QUERIES AND RESPONSES

Transcription

1 SMART ENERGY ISLANDS: Invitation to Tender to provide services as Project Manager, Principal Designer and Quantity Surveyor to Hitachi Europe Limited 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 DATE RECIEVED QUERY HEU RESPONSE DATE PUBLISHED NO. Clarification Response /05/2017 With regards to the quantity of flights and accommodation is it possible to advise on It is expected that the following trips to the islands will be required by each role: your expectations for on island presence? Whilst we can make Role Requirement on Islands Total assumptions around how much we will need to be on island to meet the brief but Project Manager (PM) Every 2 Weeks 26 elements of this could be covered by conference calls or skype for example but we would not want to assume this is acceptable. Quantity Surveyor (QS) Every Month Principal Designer (PD) When Needed 12 6 Total 44 It would be preferable if you are able to give guidance on this for all tendering parties to base on the same quantum to ensure consistency of bidding e.g. you would expect as a minimum for on island presence to be once every two weeks or once a month etc.? Where a bid proposes two roles to be carried by the same person (for example PM & QS), please reduce the number of flights accordingly (44 12= 32) It is also expected that the majority of these trips will not require an overnight stay, please price for a total of 20

2 2 10/05/2017 With regards to the scope of service under section 3 are we to assume that point of contact with the ERDF would be Hitachi Europe and you would be responsible for managing the claims and drawdowns etc.? Could you please clarify if service headings such as managing fee payments, ensure all documentation is kept up to date, ensure all payments are complete and all project documented completed and closed is in reference to the construction project and tender/contract documentation. nights accommodation (PM = 12, QS = 6, PD = 2) to cover all services and will allow for work requirements and any delays due to weather. Where a bid proposes two roles to be carried by the same person (for example PM & QS), please reduce the number of nights accordingly (20 6= 14). This is correct, we can confirm that Hitachi Europe Limited will be responsible for managing ERDF funding claims and drawdowns and that service headings in section 3 of the ITT refer to the construction project and tender/contract documentation. 3 10/05/2017 With regards to the hard copy submission of the tender, providing we can obtain proof of postage from a recognised courier or special delivery service etc. that it was posted on time etc. is this acceptable should the weather delay the delivery process beyond the deadline? Hitachi Europe Ltd. will accept tender returns after the deadline if the bidder can prove (by way of proof of postage or carriage) that the submission was despatched before the deadline date, with an appropriate delivery/postal service that expected to deliver the submission before the deadline. Hitachi Europe Limited will not accept late submissions posted or sent by courier on the day of the deadline, where there is no proof of postage/carriage, or, where it

3 4 10/05/2017 Can you advice if the design team are to compile the planning documentation and make any submission to the LPA. If not we assume that the design team would produce all the necessary submission documentation and the Project Manager would submit the documents to the LPA? Also we assume Hitachi would be paying any applicable LPA fees. is uncertain that the bidder could have amended their submission after deadline. If required, it will be the responsibility of Project Manager to compile the planning documentation and subsequent submission to the LPA with assistance and support from the design team. Hitachi Europe Limited will pay any applicable LPA fees. 5 Could you please confirm the extent of WPD s involvement to date in relation to tying in the this level of installation to the their grid and what our role in these negotiations would be Clarification Response 2 WPD have been made aware of the installation programme and have provided an initial assessment of the currently proposed installation locations (subject to change pending the design team and this contract). We are continuing to work with them to gain approval for the installations. Your role will be to coordinate the collection of technical information relating to the installations, supporting HEU s connection applications as required. 6 Can you clarify the indicative fee is inclusive of expenses or not. 7 Can you confirm the return requirements and the dates, do you require both the ITT and PQQ to be returned by the deadline, or just the PQQ document The indicative fee is inclusive of expenses, each tenderer should fixed capped fee quotes for the provision of the Services. Yes, the ITT (your tender), PQQ (completed Standard Selection Questionnaire) and Respondent Conflicts of Interest Statement must be returned to: FAO: Robert Roder

4 8 Please could you confirm that the answers submitted for the quality questions comply with the following requirements as described on page 16: Q1.1 minimum 6 sides of A4 Q1.2 - minimum 4 sides of A4 Q1.3 - minimum 2 sides of A4 and 2 sides of A4 detailing experience of people excluding CVs (All responses written in Arial font size 12.) Also, please could you confirm if there is a maximum number of pages. Q 1.3 is referred to as being composed of 2 lots of 2 A4 sides. Please could you provide a clear breakdown of what is required within each of the 2 sides of A4 minimum. Porthmellon Innovation Centre Porthmellon St. Mary's Isles of Scilly TR21 0JY By 18/05/ :00 BST Sorry this is our mistake. For context, this section is in the ITT to limit the size of the tender returns and should read: Responses should comply with the following requirements: Q 1.1 Maximum of 6 sides of A4, with a minimum font size Arial 12 Q 1.2 Maximum of 4 sides of A4, with a minimum font size Arial 12 Q 1.3 Maximum of 2 sides of A4, with a minimum font size Arial 12 (Statement of Qualifications), and a maximum of 2 sides of A4, with a minimum font size Arial 12 for the details of each team member proposed to provide services. Furthermore, could you confirm if there is a minimum and maximum number of pages required for CVs and do these need to also be submitted in Arial font size 12? There is no restriction on the on the number of pages of the CVs 9 In relation to arranging access into the 100 properties will these be co-ordinated centrally with the local social housing Access to the 100 properties will be coordinated by Hitachi HEU will assistance from the local Social Housing

5 agency or with individual tenants, is it the intention that the PM carries out this for both elements of work or is this down to the structural engineers during the survey stage and contractor during construction department. The PM will be kept informed of all arrangements but will not be require to manage this.