Invitation to Tender Documentation
for
Approved Inspector
Consultancy Services
within the
Mini-competition under the
Second Generation Framework Agreements
For
SRIF II Capital Project
Title of project
VOLUME 1: Tender Information
Date
Estates
Project Office
South Kensington Campus London SW7 2AZ
Tel: 020 7594 8926 Fax: 020 7594 8925
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
CONTENTS
Volume / 1 / Tender InformationInstructions to Tenderers
Section / A. / Consultants Appointments
1General Conditions
2.Consultant Duties
Appendix / 1 / Standard Scope of Services
Volume / 2 / Pricing Activity Schedules
(to be completed by the Tenderer)
Appendix / A / Project Scope
INSTRUCTIONS TO TENDERERS
Tenders must be submitted strictly in accordance with the Tender Documentation for the “mini-competition” and without qualification. Failure to comply with this requirement may, at the option of the College, invalidate the Tender.
Tender Responses
The Tenderer must include in their “Mini-competition” Tender for the whole of the requirements specified in the Tender Documents. Please ensure that you complete Volume 2 - Pricing Schedules and Form of Tender fully. The Priced Activity Schedule offered as part of your “Mini-competition” Tender should not exceed the Volume 2 Rates and prices submitted as part of your 2nd Generation Framework Tender for Approved Inspector Consultancy Services and shall include all costs involved in carrying out the requirements of the SRIF II –T? project.
The Consultant’s “Mini-competition” Tender including rates and percentages must be exclusive of Value Added Tax, which, if applicable, shall be paid by the Employer to the Consultant.
Tenderers should ensure that they have a full knowledge of the requirements of the NEC Suite of Contracts specifically the Professional Services Contract, the Engineering and Construction Contract and have taken due cognizance of the Main and Secondary Option clauses which will be used by the College dependent on the SRIF II –T? project and the Secondary Option Z clauses– The College’s Additional Conditions of Contract and the Engineering and Construction Short Contract.
“Mini-competition” Tender Submission
Two copies of your completed “Mini-competition” Tender must be received at the address below by not later than Time and date of tender closure.
Name
Project Manager
The Imperial College of Science, Technology and Medicine
Security Control
SherfieldBuilding
Imperial College Road
London SW7 2AZ
Tender envelopes shall bear no distinguishing marks whatsoever which may indicate the identity of the Tenderer.
Please submit your responses to Volume 2 – Pricing Schedules and Form of Tender as a separate document.
- Tenders should include the information requested below:
a)Team Details, to include:
- Team Structure, including roles and responsibilities.
- A named manager, who will be responsible for the commission on a day-to-day basis.
- CV’s for any team members not previously presented as part of the Framework Panel selection process.
- Relevant projects undertaken by the proposed team members, in particular previous projects undertaken for Imperial College London.
b)Fee Offer to include:
- An Activity Schedule confirming the activities which the Consultant expects to carry out. Lump sum prices shall be inserted against each activity, and shall be payable only upon completion of that activity. Any additional activities the Consultant considers are necessary should be added.
- A resources schedule.
- Any additional services or specialist advice considered necessary or advisable to carry out the Feasibility Study (eg. on briefing of specialist areas).
- Exclusions to the Fee Offer to be clearly identified.
- ImperialCollege intends to proceed on the basis of a £XXXM construction cost.
NEC Professional Services Contract – Contract Data, Part Two – Data to be provided by the Consultant.
You should ensure that all enclosures and supporting documents are attached to the relevant Volume and that each enclosure or attachment contains reference to the relevant item number.
Late “Mini-competition” Tenders will not be accepted. Telephoned, telexed, and faxed “Mini-competition” Tenders will not be accepted. No variants will be accepted. The College may at its sole discretion extend the closing date. In such circumstances the College will notify all Tenderers.
Confidentially
This “Mini-competition” Tender and all accompanying documents shall remain the property of the College and the contents shall remain confidential.
