Invitation to Tender For the Coll Community Development Trust (CCDT) Consultancy Brief. June 2016

Transcription

1 Invitation to Tender For the Coll Community Development Trust (CCDT) Consultancy Brief June 2016 BRIEF FOR CONSULTANT TO CARRY OUT A FEASIBILITY STUDY TO DETERMINE THE MOST SUITABLE SITE(S) FOR WIND TURBINES AND HYDROELECTRIC SCHEMES TO CREATE A REVENUE FOR THE CCDT Introduction Coll Community Development Trust, which will be referred to as CCDT throughout this document, is seeking tenders for the provision of a feasibility study and technical advice and assistance for income generation projects in the Coll Community Area. We want to use the local wind and hydro resource to create an income for our community and require assistance to identify suitable sites for wind turbine(s) and hydroelectric scheme(s). We are being assisted by Community Energy Scotland and are seeking a consultant who can provide expertise, knowledge and resources not otherwise available in the community group or in Community Energy Scotland. Knowledge of wind farm and hydro design and extensive practical knowledge in these fields will be required and demonstrable experience of assistance with similar projects is highly desirable. Background The inaugural meeting of the CCDT was held on 28 th September 2015, where three office bearers and ten directors were elected. It was agreed that the feasibility of a renewables project should be investigated. The aims of the Trust are to develop the outend and inner Coll community areas, to improve facilities and to try to reduce householders electricity costs. Increased and improved amenities such as community walks, wildlife and bird watching, access to moorland and lochs are also priorities. Coll Community Area Details There are around 120 houses in Coll. The Coll area extends to Hectares. The land is owned by Stornoway Trust. The main river in the area is Coll River which sources from the adjacent community. There is a large number of small streams and hills throughout the area. Details of the extent of the land to be covered in the feasibility study can be found on the map at the end of this Invitation to Tender document. The grid Reference is NB/39116/ A hard copy of the area map can be provided to the consultant at the 1

2 project initiation meeting. Community Involvement CCDT have kept the community informed of progress to date, and the community are happy for CCDT to progress a renewables feasibility study. It is planned to have a community meeting following the conclusion of this study for findings to be presented to the community in order for them to make an informed decision about next steps. Relationship with Landowner The landowner, Stornoway Trust, is supportive of the feasibility study and has provided a letter to that effect. The common grazings have also unanimously agreed to the CCDT proposal. Feasibility We need assistance in assessing the potential for wind energy and hydroelectric developments, taking into consideration the environmental and other constraints and the technical and economic feasibility. The main objective of the feasibility study is to review the options for wind development on the proposed area, but it is requested that the potential for hydro development is looked at too. The two or three best sites for each renewable technology should be highlighted, based upon economics, wind speed/head and flow of water, location in regards to grid connection, outwith any obvious exclusions areas, land ownership issues. The resulting report will summarise options and include maximum power that might be generated at the best sites. As part of the detailed feasibility it is important to be aware that only 3.68kW of capacity per phase per site can be connected to the island grid due to current constraints. This will remain the case until the proposed interconnector is built, which is currently estimated to be 2021 at the earliest. Despite the current constraint, it is desired that the full capacity for each site is detailed, assuming no grid constraints such as may be the situation once the interconnector is built, as well as options for each site involving renewable generation linked to local energy use which may be economically viable whether or not the interconnector is installed. For both the wind and hydro options is it requested that there is an examination carried out of the potential for developing electricity generation supplying power to high energy users locally, such as a district heating scheme providing heat to local buildings, and the potential for energy storage technologies (eg. compressed air, battery, thermal store and hydrogen) or any other viable development. An investigation should also be done to identify what steps will be required to progress the project to a strong and detailed planning application. 2

