Category: Procurement

How to RFP a Solar PPA — A Procurement Playbook

Step-by-step RFP guide for businesses going to market for a solar PPA. Brief structure, bidder questions, scoring matrix and red flags.

Why most PPA tenders go wrong

Off-takers either send a 4-page email to 5 providers and get 5 different scope responses, or they engage a consultant who designs a 90-page tender no provider can sensibly answer. There's a middle path.

A good PPA RFP has these sections

1. Site overview

Postcode, roof area, year built, planning history, annual kWh, half-hourly profile, DNO connection capacity if known.

2. Commercial terms required

Term length, escalator preference, contract structure (on-site vs sleeved), system size range, REGO transfer requirement.

3. Technical scope

Performance ratio guarantee, O&M scope, M&V protocols, monitoring access, panel + inverter brand acceptance list.

4. Off-taker information

Company structure, audited accounts last 3 years, parent guarantee availability, business horizon.

5. Bidder questions

Provider experience with comparable sites, financing structure, references, EPC contractor accreditations.

6. Evaluation matrix

Weight the answers: typically tariff 35%, term flexibility 15%, technical scope 15%, references 15%, provider quality 10%, ESG credentials 10%.

Common mistakes

• Asking for too many providers (5+) — they share the market and notice over-shopping.
• Demanding firm tariffs before site survey — providers will quote a wide range to protect themselves.
• Mixing PPA with other procurement (lease, asset finance) — providers struggle to bid into multi-route RFPs.
• Setting a too-aggressive timeline (under 8 weeks).

Process timeline that works

• Week 0: RFP issued to 3-4 pre-vetted providers
• Week 2: Bidder questions deadline
• Week 3: Provider site visits
• Week 6: Indicative bids in
• Week 8: Shortlist of 2 invited to BAFO (best and final offer)
• Week 12: Preferred bidder selected; heads of terms