From Warehouse to School House

The Ragged School Museum

From Warehouse to School House

Project Manager and CA/EA

Invitation to Tender

Contents

SECTION A – INSTRUCTIONS TO TENDERERS

Contents

1Introduction

2Tender Documents

3Tender Queries

4Site Visits

5Return of tenders

6Interviews

7Programme

8Documents to be submitted

9Procedure

10Assessment Criteria

SECTION B – FORM OF TENDER

SECTION C – METHODOLOGY AND APPROACH

SECTION D – FINANCIAL PROPOSAL

SECTION E – SCOPE OF SERVICES

SECTION F – DRAFT APPOINTMENT (To Follow)

PART A – Instruction to tenderers

1Introduction

The Ragged School Museum wishes to appoint a suitably experienced Project Manager to oversee and coordinate the development of a Heritage Lottery Fund (HLF) supported project for the repair, conservation and development of its Grade II-listed site.

An email has been sent (with this document attached) confirming that you have invited to tender. All additional information required to inform your bid is listed in Section 2 below and is contained in one file “TENDER INFORMATION.ZIP” which is to be downloaded at the following link:

All information issued to the media in connection with this project will be organised and/ or authorised by the Client and any contact made with a tenderer by the media is to be referred to the Client.

Tenderers are to comply strictly with the provisions of these instructions in regard to the submission of tenders; any failure so to comply may result in the summary rejection of tenders.

Any other approach, formal or informal, to any other party involved in the project, will entitle The Client to immediately disqualify the tenderer who makes it.The Employer does not undertake to accept the lowest tender or to pay any expenses incurred by the tenderer in the preparation of their tender.

2Tender Documents

Documents and information relating to this Tender (in addition to this ITT) are to be downloaded from of the list provided below. This information is collectively to be regarded as the Client Brief for this contract and, on appointment, it will be assumed that the consultant has received, read, and understood it.

2.01RSM – Strategic Development Plan – July 2013

2.02RSM – CMP – July 2013

2.03RSM – HLF Application – August 2016

2.04RSM – Building History – August 2016

2.05RSM – Building Images – August 2016

2.06RSM – Catering Appraisal – Sept 2014

2.07RSM – Master Programme – June 2017

2.08RSM – Munday & Cramer Report – May 2009

2.09RSM – Title plans – May 2016

This ITT has been issued with the following additional attachments

2.10(Not used)

2.11RSM – Form of Tender Template (In Word Format)

The bidder shall, within five working days, email to confirm and provide the following information:

• The email and telephone details of the contact person for all communications during the tender process.
• Your intention and ability to submit a bona fide tender in accordance with stated conditions. Otherwise the tenderer is to advise intention not to take part and return tender documents.
• The contact details of your client for two previous projects from whom The RSM can request references during the period of the tender.
• Evidence of professional indemnity Insurance to the levels requested in this ITT.
• If the tenderer wishes to visit the site, the preferred date/time slot as set out in Section 4

3Tender Queries

Tender queries should be addressed by email to Jack Tilbury . If you require a phone conversation, please request a call back via email with a brief description of your query. Unsolicited phone calls to the office will not be accepted.

Plann will send to all tenderers a list of all queries received (without attribution to source) with the formal replies given. The deadline for queries is17:00 on Friday 23rd June. Final responses will be issued by 17:00 on Wednesday 28th June for tenderers to incorporate into their offers.

4Site Visits

Visits are not mandatory, but can be arranged on request. Please email your preferred time slot to . Available time slots are listed below.

You will be escorted for up to 1 hour by a member of the Museum staff who will be happy to discuss the history and operation of the museum, but they will not be in a position to answer any questions about the capital project and no attempt should be made to elicit such information.

If no response has been received within 5 working days we will assume you do not intend to make a site visit.

Available visiting slots:

2:00pm – 4:00pm every day between Mon 19th June and Friday 30th June, excluding the 21st June.