3 The successful contractor will have experience of developing renewables and the planning process. Wind: Phase 1 Wind: Research the preferred sites - Site visit to assess the best sites on the estate for development - Desktop based wind speed analysis from GIS or available existing local wind data as described above and then more detailed assessment of these factors. - Identify local connection point on 11/33kV network - Establish potential site layout with space available and incorporate correct recommended limits for noise, shadow flicker and visual intrusion on local homes. - Engage with relevant planning consultees, providing them with outline information, collate responses and identify potential obstacles. These consultations should include, but should not be limited to, Scottish Natural Heritage, Scottish Environmental Protection Agency, Royal Society for the Protection of Birds, Ministry of Defence, OFCOM and telecoms and microwave providers in the area, Historic Scotland, Civil Aviation Authority/National Air Traffic Service, Distribution Network Operator, Outer Hebrides Fisheries Trust and local planning authority. - Identify what future information will be required for the planning application and to satisfy consultees where required. This will include: Constraining factors such as: - environmental studies re designated sites and protected species, including bird surveys, - radar issues, - archaeology concerns, - telecoms interference studies, - impact on MOD radar and low flying - visual impact analysis, including cumulative impact - construction issues, including access - geomorphology, hydrology - amenity issues - recreation issues - landscape impact Estimated costs to develop the project: - up to and including obtaining planning permission, - estimated capital costs - an estimated operational return should be included. - analyse the potential income generation from the sale of renewable energy 3

4 generated at the site - assessment of potential funding options and their impact on the financials A search and review of information already available should also be undertaken. - Report back to CCDT the findings of the research, clearly stating potential issues and objections and include estimates of economic feasibility and options regarding site layout. Following discussion and an agreement on preferred site/s, the consultant should obtain a formal screening opinion from the council planning authorities to capture what is required for the full planning process. This will inform Phase 2 Wind. Phase 2 Wind: The Route to Planning - Estimate costs to develop the project up to and including obtaining planning permission. Estimates of capital costs and operational return should also be included. Any uncertainty in the levels of operational return should be highlighted and the financial model provided should allow for future adjustment of figures in the light of changes to subsidies and price for sale to grid or local sale. - Report back to CCDT the findings of the research, clearly stating potential issues and objections and include estimates of economic feasibility and options regarding site layout. - Prepare a report detailing the route to planning: a. The report should include detailed site-specific concerns which need to be addressed to prepare a strong planning application. This should take account of responses from consultees and the opinion of [Group Name] and should comment on all required documents. b. The report may form the basis for further detailed feasibility work which will be tendered separately in the future Hydro Phase 1 Hydro: Initial assessment Deliver a report which evaluates the technical feasibility of any rivers in the area for hydroelectric generation by: - Undertaking a site visit to each location - Investigating the options, issues and solutions relevant to the individual sites including: a) Available grid infrastructure and possible local connection points b) Hydrology including head, flow rate and catchment area analysis c) The likely acceptability of diverting water to a turbine d) The environmental designations of the local area, including protected species etc. (initial consultation should be held with the planning authority and SNH 4

5 as key stakeholders) e) Access for construction equipment and turbine site f) An indication of the design power, annual energy output, construction cost and overall economics of development g) Assess options for any power to be directed to nearby buildings, [any examples of possible buildings such as the fish farms, schools or businesses on the estate]. A search and review of information already available should also be undertaken. After the conclusion of the preliminary site assessment of the rivers it is envisaged that there will be a phone meeting between stakeholders to discuss which locations will progress to detailed feasibility. Phase 2 Hydro: Detailed Feasibility Detail the options available for establishing a hydroelectric generation station at each site focusing on the following: - Technology and infrastructure requirement for site development - System layout and pipeline specifications - System efficiency and power output - Provision of a detailed costing for any technology and infrastructure required (including an SSE connection quote), site development and commissioning - Operational costs - Estimated construction time - Provision of an analysis of financial returns including the implications of the Feed-in Tariff scheme. Any uncertainty in the levels of operational return should be highlighted and the financial model provided should allow for future adjustment of figures in the light of changes to subsidies and price for sale to grid or local sale. - Key risks to the successful delivery of the project Methodology Consultants are invited to propose how they intend to approach the delivery of the requirements set out above. We would expect the following activities to be included: Introductory face-to-face meeting with the group to assess needs and preferences, as well as to agree ways of working, timeframe, logistics, etc. Conduct consultations when and where appropriate with relevant stakeholders, DNO, SNH, RSPB; Site visits; Regular progress reports and close liaison and cooperation CCDT. Presentation to the CCDT committee of the findings and draft reports, with 5

