The Department for Business, Energy and Industrial Strategy (BEIS): Innovation Energy Entrepreneur Fund (EEF) Incubation Support

UK-London: System quality assurance planning services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Department of Energy and Climate Change (DECC)
      3 Whitehall Place, London, SW1Y 2AW, United Kingdom
      Tel. +44 3000686298, Email: innovation@decc.gsi.gov.uk, URL: www.decc.gsi.gov.uk, URL: www.delta-esourcing.com
      Contact: Katharine.Chislett, Attn: Katharine.Chislett
      Electronic Access URL: www.delta-esourcing.com
      Electronic Submission URL: www.delta-esourcing.com

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Ministry or any other national or federal authority, including their regional or local sub-divisions

   I.3) Main activity:
      General Public Services

   I.4) Contract award on behalf of other contracting authorities:
      The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Innovation Energy Entrepreneur Fund (EEF) Incubation Support
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 27

         Region Codes: UK - UNITED KINGDOM         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:Not Provided
      
      II.1.5)Short description of the contract or purchase:
      System quality assurance planning services. System quality assurance assessment and review services. Research and development services and related consultancy services. Research and experimental development services. Technical testing, analysis and consultancy services. Project management consultancy services. The Department of Energy and Climate Change (“DECC”) wishes to appoint a Supplier to undertake provision of incubation support to successful applicants the Energy Entrepreneurs Scheme. Incubation support is key to maximising value for money to DECC by supporting grant recipients in the deployment of their innovative technologies on a commercial scale.Incubation support focusses on identifying and filling skills gaps within companies that may prevent them from bringing innovations to market effectively, and providing specialist advisors to support companies in the development of appropriate knowledge and skills.Delivery of incubation support involves the following stages which are defined later in this ITT:•Coordination, including quality control, feedback and evaluation;•Identification and planning of incubation requirements;•Management of incubation tasks;•Delivery of incubation tasks.This ITT is focussed on provision of incubation support for existing EEF projects, and projects selected for funding from the fourth round of EEF that launched in November 2014. Support requested by this ITT is divided into two LOTs. The supplier of LOT 1 will need to liaise closely with the supplier for LOT 2. The LOTs could be fulfilled by the same supplier but must demonstrate clear mechanisms that separate the quality assurance requirements between the various roles.
         
      II.1.6)Common Procurement Vocabulary:
         72224200 - System quality assurance planning services.
         
         72225000 - System quality assurance assessment and review services.
         
         73000000 - Research and development services and related consultancy services.
         
         73100000 - Research and experimental development services.
         
         71600000 - Technical testing, analysis and consultancy services.
         
         72224000 - Project management consultancy services.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Yes       
      II.1.8)Lots:
         This contract is divided into lots: Yes          
         If yes, tenders should be submitted for: One or more lots

      II.1.9)Information about variants:
         Variants will be accepted: No    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      This contract is expected to run until the end of March 2016. The authority may extend this requirement by a further 3-6 months.This requirement has been split into two LOTS.LOT 1 - Coordination and Plannng LOT 2 Incubation Management & SupportThe value for LOT one is up to £700k excluding VATThe value for LOT two is £1,300,000 excluding VATSuppliers can be for either or both LOTS.                  
         Estimated value excluding VAT:
         Range between: 700,000 and 1,300,000
         Currency: GBP
               
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Starting: 02/03/2015
         Completion: 31/03/2016

   Information About Lots
            
      Lot No: 1
      Title: Coordination and Planning - Incubation Support Innovation Energy Entrepreneur Fund (EEF)

