Tender for Contractors

Invitation to Tender

For the Gallan Head Community Trust

Consultancy Brief

November 2014

BRIEF FOR CONSULTANT TO CARRY OUT A FEASIBILITY STUDY TO DETERMINE THE MOST SUITABLE RENEWABLE ENERGY SCHEMES FOR THE GALLAN HEAD COMMUNITY TRUST.

Introduction

Gallan Head Community Trust is seeking tenders for the provision of a feasibility study and technical advice and assistance for income generation projects on Gallan Head, which was formerly RAF Aird, Uig (MoD Aird, Uig).We want to use the local renewable resource of wind and solar energy to create an income or lower our energy needs within the community and require assistance to identify suitable sites for such developments. We also wish to investigate the potential for marine energy generation.

We are being assisted by Community Energy Scotland and Local Energy Scotland and are seeking a consultant who can provide expertise, knowledge and resources not otherwise available in the community group or in Community Energy Scotland. Knowledge of wind farm, solar and hydro design and extensive practical knowledge in these fields will be required and demonstrable experience of assistance with similar projects is highly desirable.

Background

The local residents/ crofters have expressed a desire to investigate the opportunities and viability of a community buyout of MoD Aird, Uig. There is a growing interest in the wider benefits of community land ownership. It is envisaged that an amicable purchase could be negotiated with the current owners.

In order to assist the community in assessing the benefits of community ownership a feasibility study is required to identify the economic, social and environmental potential of the estate. This initial feasibility study is intended to address the viability of community ownership. A renewables study will be carried out alongside this feasibility study in order to assess the potential for revenue-generating renewable energy projects on the estate.

The lead group responsible for commissioning this study is Gallan Head Community Trust which represents the people of Aird, Uig in this Community Right to Buy. Aird village currently comprises a population of fifty people living in twenty dwellings.

Estate Details

The estate extends to approx. 80 acres on three sites, it is owned by the MoD, but currently is vacant and awaiting disposal.

Community Involvement

People from across Uig attended a public meeting where it was agreed to proceed with a Community right to Buy application. Subsequently a steering group was set up and a majority of Aird residents signed up for Gallan Head Community Trust membership, also we have letters of support from organisations in the wider Uig community.

Relationship with Estate

We have a good working relationship with Mr. Simon Yates who is the representative of Defence Infrastructure Organisation (Scotland). Discussions with Mr. Yates on community buyout have been positive.

We need assistance in assessing the potential for renewable energy developments, taking into consideration the environmental and other constraints and the technical and economic feasibility. It is important to the community group that any developments take into account the natural environment and habitats of the area.

Details of the extent of the land to be covered in the feasibility study can be found in the attached copy of MoD map.

Feasibility

The main objective of the feasibility study is to review the options for renewable energy development on the proposed buyout area. The two or three best sites for each renewable technology should be highlighted, based upon economics, wind speed/head and flow of water, location in regards to grid connection, outwith any obvious exclusions areas, land ownership issues. The resulting report will summarise options and include maximum power that might be generated at the best sites.

As part of the detailed feasibility it is important to be aware that only 50kW of capacity per site can be connected to the island grid due to current constraints. This will remain the case until the proposed interconnector is built, which is currently estimated to be 2019 at the earliest. The full capacity for each site should be detailed, but it is requested that the contractor specify the viability of:

·  A scheme designed to 50kW or under only

·  If potential for over 50kW exists then review and detail options for the scheme to be constrained to 50kW initially with the potential for additional capacity to be connected later

For all suitable renewable options is it requested that there is an examination carried out of the potential for developing off-grid electricity generation supplying power to high energy users, such as a district heating scheme providing heat to local buildings and the potential of energy storage technologies (eg Compressed air, Battery, thermal Store and Hydrogen) or any other viable development. The community group will supply information regarding the heating type of all the properties on the estate and within Aird, Uig village to ensure a detailed overview of the demand in the area. It is requested that the successful tenderer review this information and assess any options for local energy use.

Note: There is a possible connection to the grid at the on-site generator building.

An investigation should also be done to identify what steps will be required to progress the project to a strong and detailed planning application.

The successful contractor will have experience of developing renewables and the planning process.

Wind and Solar:

·  Phase 1 Wind and Solar: Research the preferred sites

-  Site visit to assess the best sites on the estate for development, while ensuring the safeguarding of local habitats and species which are present in the area.

-  Desktop based wind speed analysis from GIS or available existing local wind data as described above and then more detailed assessment of these factors.

-  Identify local connection point on 11/33kV network

-  Establish potential site layout with space available and incorporate correct recommended limits for noise, shadow flicker and visual intrusion on local homes.

-  Engage with relevant planning consultees, providing them with outline information, collate responses and identify potential obstacles. These consultations should include: Scottish Natural Heritage, Scottish Environmental Protection Agency, Royal Society for the Protection of Birds, Ministry of Defence, OFCOM and telecoms and microwave providers in the area, Historic Scotland, Civil Aviation Authority/National Air Traffic Service, Distribution Network Operator and local planning authority.

- Identify what future information will be required for the planning application and to satisfy consultees where required.

This will include:

Constraining factors such as:

-  environmental studies re designated sites and protected species, including bird surveys,

-  radar issues,

-  archaeology concerns,

-  telecoms interference studies,

-  impact on MOD radar and low flying

-  visual impact analysis, including cumulative impact

-  construction issues, including access

-  geomorphology, hydrology

-  amenity issues

-  recreation issues

-  landscape impact

Estimated costs to develop the project:

-  up to and including obtaining planning permission,

-  estimated capital costs

-  an estimated operational return should be included.

