Official UK procurement notice
Design, Supply & Installation Solar Photovoltaic (PV) Panel Systems &Associated Equipment - Multi Contractor Framework 2024
Authority: Portsmouth City Council (Local council)·Consortium: 2 public authorities
What is being bought2 lots · detail below
Published requirement descriptionPortsmouth City Council (the Council) sought tenders from contractors for inclusion on a new Solar PV & Associated Equipment Framework.
Contractors will undertake a range of energy generation works, including the design, supply and installation, and if required operation and maintenance of solar photovoltaic (PV) panel systems and associated equipment, taking on the role of Principal Contractor or sub-contractor to oversee and manage works using a range of either direct labour or through sub-contractors.
The Framework will serve as the primary route to procure solar PV & battery storage for Portsmouth City Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets to
help contribute towards the Council's 2030 Net Zero Carbon target.
The framework consists of two lots, to cover lower value higher frequency call offs and higher value more complex packages of works -
- Lot 1 - works to the value up to £300K, typically in the region of £20K to £50K. There are 11 contractors on this lot, with a primary tier of 6 contractors and a secondary tier of 5 contractors.
- Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from £150,000 to £400,000. There are 10 contractors on this lot with 5 contractors on the primary tier and 5 contractors on the secondary tier.
The framework agreement was established via evaluation of tenders submitted for the following live Council projects, which have been awarded to the highest ranking suppliers on each lot as follows:
Lot 1 - Brambles Infant School and Nursery - Awarded to Kembla Ltd. (Supply and Installation, with elements of Contractor's Design of 37kWp Solar Photovoltaics (PV). Value of £38,340.
Lot 2 - Mountbatten Centre - Solar Voltaics Ltd. (Design, Supply and Installation of 280kW Solar Photovoltaics (PV). Value of £216,004.80
The framework will allow for award of call off contracts via mini-competition and direct award against a range of options. The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio.
The framework agreement will run for a duration of 4
years.
The framework is available for access to all contracting authorities- situated within Hampshire, Isle of Wight, East Sussex, West Sussex, Berkshire, Surrey, Wiltshire, Dorset and Oxfordshire
who may use this framework agreement to install systems across their property portfolios.
It is anticipated that over the 4-year period approximately up to £25m of projects may be procured through the Framework under lot 1 and up to £50m under lot 2.
The above figures covers estimated demand by the Council and use from other contracting authorities that will be able to access the framework agreement, either directly or via the Council, although no commitment can be made in this respect.
The Council established the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015).
CPV: Accumulators, primary cells and primary batteries · Ancillary works for pipelines and cables · Architectural, engineering and planning services · Architectural, engineering and surveying services · Battery chargers · Building completion work · Construction work for electricity power lines · Customer Relation Management software package · Distribution equipment · Electrical accessories · Electrical installation work · Electricity distribution and related services · +12 more
How this framework works
From the published notice- Bids received
- 14 bids on the busiest of 2 lots · 17 suppliers appointed
Lots and requirements (2)Procurement structure
2 lots · all with a published value · evaluation weights differ by lotLot #1works to the value up to £300KAwardedPublished value£25,000,000
Lot 1 - works to the value up to £300K, typically in the region of £20K to £50K. There are 11 contractors on this lot, with a primary tier of 6 contractors and a secondary tier of 5 contractors. Contractors ranking is based on the highest scoring contactors during the initial Framework setup.
The scope of works / services / supplies that may be procured via the framework includes, but is not limited to:
- Design, supply and installation work to properties for -
o Solar PV
o Battery Storage
o Electric Vehicle Charge Points
- Project Management
- Supply of all materials associated with the Solar Photovoltaic System & Batteries
- Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage.
- Site preparation including for removal of any existing PV and other equipment
- Installation Works
- Testing and Commissioning
- Operational and Maintenance Documentation
- Servicing & Maintenance - as required
The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to:
- Social housing
- Schools
- Libraries
- Community Centre's
- Cultural Assets
- Shops
- Industrial Units
- Commercial Units
- Hospitals
- Health Centre's
- University Buildings
- Other Business
The Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients.
The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary
Contractor Framework to select a Contractor on Lot 1 of the Solar PV Framework Contractors as a mandated sub-contractor.
