If you’re applying for CARES funding, you must ensure the following when requesting quotes from suppliers. 

  • We recommend that you ask for, or have asked for, at least three quotes to make sure you are making the right choice of supplier for you and your project and you are getting best value for money. 
  • Your supplier(s) must be able to complete the work and you must be able to claim all funds by the 15 March 2027, to be eligible for funding in this round. 
  • Suppliers must provide a cost breakdown in their quotes to clearly identify the cost of each technology they’re quoting for. 
  • If you’re installing renewable energy technologies or battery storage, your supplier must be MCS certified. There are several resources that can help you to find MCS certified installers in your area: 
  • You are likely to require permissions (like building warrants and planning permission for example), but you should not rely on your supplier to know about this, especially if they mainly carry out home installations. Ask your supplier(s) about these permissions and include a requirement in your quote for a ‘turnkey installation’ that includes everything (eg permissions, scaffolding, grid connection, equipment, and installation). 
  • Renewable energy supply chains are complex and may carry a risk of human trafficking and modern slavery. For example, risks can arise in the production of materials such as polysilicon and critical minerals used in the manufacture of solar PV and batteries. Suppliers should be asked to provide details of how they identify, assess and manage human trafficking and labour exploitation risks within their supply chains. Depending on the size of the supplier, you may wish to review their Annual Slavery and Human Trafficking Statement. Publishing this statement is a requirement of the Modern Slavery Act 2015 for commercial organisations with a turnover of £36m or more. This information should form part of your decision on who to award your contract to. You can find more information on this on our human trafficking and exploitation risks in the supply chain page. 

The information sought from suppliers should be proportionate to the value of the contract and to the size and nature of suppliers in the marketplace, particularly where SMEs and third sector are involved. 

We’ve provided some sample email text below that you can use to ask suppliers for quotes. We also suggest calling suppliers to discuss your project and encourage them to quote for the work. 

You’ll need to send us your preferred quote before submitting your application, along with evidence of seeking additional quotes. Where it’s not been possible to get more than one quote, and you would like to appoint a supplier, you can send their quote to your development officer who can assess it for value for money. You will need to show proof that you asked for more quotes to move forward on this basis. 

Need help? Get in touch with your local development officer. 

 

Example email to installers  

Dear << installer name>> 

Please can you provide a quotation for: 

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

Your quotation must be received by <<Insert time, day and date>>. 

Please provide costs for each technology and confirm the scale of each. 

The works are to be carried out (include started by and expected completion dates) << 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 us and our project. 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. 

We’re in the process of securing grant funding from the Scottish Government’s Community and Renewable Energy Scheme (CARES). We are keen to progress our application quickly to benefit from the funding and reduce our building’s carbon emissions and energy costs. 

Our preference would be for a turnkey installation, by which we mean all the works involved in the installation are included. Please provide details of the proposed approach and methodology to delivering making it clear which of the following are included in your quote: 

  • design 
  • planning and other consents 
  • grid connection 
  • structural reports and building warrant 
  • access arrangements and any scaffolding required 
  • equipment supply (split out costs by technology and confirm the scale of each) 
  • installation and commissioning 
  • service and maintenance 
  • warranty support for repairs  

You must provide a full cost breakdown for each of the above activities for each technology included in your quote.  

Please include your MCS number in your response and state which technologies you are certified for. Please also be aware that as part of the CARES funding we may require an independent inspection of your work prior to final payment.  

Please provide details of the measures you have taken to identify, assess and mitigate human trafficking and exploitation risks within the supply chain for the equipment and products you propose to supply. Where relevant, this should include for example copies of supplier policies, due diligence processes, risk assessments, outcomes of supply chain audits including corrective actions taken or proposed to be taken and details of membership of recognised industry initiatives such as the Solar Stewardship Initiative (SSI) or Wind Sustainability Initiative (WSI). Answers need not be constrained to or be reflective of the examples given. 

Please could you advise at your earliest convenience whether you can quote for our building? 

We look forward to hearing from you. 

Many thanks,  

<< your name >>