TENDER INVITATION DOCUMENT - Ngage Solutions Web viewdvi. ce and support. to ... financial probity...

TENDER INVITATION DOCUMENT

Low Carbon Workspaces

ERDF PROJECT DELIVERY AND REPORTING IN THE BLACK COUNTRY LEP AREA

Tender application deadline: Noon on 13th February 2017

This project is part funded by the European Regional Development Fund (ERDF) as part of the European Structural and Investment Funds Programme (ESIF) 2014 – 2020.

1 BACKGROUND AND KEY DETAILS OF THE LOW CARBON WORKSPACES (LCW) PROJECT

England’s ESIF Growth Programme accepts that public investment is needed to support shifts towards a low carbon economy. The LCW initiative plans to use public funding to initiate action whilst offering businesses the flexibility of managing their own local suppliers

The project is being delivered across three LEP areas; The Black Country, Hertfordshire and Buckinghamshire. LCW will make available capital and revenue grants of between £1,000 and £5,000 to SMEs. These grants will create a stimulus for action for small enterprises, allowing them to make energy efficiency changes to their business premises or processes.

As SMEs especially at the smaller /micro end of the size range tend to purchase (new plant and machinery or equipment) and classify the grant expenditure as capital, 90% of grants approved will be for capital purchases.

The project forms part of a wide ranging series of SME interventions coming from the Growth Hubs in each of the three LEP areas. This operational integration will drive efficiencies and economies of scale and help to ensure a compatible and consistent customer journey.

Delivery of this new initiative, builds on a range of SME support programmes being delivered across the LEP areas by the Growth Hubs. The Growth Hub, along with other locally based partners, will promote the provision of this grant designed to drive business action on energy efficiency for SMEs. In the West Midlands the project will be supported by the Low Carbon LEP Leadership group as well other local ERDF Programmes including those delivered by the University of Wolverhampton (e.g. Built Environment Climate Change Innovations project ), which is, subject to further funding, moving into a new delivery phase.

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A LCW ERDF support team, including an ERDF administrator will be based at Ngage Solutions (part of the Buckinghamshire Business First Group which is also the Buckinghamshire Growth Hub) in Aylesbury, Buckinghamshire. They will provide the contract liaison with DCLG and overall contract management for the project in the Black Country. It is expected that the delivery partner / contractor will be located near and work closely with the Black Country Growth Hub at Glaisher Drive, University of Wolverhampton Science Park, West Midlands WV10 9R and be prepared to travel to Aylesbury as required.

The project is designed to enable behaviour change amongst SMEs from a position of lack of information on what can be done to reduce their emissions, through to installing (assisted by the grant) energy efficiency measures that will help them reduce their energy costs.

The project involves the following elements all of which require action and delivery:

1. Creating a ‘low carbon buzz’ in the Black Country by ensuring the project becomes widely known and acknowledged, by working closely with our own marketing team and undertaking a range of marketing and referral activities. 2. By providing telephone support, and following up on the online application process developed for the project. Also, to provide energy management advice and support to those businesses who require it both by phone and on 1:1 visits3. Managing the grants programme , grants will be awarded to businesses proposing appropriate energy efficiency solutions and in line with ERDF guidance and eligibility.

The LCW initiative benefits from the support of an established network of affiliates and strategic partners and brings in additional insightful and supportive national and regional stakeholders and networks. LCW is supported by The Carbon Trust, The FSB (National), The 2 Degrees Network, The National Energy Foundation, The National Insulation Foundation, and The Energy Savings Trust. These partners are providers of Low Carbon expertise and advice and will be used as promotional partners for the project.

2. WORK PROGRAMME SPECIFICATION

2.1 PROJECT OBJECTIVES AND SCOPE

The LCW project is part-funded by the European Regional Development Fund (ERDF) and forms part of the European Structural and Investment Funds Programme (ESIF) 2014 – 2020.

The delivery phase of the project will run from March 2017 to September 2019 with financial closure by 31st December 2019.

The project is being led by Ngage Solutions Ltd.

The project’s objectives are to:

Open Tender: Delivery of the Low Carbon Workspaces ERDF project in the Black Country LEP.

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Provide an average match funded grant of max £5,000 to a minimum no of 105 SMEs to undertake measures to increase their energy efficiency. £500,000 in grant funding is available in total.

To create an SME “match element” to the grant provided of £1m

Reduce carbon emissions across the minimum 105 beneficiary SMEs by 750t CO2e.

Through a minimum of 7 targeted campaigns and events undertaken in conjunction with Black Country Growth Hub and other local stakeholders, promote the benefits of energy efficiency for SMEs

Support the delivery of a project launch event in the Black Country (By the end of June 2017)

Provide energy monitors (30 provided) as required for use by SMEs.

