Preparing a member to use the CEFI OJEU compliant process
There is 1 to 2 months of preparatory work before proceeding to mini-competition. This period is used to gather data, obtain New Member approvals and to prepare for the release of the project to mini-competition, so that the bid process can start immediately.
The tasks that will need to be completed:
Trust expresses interest in the CEFI – The New Member should email the Fund at EOI@cef.net and express an interest in joining the Fund.
Shared scope of scheme with the CEFI – The New Member should then share the scope of its intentions with the CEFI. Ideally this will be supported by some New Member documentation such as an estates strategy, business case or other similar document showing that the status of the project within the organisation.
Meeting with estates, finance and procurement – The CEFI will visit the site to meet the New Member team and see the existing and proposed installation. The CEFI will meet the New Member estates team, who look after the existing energy installation, so as to know where to obtain technical information, and the level of estates support for the project.
The meeting should include the New Member’s finance team to discuss how the fund works, the three finance options available to the New Member, balance sheet treatment and VAT. It is helpful to include the New Member’s procurement team, to explain the framework and make sure that procurement are comfortable with the CEFI process.
The CEFI will assist the New Member with an outline feasibility to assure all parties that a self-funded solution repaid through guaranteed savings is possible. The feasibility is not intended to define the final scheme, because we seek real innovation from our bidders. Instead the feasibility is intended to determine the likely minimum capital investment, annual payment and annual guaranteed savings that are possible at the site
The CEFI exists for the Irish health economy and the wider Public Sector, and our support lasts through project preparation, procurement, contract award, installation and annual monitoring for the entire life of the contract. It is important with cradle to grave support lasting 17 to 27 years, that the responsibilities of the parties are written down, and the membership agreement does this. Many New Members take the membership document to their board or capital investment committees for approval, and this stage needs to be complete before the mini-competition can start.
Once a New Member is a Member, and the feasibility and data collection is done then the OJEU based mini- competition can start.
The Mini competition phase
The Framework procurement is a method of procurement where a number of companies are shortlisted under OJEU. The CEFI procurement has tested the market and sixteen companies have been approved onto each of two frameworks. Click here to find out about the selected companies.
First stage selection process based on pre-agreed criteria
When a Member starts its mini-competition it will ask all bidders on the framework to express interest in the project. Those companies that express interest will be invited to an open day, and then interviews.
The open day is for the Member to explain their project to the market place, and to stimulate interest from the framework bidders. It is also the day when bidders start to formulate ideas about how they may best support the Member. After allowing circa 2 weeks for the formulation of ideas the Member then holds interviews for all the interested framework bidders.
At the interviews each bidder will get a time to give their initial ideas to the Member to show that they are the best company for the Member to work with. They will explain their record, their approach and their financial model established during the framework procurement, which will also explains their costs. The interviews are scored formally and the best scoring companies are selected.