gather site specific details to enable all technical documents to be produced to
complete the installation (eg planning applications, grid connection applications,
applications for finance, hardware procurement)
 Identify any issues that may impact on the array installation(s) or limit its
performance
 Develop a roadmap for [inset name of Group] for the next steps going forward

Scope of the study

The key elements of the Site Visit(s) are listed below. Any additional requirements the
consultant is aware of should be included in your proposal.

 Obtain building EPC certificate(s) as required 2

 Discuss the electricity use of the building(s), what is the total electricity use and
monthly electricity use. How well does the electricity use match the output of solar
PV?
 Confirm space allocations for array components (e.g. modules, inverters, balance of
systems (BOS) components such as cabling and switching gear and future access for
maintenance)
 Review any site access issues that may impact on the installation (e.g. scaffolding
requirements, site access routes, deliveries etc.)
 Confirm any array shading issues highlighted at the previous stage, including shading
on the roof from existing equipment.
 Carry out a shading survey, which if appropriate, follows the latest guidance provided
by the Microgeneration Certification Scheme (MCS) 3
 Assess site layout and confirm scheme design
 Identification of suitable grid infrastructure in the local vicinity (and initial
discussions with the DNO as required)
 For roof mounted, review the condition and loading of the roof, assess if a structural
engineers report is needed.
 For ground mounted, review ground conditions, assess if further geotechnical
analysis required and complete as appropriate

Deliverables
The deliverable from the Site Visit stage of this work will be a single report which addresses
each of the points listed within the Scope of study and any additional points the consultant
considers relevant, including a concluding section that highlights any issues that may impact

2
Companies registered as a CIC on the Companies House register and co-operatives or community benefit societies registered
on the FSA Mutual’s Public Register are eligible as ‘Community Schemes’ under the FiT. ‘Community Scheme’ solar PV projects
are exempt from the minimum energy efficiency requirement (i.e. having an EPC certificate of D of above) and applies to all PV
installations on non-domestic buildings, including schools and colleges.  
3
http://www.microgenerationcertification.org/images/PV%20Book%20ELECTRONIC.pdf

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on the installation or compromise its performance at the proposed location(s).

Stage 3. Detailed Study

A final Detailed Study will provide clear advice on the available array options and highlight
those with the greatest potential for development. Any potential risks or barriers will be
highlighted along with advice on those risks or barriers that can be mitigated and those
which could prove to be insurmountable. The study should also consider how financial
benefits will be achieved and provide advice on a range of potential business models,
indicating the strengths and weaknesses of each.

Following completion of the detailed study [insert name of group] should be provided with
enough information to make a fully informed decision regarding the location, scale, cost and
suppliers of the scheme. The objectives of the study will be to:

 Follow up on any issues highlighted at the previous stage.

 Confirm array performance data and financial details.
 Compile a complete package of installation information.
 Identify any issues that may impact on the installation or performance of an installed
solar PV array.
 Identify key areas of risk and suggest mitigation actions.
 Secure all consents, permits, accreditations, etc. necessary for the development.
 Identify potential suppliers and installers

Scope of the study

They key elements of the detailed study are listed below.

 Financial appraisal
o Full financial appraisal with costs obtained from 3 potential suppliers (capital
cost estimates and operation & maintenance) and revenue clearly noting
method of estimation, details of relevant assumptions and uncertainty of
estimates.
o Scenario modelling of potential increase in costs or reductions in revenue
o Account for most recent FIT tariff rates that may influence the sizing of the
scheme and sizing to optimise benefit from the FIT.
 Planning issues
o Consult the local planning authority (LPA) to determine if a planning
application is required for the PV system and (where necessary) prepare and
submit the full planning application with all necessary supporting
environmental and technical documentation to the LPA.
o Liaise with the LPA and their statutory consultees as required after
submission of the application to ensure planning is consented for the solar
PV system.
o Liaise with building control through the design process to ensure the project
complies with building regulations and to secure all necessary building
warrants.
o Obtain all necessary consents to construct and operate a solar PV system at
the site.
 System design
o Prepare a full design of the solar PV system (including electrical diagrams,
module mounting system details etc.)