Actively recruit and support suppliers of energy efficiency products and services to promote the grants.

20 businesses will need to achieve a reduction of 10% in their energy usage through the equipment purchased with the grants.

By the end of the project 105 beneficiary SMEs will need to have improved their energy efficiency performance.

Promote wider involvement in business networks to the grant beneficiaries, with 5 businesses becoming involved in these networks as a result of the project.

Support the production of at least 10 case studies highlighting how energy efficiency can improve competitiveness and open up new market opportunities.

This tender will focus delivery of the project in the Black Country LEP area. Locally based SMEs will be the primary targets of the project and each beneficiary will receive advice, support and funding as well as ongoing brokered support to national networks and initiatives.

The manufacturing sector is typically seen as a high emission sector and support is needed in the development and adoption of low carbon and environmental goods and services. This support will help beneficiary SME’s secure distinctive competitive advantage and maximise the economic benefits locally as well as helping in the creation of a dynamic business environment within the Black Country LEP area.

The target sectors for this proposal are:


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Transport technologies (aerospace and automotive) and building technologies. These are underpinned by the advanced manufacturing, engineering and environmental technologies sectors.

Other beneficiaries will include businesses established in the Low Carbon Goods and Services sector who will be the suppliers of products to the SMEs so they can reduce their costs. This sector is seen to have major growth opportunities worldwide.

90% of the grants will be allocated for capital projects and 10% on revenue projects. As they are the pre-dominant sectors, it is expected that manufacturing, transport and the building sector will be the principle beneficiaries, receiving over 50% of the grant allocation.

The timetable of outputs to be achieved are:

2.2 CONTRACTOR RESPONSIBILTIES / ACTIVITIES AND ERDF OUTPUTS

As the accountable body in the Low Carbon Workspaces project, Ngage Solutions wish to appoint a delivery contractor with experience and expertise in administering similar projects using ERDF or other European funds.

The Contractor - Ngage Solutions, will undertake the overall programme management (mainstreaming and dissemination) and grant management activities and all liaison with DCLG

To deliver this provision, Ngage Solutions is seeking an experienced, professional, energy / business support provider to act as sub-contractor to:

Provide energy advice and support including ongoing brokerage to businesses that have been incorporated for more than 12 months and which are eligible for support from the European Regional Development Fund, helping (as required) each one to develop an energy action plan and provide advice on where it may obtain further support to implement the plan.

Promote Low Carbon Workspaces at a minimum of 7 bespoke recruitment workshops and events to businesses in the Black Country LEP area and identify and nominate eligible businesses who could benefit from an LCW grant

Provide energy advice by an experienced and knowledgeable Energy Adviser through telephone support to the SMEs so they can identify solutions which best meet the needs of the business. They will also assist in the development of their energy efficiency plans and look at ways of implementing them. This may involve a visit to a the SMEs premises.


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Support SMEs through the application process for the grant and obtain original signatures from each SME to which the Contractor provides energy advice and support and who subsequently applies for a grant. This will demonstrate the SMEs eligibility and record information and data from each one to demonstrate its energy efficiency plans and the subsequent impact of the plan on its performance in reducing Green House Gases (Methodology provided by Ngage).

Provide a minimum of 105 grants to local businesses in the agreed sums and to ensure all of the £500,000 worth of grant funding allocation is used

Actively manage and pursue the required level of match funding and work with Ngage Solutions to ensure all grant payments are fully auditable and compliant with ERDF regulations. N.B grant payments will be managed by Ngage Solutions

Adhere to the financial claims process and required documentation including attendance records for SME participants at workshops and events.

Record the details of interactions with each business in a format agreed with Ngage. Training will be provided and a data sharing agreement will be signed by both parties.

Claims checking for accuracy defrayment and financial probity before submission of claim evidence to the project management team at Ngage Solutions.

Undertake 6 month follow ups to all grant beneficiaries to ascertain and ensure evidence is provided that energy reductions have taken place

Maintain an asset register in line with requirements as agreed with Ngage Solutions and ERDF guidance

Send out letters following grants paid out to beneficiaries advising on state aid values as agreed with Ngage Solutions and ERDF guidance

Ensure that a signed version of an ERDF form covering State Aid from each customer that receives a grant from the project is received

Agree and implement a marketing plan with Ngage for the activities to be undertaken by both organisations to promote the project to eligible SMEs in the Black Country LEP area in line with ERDF Marketing and Publicity guidance. https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/470206/ESIF_ Publicity_Requirements_v2_221015.pdf

Support Ngage Solutions in developing and implementing an Equal Opportunities Plan for the Project including: participant needs assessments; marketing materials screening for policy compliance; and performance monitoring including beneficiary feedback forms and satisfaction surveys.