      1)Short Description:      
      1 – Coordination and Planning Value – up to £700,000 exlcuding VAT until March 2016.Summary – this LOT will deliver the two roles defined below for Incubation Co-ordinator and Incubation Planner. Scope: •Coordination of EEF round 1-3 (approx. 40 projects), •Coordination of EEF round 4 (approx. 15 projects) •Coordination of non-EEF projects (approx. 11 projects);•Incubation planning for EEF round 4 only (the other Incubation Plans are already in place)Outputs: •Monthly reporting of incubation support progress and issues to DECC.•Evaluation report of incubation support at mid- and end point of scheme.•Delivery of quality-assured incubation plan for each grant project supported under the EEF round 4.The supplier of LOT 1 will need to liaise closely with the supplier for LOT 2. The LOTs could be fulfilled by the same supplier but must demonstrate clear mechanisms that separate the quality assurance requirements between the various roles. Incubation Co-ordinator: To coordinate delivery of the incubation support programme to the grant recipients. Including allocation of Incubation Planner to each grant recipient, approval of scopes of work designed by incubation manager, review of incubation work deliverables, creation and management of incubation processes, monthly progress reviews with incubation managers and reporting to DECC. This is a senior role requiring excellent organisation, planning and communication skills.1.Support to DECC:•Set up and maintain management tools for incubation claims and applications;•Support DECC with official communications eg attendance at key events, provision of briefing material realted to incubation support;•Prompt liaison with DECC regarding red flag grant projects; •Prepare monthly review reports, including budget, and presenting to DECC at monthly meetings.2.Support to Projects:•Gain an in-depth working knowledge of all projects to ensure that the proposed incubation tasks are addressing the key areas for commercial support at the right time;•Conduct incubation support review workshops to gain an independent view on grant recipient progress and provide recommendations for priority support tasks; •Maintain an open door policy to allow grant recipients to call directly;3.Coordination of Incubation Services:•Review and approve incubation task scopes ensuring clear objectives and efficient methodology, scope is in line with incubation plan and company priorities and needs, recommend changes as required to work or deliverables, review and compare value for money;•QA of all task deliverables - review all outputs at mid-point and at final draft, provide recommendations to incubation support delivery partner as required (including feedback on reports and recommendations, and assistance with industry referrals and introductions), resolution of issues with tasks and relationships between incubation support delivery supplier and project; •Conduct monthly conference calls with incubation managers to discuss progress per company;•Issue and approve monthly progress tracker to gather information on task progress per company. 4.Evaluation and Feedback:•Liaison and communication with all service partners to gather and provide feedback, share lessons learned, and promote best practice;•Build the reputation of the EEF at networking events and conferences, exhibiting at relevant events and promoting EEF;•Design, organise and facilitate best practise sharing workshops Incubation Planner: The role of the incubation planner is to conduct an assessment of the grant applicant’s commercial progress (using specific business assessment tools) to identify relative strengths and gaps. The key deliverable of the incubation planner is a written Incubation plan which is used to scope support tasks. Whilst a business assessment tool provides a consistent structure, the Incubation Planner needs depth of experience in technology commercialisation and assessment skills with technology and business teams, to gather specific insights and pin point critical gaps using the tool. This expertise that collaboration with the candidate and their buy-in to an action planTasks:•Read relevant background material eg. grant application, business plan,web search etc, to compile an hypothesis of questions and likely key issues to examine in greater detail and make an initial assessment of the applicant’s stage of development (Technology Readiness Level)•Arrange a face-to-face Planning Session with the key management and technical team of the company at their premises to include a demonstration (where appropriate) of technical progress to date. Ensure that where appropriate members of the DECC Innovation Team join the session. •Lead the Planning Session takes in the form of a structured dialogue around the 8 capability areas of an assessment framework, gaining insight and identifying real gaps, and opportunities to de-risk the next stage, and necessary actions for the project and venture to make efficient progress.•Agree the incubation plan with the grant applicant to ensure alignment on an action plan. •Follow up with the grant applicant on any clarification questions or other outstanding points.•Write up the Incubation Plan which contains: Assessment feedback in eight areas of the business; Summary of relative strengths/weaknesses/gaps in each area; Scorecard Metrics to identify the medium-long term business objective; Red flags and risks.•Prioritised actions and tasks to address gaps and prepare for next stage (Commercial and Project), including a task description or objective, a indicative time budget, and tangible deliverables or outcomes. •Provide feedback to the candidate company and DECC, review the plan using their input, and adjust if necessary.

