Wind Feasibility, Preliminary Design and Development Work

Transcription

1 Invitatin t Tender Fr Isle f Clnsay Cmmunity Develpment Cmpany Cnsultancy Brief July 2014 BRIEF FOR CONSULTANT TO CARRY OUT A WIND FEASIBILITY, PRELIMINARY DESIGN AND DEVELOPMENT WORK AT LOWER KILCHATTAN, COLONSAY. Intrductin Supprted by the Scttish Gvernment s Cmmunity and Renewable Energy Scheme (CARES), Clnsay Cmmunity Develpment Cmpany (CCDC) is seeking tenders fr the prvisin f a feasibility study, preliminary design and develpment wrk (up t and including the planning applicatin) fr a cmmunity wind energy develpment at a site, Lwer Kilchattan, n the suthwest side f the island. The cnsultant will prvide technical advice, assistance and prject management services t help the lcal cmmunity t utilise their lcal wind resurce; with the aims f supprting the Scttish Gvernment renewables target, creating incme fr the lcal cmmunity and increasing emplyment pprtunities n Clnsay. CCDC is seeking a cnsultant wh can prvide expertise, knwledge and resurces nt therwise available in the cmmunity grup. Knwledge f wind feasibility assessments, wind farm preliminary design, wind develpment wrk and extensive practical knwledge in the field will be essential, alng with demnstrable experience f assistance with similar prjects. The schemes supprting us, CARES, is designed t accelerate prgress twards the Scttish Gvernment s target f 500MW f renewable energy t be lcally r cmmunity wned by 2020, and t maximise the benefits t cmmunities frm cmmercially wned energy. This is detailed in the Scttish Gvernment's 2020 Rute map fr Renewable Energy in Sctland. The generatin f electricity frm wind energy is ne area that the Scttish Gvernment are cnsidering as part f the renewable energy mix. Wind Feasibility, Preliminary Design and Develpment Wrk Backgrund CCDC has previusly cmmissined a Wind Energy Feasibility Study (2013) cnsidering the ptins fr a cmmunity wind energy develpment n the island. This has reviewed a number f different wind ptins and prduced fur different sites that may be suitable fr develpment. Further scrutiny has reduced this dwn t tw ptential sites, ne wned by the cmmunity at Lwer Kilchattan (135945, ) and ne in private wnership (139381, ). Our preference is t develp a scheme n land wned by CCDC but we wuld like an initial assessment as part f the scpe f this wrk t ensure that, n balance, this will be 1

2 the better ptin. The previus feasibility study indicated that wind turbine(s) in the regin f 50kW wuld be the best t pursue when the cnstraints are all taken int accunt. CCDC are nw lking t build n the initial wrk carried ut and further develp this int a preferred wind ptin t take frward t btain planning permissin. The wrk as a minimum will be split int three phases with a break pint between the phases that will prvide the pprtunity t reassess the viability f the prject befre mving nt the next phase. The three phases will be as fllws: 1. Phase 1 Feasibility study and ptins review BREAK POINT 1 2. Phase 2 Preliminary design BREAK POINT 2 3. Phase 3 Develpment wrk (including lcal cnsultatin, cnsultatin with relevant stakehlders, submissin f planning applicatin, submissin f grid cnnectin and preparatin f Feed in Tariff registratin) Cntractrs may suggest additinal break pints if they believe these wuld be beneficial fr determining viability. Extent f the study Phase 1: Feasibility study and ptins review The initial shrt piece f wrk wuld review the previusly undertaken feasibility study, dne in 2013, update the assumptins and infrmatin (where required) and lk t cnfirm the preferred ptin. At this stage, we ask that the preferred site at Lwer Kilchattan be cmpared against the ther site, in private wnership, t check whether it is better t pursue a prject at Lwer Kilchattan r t lk again at the ther site. It is anticipated that the cnsultant may include, but nt be limited t: Review f the previus wrk carried ut; Cmpare site wned by CCDC, Lwer Kilchattan, with the ther strng site n the island and advise whether Lwer Kilchattan is the best, n balance, t pursue, (which is the view f CCDC) Review site lcatin and descriptin Review analysis f wind resurce Review analysis f cnstraints t cnfirm that there are n high level shw-stppers, such as: Available grid infrastructure and pssible lcal cnnectin pints; The envirnmental impact n the lcal area, including designatins, impact n prtected species, etc Ptential impact n lcal heritage Access t develpment rights n the prpsed site Access fr cnstructin equipment and turbine site Review ptins fr the site and prpse a preferred ptin(s). This ptins appraisal shuld review and cnsider (at the minimum): 2