Each party shall treat as confidential all information obtained from the other party under or in connection with this “Mini-competition” Tender; they shall not disclose any of that information to any third party without the prior written consent of the other party, except to such persons and to such extent as may be necessary for the College’s Tender analysis.
“Mini-competition” Tender validity period
“Mini-competition” Tenders are to remain open for acceptance for a period of 90 days beyond the submission date. The Employer does not undertake to accept the lowest or any “Mini-competition” Tender submitted. The Employer will not be responsible for or pay any expenses or losses that may be incurred by any Tenderer in preparing its “Mini-competition” Tender.
“Mini-competition” Tender Evaluation Criteria
The “Mini-competition” Tenders will be evaluated using criteria based on that as stated in the 2nd Generation Frameworks – Mechanical & Electrical Engineering Consultancy Contract Notice.
“Mini-competition” Tender Evaluation Period
Post Tender interviews may be held by the College, the College’s decision in this matter will be final.
Communications
Tenderers shall only visit College sites during the “Mini-competition” Tender period with the prior consent of the College. Please contact Name & Tel number of project manager to arrange visit(s).
Any queries relating to the Tender Documentation should be addressed by e-mail or in writing to Name of Project Manager (Project Manager) at the following address: email address or Name of Project ManagerProject Manager, Estates Projects Office, The Imperial College of Science, Technology and Medicine, Southside Building, Princes Gardens, London SW7 1LU.
Approved Inspector Consultancy Services1
Section A
Consultant Appointments
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
A1.GENERAL CONDITIONS
Form of Contract
The Conditions of Contract for each Consultancy Appointment will be the NEC Form of Professional Services Contract.
The Building Contract will be the ECC Form of Contract, with Main Option (payment mechanism) A (Priced Contract with Activity Schedule).
The Tenderers should satisfy themselves as to the precise requirements and duties of the Approved Inspector Consultant under the PSC, ECC and ECSC Forms of Contract, including the nature of the relationship with the Client, Project Manager, Quantity Surveyor, Supervisor, Adjudicator, other Designers and Contractors and the tender and post-contract administrative requirements as set out below.
The pricing mechanism for the Professional Services Contract and ECC Contract will either be Option A – Priced Contract with Activity Schedule. The following Secondary Options for the Professional Services Contract will apply: -
Secondary Option / NotesX1 Price adjustment for inflation. / May be required where specific appointment is for an appointment in Year 3 and beyond of the Framework Term. The Retail Price Index will be used to inflate prices in Year 3 onwards.
Note: Years 1 and 2 rates, prices and expenses will be deemed to already include inflation.
X2 Changes in the law.
X4 Parent Company Guarantee. / May be required if the appointed Consultant is part of a group.
X5 Sectional Completion. / May be used when appropriate.
X8 Collateral Warranty Agreements. / May be used when appropriate.
X9 Transfer of rights.
X10 Employer’s Agent. / May be used when appropriate.
X11 Termination by Employer.
X12 Partnering Option.
Y Compliance with National Legislation. / See below.
Y(UK)1 The Construction (Design & Management) Regulations 1994.
Y(UK)2 The Housing Grants, Construction and Regeneration Act 1996.
Z Additional Conditions of Contract. / See section A2. Consultant Duties and Volume 1: Appendix 1.
A1.GENERAL CONDITIONS
The following Professional Services Contract Data will apply between the Parties: -
Contract Data
Part One – Data provided by the Employer: -
Statements given in all contracts
1.General /- The Conditions of Contract are the core clausesutilising Main Option[see previous pages] and the clauses for Secondary Options [see previous pages] of the second edition 1998 of the NEC Professional Services Contract.
- The Employer is
AddressSouth Kensington Campus
London SW7 2AZ
- The College will appoint an adjudicator who will be a member of the RICS.
- The person or organisation that will choose a replacement adjudicator if the Parties cannot agree is a choice of the President of The RICS.