Proactively participate in monthly reviews of the performance of the contract with Ngage


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Arrange and manage quarterly Steering Group meetings with local project partners and stakeholders. (Chaired by Ngage LCW Programme Manager)

Participate in service and project-evaluation activities undertaken or commissioned by Ngage and The Secretary of State for Communities and Local Government;

A representative to attend meetings at Ngage Solutions office as required to provide and receive updates on the project delivery.

Provide evidence to Ngage Solutions throughout the project on all activity including grant applications, grants awarded, minutes of meetings, asset registers, state aid letters – many of which will require wet ink signatures

The project to be delivered throughout using Ngage defined procedures and in line with ERDF guidance

The output targets for this work are:

C1 Number of enterprises receiving support: 105

C2 Number of enterprises receiving grants: 105

C34. Estimated greenhouse gas reductions 900 tonnes CO2e.

The definitions of these outputs are shown in the ERDF Output Indicator Definitions Guidance document, reference ESIF-GN-1-002 Version 1 published by the Department for Communities and Local Government on 23rd September 2015. https://www.gov.uk/government/publications/european structural - and - investment - funds - outputs - and - results

The following service standards are applied

It is expected that the sub-contractor will achieve the following service standards when dealing with businesses:

Enquiries referred to the sub-contractor will be acted on within 2 working days or as agreed with client;

Enquiries that are referred to third party providers will be followed up within a maximum of 10 working days;

Where an Energy Action Plan has been completed following the diagnostic process with a beneficiary SME it will be put in writing and sent to the customer within 5 working days or as agreed with the customer


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A choice of three solution providers should be offered to the client when brokering a support solutions using agreed databases, in order to ensure impartiality

3 BUDGET

A total budget ceiling of £123,000 inclusive of VAT is available for the above work.

Payment will be on an output payment basis for successful grant awards and will be paid each month on production of the evidence required by Ngage Solutions to satisfy ERDF guidance and regulations. Please note that the appointed sub-contractor shall not receive and disburse state funds to SME end-beneficiaries. The last payment will be made to the sub-contractor in October 2019.

4 TENDER AND PROJECT TIMETABLE

4.1 Tender Timetable

Tender Call issued and advertised on Ngage website and others

12th January 2017

Tender deadline for return 12:00hrs 13th February 2017

Short listing of bidders w/c 13th February 2017

Interview and presentation (if required) Afternoon of 21st February 2017

Award of contract (followed by 14 days cooling off period)

24th February 2017

Inception / briefing meeting at Ngage Solutions for Contractor:

Monday 13th March 2017

4.2 Project timetable

Delivery will need to commence on 15th March 2017 and activities will cease on 30 September 2019, with a view to the whole ERDF project being completed by 31 December 2019.

5.0 Submission of Tenders

Please send your completed and detailed bid document together with the completed application form and any other supporting information electronically to [email protected] with the name of the tender in the subject header. Please note we do not want hard copies to be sent in the post. We


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mailto:[email protected]

only accept submissions in Word or PDF of less than 10mb. If you have any queries please contact us by telephone 01494 568 948

The tender response must include the following and be written as a separate document with max 1.5 pages per response)

A completed Application Form together with a signed (scanned) and completed pricing schedule Quality assurance questionnaire Bone fide tender document to demonstrate track-record, knowledge and experience,

supporting information should include details on: Dealings with the manufacturing (transport and building technology) sector and knowledge of the local (Black Country) SME business support environment / networks. Organising and arranging SME engagement activity. Experience of delivering European Structural Investment Funds projects or programmes. Knowledge of local and national initiatives supporting energy efficiency Knowledge of the principles and application for energy efficiency technologies and a track recording in supporting SMEs through the process of analysis, identification and brokerage to new environmental / energy efficiency technologies. Knowledge of the local supply chain for energy efficiency products in the Black country Statement of work/outline plan and budget for delivering the activities How the work will be resourced (including number of days allocated and daily-rate used) Statement of Willingness to be available for an extended period beyond the financial closure of the project to address any auditing or other issues that may arise. Local Black Country working relationships with relevant bodies e.g. the Local Growth Hub.

Well established organisations with the financial and other resources required to undertake the work – all submissions to include the two most recent years’ of audited accounts

6.0 SUB-CONTRACTOR SELECTION CRITERIA

The criteria on which your tender will be assessed and the weighting to be applied to each criterion are as follows:

Price 30% Ability to deliver the required service content and quality 30% Experience of delivering similar work and knowledge of the local SME environment

20%

Economic financial standing of the applicant 10% Questions on Quality, Environment, HSE, Equalities & Insurance, references (see Application Form)

5%

Value for money in terms of producing high quality outputs at reasonable cost.

5%


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Total 100% Please note:

All tender submissions will be subject to a credit check and appropriate due diligence The assessment criteria scoring sheet is attached. All questions received will be answered and circulated by email to all applicants.


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