3 Technical and physical cnstraints f wind develpment at the site; Estimates f scheme characteristics and key assumptins (installed capacity, estimated capacity factr, estimated annual energy yield); Ptential envirnmental cnstraints; Initial estimates f capital csts and peratin and maintenance; Accunt fr current FIT banding levels that may influence the sizing f the scheme and sizing t ptimise benefit frm the FIT; Accunt fr cst f finance; Presentatin f preliminary financial assessment f the ptins (key metrics such as land lease shuld be agreed with CCDC. Sensitivity analysis f key factrs influencing prject viability; Risks f develping a scheme at the site, hw these are best mitigated ging frward. Any previus cmments made by statutry and stakehlder cnsultees as part f the previus feasibility study Highlight any necessary permissins fr use f land fr the site, access r grid cnnectin t CCDC at an early stage. Assess whether ne r mre turbines wuld be best ptin fr the site The resulting reprt will summarise the review and cnfirm ptins fr CCDC in terms f the site fr the scheme, the scale f generatin, the likely incme frm the prject, assumptins made etc. It shuld als include a high-level risk assessment based n the identified ptins. Given the detail in the previus feasibility study, it is nt anticipated that this will need a high degree f wrk. The previus study can be supplied upn request t thse intending t supply a tender respnse. Phase 2: Preliminary design Once a decisin has been made as t the mst viable site, a preliminary design wuld be prepared fr the preferred ptin. This will include a full ecnmic assessment f a wind pwer scheme at the site and preliminary design wrk t the required level t allw a planning applicatin t be submitted (i.e. detail design wuld fllw in a later phase f the prject). In the preliminary design phase it is anticipated that the cnsultant may include, but nt be limited t: 3 Preliminary specificatin fr all key prject elements descriptin f all key equipment, specificatins and sizing; Preliminary wind farm layut; Preliminary design drawing initial design drawings shuld be undertaken; these shuld be f suitable detail that they can be used fr the planning applicatin f the scheme. Cnsenting discussins the cnsultant may wish t cnsult with the lcal planning authrities, SEPA and Scttish Natural Heritage (SNH) ver factrs that may affect the

4 preliminary design f the wind farm and influence n its perfrmance. System Perfrmance the system efficiency, pwer utput, annual energy yield this shuld include all the key assumptins used. Where pssible, P50 and P90 energy yields shuld be prvided. Capital cst the prvisin f a detailed csting fr all technlgy, infrastructure and services required. This shuld include qutatins fr cre equipment and include a detailed cst breakdwn and prvide an estimate f the cst accuracy; O&M csts estimates f annual peratin and maintenance csts shuld be prvided, including key assumptins and a breakdwn f elements included. Detailed Ecnmic analysis a detailed ecnmic analysis shuld be cnducted, given the detailed csting f the prject and any ther financial utcmes frm the preliminary design. This shuld include sensitivity analysis t variatin in csts/rates. This will be central in the cmmunity making a business case fr securing finance fr the wind prject; The key deliverable f this phase will be a written reprt that will be prvided t CCDC, including all preliminary design wrk. The financial mdel shuld als be prvided in an excel frmat. Phase 3: Develpment wrk Fllwing successful cmpletin f Phase 2 and a psitive utcme frm the financial analysis, the prject will advance t develpment activities t enable CCDC t secure all necessary licences, permissins, in rder fr them t then g n t secure capital funding t mve int the implementatin phase. These activities include: Overall prject management service t manage and guide all aspects f the prject. There are sme aspects that CCDC will be able t mre actively engage in and deliver, such as cmmunity cnsultatin. Pre-applicatin submissin t and request fr site visit with a Planning Officer frm Argyll and Bute Cuncil Planning Authrity Preparatin and submissin f the planning permissin dcuments required, including envirnmental surveys; Preparatin and submissin f grid cnnectin applicatin and supprting dcuments; Preparatin fr FIT pre-accreditatin f the wind scheme with the Ofgem Cntractrs shuld make allwance fr all the fees assciated with these applicatins and include cntingency fr dealing with queries during the applicatins (assumptins n this time allwance shuld be clearly stated). The key deliverables fr this phase will be all key written cmmunicatins with the cnsultees and licencing bdies and full cpies f the permitting applicatin and respnse dcuments (such as the planning applicatin and supprting dcuments). These will be prvided t CCDC in draft prir t submissin t the relevant regulatry bdies. 4

