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Invitation to Tender
For
Leeds Diocesan Board of
Finance
Diocesan Green Energy
Services
CONTENTS
CLAUSE
1. Introduction and background ............................................................................. 1
2. Tender timetable ................................................................................................ 5
3. Tender completion information .......................................................................... 6
4. Tender evaluation model ................................................................................... 9
SCHEDULE
SCHEDULE 1 DRAFT CONTRACT OR CONTRACT DETAILS ................................................ 11
SCHEDULE 2 SPECIFICATION ....................................................................................... 21
1
THIS AGREEMENT is dated 7.2.19
NAME OF COMPANY: Leeds Diocesan Board of Finance
TENDER FOR: Diocesan Green Energy Services
TENDER RETURN DATE AND TIME (DEADLINE): 12 noon Wednesday 27th
February
1. INTRODUCTION AND BACKGROUND
1.1 ITT Process
The Diocese is issuing this ITT to various interested suppliers in connection
with the procurement of the Green Energy Services (Services) described in
the specification set out in Schedule 2 (Specification).
Each tender (Tender) submitted by each supplier who responds to this ITT
(Tenderer) should be detailed enough to allow the Diocese to make an
informed selection of the most appropriate solution. This ITT contains
information about the procurement process, and the Services. The assessment
questions for Tenderers to complete are contained in a separate “Questions for
Tenderers” document.
Subject to the terms of this ITT, the Diocese proposes to enter into a service
level agreement (SLA) with the successful Tenderer (Service Provider).
1.2 Introduction to the Diocese
The Diocese of Leeds is one of 42 ecclesiastical geographical areas in the
Church of England. It is under the jurisdiction of the Bishop of Leeds, Right
Reverend Nick Baines. The Diocese is subdivided into 5 Episcopal Areas and
27 Deaneries. There are approximately 650 churches within the Diocese.
There are 242 Church schools and academies in the Diocese: 66 Voluntary
Aided; 117 Voluntary Controlled; 2 Foundation and 82 Academies within 12
Multi-Academy Trusts across the Diocese.
The purpose of the Diocese is to support the Christian mission and ministry of
its Churches and Schools. The Diocese of Leeds has a vision for “Confident
Christians, Growing churches, Transforming communities” which is
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characterised by “Loving, Living, Learning” and enabled by ”Clergy and lay
together, Purposeful resourcing, Dynamic partnerships”. The Diocese see
working with the Service Provider for the provision of Green Energy Services
as one such “Dynamic Partnership”.
It should be noted by the Service Provider that the governance of each Church
and School is independent of the Diocese. The decision to utilise the services
provided by the Green Journey is vested in each Church or School and not
under the control of the Diocese.
1.3 Scope of the Services
Project Objectives
To provide churches with a service that enables them to manage their energy
use and account to reduce their carbon footprint (both in the short and long
term) and where possible make financial saving, while providing suitable levels
of comfort for worshippers and other building users.
Current Arrangements
Green Energy Services are currently provided in partnership with Green Energy
Consulting under the Green Journey scheme. Details of the Green Journey
Scheme can be found on the Diocesan website here and on Green Energy
Consulting’s Green Journey website here
The Diocese has a policy of encouraging renewable electricity procurement
and biogas or carbon neutral gas. We are working with Churches to assist a
better understanding of their carbon footprint and how to reduce it. Church
energy use comprises a significant proportion of most Churches greenhouse
gas emissions. Switching to a renewable electricity supply, biogas or carbon
neutral gas, having an church energy audit and implementing energy saving
measures assist in this part of a Church’s ministry and mission.
The Green Journey scheme has been rolled out throughout the five Episcopal
Areas in the Diocese over a 3-year period. The current provider delivers the
following services:
Monitors the energy market and sources best value “green” energy.
Contacts Churches and Schools.
Offers a quote to switch electricity and gas supplier when appropriate,
on provision of a Letter of Authority to access the Church or School’s
existing supplier.
Provides a supplier switching service.
Provides a VAT and CCL checking service for all Churches.
Conducts an energy audit for all Churches or Schools.
Provides Energy Account Management Services.
Provides monthly reporting to the Diocese.