- The services are as outlined in the Standard Scope of Services included within Volume 1, Appendix 1.
- The scope is outlined in Appendix A of Volume 2
- The law of the contract is the Law of England and Wales
- The language of this contract is English.
- The period for reply to a communication is 2 weeks.
- The period for retention of documents is 12years following Completion or earlier termination.
- The health & safety requirements are as outlinedspecifically in the Imperial College Estates Project Procedures at
2. The Parties’ main responsibilities /
- The Employer provides access to the following people, places and things: -
Access date
3. Time /
- The starting date is on appointment
4. Quality /
- The quality policy statement and quality plan are provided within 3 weeks of the Contract Date.
- The defects date is 52 weeks after the Completion of the whole of the services.
5. Payment /
- The assessment interval is Monthly.
6. Currency /
- The currency of this contract is PoundsSterling (£).
7. Interest Rate /
- The interest rate is 2% per annum above the average base rate in force from time to time at the following banks:-
8. Indemnity and Insurance /
- The amounts of insurance and the periods for which the Consultant maintains insurance are: -
Professional Indemnity Insurance
As a minimum, £10,000,000 in respect of each claim without limit to the number of claims for 12 years following Completion of the whole of the services or earlier termination.
Public Liability Insurance
As a minimum, £10,000,000 in respect of each claim without limit to the number of claims 12 years following Completion of the whole of the services or earlier termination.
Employer’s Liability Insurance
As a minimum, £10,000,000 in respect of each claim without limit to the number of claims 12 years following Completion of the whole of the services or earlier termination.
The Employer provides the following insurances: -
- Public Liability Insurance:
- Employer’s Liability Insurance:
- Professional Indemnity Insurance:
- The limit of the Consultant’s liability for a failure to provide the Services is limited to the Contract Works Value.
- The person or organisation that will choose a replacement adjudicator if the Parties cannot agree is a choice of the President of The RICS.
- The tribunal is Arbitration.
Approved Inspector Consultancy Services1
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
A1.GENERAL CONDITIONS
Optional Statements /- The completion date for the whole of the servicescompletiondate
- The Consultant is to submit a first programme for acceptance within 2 weeks of the Contract Date.
- The period within which payments are made is 4 weeks from receipt of correct invoice.
- The Consultant is to provide additional insurances as stated in the Contract Data, Part One, Clause 8.
- The Consultant prepares forecasts of the total expenses for the services at intervals no longer than 4 weeks.
- The index is the Retail Price Index and this will only come into operation at the end of Year 2 of the Framework Agreements i.e. for inflating Year 3 and beyond rates, prices and expenses.
- The applicable law is the law of England and Wales, subject to the jurisdiction of the courts of England and Wales.
- The completion date for each section of the service should be identified within the Activity Schedule to meet the dates entered in the indicative programme.
- the collateral warranty agreements are:-
Part Two - Data provided by the Consultant will be completed prior to each individual appointment.
Approved Inspector Consultancy Services1
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
A2CONSULTANT DUTIES
Role and Responsibilities
The Consultant shall undertake duties applicable to the role of the Approved InspectorConsultant within the College’s Project Process as outlined in the standard Scope of Services included within Volume 1,Appendix 1.
The Consultant will work collaboratively with College staff and the other Framework Consultants and Framework Contractors directly appointed by the Employer.
The Services should include the supply to the Employer and his directly appointed Consultants and Contractors a reasonable number of copies of reports/ cost plans/ project reports as applicable at each stage of the project.
The Framework (Approved Inspector Consultant) Consultant will be responsible as part of their services for: -
- attending regular project process, framework and supplier development workshops, Building Envelope etc ‘Cluster Groups’, away days, meetings and review, and as part of the team, for the deliverables out of the relevant event.
