INVITATION TO TENDER Date: 2 nd June 2017

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1 INVITATION TO TENDER Date: 2 nd June Introduction Fjernvarme Fyn Produktion A/S (hereafter Fjernvarme Fyn) hereby invites your company to participate in the tender for Equipment for Straw Storage used to facilitate co-firing of straw in a coal fired boiler, as per the enclosed Tender Material. The tender is conducted in accordance with the rules of supply under the EU Utilities Directive (Directive 2014/25/EU of 26 February 2014). The tender procedure is the Negotiated procedure. To qualify your company for submission of a tender, please apply for pre-qualification as described in the EU contract notice. Summary - Scope of Supply for LOT M1 The Scope of Supply (hereafter The Supply) shall comprise the complete straw logistics, storage and handling system of straw within the storage building and initial parts of the straw preparation building. The Supply also includes all necessary auxiliary systems, all necessary monitoring and measuring points and all secondary steel structures (platforms, stairs etc.) electrical cabling and installation of motors etc. Fjernvarme Fyn will supply the building incl. foundations for the equipment. The Supply shall be engineered, delivered, installed, cleaned, tested, commissioned and documented in accordance with the limits specified and be ready for commercial operation. When completed, the supply shall be fit for the purposes for which the supply is intended as defined in the Tender Material. According to enclosed preliminary contract time schedule engineering shall start January Construction on site is expected to start during summer After completed trial run and hand-over, the equipment for straw storage shall be ready for commercial operation in February The tender is conducted on behalf of: Fjernvarme Fyn Produktion A/S Havnegade Odense C. (hereafter Fjernvarme Fyn ). and Fjernvarme Fyn s contact persons are: Regarding commercial matters: Dorthe Due due@fjernvarmefyn.dk Phone: Page 1 of 7

2 Regarding technical matters: Kenneth Jensen Phone: Time Schedule Below is expected pre-contract time schedule until signing of the contract: Activity Date Deadline for submission of prequalification material June 27th 2017 Announcement of prequalified companies June 30th 2017 Site/Tenderer meeting Week Deadline for receipt of questions to the tender material August 14th 2017 Deadline for answering of questions August 21st 2017 Deadline for submission of tender August 28th 2017 Start of evaluation/negotiations of tenders August 28th st negotiation meeting with Tenderer Week 38 to nd negotiation meeting with Tenderer Week 43 to End of evaluation/negotiations of tenders November 24th 2017 Award of Contract December 6th 2017 Standstill period December 17th 2017 Signing of contract December 18th Tender Material The Tender Material consists of the following documents, which contain the requirements and conditions for participating in the tender and for the execution of the contract. The Tender material consists of the following: - Invitation to Tender - FYV7 Equipment for Straw Storage - Tender evaluation score card - Draft Contract - Fjernvarme Fyn General conditions for supply, rev. A - Conditions for suppliers with work at Fjernvarme Fyn sites, rev. A - Special Conditions including annexes Economical Guarantees (Annex A) - Tender List (Annex B) - Performance Guarantees (Annex C) - Technical information required in the Tender (Annex D) - List of reservations (Annex E) - Preliminary Contract Time Schedule (Annex F) - Q and A Form (Annex G) - ESPD (Annex H) H1 is the document in.xml form, while H2 is the document in.pdf. - Data for PQ application (Annex J) Above documents will form the basis for the contract with the winning Tenderer. However, Fjernvarme Fyn reserves the right to make adjustment in tender documents and contract during negotiation(s). Page 2 of 7

