Requesting quotations from installers

Are you applying for CARES funding? If you’re applying for the Let’s do net zero community buildings fund, we’ve put together some text that you can use when contacting installers for quotations. 

Remember, if you’re installing renewable energy technologies or battery storage, your installer will need to MCS certified. Use Energy Saving Trust’s Renewables Installer Finder to find accredited installers in your area. You can also find an installer on the MCS website.

Need help?

Please don’t hesitate to get in touch with your local development officer.

 

Example email to installers  

Dear << installer name>> 

Please can you provide a quotation for a turnkey contract for the development, design, consenting, supply, and installation of: 

  • << List the renewable energy technologies eg solar panels, battery or heat pump, that you want this installer to install >> 

The works are to be carried out at << address of your community building where you want the works installed >>. To help identify our building, you can view this online. << you could include a link to a satellite image of your building on an online map, for example >>

You are welcome to visit the site to discuss the required work and find out more about the project, in order to provide a comprehensive quote. The best days for a site visit are << specify which week, date and times are appropriate >>

Please call << name >> on << telephone number >> or email << email address >> to arrange a suitable time. 

Deadline for installation

We are in the process of applying for funding to cover the cost of these works from The Scottish Government’s Community and Renewable Energy Scheme (CARES). If successful, the works must be completed no later than 31 March 2022. We believe this is enough time to complete the installations, including time for any required consents. However, please advise if this timescale is achievable in your quotation. 

Turnkey installation

We use the term ‘turnkey installation’ to mean all the works involved in the installation including (where appropriate) design, planning and other consents, grid connection and smart meter (where required), structural reports and building warrant, all access arrangements, any scaffolding required, and the supply and installation itself. 

All of these should be included in your cost. Although this would be an inclusive cost, we would like the key elements to be separated out in your quotation. You are very welcome to subcontract elements of this work to provide the appropriate skills and expertise. 

To help with preparing your quote, we will be able to supply you with as much information as is available on the building's occupancy, energy consumption and energy cost information.   

Project requirements

In addition to requiring that all works are completed by 31 March 2022, we may also require an independent inspection of your work prior to final payment. There will be an expectation that you provide comprehensive information on operation and maintenance, and how to monitor that performance is optimal, and some dedicated time for the instruction of personnel in the use of the installation (where appropriate) at handover. Documented information will be expected, relating to MCS certification, any consents gained, and all appropriate calculations or reports associated with the works. 

  • Installations must meet all MCS requirements.
  • Appropriate warranties and guarantees must be supplied.
  • Our funders may require an independent inspection of your work prior to final payment.
  • All works are completed by 31 March 2022,

We would be obliged if you could provide a full quotation, including expected performance of the proposed system, by << the date you need the quotation by, probably no later than two weeks after the dates allocated for site visits, and hopefully no more than four weeks overall >>.

 We look forward to hearing from you.

 Many thanks,

 << your name >>