For standard works, the secondary tier will generally be held in reserve and only be invited to take part in mini competitions where the primary tier has been reduced in number on a contingency
basis.
The Council reserves the right at any time during the term of framework agreement to open competition to all contractors on both tiers of the relevant lot, unless the contractor is currently
barred for tendering due performance and/or breaches in the framework agreement compliance conditions.
The reasons why the Council may open the competition across both tiers is not definitive but might include for contractor capacity issues, previous delivery experience, niche work activities, long programme, high value, complex work constraints, differing contracting strategies / forms, specialist materials, geographical location of works etc.
To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini competition used to re-establish the primary and secondary tiers.
Call off contracts will generally be let via mini competition but may also be let via direct award in, but not limited to, the following circumstances:
- On a ranked basis
- Additional work basis
Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting
authority once practical completion of individual call offs have been awarded.
There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for.
Lot #2works from £150KAwardedPublished value£50,000,000
Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from £150,000 to £400,000. There will be 10 contractors with 5 contractors on the primary tier and 5 contractors on the secondary tier. Contractors ranking will be based on the highest scoring contactors during the initial
Framework setup.
The scope of works / services / supplies that may be procured via the framework includes, but is not limited to:
- Design, supply and installation work to properties for -
o Solar PV
o Battery Storage
o Electric Vehicle Charge Points
- Project Management
- Supply of all materials associated with the Solar Photovoltaic System & Batteries
- Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage.
- Site preparation including for removal of any existing PV and other equipment
- Installation Works
- Testing and Commissioning
- Operational and Maintenance Documentation
- Servicing & Maintenance - as required
The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to:
- Social housing
- Schools
- Libraries
- Community Centre's
- Cultural Assets
- Shops
- Industrial Units
- Commercial Units
- Hospitals
- Health Centre's
- University Buildings
- Other Business
The Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients.
The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary
Contractor Framework to select a Contractor on Lot 2 of the Solar PV Framework Contractors as a mandated sub-contractor.
For standard works, the secondary tier will generally be held in reserve and only be invited to take part in mini competitions where the primary tier has been reduced in number on a contingency
basis.
The Council reserves the right at any time during the term of framework agreement to open competition to all contractors on both tiers of the relevant lot, unless the contractor is currently
barred for tendering due performance and/or breaches in the framework agreement compliance conditions.
The reasons why the Council may open the competition across both tiers is not definitive but might include for contractor capacity issues, previous delivery experience, niche work activities, long programme, high value, complex work constraints, differing contracting strategies / forms, specialist materials, geographical location of works etc.
To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini competition used to re-establish the primary and secondary tiers.
Call off contracts will generally be let via mini competition but may also be let via direct award in, but not limited to, the following circumstances:
- On a ranked basis
- Additional work basis
Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting
authority once practical completion of individual call offs have been awarded.
There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Social value | Split |
|---|---|---|---|---|
| 1 · works to the value up to £300K | 30% | 65% | 5% | |
| 2 · works from £150K | 30% | 65% | 5% |
- Suitability
NICEIC (Commercial Level), NAPIT, ECA or equivalent.
Solar PV Microgeneration Certification Scheme or equivalent.
- Price carries 65 points on every lot: a 10% discount moves about 6.5 points.
- “Design, Supply & Installation Solar Photovoltaic (PV) Panel Systems…” is a framework: the contest is a place on its panel, not a single contract.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Works
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes
- First published
- 14 Aug 2024, 15:57 BST
- Last source update
- 23 Dec 2024, 16:59 GMT
- Award evaluation window
- 16 Sept 2024 – …
- FTS notice number
2024/S 000-041476- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-048ae9Find a Tender
- Performance terms
Key Performance Indicators (KPIs) will be used to assess the Contractor's on-going performance over the lifetime of the framework to ensure that the Council are obtaining value for money for the works they are procuring and that acceptable performance standards are being achieved.
The Contractor will typically be given a KPI score upon completion of each project and upon the conclusion of the defects period by the Contractor Administrator. However, for longer programme and more complex projects the frequency of KPI instances may increase and will be scheduled in the Invitation to Tender.
The KPI score will be provided along with written high-level feedback. Where appropriate the contractor will have the opportunity to meet and discuss any feedback with the Contract Administrator where clarification can be sought.
Each project will be scored from 0-5 with the score representative of the following performance:
0 - Unacceptable Performance - grounds for immediate suspension / removal from the framework.