3 4. Questions and answers Fjernvarme Fyn encourages the Tenderers to ask clarifying questions if the Tenderers have a need for clarifications to the Tender Material. Questions must be in English and submitted in writing via to Fjernvarme Fyn s commercial contact person. Questions must be submitted before the deadline stated in the Time Schedule. Questions submitted after the deadline will only be answered if it is possible to answer the questions at least 6 calendar days before the deadline for submission of the tender. All questions and answers will anonymously be communicated to all Tenderers in writing via Site Visit Fjernvarme Fyn will hold a tender meeting (a presentation of the tender material) for each individual prequalified tenderer. The Tender meeting will be held at: Fjernvarme Fyn A/S Havnegade Odense C. The expected timeframe for the Tender meeting will be from 09:00 hrs until 12:00 hrs. Final date to be agreed upon. 6. Pre-qualification To qualify for submission of a tender, the Tenderer has to apply for pre-qualification as described in the EU contract notice. The application must include the following: - Filled in and signed ESPD (Annex H) in.pdf format - Filled in "Data for PQ application" (Annex J) The application for pre-qualification must be in Danish or English language and submitted on to Fjernvarme Fyn s commercial contact person. The deadline for submission of an application for pre-qualification is stated in the table in section Preparation of tender In the preparation of the tender, the Tenderer must closely observe the form and procedure requirements contained in this paragraph. The tender must be made based on the entire Tender Material and the tender, including any attachments, must be in English or Danish. It is not possible only to offer part of the Scope, and the tender must contain all services necessary to complete the contract regardless of whether services explicitly are described in the Tender Material or not. Page 3 of 7

4 The tender must include the following: - Filled in Tender List (Annex B) - Filled in Technical information required in Tender (Annex D) - Relevant documentation / descriptions as stated in the award criteria. - Possible reservations to be filled in (Annex E) All prices must be stated in Danish Kroner (DKK) or Euro (EUR), excluding VAT and including possible discounts. All prices must be fixed prices. In the tender, evaluation prices stated in Euro (EUR) will be converted into Danish Kroner (DKK) according to an exchange rate of DKK/EUR The Tenderer must bear all costs associated with the preparation and submission of the tender including possible costs for participating in negotiation meetings. The tender shall be valid for at least 6 month from the deadline for submission of the tender. 8. Reservations The Tenderers must carefully consider whether the tender should contain reservations to the Tender Material. Depending on the character of a reservation, Fjernvarme Fyn can be both obliged and legitimated to reject a tender that entails reservations. Possible reservations must be stated clearly and unambiguously in the tender and must also be stated separately in "List of Reservations" (Annex E), according to instruction in the Tender List and Annex E. Reservations that are not fundamental and can be capitalized will be capitalized and taken into account in the evaluation of the tenders. 9. Confidentiality All information given by Fjernvarme Fyn during the tendering must only be used by the Tenderer in connection with preparation of the tender and performing of the contract. Thus, the Tenderer shall treat such information as confidential and may only disclose information to a third party in case of a written consent from Fjernvarme Fyn. However, the Tenderer may, without previous consent from Fjernvarme Fyn, disclose information to possible sub-suppliers, if deemed necessary in connection with preparing the tender. 10. Negotiations When the first tenders have been submitted Fjernvarme Fyn will perform an evaluation of possible reservations in the tenders. The negotiations will be focused on clarification of the proposed technical solution, whereafter the Tenderers will be asked to submit a best and final tender, which will form the basis for the award of the contract. Fjernvarme Fyn reserves the right to perform a successive selection of the Tenderers invited to participate in the negotiations based on the evaluation criteria. The negotiations with the Tenderers will be performed individually. 11. Award criteria The award criterion is the most economically advantageous tender based on a price-quality criterion as described below. Page 4 of 7

5 The tender with the best price-quality ratio will be identified by using the following sub-criteria: Criteria Weight Price 45% Technical solution 40% Delivery reliability 10% QHSE 5% Each subcriteria is scored on a scale from 0 to 100 points. Scoring of the criteria "Technical solution", "Delivery reliability" and "QHSE" is based on the following evaluation method: Point Content (Technical solution, Delivery reliability & QHSE) 100 Superior fulfilment of the requirements in the specifications. 90 Excellent fulfilment of requirements. However, a few points only well met Good fulfilment of requirements. Some requirements very well satisfied Average / Satisfactory compliance Acceptable fulfilment of requirements. A few points well met Acceptable fulfilment of the requirements, but does not contain essential points that can add positive value. 0 Requirements in the tender documents are only partly satisfied. The tender/solution cannot be accepted in its present form. Price: 45% The evaluation of sub criteria "Price" is based on the Total Tender Sum comprising the following price elements: - The tenderers price for The Supply - Payment schedule, converted into NPV at time of Hand over (Annex B Tender list, section 6). - The converted economic value of any reservations made by the tenderer (if any), as stated in Annex B Tender list section 2, and Annex E list of reservations. - Sum of expected additional cost based on labour rates (Annex B Tender list, section 5). - Economic value of Tenderers demand to civil constructions if different from the base building layout included with the special conditions. Also included are the economic value of all additional process plants, electrical supply systems and instrumentation and control systems which are needed for the establishment and operation of the facility and is within the Supply, but not included in the tender. Page 5 of 7