3
Uptake of these services can be seen on the table below.
Episcopal
Area (EA)
No. of
Churches
in EA
No. of
churches in
contract
through Green
Journey
Total Gas
usage of
contracted
churches
kwh
Total Electric
usage of
contracted
churches kwh
Bradford 95 42 985,490 346,106
Huddersfield 125 39 2,795,244 364,164
Leeds 105 59 1,351,845 640,358
Ripon 254 67 334,270 176,493
Wakefield 93 23 1,110,869 183,815
Total 670 212 6,577,718 1,710,936
To date 325 Energy Audits have been conducted for churches across the
Diocese.
1.4 Financial Exchange
There will be no financial exchange between the Diocese and the Service
Provider for the Services Tendered for. The Service Providers costs must be
covered by a commission or uplift gained from energy suppliers, or another
financial mechanism.
Direct charges can be made to the Churches/Schools when additional services
outside the scope of this agreement are provided to them. These charges
should be clearly stated in advance.
1.5 Contract term
The Diocese:
(a) proposes to enter into one SLA for a maximum period of 3 years with
the successful Service Provider;
(b) anticipates that the commencement date of the Services will be 1.5.19.
1.6 Purpose and scope of this ITT
This ITT:
(a) asks Tenderers to submit their Tenders in accordance with the
instructions set out in the remainder of this ITT;
(b) sets out the overall timetable and process for the procurement to
Tenderers;
(c) provides Tenderers with sufficient information to enable them to
provide a compliant Tender;
4
(d) sets out the evaluation criteria that will be used to evaluate the
Tenders; and
(e) explains the administrative arrangements for the receipt of Tenders.
1.7 Clarifications about the Services or ITT
Regarding requests for clarifications:
(a) any enquiries or requests for clarification of any matters arising from
this ITT should be sought from Jemima Parker, Diocesan Environment
Officer at the Diocese of Leeds and must be made in writing by email
as follows:
Contact name: Jemima Parker
Email: [email protected]
Address: Church House, 17-19 York Place, Leeds LS1 2EX
(b) the deadline for receipt of clarifications relating to the Services or this
ITT is set out in the timetable containing the key dates for this
procurement set out in section 2.1 (Timetable).
(c) the Diocese will respond to all reasonable clarifications as soon as
possible through issuing a document listing Tenderers' questions
(without revealing their identity) and, to the extent relevant to the other
Tenderers, the Diocese's response to them (Clarifications Log),
which will be emailed to all Tenderers. If a Tenderer wishes the
Diocese to treat a clarification as confidential, and not issue the
response to all Tenderers, it must state this when submitting the
clarification. If, in the opinion of the Diocese, the clarification is not
confidential, the Diocese will inform the Tenderer and it will have an
opportunity to withdraw it. If the clarification is not withdrawn, the
response, to the extent relevant to the other Tenderers, will be issued
to all Tenderers (without revealing the identity of the Tenderer
requesting confidentiality).
1.8 Clarifications about the contents of the Tenders
The Diocese reserves the right (but shall not be obliged) to seek clarification of
any aspect of a Tenderer's Tender or request for information (RFI) during the
evaluation phase. Tenderers are asked to respond to these requests promptly
and to avoid vague or ambiguous answers.
5
2. TENDER TIMETABLE
2.1 Key dates
The Timetable is as follows:
Any changes to the procurement Timetable shall be notified to all Tenderers as
soon as practicable.
2.2 Deadline for receipt of Tenders
The respondent is required to confirm whether or not it will be submitting a
response to this ITT by email by no later than the date set out in the Timetable.
Responses to this ITT must arrive at the address by email no later than the
Deadline of 12 noon 27.2.19.
Any Tender received after the Deadline shall not be opened or considered. The
Diocese may, however, in its own absolute discretion extend the Deadline and
in these circumstances the Diocese will notify all Tenderers of any change.
Event Date
ITT issued. Thursday 7.2.19
Suppliers confirm that they will respond
to ITT.
Thursday 20.2.19
Deadline for receipt of clarifications. Friday 21.2.19
Deadline for receipt of Tenders. Wednesday 27.2.19
12 noon
Initial evaluation to identify top scorers
for the purpose of presentations.
