SMART ENERGY ISLANDS: IoS Renewables Installation, Ref Number: SEI Ten 006 QUERIES AND RESPONSES

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1 SMART ENERGY ISLANDS: IoS Renewables Installation, Ref Number: SEI Ten 006 QUERIES AND RESPONSES Please ensure all queries are submitted by , are recorded on this sheet and are immediately updated onto the relevant procurement portal / HEU website. QUERY NO. DATE RECEIVED QUERY HEU RESPONSE DATE PUBLISHED 1 19/12/ /12/2017 We notice that there is a design for Park House but this is not on the pricing sheet, is this a mistake? Section 3.3 of the ITT states that the six PV large arrays will be a total installed Kw of but the designs included in section 5.2 of the tender pack only total kw, which is wrong? Clarification Period 1 20/12/2017 The Pricing Sheet is correct, the design for Park House should not be considered as part of this tender. The ITT is correct, Hitachi Europe Limited are asking for tenderers to submit a price for Kw installed. It is envisaged that the additional 17kw can be accommodated on the roof of the Porthmellon Waste building with partial covering of the roof lights. 3 19/12/ /12/ of the ITT suggests there are 75 domestic properties with PV whilst 3.3 & 4.1 and suggest it is 74 can you clarify please. We note that only 21 roof surveys have been provided in the tender documents, where 66 roof mounted systems are required. To inform both our technical solution and our pricing proposals, can the buyer please Please also note that the design for the Porthmellon Waste building is the same as the Porthmellon Waste building 4.2 of the ITT is wrong and should read Roof mounted PV 66 properties listed at Section , HEU do not have additional surveys and therefore cannot provide further information in this regard. HEU s expectation of tenderers is captured in section of the tender specification. Bidders will not be able to rely on the structural advice or any

2 5 21/12/ /12/2017 provide roof surveys for all other properties where roof mounted systems are required? Of the 21 roof surveys currently provided, 11 of the surveys indicate that the roofs are, in one way or another, unsuited to PV installation in their current condition. For example. Section Roof Calculations, Calc 7177K 1,3,7,11,1,5,27 Sallyport document, highlights that 8.2 Purlin at 15 Sallyport is 109% over stressed. To allow bidders to submit accurate, best-value pricing, a complete structural survey of these roofs will be required, clearly identifying the work required to bring roofs up to standard suitable for a PV installation. To minimise disruption to residents and to prevent duplication of costs, we would recommend that these structural surveys are undertaken by HEU prior to seeking final pricing information. Will HEU consider undertaking these works prior to seeking final pricing? If HEU will not undertake these structural surveys prior to seeking final pricing, will you accept tenders based on the assumption that all roofs are suitable in their current condition and that no structural improvements or amendments will be required, on the understanding that any and all extra cost required to upgrade roofs will be chargeable as an additional extra, over and above the tendered price? This extra over cost could perhaps be determined by obtaining 3 quotes from suitable contractors, in order to ensure fair value to HEU. other documentation provided and tenderers must obtain for themselves at their own responsibility and expense all information necessary for the preparation of Tenders.

3 7 21/12/ /12/ /12/ /12/ /12/2017 The Pricing Schedule indicates that if the tenderer considers roof repair, strengthening or replacement to be required they should itemise the cost in sub-items. If HEU will not consider undertaking the necessary structural surveys prior to seeking final pricing, and will not accept prices submitted based on assumptions, please advise how bidders should consider and price for unknown roof repairs, strengthening or replacements required for those properties without roof surveys, or where there is insufficient detail in the survey information provided, to provide an accurate price? If, at a later date, structural improvements are found to be required, will HEU cover the cost of these improvements? Can bidders rely upon the work undertaken by Derek Gray Associates and other professional advice (e.g. asbestos surveys, the Recycling Storage Centre structural calculations, etc.) provided in the tender pack, to inform our technical solution development and pricing proposals? If we have no recourse to that professional advice, we will need to arrange with the buyer to undertake the work again, using advisors that we can rely upon to inform our responses and pricing. For all professional structural advice and surveys, will bidders be able to commercially rely upon the quality of reports, and if inaccurate call on those company s insurances? If not, then it will be necessary to undertake our own reports. We note that asbestos surveys have only been undertaken on a very limited number of properties. Asbestos has been found to be 11-12, HEU advise that further asbestos refurbishment surveys of the property list has been