6 - Total consumption of electricity based on the guaranteed values (Annex C). - Costs derived from deviations to the guarantee values requested by Fjernvarme Fyn (Annex C). For the purpose of the evaluation the cost of the deviations are calculated the same as the liquidated damages. There is no bonus for offering a higher performance than the requested one. - Expected costs of required equivalent fulltime employees for operation. Based on the Tenderers proposed solution to the requirements in the special conditions. - Expected costs for yearly maintenance related to major and important parts of machinery including manpower, wear parts and spare parts. Based on the suppliers list of required spare- and wear parts as well as the proposed solution to the requirements in the special conditions. The criteria "Price" will be evaluated after a linear model where lowest Total Tender Sum will receive 100 points, whereas a tender with a Total Tender Sum that is 50% higher (or more) will receive 0 points. Fjernvarme Fyn's method for the calculation of the Total Tender Sum is illustrated in the Excel sheet "Tender evaluation score card Straw storage M1" which is included with the tender material. The Excel sheet is for the Tenderers own information and does not need to be filled in and attached to the tender. Technical solution: 40% The quality of the technical solution is evaluated solely on the specified requirements and guidelines described in the tender documents. Each tender is evaluated against a defined hypothetical best offer, which in theory should have maximum points. The hypothetical best solution can achieve a maximum of 100 points as described in the table above. The technical score is based on the below listed weighted sub-criteria. Each sub-criteria is scored between 0 and 100 points. Layout: 20% - High scores are given to a Tenderer who has utilized the available space well, such as to enable good access to and on components in order to be able to perform daily operation works, maintenance and replacement in an easy and safe manner. Quality of components and process: 25% - High scores are given to a Tenderer who has emphasized application of proven technology, have a high capacity of the different systems, and uses standardized components. Cleaning and maintenance requirements: 10% - High scores are given to the Supplier with a low requirement for cleaning and maintenance of the equipment. Degree of automation and reliability: 25% - More points are awarded to solutions, which have a high degree of automation and where the performance is less influenced by variations in the characteristics of the received straw. High scores are given to the Supplier with a high availability on the equipment. Redundancy: 10% - High scores are given to the Supplier with a high redundancy on components, which can ensure reliable and steady operation. Noise, vibration: 10% - High scores are given for low noise, low vibrations and low emissions, with focus on ensuring a good working environment during inspections and maintenance. Page 6 of 7

7 Delivery reliability: 10% The criteria delivery reliability is evaluated solely on whether Tenderer has a detailed and credible plan for project execution including how timely delivery of the supply is ensured; including plans in case of delivery obstacles. The plan and/or description of Tenderer s delivery reliability must be enclosed in the tender. Each tender is evaluated against a defined hypothetical best delivery reliability, which in theory should have maximum points. The hypothetical best solution can achieve a maximum of 100 points as described in the table above. QHSE: 5% The Tenderer must include a short and precise description of how the Tenderer will ensure a quality system including quality management and quality assurance with regard to the Supply delivered. More points are given to a Tenderer who has included a concise draft project specific QHSE plan which, the more the better, include descriptions of QHSE procedures used to ensure a safe and sound implementation of the specific project on the construction site and with a high degree of quality. 12. Submission of Tender The tender must be submitted in electronic format (by or USB stick) to Fjernvarme Fyn s commercial contact person before the stated deadline. Tenders received after the deadline will be rejected and will not be included in the evaluation. Page 7 of 7

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