Approved Inspector Consultancy Services1
Appendix 1
Standard Scope of Services
Planning Supervisor Consultancy Services1
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
Approved Inspector Duties
Notes
The ImperialCollege scope of Approved Inspector Consultancy Services is intended to provide a standard approach for design services through the project process from inception to completion
The engineer’s duties are arranged over six stages, as outlined below and specifically in the Imperial College Estates Project Procedures at
1 / Project Appraisal: obtain information on the site, surveys and appointing consultants.2 / Project Proposals: preparing and developing outline proposals for approval.
3 / Project Design: scheme design and detailed design development, plus obtaining statutory approvals.
4 / Production Information: preparing and appraising tenders and advising on contractor appointment.
5 / Construction: preparing contracts, reviewing and inspecting the work.
6 / Post Construction: final inspections and accounts.
These stages generally correspond with the RIBA Schedule of Services specific to Building Projects; further details are given in the breakdown for each stage.
There is some repetition of particular services between different stages. The relevant requirements for each individual project, either major, or minor will be determined by the Project Manager and the Consultant, prior to their appointment. The Consultant should note that their appointment might be limited to a single stage, a number of stages, or for the full project cycle, depending on the College’s requirements.
The Consultant must be represented at all meetings, workshops and discussions that are relevant to the performance of their duties.
The Consultants responsibility is not just the delivery of the relevant duties for each stage, it extends to the whole project delivery e.g. total project costs. This should involve advance planning of tasks and duties for future stages and developing strategies that will extend beyond the project life cycle, e.g. establishing operation and maintenance regimes at an early stage. Consultants who provide services that meet these requirements are more likely to receive a higher performance assessment.
The consultant will be required to report, make presentations to and obtain sign off from the College Duty Holders.
The consultant will comply at all times with all obligations under the Construction Design and Management (CDM) Regulations.
APPROVED INSPECTOR Duties
The College intends to appoint both building and building services contractors within the second-generation framework, as outlined in Section A of this Volume. Where these duties refer to a ‘Contractor’ or ‘Tenderer’ this may mean the general building contractor, the building services contractor, a non-framework specialist supplier or any combination of these.
On certain contracts the College may choose to novate the Consultant Designers to the Main Contractor. In this instance the relevant duties will be adjusted and selected to suit the particular project requirements.
The following standard Imperial College Forms are referred to within this document:-
PM1:Project Registration Form
PM2:Financial Authorisation Form
PM2:Project Change Authorisation Form
The following policies/College regulations should also be noted in respect of the design duties and procedures:
- Applications for planning and listed building consent;
- Projects with electrical loads of 100 kva or greater;
- Planning application drawings;
- Engineering specifications relating to building (mechanical and electrical) services and IC Energy Technical policy statement.
Planning Supervisor Consultancy Services1
ImperialCollegeInvitation to Tender Documentation
Mini-competition under the
Second Generation Framework AgreementsJob No. ?????
C2CONSULTANT DUTIES
Further information on ImperialCollege, Asbestos Procedures can be found under the Estates Department Web Page
Appraisal / Project Proposals Stage
RIBA Work Stage A-Appraisal
RIBA Work Stage B-Strategic Brief
RIBA Work Stage C-Outline Proposals
Project Duties1. / Liase with Imperial College of Science, Technology and Medicine (“the College”) in respect of the initial business requirements, receive and appraise information about the site from the client. Visit the site and make an initial appraisal of statutory requirements.
2. / Carry out the investigative analysis of best practice to enable advice to be issued to the College.
3. / Provide informal advice in respect of statutory requirements and best practice criteria to assist the Design Team in the preparation of documentation Project Brief and the subsequent Project Proposals Report.
4. / Obtain specialist’s/suppliers input into the compliance issues.
5. / Review and recommend amendments to the documentation for approval at Workshop 1 & 2 and Gateway’s 1 & 2.
6. / Assist in reviewing Risk and Value Improvement Registers for integration in updated Business Case documentation.
C2CONSULTANT DUTIES