4 12 21/12/ /12/ /12/2017 extensively present in at least one of these properties and, if indicative of the condition of other properties, would indicate that asbestos may be found in a significant number of other properties. Given the Health & Safety implications, risk and subsequent impact on costs, we would recommend an asbestos assessment is undertaken at all properties. This will take considerable time and could impact severely on the tender timetable if undertaken prior to completion of pricing. Will HEU accept tenders caveated to the extent that asbestos is assumed absent from all properties for the purposes of pricing? Following the completion of an asbestos assessment, and should asbestos be found that will affect the extent, nature or cost of the works to be delivered, will HEU accept a revised price (perhaps based on 3 independent quotes) to incorporate the additional works required? The Heritage Statement: As an example only, the area described as Area 4 in the Heritage Statement is recommended to have only Solar tiles and/or Roof Integrated PV systems installed. This directly contradicts the Description of Works which requires 20 roof mounted systems to be installed and that no In Roof PV or PV Tile systems are required. Please advise as to what you require pricing, given that there will be a significant cost increase for using PV tiles or In Roof Systems as recommended by the Heritage report? Still using Area 4 as the example, who will be liable for additional costs if in response you request we price for Roof Mounted Solar but commissioned and are currently being completed on site with a view to having the completed reports available to tenderers by the clarification response deadline. Tenderers are therefore expected to provide a lump sum in this regard Please see answer to Question 11 Please clarify your query as the description of works lists a number of properties in area 4 for BIPV and PV tiles. Please read the Heritage Impact Assessmnent on page 15 in Section 9.4 which states "On this basis it is considered if the recommendations of this report are followed (below section 10) and the solar slates, tiles or PV panels have a high quality matt finish the heritage impacts will be minimal." It is HEU s view that the current individual property installation types considered for the project as a response to the Heritage Impact Assessment is

5 15 21/12/ /12/ /12/ /12/2017 at a later date In Roof or PV Tile systems prove to be the only acceptable installation? The Heritage Statement: Parade flats and Museum Flats do not appear to be covered by the report. If they are, please advise as to where. If they are not, please advise how bidders should treat them, given the problem that we have with the report indicating a different solution to be required than the solution bidders are being asked to price? In respect to Grid connections: have any discussions taken place to date and what stage are they at for each property, where required? Are bidders expected to apply for the grid connections where greater than 16 Amps per phase, or where several properties in a small area are combined in accordance with G83-2 or G59-3? The pricing schedules require overhead and design fees to be allocated to each property. There may be occasions when, perhaps for circumstances we cannot predict, a property is considered to be, or to have become, unsuitable for development. Should such properties be removed from the works list, then the provider would be unable to adequately recover design fees, overheads etc. How does HEU propose that bidders will be held whole for its cost recovery, as a result of any removal of work the bidder has priced? Having thoroughly reviewed the requirements of the contract delivery, the technical responses to be completed and the pricing requirements, we consider the timeline acceptable and is not expected to vary. Should any variation in this regard occur post tender this will be considered a change to the Works Information only if proven as a direct result of complying with the HIA. Please see answer to Question 15 Bidders are not expected to apply for grid connections. Connection applications have been submitted to Western Power Distribution for all sites greater than 16 Amps per phase in accordance with G83-2 or G59-3. WPD have assessed the network for all residential PV installations and have completed appropriate reinforcement works. If any individual property is discounted for any reason outside of the control of the Contractor, then the listed design fee relative to that property will reasonably be considered providing substantiation and complete designs are evidenced and completed. Due to the overall constraints on the project timeline including the contract completion date of 31 July 2018, HEU at this stage of the procurement are not

6 19 09/01/ /01/2018 provided for the preparation of a tender of this complexity to be extremely short. Notwithstanding the above clarification requests - responses to which will need to be fully considered by bidders in developing their proposed technical solution and pricing proposals - bidders also need to engage with many suppliers. Given the time of year and the forthcoming holiday period, many bidders will experience the same frustrations as we are, in that obtaining accurate pricing information from suppliers is extremely difficult, and in some cases impossible, until early In order to ensure bidders have the requisite time to identify and agree supply from best-in-market providers, we would like to request an extension of 2 weeks to the tender deadline, to ensure bidders have time to prepare comprehensive, accurately priced bids, offering the provision of best value and high quality installations and systems. Can HEU therefore please extend the submission deadline until 4pm on Thursday 1st February, to negate the adverse impact of the festive holiday period? prepared to extend the deadline for submitting tenders. ********Clarification Period 2 Submission deadline extension******** We notice that Ennor Flats and Parade Flats are listed as receiving DHW controls; however, from the surveys they appear to have communal heating systems. Are the works for heating here the same as individual immersion heaters? Are you able to provide any of the asbestos surveys that are being completed? Ennor Flats and Parade Flats have communal heating systems. As such, no DHW controls will be required for these properties. Additional Asbestos surveys are available on the Hitachi Europe Website (File ) link:

7 21 09/01/ /01/ /01/ /01/ /01/2018 The Tender Specification (3.3) RE Configuration indicates that 66 properties require 3kW of PV but totals this at 189 kw not 192 kw, which is correct? The RE Configuration states 449.6kW in total leaving 267 kw from Domestic PV yet the configuration indicates 222 kw from 74 properties per) and the designs account for only kw, which is correct? Does the client have all the Permit to Work procedures in place as stated in the Pre Construction Information document (3.7) and does this include the fitting of protection/shrouding to overhead cables for effected properties and the de-energising and re-energising of electrical supply s to facilitate electrical work? Will the Demand response controller (PassivHub?) be provided by the client and could the client provide the specification/requirements for this to be fitted adjacent to the ASHP? Will the Z Wave switches for DHWC be provided by the client? The correct kw total for HEMS, PV, DHW should be 192 kw. Please use the designs and the figure of kw as a basis for estimating the potential PV installation in each property and pricing your tender. Section 3.7 of the Pre Construction Information Document states ' The Principal Contractor shall comply with all of the Client s Permit to Work procedure that are in place, where none are in place, the Principal Contractor shall implement their own permit procedures to control operations such as: Hot work Service disconnections and isolations. Procedures for altering the fire alarm Work at height.' The Client has no Permit to Work Procedures in place at this time. PassivSystems will supply to the installer all of the equipment required to provide heat and demand response control. The specification for the installation will be shared upon award of tender. The installation of this equipment will be internally located and connected by a data (cat5) cable in accordance with the supplied installation instruction. The preferred location for the equipment is as near to the consumer unit as possible. Z wave equipment forms part of the PassivSystems control. Please see answer to Question 24

8 26 09/01/ /01/ /01/ /01/ /01/2018 Is there an update on possible WPD reinforcement works for ASHP properties? The Glint & Glare study states Reflections from the ground-mounted system proposed at the airport may be operationally tolerable. But that the predicted intensity of reflection could cause a temporary after-image for approaching pilots and recommends The results of this assessment should be made available to the planning authority and St Mary s Airport for discussion. Has this been discussed and if so what are the results of these discussions and the implications for the principle contractor? Can the Old School site compound provided be considered for accommodation use? Due to the complexity of the works can the deadline for submission of a tender be extended? The Tender Specification 4.1 specifies 6 roof integrated PV and 2 solar tiles PV installations. Please clarify which properties are intended to be roof integrated and tiled. No. WPD will require the detailed ASHP designs and specifications produced by the winning bidder to make an assessment of the local network and any possible need for reinforcement. We have received a response from the Airport having submitted a copy of the Glint and Glare study to them with no adverse comments received at this stage. The Airport have advised to allow a period of 6 weeks for approvals from the Airport / CAA (noted to be separate to LPA approval) following the Client approval of the detailed designs produced from the Contractor. The Old School site compound is owned and manage by the Council of the Isles of Scilly, all discussions and contractual arrangements regarding the use of this site, or any other site on the islands, will need to take place between the tenderer and owner of the site Yes the deadline has been extended to 16:00 GMT 25/01/2017. Please see an amended timetable for tendering below The 6 roof integrated PV properties are at Upper Sallyport 32-42, and the 2 solar tile properties are at Trinity Cottages. The current designs show on roof PV but as part of the design and build contract HEU would require new designs for these properties incorporating in roof PV or solar tiles where needed.

9 Timetable Tenders invited 12/12/2017 Clarification Period Opens 12/12/2017 Clarification Period Closes 09/01/2018 at 16:00 GMT Closing date and time for the receipt by Hitachi Europe Ltd of Tender responses to this opportunity 25/01/2018 at 16:00 GMT Evaluation of tenders 26/01/2018 Intended Selection of successful tender 31/01/2018 Anticipated Contract commencement date 08/02/2018