Friday 1.3.19
Presentations. Tuesday 5.3.19 or
Wednesday 6.3.19
Notification of contract award decision. Thursday 7.3.19
SLA start and start of mobilisation
period.
Friday 8.3.19
Target commencement date of the
Services.
Wednesday 1.5.19
6
2.3 Presentations
A maximum of the top three scoring Tenderers will be invited to deliver a short
presentation to representatives of the Diocese in support of their Tenders, as
set out in the Timetable. You should keep a 1 hour slot on one of these dates
free in case you are asked to attend.
The names and positions of those attending from the Diocese will be notified
to all Tenderers in advance of the presentation.
2.4 Service Level Agreement award
Contract award is subject to the formal approval process of the Diocese. Until
all necessary approvals are obtained, no SLA will be entered into.
2.5 Contract award notification
Once the Diocese has reached a decision in respect of contract award, it will
notify all Tenderers of that decision. The Diocese will not be obliged to discuss
reasons for declining any response.
2.6 Debrief
The Diocese intends to offer a debriefing to any applicant who having reached
the presentation stage is unsuccessful and to provide appropriate feedback.
The Diocese reserves the right to control the format and content of any
debriefing, and to limit it in any way believed by the Diocese to be appropriate.
3. TENDER COMPLETION INFORMATION
3.1 Formalities
The following requirements must be adhered to when submitting Tenders:
(a) a list of supporting material must be supplied;
(b) the Tender shall be in either Microsoft Office or PDF formats;
The Tender must be clear, concise and complete. The Diocese reserves the
right to mark a Tenderer down or exclude it from the procurement if its Tender
contains any ambiguities or lacks clarity. Tenderers should submit only
information that is necessary to respond effectively to this ITT. Unless
specifically requested, extraneous presentation materials are not necessary or
desired. Tenders will be evaluated on the basis of information submitted by the
Deadline.
7
Please supply details of the person at your organisation who can be contacted
by the Diocese in relation to your response.
3.2 Contract
The draft SLA that the Diocese proposes to use is below at Error! Reference
source not found..
3.3 Consortia and subcontractors
The Diocese requires all Tenderers to identify whether and which
subcontracting or consortium arrangements apply in the case of their Tender,
and precisely which entity they propose to be the Service Provider.
For the purposes of the Services, the following terms apply:
(a) Consortium arrangement: Where groups of companies come
together specifically for the purpose of tendering for appointment as
the Service Provider, and envisage that they will establish a special
purpose vehicle as the prime contracting party with the Diocese.
(b) Subcontracting arrangement: Where groups of companies come
together specifically for the purpose of tendering for appointment as
the Service Provider, but envisage that one of their number will be the
Service Provider, the remaining members of that group will be
subcontractors to the Service Provider.
3.4 Warnings and disclaimers
While the information contained in this ITT is believed to be correct at the time
of issue, neither the Diocese, its advisors, nor any other awarding entities will
accept any liability in any circumstances for its accuracy, adequacy or
completeness, nor will any express or implied warranty be given. This exclusion
extends to liability howsoever arising in relation to any statement, opinion or
conclusion contained in, or any omission from, this ITT (including its Schedules)
and in respect of any other written or oral communication transmitted (or
otherwise made available) to any Tenderer. No representations or warranties
are made in relation to these statements, opinions or conclusions. This
exclusion does not extend to any fraudulent misrepresentation made by, or on
behalf of, the Diocese.
All suppliers should note that any quantities or volumes contained in this ITT
are for indicative purposes only, and any future quantities or volumes may vary
from those stated.
If a Tenderer proposes to enter into a SLA with the Diocese, it must carry out
its own due diligence enquiries and rely only:
8
on its own enquiries and judgment in relation to this procurement, including the preparation of its Tender; and
on the terms and conditions set out in the SLA (as and when finally executed), subject to the limitations and restrictions specified in it.
Neither the issue of this ITT, nor any of the information presented in it, should
be regarded as a commitment or representation on the part of the Diocese (or
any other person) to enter into a contractual arrangement.
This ITT should not be regarded as an investment recommendation made by
the Diocese or its appointed advisors. All suppliers are recommended to seek
their own financial and legal advice.