5 Methdlgy Cnsultants shuld prpse hw they intend t apprach the delivery f the requirements set ut abve. The prject shuld be phased t include break pints (this can be beynd the break pints already specified in the scpe f wrk), such that any barriers identified in the develpment f the prject that wuld cmpletely prhibit further develpment. At the break pints, barriers shuld be clearly utlined by the appinted cnsultant and CCDC determine, in cnsultatin with the appinted cnsultant, whether the prject shuld prceed further. In additin t the phased apprach, we wuld expect the fllwing activities t be included in the methdlgy: Intrductry meeting with CCDC t cnfirm prject requirements and assess specific prject needs and preferences. Prject management and wrking methds, prject timeframe, lgistics, risk management and prject cmmunicatins shuld als be discussed and agreed at the intrductry meeting. Fllwing the intrductry meeting a dcument utlining the revised and agreed scpe f wrk shuld be issued. Cnsultatin when and where apprpriate with relevant stakehlders, e.g. SEPA / SNH, t identify ptential shw stppers. Site visits, where required. Regular prgress reprts and clse liaisn and c-peratin with CCDC. Mnthly updates are required as part f having a CARES lan and these will be expected fr CCDC frm ur cntractr. Presentatin t CCDC f the findings and draft reprts, with pprtunities fr discussin and questins. The utcme f this presentatin will be used t finalise the prject reprts. Expected Outputs The expected utputs are stated in the scpe f wrks. These are predminantly in a reprt frmat r specific t the deliverable. In all cases initial versins f the deliverables will be prvided t CCDC in a draft frmat, allwing time fr cmments frm the grup. Fr each prject phase, a meeting with CCDC, and any ther parties invited by Directrs, shuld be held t present the draft reprt and receive cmments and suggestins fr the final draft f each f the phase reprts. It will be imprtant that key meetings are held in persn t help with imprtant decisin making prcesses. Fllwing cmments, tw hard cpies f the final deliverables will be prvided t CCDC. In additin, an electrnic cpy f the final reprt is t be prvided in Micrsft Wrd r PDF frmat. Cpyright f the reprt is t be vested in CCDC and CARES. 5

6 Prject Timetable The key milestnes are: 3 July 2014 ITTs sent ut by CCDC 15 July Intentin t tender t be submitted t CCDC. 16 July Any questins n tender t be sent t CCDC by this date 21 July 2014 Clsing date fr tender respnses at 1pm Nte: any respnses received after 1pm will nt be accepted 28 July 2014 Preferred bidder will be ntified, final appintment will be subject t successful funding applicatin t CARES 9 September 2014 CARES lan decisin. If CARES applicatin apprved, preferred bidder will be appinted. Mid/End f September 2014 Prject initiatin meeting with CCDC representatives Mid Nv 2014 Phase One: Submissin and presentatin f draft final reprt End Nv 2014 Phase One: Submissin f final reprt Mid Feb 2015 Phase Tw cmpleted (shuld prject prgress t this stage) Mid Aug 2015 Phase Three cmpleted (shuld prject prgress t this stage) There is flexibility in the timetable fr the prject phases and details f the timescales fr cmpletin f each phase will be agreed with selected cnsultant at the prject initiatin. Guidance n tender submissins 6

7 The fllwing is required in the tender respnse: Relevant experience and past perfrmance. Tenderers shuld: Prvide details f relevant cmpany experience. The ideal submissin wuld shw a strng recrd, knwledge and experience f develping cmmunity wned wind prjects in line with the requirements f this tender. Prvide tw cntactable references fr relevant previus prjects. Technical skills f prject team. Tenderers shuld: Clearly identify members f the prject team. Demnstrate relevant skills and knwledge f prject team. Prvide prfessinal CVs f individuals wh will be invlved in the delivery f the cntract. Prject management and risk. Tenderers shuld: Detail prject management prcesses. Set ut the prject plan demnstrate hw the prject will be phased. Outline their understanding f risk and apprach t managing prject risks. Prject understanding. Tenderers shuld demnstrate and understanding f the requirements f the prject. Methdlgy. Tenderers shuld: Demnstrate hw all elements described in the tender specificatin will be met. Prvide a prpsed prject prgramme fr the delivery f the different elements and key milestnes fr the scpe f wrks. The cntractr shuld clearly state any specific exclusins frm the scpe f wrks. Price. Tenderers shuld: Prvide detailed csting fr all activities in the scpe f wrk. Prject csting shuld be clearly brken dwn by prject tasks. Give an indicatin f value fr mney. Ensure that the price includes all wrks, materials, fees and ther expenses Clearly identify the VAT element f the price The tenderer shuld have a single pint f cntact within the rganisatin that is respnsible fr their develpment and cntact details shuld be included in the tender respnse. The tenderer shuld als prvide details f their Prfessinal Liability Insurance. Budget The successful tender will demnstrate the best value in meeting the specific requirements f the brief. Tender Evaluatin Criteria 7