      2)Common Procurement Vocabulary:
         72224200 - System quality assurance planning services.
                  73000000 - Research and development services and related consultancy services.
                  73100000 - Research and experimental development services.
                  71600000 - Technical testing, analysis and consultancy services.
         
      3)Quantity Or Scope:      
      The contract is expected to tun until 31st march 2016. The department may extend this requirement by a further 3-6 months.The value for LOT 1 is up to £700,000 excluding VAT.Suppliers can be fir LOT ONE / LOT TWO or both LOTS               
         Value range between: 500,000 and 700,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract                                          
         Scheduled date for:
            Start of works: 02/03/2015
            Completion of works: 31/03/2016
                        
                  
         5)Additional Information About Lots: Not Provided
               
      Lot No: 2
      Title: LOT 2 Incubation Management and Suport Provider - Innovation Energy Entrepreneur Fund (EEF) Incubation Support

      1)Short Description:      
      LOT 2 - Incubation Management and Support ProviderValue – up to £1,300,000 Excluding VAT until March 2016.Summary – this LOT will deliver the two roles defined below for Incubation manager and Incubation Support Provider. Scope: •Incubation management of EEF round 1-3 (approx. 40 projects)•Incubation management of EEF round 4 (approx. 15 projects)•Incubation delivery of EEF round 1-3 (approx. 40 projects)•Incubation delivery of EEF round 4 (approx. 15 projects)Projects outside of the EEF receiving incubation support are out of scope of this LOT as contractual providers of incubation management and support are already in place. Outputs: •Delivery of quality-assured incubation tasks within incubation plan;•Report to coordinator (see LOT 1) on a monthly basis using reporting tools provided.The Incubation Manager must liaise closely with the Coordinator, assigned in LOT 1, as well as the DECC Monitoring Officer for indivudal projects. The Incubation Support Provider must liaise closely with the Incubation Manager and the Co-ordinator (see LOT 1). If the supplier of LOT 2 is the same as LOT 1, there must be clear separation of quality control aspects. Incubation Manager: Build a trusting relationship with the grant recipients company to implement the Incubation Plan, enabling timely identification of commercial support needs and maximizing the chance of commercialization and market entry. • Direct experience managing tech start-up ventures & projects. •Credible and constructive in dealings with experienced technologists & entrepreneurs. •Management consulting experience in: planning & management new tech venture projects •Practised at: diagnosing practical next steps and priorities for small teams; digging into the detail to find the question the venture really needs to answer •Practiced at consulting services supplier selection and contracting: ability to write effective scopes and select the right framework partner to supply •Experience in: team evaluation & development, partner/commercial agreements, investment readiness (co-structures, SHA/rights, and funding plans), •Experienced at: running projects to engage with industry and market participants and turn market data into value propositions (or to show a CVP does not exist)•Hands on engagement with venture managers/entrepreneurs, Challenging the status quo, Framing and evaluating a range of commercialisation options and plans•Thinking ahead to what ventures will need before they are aware they need it•Flexible: frames and considers potential value propositions from several angles•Exposure to a broad range of start-up ventures – as exemplars, and case studies of what has worked and hasn’t worked and issues that may come up •Understanding common issues faced by new technology in the different clean-tech sectors•Personal willingness to confront embedded think and challenge views, build personal relationships with driven individuals•Responsiveness as issues arise, willingness to take responsibility to help out Tasks:•Liaise with the grant recipient and produce detailed scope for individual pieces of work required under the Incubation Plan.•Coordinate support activity for the grant recipient. •Agree scope of work and budget with the Co-ordinator. In some circumstances, the incubation manager is likely to deliver task work him/herself.•Facilitate kick off meeting and strategic review meetings.•Monitor performance of grant project to ensure technical and commercial progress is aligned.•Ensure the work is delivered to expected standard and also that it is integrated into the grant recipients future strategy and activities.•Provide strategic oversight and mentoring to companies, eg by: supporting market engagement and development of strategic relationships at senior level using contacts and network; providing assistance to find demonstration clients and pilot sites; working with CEO/team to assist with investment readiness or strategic sales/projects eg. review and input to business plan, propositions and presentations•Use management and reporting tools provided by CoordinatorIncubation Support Provider: Work with the grant recipient and Incubation Manager to implement individual tasks within the Incubation Plan. •Direct experience managing tech start-up ventures & projects. •Credible and constructive in dealings with experienced technologists & entrepreneurs. •Management consulting experience in: planning & management new tech venture projects •Experience in: team evaluation & development, partner/commercial agreements, investment readiness (co-structures, SHA/rights, and funding plans), •Experienced at: running projects to engage with industry and market participants and turn market data into value propositions (or to show a CVP does not exist)•Hands on engagement with venture managers/entrepreneurs, Challenging the status quo, Framing and evaluating a range of commercialisation options and plans•Thinking ahead to what ventures will need before they are aware they need it•Flexible: frames and considers potential value propositions from several angles•Exposure to a broad range of start-up ventures – as exemplars, and case studies of what has worked and hasn’t worked and issues that may come up. •Understanding of common issues faced by new technology in the different clean-tech sectors.•Personal willingness to confront embedded think and challenge views, build personal relationships with driven individuals.•Responsiveness as issues arise, willingness to take responsibility to help out. •Strong understanding of: Technology commercialisation; Routes to commercialisation of new technologies; Understanding of issues faced by SMEs; A strong awareness of the Low Carbon Technology sector•Be able to think innovatively and show added value to the assessment and monitoring or proposed projects.Tasks: •Liaise with the incubation manager and grant recipient to deliver individual pieces of work required under the Incubation Plan. •Ensure the work is delivered to expected standard and also that it is integrated into the grant recipients future strategy and activities. •Report back to the Incubation Manager on completed tasks on a monthly basis (minimum).