3.5 Confidentiality
This ITT and any other documents subsequently issued by the Diocese as part
of this procurement are confidential The contents of this ITT must not be not
copied, reproduced, distributed or passed to any other person at any time
except for the purpose of enabling the Tenderer to submit a Tender.
The Diocese may use the information included in a Tenderer's response for
any reasonable purpose connected with this ITT. In particular, once a Tenderer
has been excluded, the Diocese reserves the right to use any ideas contained
in that Tenderer's tender in any ongoing discussions with other Tenderers but
undertakes not to reveal the identity of the provider of these ideas.
3.6 Publicity
No publicity regarding the Services or the award of any SLA will be permitted
unless and until the Diocese has given express written consent to the relevant
communication. For example, no statements may be made to the media
regarding the nature of any Tender, its contents, or any proposals relating to it
without the prior written consent of the Diocese.
3.7 Tenderer conduct and conflicts of interest
Any attempt by Tenderers or their advisors to influence the contract award
process in any way may result in the Tenderer being disqualified. Specifically,
Tenderers shall not directly or indirectly, at any time:
(a) devise or amend the content of their Tender in accordance with any
agreement or arrangement with any other person, other than in good
faith with a person who is a proposed partner, supplier, consortium
member or provider of finance;
(b) enter into any agreement or arrangement with any other person as to
the form or content of any other Tender, or offer to pay any sum of
9
money or valuable consideration to any person to effect changes to
the form or content of any other Tender;
(c) enter into any agreement or arrangement with any other person that
has the effect of prohibiting or excluding that person from submitting a
Tender;
(d) canvass the Diocese or any employees or agents of the Diocese in
relation to this procurement; or
(e) attempt to obtain information from any of the employees or agents of
the Diocese or their advisors concerning another Tenderer or Tender.
Any Tenderer who fails to comply with this requirement may be disqualified
from the procurement at the discretion of the Diocese.
3.8 Tender costs
The Diocese will not be liable for any Tender costs, expenditure, work or effort
incurred by a Tenderer in carrying out enquiries in relation to, proceeding with,
or participating in, this procurement, including if the procurement process is
terminated or amended by the Diocese.
3.9 Intellectual property
All intellectual property rights in this ITT and all materials provided by the
Diocese or its professional advisors in connection with this ITT are and shall
remain the property of the Diocese and/or its professional advisors.
4. TENDER EVALUATION MODEL
Evaluation criteria
The Diocese will use the following criteria when evaluating the responses:
(a) capability to deliver the Services and wider capabilities to deliver
additional services;
(b) relationship approach/strategic partnership approach;
(c) cultural fit;
(d) financial/commercial stability;
(e) costs, including set-up costs, ongoing and future costs, value for
money, sustainability, cost containment and openness of pricing
structure;
(f) technical abilities;
(g) track record and experience;
(h) approach to employees and staffing issues;
10
(i) quality of staff, management competencies
(j) availability of resources;
(k) innovativeness of approach;
(l) suitability of proposals for the Diocese, Churches and Schools;
(m) risk management and security.
If a SLA is awarded, the award will be based on the detailed evaluation of all of
the above criteria and other factors.
11
Schedule 1 Service Level Agreement
Service Level
Agreement For
Client: Leeds DBF
Service Provider:
………………….
Period:
1 May 2019 to 30 April 2022
12
TABLE OF CONTENTS
Page
1 The Service Level Agreement 13
2 Terms and Conditions of Agreement 13-15
3 Details of Services Provided by xx 16-18
3.1 Energy Procurement Services
3.2 Energy Auditing Service
3.3 Account Management Services
3.4 Smart Meter Installation
3.5 Promotional Materials
3.6 Data collection and storage
3.7 Complaints Handling
4 Services Provided by the Leeds Diocesan Board of Finance 18
5 Definitions 19
Appendices 20
Appendix 1 Contact Officers
13
1. THE SERVICE LEVEL AGREEMENT
BETWEEN:
a. The Leeds Diocesan Board of Finance (LDBF)
b. XX
2. THE FOLLOWING TERMS AND CONDITIONS SHALL APPLY TO THIS
AGREEMENT:
2.1 Energy procurement services, account management services and energy auditing services will be agreed between XX and the LDBF as described in section 3 below. The level of service provision will be reviewed between the two parties in consideration of the impact of the services provided have on Churches/Schools within the Diocese of Leeds.