1 - Poor - significant issues have arisen. May invoke review meeting with framework manager and temporary suspension unless significant and immediate improvements are implemented.
2 - Fair - works were generally undertaken to a satisfactory level however a significant number of smaller issues arose, or one significant issue occurred.
3 - Satisfactory - met the contractual obligation and performed within the range of expectation
4 - Good - met and on occasion exceeded contractual expectations. Works undertaken to a high standard.
5 - Excellent - performed above general contracted requirement by bringing added value and exceeded expectations in multiply areas.
Each project will receive 1 overall KPI score. A holistic approach will be taken when determining a score with there being no pre-set criteria as each will vary, however, it is expected that general themes of assessment will include:
- Time; Cost; Quality; Health and Safety; Customer Perception; Innovation; Contractual Compliance.
It is expected that contractors will score 3 or above to demonstrate their competence. Where 3 or above is scored there will be no requirement for the Framework Manager to investigate performance.
In addition, a score of 2 in isolation will not be required to be investigated further by the Framework Manager.
However, where a contractor is displaying a pattern of averaging KPI scores of below 3 (over the last 3 projects or 3 times in the last 6 projects) the Framework Manager may investigate the issues through further discussion with the Contract Administrators and the Contractor.
Contractors may be required to review performance and their own processes and provide improvement plans outlining measures they will implement on subsequent projects to improve performance.
If performance and KPI's do not improve over a sustained period, the Framework Manager may undertake further investigation and where necessary to escalate matters this may result in demotion to a lower tier or suspension from the Framework.
Where following review by the Framework Manager a KPI score of 0 or 1 is upheld the contractor will automatically be demoted to the bottom of tier 2 for a minimum period of 6 months.
In situations where contractors score a KPI of 0, following investigation and consultation with PCC Procurement Services and PCC Legal Representatives the Framework Manager reserves the right to permanently exclude the contractor from the Framework.
Publisher note: Historical Usage The Council have previously used a Solar PV & Associated Equipment framework since 2020 for the majority of their solar PV and associated equipment projects. The existing Framework will have expired by August 2024. Since 2020 more than £22.5m worth of work has been tendered via the Frameworks between the Council and other Local Authority call offs. Most of these works have been of relatively low value, although several larger projects have been tendered through this framework. The table below highlights the number of projects completed with different values since 2020. Value & Number of Projects £10m+ - 1 £1m-5m - 2 £100k-£1m -7 £10k-£100k- 19 Framework Management Throughout the duration of the Framework continual management will be undertaken at both a Framework and Project level. The management of the Framework will serve a number of key purposes, namely; • To ensure compliance of procurement activities (accounts, insurance etc.) • Monitor and review contractor performance • Allow mutual feedback and seek continuous improvement • Update contractors of future procurement opportunities via the Framework The Council will nominate a Framework Manager who will be responsible for the overall operation of the Framework and be the primary point of contact for Contractors throughout the duration of the Framework. On occasion representatives from The Council's Procurement Services and The Council's Legal Services may engage with contractors depending in relation to specific issues that may arise over the course of the Framework. Requirement to Bid To ensure that the Framework continues to provide an effective route to market for the Council there will a requirement to bid incorporated into it. The requirement to bid will only apply to Tier 1 contractors and for projects that follow the standard call-off process. The purpose of this is to ensure that tier 1 remains competitive whilst also affording the opportunity of Tier 2 contractors to move up into Tier 1 should existing Tier 1 contractors not regularly tender for works. Upon issue of an expression of interest, Contractors are to advise the Council of their intention to bid. If a Contractor fails to inform the Council of their intention not to bid or subsequently does not submit a bid following expressing interest, then following 3 separate occasions they will be demoted from the primary tier to the bottom of the secondary tier and the highest-ranking secondary tier contractor will take their place on the primary tier. If a Contractor advises the Council they will be unable to bid following the issue of an expression of interest, then this will not count against them as an occurrence and will be invited to bid against subsequent tender