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  Project Management
o Approximate project initiation date and installation duration, highlighting
any site access requirements that the owner needs to be aware of.
o Risk Assessment of developing a solar PV scheme at the site(s), and how
these risks are best mitigated going forward.
o Provide the documents needed for preliminary accreditation for the FIT,
planning consent, grid connection etc. 
o Assess the impact of digression, to show the impact of a slippage in timeline
for implementation.
 Grid connection issues
o Liaise with the distribution network operator (DNO) to secure G83/G59 grid
connection consent with an export capacity for the rated output of the
system
 Environmental considerations
o Detailed evaluation of CO2 emissions offset.
o Environmental impacts on the local area (e.g. Scottish Natural Heritage
designated protected areas, glare etc.)

The performance assessment should include the reduction in solar PV system over its
lifetime and the need to replace inverters over the systems lifetime.

Deliverables
There are two deliverables resulting from the Detailed Study stage of this work. The first of
these is a report which addresses each of the points listed in the Scope of study and includes
a concluding section that highlights any issues that may impact on the installation or
performance of an installed solar PV array at the proposed location.

The second deliverable is a complete package of installation information (Design Document)

which includes all the information necessary for a third party organisation to complete the
installation as specified.

Methodology
Consultants should present how they intend to approach the delivery of the requirements
set out above.

The project will be phased to include break points, where any barriers identified to the
development of the project that could completely prohibit further development, should be
outlined. [insert name of Group] will determine, in consultation with the appointed
consultant, whether the project should proceed further.

We would expect the following activities to be included as part of the outlined scope of
works:
 An introductory meeting with [insert name of Group] to assess needs, preferences
and aspirations, as well as to agree ways of working, timeframe, logistics, etc.;
 Confirmation of the scope of works following the introductory meeting with any
amendments / adjustments to the proposal highlighted and issued. It is anticipated
there will be minimal changes;
 Close liaison and collaboration with [insert name of Group] throughout the duration
of the project;

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  Presentation to [insert name of Group] of the findings and draft reports, with
opportunities for discussion and questions. The outcome of this will be used to
finalise the reports.

The successful supplier is to provide a full design service in full compliance with MCS
requirements if relevant, for all aspects of the solar PV system including its mounting
(building integrated or ground mounted), its integrity and its connection with the private
electrical infrastructure at the site. This is to include the following (among others):

 Structural assessment (if required) to confirm building suitability for the additional
loads from the solar PV system – building mounted
 Structural design for any modifications required to the building to accommodate the
solar PV system – building mounted.
 Optimum layout of the solar panels to maximise return on investment for the Client
and to achieve the required performance specifications.
 Safe access and lifting for the installation of the frame and panels on ground
mounting or building mounted.
 Design of the mounting system to fix the panels to the ground mounting or building
mounting and to ensure a weather proof seal.
 DC and AC cabling, switchgear, inverters, G83/G59 relay protection and grid
connection.
 Annual energy yield from the PV system with a performance and availability
guarantee.

The system is to be Microgeneration Certification Scheme (MCS) accredited (if any sites are
less than 50kWp in size) and will claim Feed-In-Tariffs for the energy generated.

A design document will be produced by the successful bidder and issued to [insert name of
Group] for approval before the project proceeds to the procurement, supply and installation
stage. This design document will include the following information (among others):

 Results of the structural/ ground survey.

 Design of structural modifications to the building to accommodate the solar PV
system (where necessary).
 Solar PV array design (PV panel specification, number of strings, modules in each
string, inverter specification).
 Details of the safe access and lifting methodology for the installation.
 All health and safety documentation for the safe installation of the solar PV system.
 Details of the mounting system design, method of fixing to the ground mounting or
building mounting and method of sealing penetrations with workmanship
warranties.
 Drawing showing the plan and elevation layout of the PV system.
 AC and DC cable specification, protection equipment specification, OFGEM
accredited meter specification and grid connection specification.
 Bill of materials detailing the specification of all equipment to be used for the supply,
installation and commissioning of the project.
 Annual energy yield from PVSol software (or equivalent), hours of shading, allowable
losses in the system, performance guarantee and availability guarantee.