2.2 The method of delivery of support services as referred to in paragraph
2.1 above will be subject to continuous review and improvement.
2.3 Either LDBF or XX may request changes to the basic level of work
undertaken outside of the various areas covered by sections 3 and 4.
2.4 LDBF and XX will agree to review arrangements to monitor both the
volume and quality of services provided under this Agreement.
2.5 A list of contact staff and telephone numbers will be maintained by XX
and LDBF and details of such information is included in Appendix 1 annexed to this Agreement.
2.6 There is no financial exchange for the services agreed under this
Agreement by either party. XX will make no direct charge for
Churches/Schools. XX will charge Churches/Schools directly for any
additional works carried out specifically requested by Churches/Schools
outside the reach of this agreement.
2.7 XX will be responsible for ensuring that services provided under this
Agreement are provided to the standard and levels of activity detailed in
the Agreement and in particular will ensure that any policy, procedure,
corporate governance requirement, new legislation, or any other matter
relevant to the activities of LBDF is notified to LBDF at the earliest
possible opportunity.
14
2.8 XX undertake to meet with and report in person to LDBF as requested,
within reasonable expectations.
2.9 XX and LDBF will agree a procedure to investigate and resolve any
complaints speedily and effectively.
2.10 If any conflict of interest arises in terms of provision of services covered
by this agreement it will be open to LDBF to make alternative
arrangements and the requirement to give notice, as provided for in
paragraph 2.17 will not apply in such circumstances.
2.11 In the event of XX failing to deliver the whole or part of a service to the
reasonable satisfaction of LDBF and a subsequent failure to resolve
such dissatisfaction, then LBDF will have the option of seeking an
alternative provider subject to giving notice as provided for in paragraph
2.17.
2.12 XX undertake to have nominated staff who interact with
Churches/Schools. XX will inform LDBF of these staff and their roles and
update them of any staff changes.
2.13 In the interests of security XX staff working at any Church/School within
the Diocese of Leeds shall carry some form of identification and comply
with relevant safe-guarding, safety and security protocols and
procedures.
2.14 XX will ensure that all staff employed by it in the execution of this
Agreement are at all times sufficiently trained and instructed with regard
to all relevant provisions of this agreement and legislative procedures.
2.15 Both XX and LDBF will ensure that appropriate systems are in place to
maintain confidentiality of relevant information, comply with GDPR
legislation and in particular that unauthorised persons do not obtain such
confidential information.
2.16 XX will gain permission from Churches/Schools for their energy data and
other data pertaining to this agreement to be provided for the use of
LDBF.
2.17 XX undertakes to notify and obtain consent from LDBF of any significant
changes in the agreed contract period or conditions being offered to
Churches/Schools, energy auditing practice or any other major changes
in their service, as early as possible so that the effect upon LDBF and
Churches/Schools can be given the fullest consideration. Similarly
LDBF will notify XX of any significant change likely to impact on XX as
early as possible.
2.18 LDBF and XX agree to use each other’s brand name and branding
materials appropriately and only in the context of the Green Energy
Service scheme.
15
2.19 No work associated with this agreement will be subcontracted by XX,
without the prior and express permission of LDBF.
2.20 If the ownership of XX changes then LBDF will have the option of seeking
an alternative provider subject to giving notice as provided for in
paragraph 2.22.
2.21 If the reputation of XX is compromised then LBDF will have the option of
seeking an alternative provider subject to giving notice as provided for in
paragraph 2.22.
2.22 It is agreed that XX will provide services covered by this Agreement for
a period from the date of signing until 31st March 2022.
Signed for and behalf of XX …………………………………………………
Date: ……………………………
Signed for and behalf of LDBF …………………………………………………
Date: ……………………………
16
3. SERVICES PROVIDED BY XX
3.1 Energy Procurement Services
3.1.1 Monitor the market and negotiate with suppliers to ensure that
the utility provision offered to Churches/Schools is the best value for a 100% renewable electricity tariff for electricity and a carbon neutral or biogas tariff for gas.