opportunities without penalty. If a contractor is demoted to tier 2 on 2 separate occasions for failing to bid over the course of the Framework, the Framework Management reserves the right to permanently exclude the contractor from the Framework following investigation and consultation with PCC Procurement representatives and PCC Legal Services. Re-tiering of Framework During the lifetime of the Framework the Council may wish to re-tier the Framework via a competitive process. This may be undertaken in situations where significant events have occurred that have impacted the market, which may result in contractors being competitive than when the Framework was established. Whilst this type of re-tiering exercise can be undertaken at any time during the Framework it would not be done more than once a year, except in exceptional circumstances. The re-tiering exercise would involve all contractors on the relevant Framework lot bidding for a real job using similar evaluation criteria to that with which the Framework was originally established. The results of the tender would then be used to establish the new tiering. Contractors will be able to submit new OH/P percentages and rates, on a meet or beat basis, during a re-tiering exercise. As per the original Framework procurement- • Lot 1 - the highest scoring contractor would assume position 1 on tier 1 and be awarded the project, the next 5 highest scoring contractors would make up the remainder of tier 1 and contractors ranked 7 - 14 will form tier 2 on lot 1. • Lot 2 - the highest scoring contractor would assume position 1 on tier 1 and be awarded the project, and the next 4 highest scoring contractors would make up the remainder of tier 1and contractors ranked 6-10 will form tier 2. Should any of the contractors decline the opportunity to bid as part of the re-tiering exercise they would be automatically placed at the bottom of tier 2 under the relevant lot. If multiple contractors did not tender, they would all be placed at the bottom of tier 2 with the final position based upon their original Framework rankings under the relevant lot. For example, based on the original tierings on lot 1, should contractors ranked 3, 6 and 8 not submit bids, the original 3rd ranked contractor would assume position 12 on the new tiering, the original 6th ranked contractor would assume position 13 and the original 8th ranked contractor would assume position 14. Contractors who are currently suspended from the framework would be able to submit a tender to secure a ranking on the framework but would not be able to win the subsequent project unless the reason for the suspension has been resolved i.e. the contractor was suspended for not holding NICIEC accreditation but before the award of the contract can demonstrate this has been re-instated. Social Value & Yearly Review To ensure that contractors adhere to their proposals to deliver social value, on an annual basis, the Council require contractors to provide a report to demonstrate which commitments they have managed to meet on an organisational level over the previous 12 months. The report will be providing details on how contractors have delivered against their initial social value responses provided at the setup of the framework. Contractors who are awarded a position on both lots would only be required to provide one social value report. The Framework Manager will then review responses. Contractors are expected to evidence delivery against at least 50% of their social value commitments within the 1st two years of the framework establishment and 75% delivery in the third year of the framework agreement. Where contractors fail to achieve the expected social value delivery levels on two occasions during the term of the framework agreement, the contractor will be demoted to the bottom of tier two. Where Contractors are deemed to have not delivered against 25% of their social value commitments, in anyone year, they will be demoted to the bottom of the secondary tier of the framework. Contractors who have not won work via the framework will still be expected to provide a social value report to demonstrate what social value outputs they have delivered against as an organisation. The Council will look to use the information provided to promote organisations across social media and publish through our communications team and social value page to raise the profile of organisations commitment to deliver social value outcomes. Contractors will be expected to honour their tendered trade hourly rates and OH/P percentages for the duration of the framework agreement. The only time contractors will be able to increase the rates and OH/P percentages will be when a special mini-competition is issued. Framework Access The framework will be available for access to all contracting authorities- situated within Hampshire, Isle of Wight, East Sussex, West Sussex, Berkshire, Surrey, Wiltshire, Dorset and Oxfordshire who may use this framework agreement to install systems across their property portfolios. Public bodies includes all the following - College and Universities - https://www.theuniguide.co.uk/about/universities Fire - http://www.fireservice.co.uk/information/ukfrs