5Return of tenders

Tenderers are required to return their tenders in a sealed, un-marked envelope addressed as follows:

RSM002 – TENDER

Plann Limited

40 Mortimer Street

London

W1W 7RQ

Tenders are to be received by no later than 17:00h on Thursday 6th July 2017. If posting a tender, you are strongly advised to use registered post and email a confirmation of posting to . One hard copy should be provided and one electronic version on CD.Tender opening will be witnessed by representatives of Plann and The Client.

6Interviews

Following review of the tenders, two bidders will be invited to interview which will take place during the week of the 17th July.

7Programme

A detailed programme is included in the Tender Documents, but can be summarised as follows:

Sept 17 – Dec 17RIBA Stage 2 Design

Jan 18 – Apr 18RIBA Stage 3 Design

May 18Submission of LBC & Planning Application

June 18Submission of HLF Round Two application

Sep 18HLF and Planning determination

Oct 18 – May 19RIBA Stage 4 and main contractor procurement

July 19 – August 2020Construction, Client Fit-out and Open

The programme may vary depending on the chosen procurement route.

8Documents to be submitted

The following documents are to be submitted:

8.1Form of Tender

Complete the PART B Form of Tender issued in Word format with this ITT.

Provide one signed paper copy.

8.2Project Manager Questionnaire

Complete the questions provided in Section C.

Provide 1 paper copy and one PDF version on a CD.

8.3Team CVs and Project Profiles

Provide the information requested in the Questionnaire.

Provide one printed version and one PDF version on a CD.

8.4Financial Proposal

Complete the PART D Financial Proposal template.

Provide 1 paper copy and one PDF version on a CD.

8.5Resources

Provide a resources projection against the Master Programme (as provided with the Tender Documents) giving a proposed number of days of work per month for each member of the team.

Provide one paper copy and one version (any format) on a CD.

9Procedure

This ITT seeks information concerning the situation of the service provider and information and formalities necessary for the evaluation of the economic, financial and technical capacity. All completed applications will be treated as confidential. However, The Client may be requested to supply information to third parties in accordance with the Freedom of Information Act 2000. Unless the exemptions set out in the Act apply, The Client will not be able to refuse a request for information. Wherever possible, the Applicant will be consulted prior to release of the information if this can be done within the statutory time periods. The Applicant shall not make any claim for compensation as a result of any information being released. Your submission must be in the English language and financial information in £ sterling.

NO INFORMATION WILL BE ACCEPTED AS PART OF THE EVALUATION OTHER THANTHE DOCUMENTS SPECIFICLY REQUESTED IN SECTION 8.

Assessment Criteria

RSM-002 Project Manager Assessment Criteria
0 / Company Details / Not Scored
1 / Probity and Insurance
1.1 / Fraud, corruption etc. / Pass/ fail
1.2 / Minimum insurance levels / Pass/ fail
2 / Economic and Financial Standing
2.1 / Confirmation statement. / Pass/ fail
3 / Technical and Professional Ability / 55%
3.1 / Relevant experience and professional qualifications for those that would be carrying out the work / 25%
3.2 / Relevant experience of high quality HLF funded cultural, public and heritage buildings and sensitive renovation projects / 20%
3.3 / Approach / 10%
4 / Fees / 45%
4.1 / Fee / 30%
4.2 / Resources / 15%
100%

PART B – Form of Tender

This document is supplied in Word format with the Tender Documents. It is to be completed in Word, printed out, signed and included with your tender.

To be returned by: 17:00h on Thursday 6th July 2017
To:
RSM002 - TENDER
Plann Limited
5th Floor
Mortimer Street
London, W1W 7RQ
TENDER for: Ragged School Museum –PROJECT MANAGER

We have examined the documents provided to us and have provided to you, together with this completed Form of Tender, the following documents:

• Project Manager Questionnaire(Completed questionnaire in printed and PDF format)
• CVs and Project Profiles(Printed and in PDF format)
• Financial Proposal(Completed Template in printed and PDF Format)
• Resources Projection(Printed and in PDF format)

1.In accordance with the terms and conditions contained in the documents provided to us and the documents provided by us with this tender, we offer to carry out any Services instructed for the rates and sums set out in the Financial Proposal which forms part of this tender.