3.1.2 Manage the Church/School energy account throughout the term
of this Agreement, monitor the wholesale energy market to ensure optimum performance of the basket, and will continually evaluate supplier performance.
3.1.3 Contact every Church/School in the Diocese of Leeds specified by LDBF offering the Green Energy Services.
3.1.4 Set service level turnaround times agreed with LDBF.
3.1.5 Provide a Letter of Authority to each Church/School to allow for a free of charge quotation.
3.1.6 Collect all information regarding current utility billing directly from the incumbent supplier, including historic consumption and billing information, for each Church/School with a valid Letter of Authority.
3.1.7 Provide each Church/School, with a Letter of Authority, with a new procurement proposal 8 weeks before its existing contracts with suppliers terminate.
3.1.8 Check MPAN, MPRN and meter numbers are correct before proceeding with any utility contract.
3.1.9 Contract Churches/Schools directly with the utility provider. Effect the switching process on behalf of the Church/School.
3.1.10 Report monthly to LDBF on Churches /Schools newly contracted, re-contracted and not contracted.
17
3.1.11 Provide LDBF with summary reports of Churches/Schools within the scheme including energy usage, cost and carbon emissions savings.
3.1.12 Any commission or charge on each unit of electricity or gas sold to Churches/Schools in the Green Energy Services Scheme will be included in advance within any quotation given to a Church/School.
3.1.13 XX will inform and seek approval from LDBF when it intends to extend or re-contract Churches or Schools beyond any previously agreed procurement termination date.
3.2 Energy Auditing Service
3.2.1 Provide an energy survey for each Church/School, which
accepts this offer, including a visit to the premises and a written report identifying recommendations for energy saving and carbon reduction opportunities.
3.2.2 Provide LDBF with secure access to the Church/School energy
surveys.
3.3 Account Management Services
3.3.1 Provide an account management service for any
Churches/Schools that contract to a new utility supplier though XX. This will include, but not be limited to, invoice validation, data reporting, submission of meter reads, supplier liaison, and dispute resolution.
3.3.2 Check the VAT and Climate Change Levy status of each
Church/School that has provided a Letter of Authority. Report this to the Church/School. Seek to obtain a refund from the supplier if the Church/School has been over paying with a copy to LDBF.
3.4 Smart Meter Installation
3.4.1 Work with suppliers to enable, where appropriate, the installation
of smart meters in every Church/School which has contracted through the scheme.
18
3.5 Promotional materials
3.5.1 Ensure all materials and forms sent to Churches/Schools and
promotional material have been approved by LDBF
3.6 Data collection and storage
3.6.1 Provide safe data storage for all Church/School records.
3.6.2 Record telephone conversations with Churches/Schools and
keep records of emails and other correspondence. This will be released to LDBF as required.
3.6.3 Will return all documents and will enable a smooth transition to any new supplier after the termination of the contract.
3.7 Complaints Handling
3.7.1 Report all complaints from Churches/Schools within 4 weeks to
the Diocese of Leeds.
4. SERVICES PROVIDED BY LDBF
4.1.1 Promote the Green Energy Services provided by XX to
Churches/Schools within the Diocese of Leeds.
4.1.2 Provide a point of contact for Churches/Schools enquiring about
the Green Energy Services.
4.1.3 Assist XX to find resolution to any complains or issues raised
from the Green Energy Services Scheme.
4.1.4 Contact Churches/Schools on behalf of XX (when appropriate)
where data protection regulation does not allow Church/School
contact details to be released.
4.2.5 Check and challenge the quality of service provided by XX to
Churches/Schools within the Diocese of Leeds.
19
5. DEFINITIONS
The Green Energy Services
A package of services offered to Churches/Schools by XX under the terms of
this Agreement.
Leeds Diocesan Board of Finance
The legal entity of the Diocese of Leeds
Church
A single Church building, under the governance of a Parochial Church Council
(PCC) and within the geographical area of the Diocese of Leeds
Parochial Church Council (PCC)
The executive committee of a Church of England Church which consists of
clergy and churchwardens of the church, together with representatives of the
laity.