6 opportunities for discussion and questions. The outcome of this will be used to finalise the reports. Expected Outputs 1. Draft report (electronic copy to be submitted to community group) for comments, containing A. Text with introduction, findings, main conclusions and recommendations B. Maps, plans and illustrations where appropriate C. Appendices and methodology used, including for financial modelling, persons consulted and documentation used. 2. A phone meeting with the group, CES, and any other parties invited by us to present the draft report and receive comments and suggestions for the final draft of the report. 3. Following comments, one hard copy of the final report and an electronic copy of the final report in Microsoft Word format or PDF are to be provided to CCDT Copyright of the report is to be vested in CCDT 4. The CCDT is undertaking extensive community consultation on a community action plan and will also be seeking the community s views once details of a potential wind or hydro development has been drawn together. The consultant will be expected to partake in detailed community consultation at a public meeting. Project Timetable The key milestones are: Week beginning 18 th July 2016: Project initiation meeting with CCDT committee reps Week beginning 15 th August 2016: Submission of phase 1 report for wind and hydro Week beginning 26 th September 2016: Submission and presentation of draft phase 2 report for wind and hydro Week beginning 10 th October 2016: Submission of final report Details of timescales to be agreed with selected consultant once contract has been issued. Guidance on tender submissions The following is required in the tender response: 6

7 - Demonstrate how all elements of the tender will be met. - Details of relevant company experience - Details of relevant skills and knowledge, including CVs of individuals who will be involved in the delivery of the contract. - Detailed costing for all activities necessary to complete the feasibility study, setting out individual staff costs, fieldwork / survey costs equipment and materials, secretarial, travelling and subsistence expenses, legal document costs, overheads, formatting and proof checking, graphic design and any other associated costs including VAT where applicable. Costs should be detailed per phase, bearing in mind that Phase 2 work will only progress for site/s that prove to be viable - CCDT should have a primary point of contact responsible for the project and this should be included in the response. - The organisation/individual will need to demonstrate how they intend to effectively manage the contract. This should cover: o Workplan detailing their approach to gathering, collating and incorporating information from different sources and identification and management of any potential conflicts of interest. This should incorporate quality control and review at appropriate stages. - Professional Liability Insurance - The document will be delivered in a mutually agreeable format. Tender Presentation Individuals/organisations should be prepared to provide a presentation of their tender if selected for interview. Person/Organisation Specification The organisation/person will need to demonstrate the following in their tender submission. A track record of developing wind and hydro projects Relevant technical knowledge and experience Track record of working successfully with community groups Ability to effectively manage budgets and other resources. Good interpersonal and communication skills. Ability & experience of preparing wind and hydro feasibility documents. Examples of similar work Value for money The ideal submission would show a strong record, knowledge and experience of developing community owned wind and hydro projects to planning permission and beyond. Budget 7

8 The successful tender will demonstrate the best value in meeting the specific requirements of the brief. The budget for this work is around 9,500, and the successful tenderer will demonstrate the best value in meeting the specific requirements of the brief. General Variations to Contract It is possible that other unforeseen additional work will arise during the course of this consultancy. As any of this may give rise to a requirement for a variation in agreed works or a contract extension, the successful consultancy would be expected to quantify its charges for any potential additional work. This will also be subject to formal approval by the group and the funders prior to any further work being undertaken. Equally, as the feasibility study progresses, showstoppers to a wind turbine or hydro 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. Management The contract will be managed by CCDT; the main contact is: Calum Macdonald Chair 66 Outend Coll, Isle of Lewis, HS2 0LP Telephone: Mobile: callymo582@hotmail.com Any questions regarding this tender brief should be addressed to: Kirsten Macdonald Kirsten.Macdonald@communityenergyscotland.org.uk Closing Date The deadline for submission of the tenders is midday on 24 th June Tenders should be as a pdf attachment or in hard copy and addressed to: Calum Macdonald Chair 66 Outend Coll, Isle of Lewis, HS2 0LP Telephone: Mobile: callymo582@hotmail.com and cc andrew.maclennan1988@gmail.com Interviews may be the week beginning the 4 th July Successful tenders will be notified by the 8 th July 2016, but this will be subject to funding approval. 8

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