For the avoidance of doubt, the design service is to include every aspect necessary to install
and operate the solar PV system at the respective site(s), given the existing infrastructure at

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the site(s). [Insert name of Group] does not anticipate employing any further consultants to
carry out any design work for the project.

The key underlying specifications to be upheld in providing the above listed services are that
for the final system designed and installed:

 The supplier will be accredited on the MCS certification scheme for solar PV
installations if required.
 The PV system will have planning consent or confirmation of permitted development
rights.
 The PV system will have building control approval if an installation does not comply
with the relevant Permitted Development rights.
 The PV system will be designed and installed in compliance with appropriate
guidelines, for example:
o MIS3002: Requirements for Contractors Undertaking the Design, Supply,
Installation, Set to Work Commissioning and Handover of Solar Photovoltaic
Microgeneration Systems;
o MCS Guide to the Installation of Photovoltaic Systems. 1st Edition 2012; and
o BS EN 62548: Installation and Safety Requirements for Photovoltaic (PV)
Generators
 The PV system will comply with all relevant building warrants; Health and Safety and
CDM regulations; British Standards, European Standard, Microgeneration
Certification Scheme standards and all other relevant standards and regulations.
 If appropriate, the solar PV panels and inverters will be MCS accredited and will be
manufactured by a global reputable organisation.
 The PV system will be installed in compliance with all health and safety and CDM
regulations.
 The PV system will be inspected and tested in compliance with BS 7671 and as
agreed with the distribution network operator (DNO).
 The PV system will be labelled as required by all relevant standards and the DNO.
 If appropriate, the PV system(s) will be MCS accredited.
 The PV system will include an OFGEM accredited total generation meter and will be
registered for Feed-In-Tariffs with OFGEM.

Expected Outputs
The expected outputs are stated in the scope of works. These are predominantly in a report
format or specific to the deliverable.
 A preliminary feasibility study report should be provided electronically, covering each
of the points listed in Stage 1 (Pre-Feasibility Study) of the work.
 A site visit report should be provided electronically, covering each of the points listed
in Stage 2 (Site Visit) of the work.
 A detailed study report should be provided electronically, covering each of the points
listed in Stage 3 (Detailed Study) of the work.
 A package of installation information (a Design Document) as outlined above in Stage
3.

Project Timetable
The key milestones are:

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  [Insert date]: Closing date for tender responses
 [Insert date]: Successful bidder will be notified
 [Insert date]: Project initiation
 [Insert date]: Submission of preliminary feasibility report
 [Insert date]: Submission of site visit report
 [Insert date]: Submission of detailed study report
There is flexibility in the timetable for the project phases and details of the timescales for
completion of each phase will be agreed with selected consultant at the project initiation.

Guidance on tender submissions

The ideal submission would show a strong record, knowledge and experience of carrying out
pre-feasibility work and developing community owned renewable energy projects to
planning permission and beyond. The following is required in the tender response:
 Relevant experience and past performance.
Tenderers should have:
o Technical solar power capability, including pre-feasibility and design capability.
o Experience of working with Community Groups on energy related projects.
o A track record of taking energy projects through the development process.
o References (and contact details) for a minimum of three example projects.
 Technical skills of project team.
Tenderers should:
o Clearly identify members of the project team.
o Demonstrate the project team has relevant skills and knowledge.
o Provide professional CVs of individuals who will be involved in the delivery of the
contract.
 Project management and risk.
Tenderers should:
o Provide details of their project management processes.
o Set out the project plan and demonstrate how the project will be phased.
o Outline their understanding of risk and approach to managing project risks.
 Project understanding.
Tenderers should:
o Demonstrate an understanding of the requirements of the project.
 Methodology.
Tenderers should:
o Demonstrate how all elements described in the tender specification will be met.