2.This tender remains open for consideration for twelve weeks from the deadline submission date.

3.We have not disclosed or will not disclose to anyone else, even approximately, what our tender price is or will be before the deadline for delivery of tenders. We understand that the only exception is if we need an insurance quotation to calculate our tender prices; we may then give our insurance company or brokers any essential information they ask for, so long as we do so in strict confidence. We have not attempted and will not attempt to obtain any information about anyone else’s tender or proposed tender before the deadline for delivery of tenders. We have not made and will not make any arrangements with anyone else about whether or not he should tender, or about his or our tender prices.

4.We agree that the proper law of this Contract shall be English law.

5.We agree that we are prepared to enter into agreement with The Ragged School Museum Trust on the terms outlined in the tender documents.

Signed In the capacity of

Duly authorised to sign tenders for and on behalf of (BLOCK CAPITALS)

Postal Address (including postcode)

E-mail Address

Telephone No

Date

PART C – Project Manager Questionnaire

Complete this questionnaire in Word format and print to paper and PDF.

0 / Company details of the Project Manager
(Not scored – for information only)
Lot being applied for (insert bidder name and lot applied for in footer) / RSM-002 Project Manager
0.01 / Full legal name of Company (and Parent Company, if applicable)
0.02 / Trading Name if different from above
0.03 / Registered Office Address
0.04 / Legal status of the company including any relationship with any parent, holding or subsidiary companies or any related companies
0.05 / Company Registration Number
0.06 / Date of Registration
0.07 / Address of Office from which this contract will be managed
0.08 / Office Tel No.
0.09 / Contact Person with respect to this Bid
0.10 / Position
0.11 / E-mail Address
0.12 / Tel No
0.13 / Location of other UK Offices
1 / Economic and Financial – Probity and Insurance
1.1 Fraud and corruption Pass / Fail
1.2 Minimum insurance requirement Pass / Fail
1.1 / Evidence that the operator or its directors or any other person who has powers of representation, decision or control of the operator is not unsuitable on grounds of conviction of offences detailed in paragraph 23(1) of the Public Contracts Regulations 2006.
1.1.1 / Have you or any of your directors been convicted of any offences under Regulation 23(1) of the Public Contracts Regulations 2006? Answer Yes/ No.
1.1.2 / If Yes, provide details.
1.1.3 / Do you hold relevant qualifications and meet all industry legislation / regulations with references to the services detailed? Answer Yes/ No.
1.2 / Insurances of Bidder
The minimum requirements for this contract are detailed below. Evidence of cover (or in the case of Professional Indemnity Insurance ability that you are able to obtain the necessary level if you do not currently have it) will be required if you are shortlisted to interview.
a) Employer’s Liability Insurance (minimum £10 million cover for any one occurrence or series of occurrences arising out of one event).
b) Public Liability Insurance (minimum £10 million cover for any one occurrence or series of occurrences arising out of one event).
c) Professional Indemnity Insurance (minimum £5 million cover for any one occurrence or series of occurrences arising out of one event).
The Client may reject the Tender where bidders do not have or cannot obtain the required minimum levels of insurance.
1.2.1 / Employer’s Liability Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
1.2.2 / Public Liability Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
1.2.3 / Professional Indemnity Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
In aggregate or each and every claim?
Will you be able to evidence that you are able to obtain the required minimum level of indemnity if you are shortlisted to tender? Answer Yes/ No.
2 / Economic and Financial Standing of the Bidder
2.1 Confirmation of good financial standing and Pass / Fail
adequate resources to fulfil the contract
2.1.1 / We confirm that, to the best of our knowledge, the key personnel listed in this proposal will be available to undertake the full length of this contract. Answer Yes/ No.
2.1.2 / We confirm that the company is in sound financial health and has the required resources and financial stability to undertake this long term project.
Answer Yes/ No.
2.1.2 / If asked, we will be able to provide a copy of our most recent accounts for the last three years.
Answer Yes/ No.
3 / Information as to technical or professional ability 55%
3.1 / Individual experience of the proposed key team 25%
Excellent – highly experienced with extensive experience of this project type = 20% / 25%
Good – experienced with good experience of this project type = 15% / 19%
Average – a mixed level of experience with some relevant project experience = 10% / 14%
Marginal – a low level of experience with little relevant project experience = 5% / 9%
3.1.1 / Project Manager
Please name here with job title or position within the company and attach separately CVs not exceeding two A4 pages each for the proposed key team members (not more than two) that would be responsible for carrying out the services under the contract. / (1)
(2)
3.1.2 / Contract Administrator / Employer’s agent.
Please name here with job title or position within the company and attach separately a CV not exceeding two A4 pages. (We will accept this role being carried out by one of the key personnel listed above). / (1)
3.2 / Relevant project experience 20%
Excellent – an excellent range of high quality cultural, public buildings and heritage projects including refurbishments and new builds relevant to this contract = 16% / 20%
Good – a good range of cultural projects including public and heritage buildings = 12% / 15%
Average – a good range of projects, but not all directly relevant = 8% / 11%
Marginal – experience of limited relevance = 3% / 7%
3.2.1 / List here relevant projects carried out in the UK by the proposed team members (at least two and not more than four) and attach project profiles to include the following information:

• Project name and location
• Value
• Completion date
• Client
• Brief description of Project
• Services provided
• Relevance to this project
• Names of key team members listed above who were involved in the project
• Awards or publications

/ Project 1
Client:
Location:
Project 2
Client:
Location:
Project 3
Client:
Location:
Project 4
Client:
Location:
3.3 / Approach 10%
Describe why your company is particularly suited to this appointment, and why you are keen to work with The Ragged School Museum. Include details of the relevant experience of the key personnel and how recent projects will inform your approach. Briefly describe the key challenges that you perceive will need to be addressed.
Excellent Response = 8% / 10%
Average Response = 5% / 7%
Poor Response = 1% / 4%
3.3.1 Approach. (To be contained within the space provided below)
4 / Fee Proposal 45%
An Itemised fee proposal is required for both development and delivery phases, including a priced resource schedule with a proposed schedule of payments
4.1 / Fee 30%
Complete the fee table in PART D
4.2 / Resources 15%
Provide, on a separate sheet, a priced monthly resource schedule, split out for each individual performing the service. The CA/EA role should be identified separately, even if carried out by the same individual.
Good level of senior resource = 11% / 15%
Adequate level of resource = 7% / 10%
Poor level of resource = 1% / 6%

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PART D – Financial Proposal

Page1 RSM002 – Project Manager & CA/EA - ITT

An Itemised fee proposal is required for both development and delivery phases.

The Contract Sum is estimated as follows:

Construction Budget
Construction Budget / £2,500,000
Design Development / 6% / £150,000
Inflation (@ 4%p.a for 18 months) / 6.0% / £150,000
Subtotal / £2,800,000
Construction Risk Allowance / 10.0% / £280,000
Contract Sum / £3,080,000

Please complete the fees template below.

Project Manager Fees
RIBA Stage 2
RIBA Stage 2 / £
RIBA Stage 3 & submission of LBC & HLF Applications / £
Planning & HLF determination period / £
RIBA Stage 4 & Main Contractor procurement / £
RIBA Stage 5&6 Mobilisation, site works, client fit-out and open / £
End of defects period / £
Total / £ + VAT
CA / EA Fees
Traditional Contract OR / Design & Build
Contract Administrator / Employer’s Agent
Fixed Fee £ +VAT / Fixed Fee £ + VAT
TOTAL COMBINED FEES £ + VAT OR / £ + VAT
The fee is considered to be fixed and is to contain all reasonable expenses and exclusive of VAT
which will be applied at the applicable rate. The fee will not be considered as a percentage of
the construction value of the project and the fee will not be varied up or down with changes
to the construction value unless this exceeds 20% above the value stated above.

Page1 RSM002 – Project Manager & CA/EA - ITT