School
Any school under the jurisdiction of the Leeds Diocesan Board of Education
20
Appendix 1
Contact Officers
XX Name Telephone Number Email
Leeds Diocesan Board of Finance Name Telephone Number Email
Jemima Parker
01423 559 121 [email protected]
John Knox 0113 3530 213
07872 005311
21
Schedule 2 Specification
The Diocese is looking for the following services to be provided by the Service
Provider.
1. Energy Procurement Services
1.1 Monitor the market and negotiate with suppliers to ensure that the utility
provision offered to Churches/Schools is the best value for a 100%
renewable electricity tariff for electricity and a carbon neutral or biogas
tariff for gas.
1.2 Manage the Church/School energy account throughout the term of this
Agreement, monitor the wholesale energy market to ensure optimum
performance of the basket, and continually evaluate supplier
performance
1.3 Contact every Church/School in the Diocese of Leeds specified by LDBF
offering the Green Energy Services.
1.4 Set service level turnaround times agreed with LDBF.
1.5 Provide a Letter of Authority to each Church/School to allow for a free of
charge quotation.
1.6 Collect all information regarding current utility billing directly from the
incumbent supplier, including historic consumption and billing
information, for each Church/School with a valid Letter of Authority.
1.7 Provide each Church/School, with a Letter of Authority, with a new
procurement proposal 8 weeks before its existing contracts with
suppliers terminate.
1.8 Check MPAN, MPRN and meter numbers are correct before proceeding
with any utility contract.
1.9 Contract Churches/Schools directly with the utility provider. Effect the
switching process on behalf of the Church/School.
1.10 Report monthly to LDBF on Churches/Schools newly contracted, re-
contracted and not contracted.
1.11 Provide LDBF with summary reports of Churches/Schools within the
scheme including energy usage, cost and carbon emissions savings.
22
1.12 Any commission or charge on each unit of electricity or gas sold to
Churches/Schools in the Green Energy Services Scheme will be
included in advance within any quotation given to a Church/School.
1.13 Inform and seek approval from LDBF when it intends to extend or re-
contract Churches or Schools beyond any previously agreed
procurement termination date.
2. Energy Auditing Service
2.1 Provide an energy survey for each Church/School, which accepts this
offer, including a visit to the premises and a written report identifying
recommendations for energy saving and carbon reduction opportunities.
2.2 Provide LDBF with secure access to the Church/School energy surveys.
3. Account Management Services
3.1 Provide an account management service for any Churches/Schools that
contract to a new utility supplier though XX. This will include, but not be
limited to, invoice validation, data reporting, submission of meter reads,
supplier liaison, and dispute resolution.
3.2 Check the VAT and Climate Change Levy status of each Church/School
that has provided a Letter of Authority. Report this to the Church/School.
Seek to obtain a refund from the supplier if the Church/School has been
over paying with a copy to LDBF.
4. Smart Meter Installation
4.1 Work with suppliers to enable, where appropriate, the installation of smart
meters in every Church/School which has contracted through the scheme.
5. Promotional materials
5.1 Ensure all materials and forms sent to Churches/Schools and
promotional materials have been approved by LDBF.
23
6. Data collection and storage
6.1 Provide safe data storage for all Church/School records.
6.2 Record telephone conversations with Churches/Schools and keep
records of emails and other correspondence. This will be released to
LDBF as required.
6.3 Will return all documents and will enable a smooth transition to any new
supplier after the termination of the contract.
7. Complaints Handling
7.1 Report all complaints from Churches/Schools within 4 weeks to the
Diocese of Leeds.
SERVICES PROVIDED BY LDBF TO ENABLE THE SERVICE PROVIDER
1. Promote the Green Energy Services provided by XX to
Churches/Schools within the Diocese of Leeds.
2. Provide a point of contact for Churches/Schools enquiring about
the Green Energy Services.
3. Assist XX to find resolution to any complains or issues raised
from the Green Energy Services Scheme.
4. Contact Churches/Schools on behalf of XX (when appropriate)
where data protection regulation does not allow Church/School
contact details to be released.
5. Check and challenge the quality of service provided by XX to
Churches/Schools within the Diocese of Leeds.