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 o Provide a proposed project programme for the delivery of the scope of works and
key milestones.
o Clearly state any specific exclusion from the scope of works.
 Price.
Tenderers should:
o Provide detailed costing’s for all activities in the scope of work. Project costing’s
should be clearly broken down by project tasks.
o Clearly state any specific additional activities to the scope of works (and why
they have been included), these should be priced as separate line items.
o Give an indication of value for money.

Budget
The overall value of this work is not expected to exceed £10,000 including all works,
materials, fees and other expenses. The successful tender will demonstrate the best value in
meeting the specific requirements of the brief.

Tender Evaluation Criteria

All submissions from suppliers will be scored on both price and quality. The contract will be
awarded to the supplier who receives the highest total score. The overall Price/Quality split
for this tender will be 30%/70% respectively

Price Criteria Weighting

%
Value for Money 10 %
Price 90 %
Total 100 %

Quality Criteria Weighting

%
Relevant Experience and Past Performance 25 %
Technical Skills of Project Team 20 %
Project Management and Risk 15 %
Project Understanding 10 %
Methodology 30 %
Total 100 %

Each of the criteria will be scored using the scale below:

0 - No response or wholly unacceptable;
1 - Partially unacceptable: Partially meets [insert name of Groups] requirements, but
with significant weaknesses;
2 - Acceptable: Largely meets [insert name of Groups] requirements but with some
weaknesses;
3 - Good: Fully meets [insert name of Groups] requirements;

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 4 - Excellent: Exceeds [insert name of Groups] requirements and adds value.
The ‘price and value for money’ evaluation will be scored as follows:
The maximum marks available for this part of the Tender will be 5 and will be awarded to the
cheapest price submitted by a Tenderer who meets all of the tender requirements. The
remaining Tenderers will receive marks on a pro rata basis from the cheapest to the most
expensive price. The total price submitted by the Tenderer will be used for the purpose of
this evaluation.
The calculation used is the following:
Score = (Lowest Compliant Tender Price / Price of Tender being scored) x 5
Where 5 is the maximum available marks

Please Note: Those submitting a tender, may be invited for interview

General Variations to Contract

It is possible that other unforeseen additional work will arise during the course of this
contract. The scope of works outlined above may give rise to a requirement for a variation in
agreed works or a contract extension the successful consultant would be expected to
quantify its charges for any potential additional work. This will also be subject to formal
approval by [insert name of Groups] and the funders prior to any further work being
undertaken.
Equally, as the study and development progresses, ‘showstoppers’ to the solar PV
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.
Tenderers should clearly identify costs relating to each project phase in their response.

Terms and Conditions

The scope of works outlined above covers the list of tasks currently required by [insert name
of Group], who reserve the right to vary these requirements, by mutual agreement with the
successful consultant.
[insert name of Group] also reserve the right to terminate the contract, subject to full
payment of work which has been satisfactorily completed.
Submissions should be open for acceptance for up to [ninety] days.
[insert name of Group] is under no obligation to accept the lowest or any tender submission.
Note: The results of CARES funded projects may be published and reasonable access
provided to other project groups or businesses wishing to learn from the project.
Access will be required by the Scottish Government or its agents to all information necessary
to ensure compliance with all commitments made by the CARES applicant and obligations on
the CARES applicant arising from receipt of loan assistance.

Intellectual Property
The reports, presentations and all intellectual property and copyright of all materials
prepared under this commission shall rest with [insert name of Group].

Tender Submission and Closing Date

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Contractors should email their intent to submit a proposal to [insert email address] by [insert
date].
The deadline for submission of the tenders is [insert time] on [insert date]. Tenders should
be as a [pdf email attachment / 3 hard copies] and addressed to:
Name: [Insert contact name]
Email: [Insert submission email]
Address: [Insert submission address]
The contract will be managed by [insert name]
Any questions regarding the tender should be emailed to [insert contact] by [insert date].
Email: [Insert contact email, if required]
Telephone: [Insert contact telephone, if required]
Address: [Insert contact address, if required]

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