-  analyse the potential income generation from the sale of renewable energy generated at the site

-  assessment of potential funding options and their impact on the financials

A search and review of information already available should also be undertaken.

- Report back to Gallan Head Community Trust the findings of the research, clearly stating potential issues and objections and include estimates of economic feasibility and options regarding site layout.

·  Phase 2 Wind and Solar: Screening and the Route to Planning

A formal screening opinion from the council planning authorities and scoping requirement should be obtained at the end of the outline feasibility, after discussion with Gallan Head Community Trust to agree on preferred site/s, to capture what is required for the full planning process.

Work should include:

- Screening and scoping of the project with the relevant authorities:

a. A formal screening opinion from the council planning authorities should be obtained to determine what is required for the full planning process.

b. Engage with relevant planning consultees and provide them with outline information, collate responses and indentify potential obstacles. These consultees should include: SNH, SEPA, RSPB, Historic Scotland, MOD, NATS and any other relevant bodies such as Landowners and Grazings Committees.

c. Identify what future information will be required for the planning application to satisfy consultees. Where required this will include identifying environmental studies such as vegetation surveys, mammal surveys, etc.

- Estimate costs to develop the project up to and including obtaining planning permission. Estimates of capital costs and operational return should also be included.

- Report back to Gallan Head Community Trust the findings of the research, clearly stating potential issues and objections and include estimates of economic feasibility and options regarding site layout.

- Prepare a report detailing the route to planning:

a. The report should include detailed site-specific concerns which need to be addressed to prepare a strong planning application. This should take account of responses from consultees and the opinion of Gallan Head Community Trust, and should comment on all required documents.

b. The report may form the basis for further detailed feasibility work which will be tendered separately in the future

Hydro and Marine:

·  Phase 1 Hydro and Marine: Initial assessment

Deliver a report which evaluates the technical feasibility of the river in the area for

hydroelectric generation, and evaluates the feasibility of a wave or tidal development in or around the area by:

- Undertaking a site visit

- Investigating the options, issues and solutions relevant to the individual site

Including:

a) Available grid infrastructure and possible local connection points, as well as the potential for any local energy use

b) Hydrology including head, flow rate and catchment area analysis

c) The likely acceptability of diverting water to a turbine

d) The environmental designations of the local area, including protected species etc., and the ownership of the potential development area (initial consultation should be held with the planning authority and SNH as key stakeholders)

e) Access for construction equipment and turbine site/delivery of device/s

f) An indication of the design power, annual energy output, construction cost, returns and overall economics of development

The main river in the area is not part of the proposed buyout area, however, it is requested that any potential project be highlighted and the lease options for any scheme detailed.

Methodology

Consultants are invited to propose how they intend to approach the delivery of the requirements set out above. We would expect the following activities to be included:

·  Introductory face-to-face meeting with the group to assess needs and preferences, as well as to agree ways of working, timeframe, logistics, etc.

·  Conduct consultations when and where appropriate with relevant stakeholders, DNO, SNH, RSPB;

·  Site visits;

·  Regular progress reports and close liaison and cooperation with the Gallan Head Community Trust.

·  Presentation to the Gallan Head Community Trust committee of the findings and draft reports, with opportunities for discussion and questions. The outcome of this will be used to finalise the reports.

Expected Outputs

1.  Draft report (electronic copy to be submitted to community group) for comments, containing

A.  Text with introduction, findings, main conclusions and recommendations

B.  Maps, plans and illustrations where appropriate

C.  Appendices and methodology used, persons consulted and documentation used.

2.  A phone meeting with the group, CES, and any other parties invited by us to present the draft report and receive comments and suggestions for the final draft of the report.

3.  Following comments, one hard copy of the final report and an electronic copy of the final report in Microsoft Word format or PDF are to be provided to Gallan Head Community Trust . Copyright of the report is to be vested in Gallan Head Community Trust.

4.  Gallan Head Community Trust will also be tendering for a consultant to undertake a wider assessment of the estate and its development potential. This renewables study will be used to help feed into that main report and the chosen consultant will have to be willing to work with any other consultants the trust appoint to do further feasibility work

5.  The Gallan Head Community Trust is undertaking extensive community consultation on a community action plan and will also be seeking the community’s views once details of a potential wind or solar development has been drawn together. The consultant will be expected to partake in detailed community consultation at a public meeting alongside the consultants chosen to do further feasibility work.

Project Timetable

The key milestones are:

End of January 2015: Project initiation – meeting with Gallan Head Community Trust committee reps

Mid - End March 2015: Submission of phase 1 report for wind and solar

Start of April 2015: Submission and presentation of draft phase 2 report for wind

Mid April 2015: Submission of final report

Details of timescales to be agreed with selected consultant once contract has been issued.

Guidance on tender submissions

The following is required in the tender response:

-  Demonstrate how all elements of the tender will be met.

-  Details of relevant company experience

-  Details of relevant skills and knowledge, including CVs of individuals who will be involved in the delivery of the contract.

-  Detailed costing for all activities necessary to complete the feasibility study, setting out individual staff costs, fieldwork / survey costs equipment and materials, secretarial, travelling and subsistence expenses, legal document costs, overheads, formatting and proof checking, graphic design and any other associated costs including VAT where applicable.

-  Gallan Head Community Trust should have a primary point of contact responsible for the project and this should be included in the response.

-  The organisation/individual will need to demonstrate how they intend to effectively manage the contract. This should cover:

o  Workplan detailing their approach to gathering, collating and incorporating information from different sources and identification and management of any potential conflicts of interest. This should incorporate quality control and review at appropriate stages.