8 All submissins frm suppliers will be scred n bth price and quality. The cntract will be awarded t the supplier wh receives the highest ttal scre. The verall Price/Quality split fr this tender will be 30/70% respectively. Price Criteria Weighting % Price itemisatin f services* 10% Price and value fr mney 90% Ttal 100% * Prject csts shuld be clearly split by prject phase. Quality Criteria Weighting % Previus relevant experience e.g. 3 previus examples f wrk that are relevant t this cntract 25% Relevant skills and qualificatins f prpsed team 20 % Understanding f the specific prject requirements detailed in the scpe f services 10 % Methdlgy and apprach prpsed 30 % Risk identificatin and mitigatin 15 % Ttal 100% Each f the criteria will be scred using the scale belw: 0 - N respnse r whlly unacceptable; 1 - Partially unacceptable: Partially meets CCDC requirements, but with significant weaknesses; 2 - Acceptable: Largely meets CCDC requirements but with sme weaknesses; 3 - Gd: Fully meets CCDC requirements; 4 - Excellent: Exceeds CCDC requirements and adds value. Thse submitting a tender, may be invited fr interview. The price and value fr mney evaluatin will be scred as fllws: The maximum marks available fr this part f the Tender will be 5 and will be awarded t the cheapest price submitted by a Tenderer wh meets all f the tender requirements. The remaining Tenderers will receive marks n a pr rata basis frm the cheapest t the mst expensive price. The ttal price submitted by the Tenderer will be used fr the purpse f this evaluatin. The calculatin used is the fllwing: Scre = Lwest Cmpliant Tender Price/ Price f Tender being scred x 5 (Maximum available marks) General Variatins t Cntract It is pssible that ther unfreseen additinal wrk will arise during the curse f this cntract. As any f this may give rise t a requirement fr a variatin in agreed wrks r a cntract extensin, the successful cnsultant wuld be expected t quantify its charges fr 8

9 any ptential additinal wrk. This will als be subject t frmal apprval by CCDC and the funders prir t any further wrk being undertaken. Equally, as the study and develpment prgresses, shwstppers t the wind develpment may becme apparent and further wrk after this wuld nt be wrthwhile. In this case, a pr rata payment wuld be made fr the wrk and assciated reprts cmpleted. Tenderers shuld clearly identify csts relating t each prject phase in their respnse. Terms and Cnditins The wrk described abve is what is currently envisaged t be required, but CCDC reserve the right t vary these requirements, by mutual agreement with the successful cnsultant. CCDC als reserves the right t terminate the cntract, subject t full payment f wrk which has been satisfactrily cmpleted. Submissins shuld be pen fr acceptance fr up t 90 days. CCDC is under n bligatin t accept the lwest r any tender submissin. Intellectual Prperty The reprt, presentatin and all intellectual prperty and cpyright f all materials prepared under this cmmissin shall rest with CCDC and CARES. Tender Submissin and Clsing Date Cntractrs shuld their intent t submit a prpsal t clnsayldhannah@gmail.cm and clnsayld3@yah.c.uk by 21/7/14 The deadline fr submissin f the tenders is 1pm n 21/7/14. Tenders shuld be as a pdf attachment and 3 hard cpies addressed t: Name: Address: Hannah MacAllister clnsayldhannah@gmail.cm & clnsayld3@yah.c.uk Clnsay Service Pint, Isle f Clnsay, PA617YT The cntract will be managed by Hannah MacAllister. Please nte that during 3 rd -21 st July first pint f cntact will be Grace MacPhee. Any questins regarding the tender shuld be ed t clnsayldhannah@gmail.cm and clnsayld3@yah.c.uk by 16/7/14. Telephne: between 2 and 5pm Address: Clnsay Service Pint, Isle f Clnsay, PA617YT 9