09 define the tender process.doc

7/23/2019 09 Define the Tender Process.doc

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Define the Tender Process

Reported by: Rebecca HughesIn 2001, Thomson County was named byNational news magazine as "the windiest countyin the USA" It was then that the Thomson

County Council had the idea to use thisdubitable distinction to inc!ease county!eenues with wind #owe! The idea o$gene!ating elect!icity with an a!!ay o$ windtu!bines made #e!$ect sense $o! the county,which sometimes st!uggled to su##o!t itscounty #!og!ams It would be a g!eat way toadd natu!ally gene!ated, sustainable #owe! intothe national #owe! g!id, while at the same timegaining a long%te!m !eenue st!eam $o! theCounty Council budget

A$te! lobbying the state goe!nment $o! 12months, in &ay Thomson County $inally

!eceied a state loan $o! the $unds it needed tobuild this sustainable ene!gy sou!ce within thecounty !egion In 'une, the county initiated the(ind )a!m *ne!gy +!oect $o! the #u!#ose o$c!eating a natu!al, !enewable, sustainableene!gy sou!ce in the dist!ict o$ ThomsonCounty This th!ee%yea! #!oect !e-ui!ed theconst!uction o$ 1. wind tu!bines mounted onto200%$oot high steel towe!s At this height, thewind tu!bines could achiee wind s#eeds highenough to gene!ate a total o$ 11 &( o$elect!icity The $a!m/s elect!ical #!oduct wouldthen be !outed ia an unde!g!ound cable to the2 dist!ibution lines that a!e connected to

the national elect!ical g!id 3y c!eating andcomme!cializing a non#olluting sou!ce o$!enewable ene!gy, the council ho#ed togene!ate a substantial #!o$it ma!gin, whichcould in tu!n be !einested into the localcommunity

As the +!oect &anage! elected on behal$ o$ theThomson County Council, I was #e!sonally!es#onsible $o! the success o$ this #!oect Asthe council did not hae the sills andcom#etencies !e-ui!ed to delie! this #!oectinte!nally, I decided to outsou!ce the #!oectdelie!y to an e4te!nal su##lie! To ensu!e that

we selected the best aailable su##lie! $o! the#!oect, I was tased with unde!taing a $o!malTende! +!ocess to identi$y, !eiew, select andcont!act a #!e$e!!ed su##lie! The $ollowingTende! +!ocess was de$ined and ag!eed to bythe +!oect 3oa!d5

Case Study Profile

+!oect Name5 WindFarm Energy+!oect

+!oect6!ganization5

Thomson CountyCouncil

+!oect Ty#e5 +owe! 7ene!ation+!oect

+!oect &anage!5 8ebecca 9ughes

+!oect Actiity5 :e$ine the Tende!+!ocess

This Case Study #!oides an e4am#leo$ a Tende! +!ocess $o! a #owe!gene!ation #!oect The #!oect, #eo#leand o!ganizations desc!ibed a!e #u!ely

$ictional


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Wind Farm Energy ProjectTender Process

1. Overview

The Thomson County Council has commissioned the const!uction o$ a wind $a!m ca#able o$gene!ating 11 &( o$ elect!icity $o! su##ly to the national #owe! g!id The council hasdecided to cont!act an e4te!nal su##lie! to ca!!y out the mao!ity o$ the e$$o!t !e-ui!ed tocom#lete this #!oect The!e$o!e, to ensu!e that the best aailable su##lie! is a##ointed tothis #!oect in a $ai! and e$$icient manne!, we will unde!tae the a $o!mal Tende! +!ocess

The #u!#ose o$ the Tende! +!ocess is to desc!ibe and im#lement the ste#s needed to selectand cont!act a #!e$e!!ed su##lie! to the #!oect The th!ee ey ste#s a!e5

Issue a 8e-uest $o! In$o!mation

Issue a 8e-uest $o! +!o#osalIssue a Su##lie! Cont!act

A detailed desc!i#tion o$ each ste# is #!oided in the $ollowing sections

2 Issue a e!uest for Information

The $i!st ste# is to de$ine e4actly what it is that we wish to outsou!ce to an e4te!nalsu##lie! (ith this de$inition, we will then !elease a Request for Information, to gathe!in$o!mation $!om #otential su##lie!s about thei! com#anies and thei! indiidual a##!oaches

to the #!oect This #!ocess will include the $ollowing #!ocedu!es5

Specify the Statement of Work

(e will $i!st document the detailed outsou!cing !e-ui!ements o$ this #!oect in a Statementof Work;S6(


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Issue the Tender ocuments

(hen the S6( and 8)I a!e com#lete, we will !elease them to the su##lie! community by5

+ublishing this tende! in the 7oe!nment Tende! 7azette

Contacting a list o$ the su##lie!s nown $o! thei! e4#e!ience delie!ing (ind )a!m

#!oectsAde!tising the tende! in (ind *ne!gy magazines, websites and newsg!ou#s

Ade!tising the tende! on ou! Thomson County Council website

:isseminating #!ess !eleases on this tende! to gain #!ess coe!age

Re!ie" the Tender Responses

(e ho#e that, due to the innoatie, ecological natu!e o$ this #!oect, this tende! will att!act!es#onses $!om a la!ge numbe! o$ high%calibe! o!ganizations wo!ldwide The +!oect&anage! will establish a Tende! Committee $o! the (ind)a!m *ne!gy +!oect to !eiew all o$the !es#onses !eceied The c!ite!ia against which each tende! !es#onse is ealuated will be#!ede$ined to ensu!e that the !eiew is as obectie as #ossible In o!de! to ee# t!ac o$

the cu!!ent status o$ each tende! document and su##lie! !es#onse, we will use a Tende!8egiste! to !eco!d the details o$ each tende! item

Select a Tender Shortlist

A$te! !eiewing ou! !es#onses $!om inte!ested su##lie!s, we will c!eate a su##lie! sho!tlistwith the $ie st!ongest candidates (e will then noti$y all othe! su##lie!s that they haebeen unsuccess$ul and that the name o$ the success$ul candidate will be #ublished u#oncom#letion o$ the tende! #!ocess Sho!t listed su##lie!s will then be noti$ied o$ thei!selection and inited to #!oceed to the ne4t #hase o$ the tende! #!ocess

" Issue a e!uest for Pro#osa$

(ith a sho!tlist o$ #otential su##lie!s, each o$ which is highly suited to the needs o$ the(ind)a!m *ne!gy +!oect, ou! ne4t ste# will be to issue to them a 8e-uest $o! +!o#osal;8)+


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then hae a limited amount o$ time ;as s#eci$ied in the 8)+< to !es#ond with a $o!mal#!o#osal $o! the su##ly o$ the delie!ables !e-ui!ed by this #!oect

Re!ie" Tender Responses

All sho!t listed su##lie!s will submit thei! tende! #!o#osals di!ectly to the +!oect &anage!,who will $o!wa!d them to the Tende! Committee $o! !eiew :e#ending on the -uality o$ the

!es#onses submitted, the +!oect &anage! will #!obably o!ganize a !ound o$ su##lie!#!esentations, in which each su##lie! can #e!sonally #!esent its #!o#osal to the Tende!Committee and cla!i$y any a!eas inade-uately add!essed in its #!o#osal

Select Preferred Supplier

(ith a detailed unde!standing o$ the solutions #!o#osed by these su##lie!s, the Tende!Committee will then !eiew each solution, !an it against #!ede$ined !eiew c!ite!ia, andchoose a leading candidate The +!oect &anage! will #!esent these !esults to the Thomson

County +!oect 3oa!d, which will be the $inal autho!ity $o! a##!oing the #!e$e!!ed su##lie!decision

% Forma$i&e a 'u##$ier (ontract

(ith boa!d a##!oal, we will then negotiate and endo!se a cont!act $o! the su##lie! to#!oide the #hysical delie!ables !e-ui!ed to establish the (ind)a!m within ou! county

Create the Supplier Contract

The $i!st ste# in $o!malizing a cont!act will be to d!a$t this cont!act to de$ine the sco#e o$wo! !e-ui!ed to meet ou! !e-ui!ements The cont!act will e4#licitly list the !es#onsibilitieso$ both Thomson County and the #!e$e!!ed su##lie! to ensu!e that the !oles o$ each #a!ty tothe cont!act a!e clea!

#egotiate the Supplier Contract

The cont!act will be o$$e!ed to the #!e$e!!ed su##lie!, and the te!ms and conditions o$ thecont!act negotiated by both #a!ties

Sign the Supplier Contract

6nce the te!ms o$ the cont!act a!e ag!eed to in #!inci#le, a $inal cont!act will be d!a$ted and#!esented to the Thomson County +!oect 3oa!d $o! a##!oal The +!oect S#onso! and thesu##lie! will then sign the cont!act and thus the cont!act te!ms will be initiated

This com#letes the desc!i#tion o$ the #!ocedu!es we will #e$o!m to select and cont!act a#!e$e!!ed su##lie! $o! the (ind)a!m *ne!gy +!oect 3y $o!mally com#leting this tende!#!ocess, we will be able to select the best su##lie! aailable in a $ai! and e$$icient manne!,

the!eby inc!easing ou! chances o$ unde!taing a success$ul #!oect $o! Thomson County

= 2000 % 200. &ethod12> ?td All !ights !ese!ed

09 define the tender process.doc

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