Design and construction of PTES heat storage

GENERAL INFORMATION Hyvinkään Lämpövoima Oy ("Contracting Entity") needs a pit thermal energy heat storage ("PTES heat storage"). The PTES heat storage has the following technical characteristics: - Water volume is approximately 380 000 cubic meters; - Water height is 20 meters; - Surface area of the heat storage area including outer rails is approximately 67 700 square meters; - Surface area of the lid structure is approximately 37 250 square meters; - Basal area of the heat storage is approximately 8 125 square meters; and - Inner slopes surface area is approximately 31 300 square meters and their slope is 1:2,5. The PTES heat storage is located in a groundwater area. The construction site is located in Kulomäki old gravel pit in Hyvinkää. SCOPE OF THE PROJECT The PTES heat storage construction project ("Project") includes the following subareas: - Excavation works and civil engineering works of the PTES heat storage; - Engineering works consisting of e.g. mechanical works, process heat works, electrical works, piping works, pump works, heat transfer works on related procurement; - Installation and engineering works for welded earth-facing sealing and protective membrane structures; and - Design and installation of the lid structure. SCOPE OF THIS PROCUREMENT This procurement covers (only) two of the above-mentioned subareas of the Project, divided into separate lots: LOT 1 - Design and installation of the lid structure of the PTES heat storage LOT 2 - Installation and engineering works for welded earth-facing sealing and protective membrane structures of the PTES heat storage DESCRIPTION OF LOT 1 - Design and installation of the lid structure of the PTES heat storage This lot includes the design and installation of the lid structure for PTES heat storage in fully operational condition (Turnkey delivery). The awarded contractor will be responsible for at least for (but not limited to): - Complete detail planning of the lid structure; - Project management and coordination with the Contracting Entity and other contractors at the site; - Delivery, assembly, welding and installation of the lid structure and materials/components included; - Electrotechnical installations of the lid structure; - Documentation and quality assurance; and - Testing of the lid structure. The lid structure must be designed/planned, prepared, delivered, tested, commissioned, and documented in accordance with the overall tender materials (documentation of the Call for Tenders and documentation provided by Tenderer). DESCRIPTION OF LOT 2 - Installation and engineering works for welded earth-facing sealing and protective membrane structures of the PTES heat storage This lot includes the installation and engineering works for welded earth-facing sealing and protective membrane structures (Turnkey delivery). The awarded contractor will be responsible at least for (but not limited to): - Delivery of the geomembranes and other materials/components; - Detailed design on the basis of the design documents provided by Contracting Entity in the Call for Tenders (please see the design documentation attached to the Call for Tenders, and note their non-binding nature); - Installation of the geomembranes and other materials/component; - Coordination with the Contracting Entity and other contractors at the site; and - Documentation. The installation and engineering works must be planned, prepared, delivered, tested, commissioned and documented in accordance with the overall tender materials (documentation of the Call for Tenders and documentation provided by Tenderer). As stated above, this procurement (LOT 1 & LOT 2) covers two of subareas of the Project. Both lots have a separate Call for Tenders and separate tender documents, such as procurement contracts. The procurement contract for LOT 2 is a subcontract subordinated under the PTES heat storage excavation works contract. The procurement contract for LOT 1will not be subordinated under the PTES heat storage excavation works contract. During PHASE II (cf. above DESCRIPTION OF THE PROCUREMENT PROCEDURE), it may be possible to submit Alternative Final Tenders for different U-values ​​for LOT 1, but the Contracting Entity will decide this separately during the negotiations.Main features of the procedureThe procurement procedure shall be carried out with negotiated procedure in accordance with Section 38 of the Finnish Procurement Act for Special Sectors (1398/2016, "Procurement Act for Special Sector"). The Procurement Act for Special Sectors shall be applied to the procurement. Candidates/tenderers will not be compensated for participating in the procurement procedure. DESCRIPTION OF THE PROCUREMENT PROCEDURE: The procurement procedure is divided into two phases. PHASE I In Phase I, all candidates interested in the procurement will be able to participate in the procedure by submitting an Application to Participate by the deadline set below (cf. PRELIMINARY TIMETABLE). The Application to Participate must comply with the terms and requirements of the Request to Participate. The Contracting Entity has the right to exclude from the procurement procedure a candidate whose Application to Participate does not meet the conditions and requirements described in the Request to Participate, or if the Application to Participate has not been submitted by the set deadline. The Contracting Entity will select the candidates who have submitted an Application to Participate into the negotiations in accordance with the minimum requirements and comparison criteria set below (cf. SELECTION OF CANDIDATES FOR PHASE II). The Contracting Entity will inform the candidates of their selection to the negotiations. PHASE II The Contracting Entity will send an invitation to negotiations and the Preliminary Call for Tenders to the tenderers selected for the negotiations. The selected tenderers must submit their Preliminary Tenders to the Contracting Entity in accordance with the terms and requirements described in the preliminary Call for Tenders. The Contracting Entity has the right to exclude from the procurement procedure tenderers whose Preliminary Tenders does not comply with the terms and requirements described in the Preliminary Call for Tenders, or if the Preliminary Tender has not been submitted by the set deadline. Preliminary Tenders are not compared. The Contracting Entity negotiates separately with all tenderers who have submitted a Preliminary Tender. Negotiations may take place in one or more rounds, and may take place orally and/or in writing. The Contracting Entity will inform the tenderers selected for the negotiations of the more detailed dates and content of the negotiations in advance. The Contracting Entity reserves the right to decide the specific content and duration of the negotiations at its discretion. At the end of the negotiations, the tenderers must submit their Final Tenders to the Contracting Entity by the set deadline. Subsequently, the Contracting Entity reviews and compares Final Tenders in accordance with the conditions, requirements and comparison criteria set in the Final Call for Tenders. For the sake of clarity, the Final Tenders can no longer be negotiated in order to ensure equitable and non-discriminatory treatment of the tenderers. SELECTION OF CANDIDATES FOR PHASE II A maximum of four (4) tenderers will be selected for the negotiations per each LOT (LOT 1 and LOT 2). All candidates selected for the negotiations must have submitted an Application to Participate that complies with the terms and conditions of the Request to Participate by the set deadline. If no more than four (4) candidates have submitted Applications to Participate that meet the terms and requirements of the Request to Participate by the set deadline, all candidates will be selected for the negotiations. If more than four (4) candidates have submitted Applications to Participate that meet the terms and requirements of the Request to Participate by the set deadline, candidates will be selected for the negotiations based on the selection principles described in detail in Appendix B (References - LOT 1) and Appendix D (References - LOT 2). PRELIMINARY TIMETABLE: The Contracting Entity reserves the right to change or modify the preliminary schedule according to its needs. Candidates should note that the deadline for submitting Applications to Participate, as well as the deadline for questions regarding the Request to Participate, are binding. - Deadline for candidates’ questions regarding the Request to Participate: 21.3.2025 - Deadline for candidates’ Applications to Participate: 31.3.2025 - Review of Applications to Participate: week 14 - Decision on candidates chosen for negotiations: week 15 - Delivery of the invitation to negotiate and the Preliminary Call for Tenders to the tenderers selected for the negotiations: week 15, - Negotiations based on Preliminary Tenders: week 16-17, - Deadline for submission of Final Tenders: week 18-20, - Review of the Final Tenders and procurement decision: week 20-22, and - Signing of the procurement contract: week 22-24.