Government Schools Directory - https://www.get-informationschools.service.gov.uk/Establishments/Search?tok=8ToLPzIZ Government Departments - https://www.gov.uk/government/organisations Hospices - https://www.hospiceuk.org/about-hospice-care/find-a-hospice Local Authorities - https://www.gov.uk/find-local-council National Housing Federation - http://nhfdirectory.co.uk/ NHS - NHS Trusts and Providers - https://www.england.nhs.uk/publication/nhs-provider-directory-and-registers-of-licensed-healthcare-providers/ NHS - Clinical Commissioning Groups - https://www.nhs.uk/nhs-services/find-your-local-integrated-care-board/ NHS - Area Teams - https://www.england.nhs.uk/about/regional-area-teams/ NHS - Special Health Authorities - https://www.datadictionary.nhs.uk/nhs_business_definitions/special_health_authority.html Police - https://www.police.uk/pu/contact-us/find-force-local-policing-team/ Public Sector Bodies - https://www.ons.gov.uk/methodology/classificationsandstandards/economicstatisticsclassifications/introductiontoeconomicstatisticsclassifications Schools - https://webarchive.nationalarchives.gov.uk/20121103100909/http:/www.education.gov.uk/edubase/public/quickSearchResult.xhtml?myListCount=0 Social Care - http://www.dh.gov.uk/health/about-us/public-bodies-2/advisory-bodies/ Social Housing - https://www.gov.uk/government/publications/current-registered-providers-of-social-housing University Listed Bodies - https://www.gov.uk/check-a-university-is-officially-recognised/listed-bodies
How it was run
Official notice- Appointment period ends
- 16 Sept 2024, 10:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 16 Sept 2024, 10:01 BST
Timeline
16 Sept 2024 → 23 Dec 2024 · 3 dates- Admission / appointment period endsperiod end, not a bid countdown16 Sept 2024, 10:00 BST
- Bids opened16 Sept 2024, 10:01 BST
- Notice published23 Dec 2024, 16:59 GMT
Notice history
2 events · 3 releases on Find a Tender · since 23 Dec 2024- Status changed to complete23 Dec 2024, 16:59 GMT
- Buyer details updated23 Dec 2024, 16:59 GMT
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | TextShort description · II.1.4 | The Council will establish the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015)following the timetable set out below: Procurement Documents published on Intend -12/08/24 Site Visits - Brambles School - Site Visits - Mountbatten - Bidders briefing session via Microsoft Teams -27/08/24 at 14:00 Deadline for requests for clarification… | The Council will establish the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015)following the timetable set out below: Procurement Documents published on Intend -14/08/24 Site Visits - Brambles School -Wednesday 21st August 2024 at 10:30 & Thursday 22nd August 2024 at 10:30 Site Visits - Mountbatten - Wednesday 21st August 2024 at 1… | |
| — | TextDescription of options · II.2.11 | The majority of call off contracts will be let using the JCT Minor Works Contract w/ Contractors Design or the JCT Intermediate Construction Contract w/Contractors Design, however the full suite of JCT contracts maybe utilised. The majority of call off contracts will be let via traditional single stage tender - whether via mini-competition or direct award. However, alternative procurement strateg… | The majority of call off contracts will be let using the JCT Minor Works Contract w/ Contractors Design or the JCT Intermediate Construction Contract w/Contractors Design, however the full suite of JCT contracts maybe utilised. The majority of call off contracts will be let via traditional single stage tender - whether via mini-competition or direct award. However, alternative procurement strateg… | |
| — | DeadlineDate · IV.2.2 | 13 Sept 2024 | 20 Sept 2024 | +7 d |
| — | Bid openingDate · IV.2.7 | 13 Sept 2024 | 20 Sept 2024 | +7 d |
1 amendment published without a description.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast2 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
Lot 1 - works to the value up to £300K
- Signed
- 3 Dec 2024
- Value
- £25,000,000
- Status
- active
Lot 2 - works from £150K
- Signed
- 3 Dec 2024
- Value
- £50,000,000
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · works to the value up to £300K | 14bids | — | — | — |
| 2 · works from £150K | 14bids | — | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeDispute resolution & review bodies
- The High Court Of JusticeReview body
Framework contractors & participating bidders
17 commercial parties on the notice- Aztec Solar Energy LtdFramework contractor
- Centreco (UK) LtdFramework contractor
- CinergiFramework contractor
- DW RenewableFramework contractor
- Energy GainFramework contractor
- Everwarm LimitedFramework contractor
- Evo EnergyFramework contractor
- Insta GroupFramework contractor
- Kembla LimitedFramework contractor
- Mitie Technical Facilities Management LtdFramework contractor
Show 7 more suppliers
- Poly SolarFramework contractor
- RigfoneFramework contractor
- Send It SolarFramework contractor
- Solar VoltaicsFramework contractor
- Space RenewablesFramework contractor
- Utilita FieldFramework contractor
- ZLCFramework contractor
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria