Request for Quotation
|Date: 25th March 2021||Ref No: SEGL 3||Return by 8th April 2021 16.00 hours|
|From: Neal Hammond||Tel: 07886 088595||E-mail: firstname.lastname@example.org|
|Contact Address Ganstead Park Golf Club Longdales Lane Coniston East Yorkshire HU11 4LB|
You are invited to submit a quotation lot 1 “Supply and install IR heating panels providing 42.8kw of nominal heat output” as outlined in the specification that follows.
Quotations need to be returned by 8th April 2021 16.00 hours.
This procurement process is being run in conjunction with a grant application to the Smart Energy Greater Lincolnshire (SEGL) programme. The programme is part funded by European Regional Development Fund (ERDF). A supplier will be appointed subject to a grant being awarded by SEGL. If your quotation is accepted, a formal Purchase Order will be issued. Unless specified otherwise, you should assume that delivery will be to the address stated above.
The contract will be awarded to the supplier who have provided the most economically advantageous quotation evaluated against 50% price and 50% quality criteria as detailed in the specification attached. This request for quotation does not form any commitment to buy.
This request for quotation does not form any commitment to buy.
Ganstead Park Golf Club may take up credit checks and/or references if you choose to quote.
Please refer to the Invitation to Quote -Specification document that follows for full details of what is required and how to respond.
Request for Quotation – Specification
1. Invitation to Quote
Ganstead Park Golf Club invites quotations for:
Lot 1. Supply and install IR heating panels providing 42.8kw of nominal heat output together with appropriate controls.
The scope of requirements to be provided and the manner in which you should respond to this invitation are defined below.
Ganstead Park Golf Club has been established since the mid 1970’s and was purchased by the membership in 2017.
We are aware that we have a social responsibility to reduce our carbon footprint and following an energy audit, the above element of our programme was highlighted as giving the most cost-effective way of achieving this.
The contracting authority for the purpose of this invitation to quote is:
Ganstead Park Golf Club Limited, Longdales Lane, Coniston, East Yorkshire, HU11 4LB
The requirements to be provided are set out in the appendix below
5. Quotation Requirements
Your quotation should include:
- A brief description of your company highlighting relevant experience
- A detailed breakdown of costs. Prices should include packaging, delivery, installation (if applicable), and any other charges as well as the cost of any equipment or supplies. The total price should be shown exclusive of VAT. Please include the following details where relevant;
- Lead Time
- Your quote should be valid for at least 60 days
- Please ensure your quotation includes relevant contact information
- All works should be capable of being completed by 14th May 2021
- The quote for Lot 1 must specify the type, model and nominal heat output of the new IR heating panels and any additional control equipment that may improve the efficiency of the heating system.
6. Contract Term
All work relating to this quotation must be completed and signed off by 14th May 2021
7. Payment Terms
Payment Terms will be agreed with the successful business at order stage.
8. Contract Management
The day to day contact during the contract will be the club general manager.
9. Quality Assurance
Please briefly outline your procedures for quality assuring your work.
Please detail any recognised quality management certification you may have, for example BS/EN/ISO9000.
10. Award Criteria and evaluation
The contract will be awarded to the most economically advantageous quotation evaluated against the following criteria.
|Price – value for money||50|
|Relevant experience and track record||20|
|Understanding of project requirements and ability to deliver||30|
A simple scoring mechanism
A relatively simple scoring system has been adopted, as explained below:
0 Exceptionally Poor or Missing
1 Poor – major failings to meet the documented requirements
2 Unsatisfactory – only meets some of the documented requirements
3 Satisfactory – meets the documented requirements with only minor shortcomings
4 Good – meets the documented requirements
5 Exceptional – meets the documented requirements and offers enhanced performance
The highest scoring bid against the quality criteria will be assigned the full 50% for quality (20% relevant experience and track record and 30% understanding of requirements and ability to deliver) and all other quality scores will be scaled appropriately.
The lowest price will be assigned the maximum 50% for cost and all scores will be scaled accordingly.
To ensure a fair and transparent process no approach of any kind in connection with this quotation should be made to any other person within, or associated with, Ganstead Park Golf Club other than the named contact. Failure to comply may result in disqualification from the process.
The Ganstead Park Golf Club reserves the right to terminate the procurement process at any time prior to award without compensation.
12. Quotation Return
The completed quotation and any associated documents must be submitted to Neal Hammond by email to email@example.com.
Estimates are not acceptable, only fixed quotations.
13.Closing Date: 8th April 2021 16:00 hours
14.Award Date: 14th April 2021
Appendix = Specification
The existing heating system is over 40 year’s old, in-efficient and like for like replacement is not economically viable. It must be replaced with a modern and efficient heating system and IR heating panels have been identified as the preferred solution. The new system must include heating control systems.
Currently there are 29 radiators connected to the existing boiler network and controlled by a one thermostat. Based on the initial findings from various studies, combined total power of 42.8 kW IR heaters (15 x 2.4kw, 2 x 1.8kw & 1 x 3.2kw) are sufficient to supply the same heat demand with control systems.
Site visits can be arranged by contacting:
Neal Hammond via email firstname.lastname@example.org