      2)Common Procurement Vocabulary:
         72224000 - Project management consultancy services.
                  71600000 - Technical testing, analysis and consultancy services.
                  72225000 - System quality assurance assessment and review services.
                  73000000 - Research and development services and related consultancy services.
                  73100000 - Research and experimental development services.
         
      3)Quantity Or Scope:      
      This requirement is expected to run until March 2016. The Authority may extend this for a further 3-6 months.The contract value for LOT 2 is up to £1,300,000 excluding VAT.Suppliers can be for either LOT of both LOTS.               
         Value range between: 1,000,000 and 1,300,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract                                          
         Scheduled date for:
            Start of works: 02/03/2015
            Completion of works: 31/03/2016
                        
                  
         5)Additional Information About Lots: Not Provided
                  
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;

      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: Not Provided      
      III.3.2)Staff responsible for the execution of the service:
         Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Open
   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

      IV.2.2)Information about electronic auction:
         An electronic auction will be used: No       

   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: 942/12/2014      
      IV.3.2)Previous publication(s) concerning the same contract: Not Provided
      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 26/01/2015
      Time-limit for receipt of requests for documents or for accessing documents: 11:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 26/01/2015
         Time: 14:00      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         
      IV.3.7)Minimum time frame during which the tenderer must maintain the tender Not Provided      
      IV.3.8)Conditions for opening tenders
         Date: 26/01/2015
         Time: 14:00
         Place:
         DECC's London Offices


Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: No
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: Not Provided      
   VI.3)Additional Information: For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-System-quality-assurance-planning-services./62R5YDE2WF

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/62R5YDE2WF
GO-2014128-PRO-6213183 TKR-2014128-PRO-6213182
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Department of Energy and Climate Change (DECC)
      2nd Floor, 3 Whitehall Place, London, SW1Y 2AW, United Kingdom
      Tel. +44 3000686298, Email: innovation@decc.gsi.gov.uj, URL: www.decc.gsi.gov.uk

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 08/12/2014

ANNEX A