Photovoltaic Solar Arrays (Roof Top) at the Hindlip Estate (Phase 1 - OCC Southwell House)

Award Criteria

Stage 1 EOI contains no evaluation, only basic company information and confirmation of interest to shortlist to stage 2 (all details contained within EOI document). Stage 2 Conditions of Participation till include pass/fail criterion to evaluate stage 1 shortlisted suppliers as to whether they progress to stage 3 ITT (all details contained within CoP document). Stage 3 ITT will consist of quality/price weighted evaluation in a traditional tender format and evaluation once concluded will award the contract to a single successful bidder (all details contained within ITT document).

Description

The West Mercia Police Contracts and Procurement Team, acting on behalf of the Police and Crime Commissioner for West Mercia (the Authority), is commencing a regulated below threshold procurement process under the Procurement Act 2023 for the delivery of Photovoltaic (PV) Solar Array installations (rooftop) at the Hindlip Estate, commencing with Phase 1 – OCC Southwell House (Reference: EST26-2724) with the opportunity for future Photovoltaic (PV) Solar Array installations call-offs under a base agreement with the individual call-offs instructed under JCT Design & Build 2024. The procurement process will consist of: Stage 1 – Expression of Interest (EOI) Stage 2 – Conditions of Participation (CoP) Stage 3 – Invitation to Tender (ITT) All details will be contained per stage in the documentation. ***Note this is an EOI only in stage 1 with submission due by 5pm 26th June 2026 - the indicative tender timetable is contained within the EOI document** This Expression of Interest (EOI) is issued by the Police and Crime Commissioner for West Mercia (“the Authority”) as Stage 1 of a regulated below threshold procurement process under the Procurement Act 2023. The purpose of this stage is to identify and confirm supplier interest in the opportunity. Only suppliers who successfully submit an EOI response will be invited to participate in Stage 2 (Conditions of Participation). Failure to submit an EOI will result in exclusion from subsequent stages of the procurement process. This EOI is not a selection or evaluation stage. Responses will not be scored or assessed against qualitative award criteria. However, the Authority reserves the right to validate the information provided and use responses to inform progression to the next stage. The information contained within this document is issued in confidence and must not be reproduced, disclosed, or shared with any third party without prior written consent from the Authority. Whilst reasonable care has been taken to ensure the accuracy of the information provided, the Authority does not warrant or guarantee its completeness or accuracy. The Authority shall not be liable for any loss or damage arising from reliance on this information (except in the case of fraudulent misrepresentation). Nothing in this EOI or in any related communication shall be deemed to constitute a contract, agreement, or formal undertaking. Only a formally executed written contract will have legal effect, and any such contract shall be governed by English law. The Authority reserves the right to amend, suspend, or terminate the procurement process at any time without liability. Participation in this EOI does not guarantee progression to the next stage or the award of any contract. All costs incurred by suppliers in responding to this EOI shall be borne solely by the supplier. The Authority will not reimburse any such costs. Suppliers are expected to submit responses in good faith and ensure that all information provided is accurate to the best of their knowledge at the time of submission. The West Mercia Police Contracts and Procurement Team, acting on behalf of the Police and Crime Commissioner for West Mercia (the Authority), is commencing a regulated below threshold procurement process under the Procurement Act 2023 for the delivery of Photovoltaic (PV) Solar Array installations (rooftop) at the Hindlip Estate, commencing with Phase 1 – OCC Southwell House (Reference: EST26-2724) with the opportunity for future Photovoltaic (PV) Solar Array installations call-offs under a base agreement with the individual call-offs instructed under JCT Design & Build 2024. The Authority intends, subject to approval, to deliver additional phases of photovoltaic (PV) solar installations across its estate beyond Phase 1. Following completion of the procurement process, the Authority will aim to establish a contractual arrangement with the successful bidder, that enables the call-off of future phases without the need to undertake a separate procurement exercise for each phase. The Authority does not guarantee that any future phases will be delivered or that any minimum volume or value of work will be awarded. The decision to utilise any call-off mechanism will be entirely at the Authority’s sole discretion. Nothing in this procurement process or any resulting contract shall be interpreted as granting exclusivity for future works, unless expressly stated within the final contract documentation. This Expression of Interest (EOI) represents Stage 1 of the procurement process. Its purpose is to identify and confirm supplier interest in the opportunity and establish the pool of suppliers who will be invited to progress to Stage 2 (Conditions of Participation). Suppliers wishing to participate in this opportunity must complete this EOI (details further below in the document). Only those suppliers who submit a compliant response will be invited to progress to the next stage of the procurement process. At this stage, the Authority is not seeking detailed tenders or formal proposals. The EOI is not an evaluation stage, and responses will not be scored against award criteria. However, information provided may be reviewed to confirm supplier interest and support the effective delivery of subsequent procurement stages. This approach supports the Authority in meeting its obligations under the Procurement Act 2023 by promoting transparency, encouraging competition (including SME participation), and ensuring a proportionate and efficient procurement process. The Authority reserves the right to exclude any supplier where information provided is incomplete, inaccurate, or gives rise to concerns regarding the supplier’s suitability to proceed.

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