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UK-Portsmouth: architectural, construction, engineering and inspection services

Request For Proposals

General Information
Country:   United Kingdom
City/Locality:   PORTSMOUTH
Notice/Contract Number:   eu:300729-2009
Publication Date:   Oct 29, 2009
Deadline:   Nov 27, 2009
Buyer:   PORTSMOUTH CITY COUNCIL
Original Language:   English

Contact Information
Address:   PORTSMOUTH CITY COUNCIL
PORTSMOUTH, Hampshire and Isle of Wight
United Kingdom
Web Site:   http://www.portsmouth.gov.uk/procurement/index.html

Goods, Works and Services

 

Summary

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Notice Type: 2220 - Contract notice
Regulation of Procurement: European Communities
EU Official Journal Publication: 209/2009, #300729-2009
Referenced Document Number: 265370-2009
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Global or partial tender
Awarding Criteria: The most economic tender

Original Text

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CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): Portsmouth City Council,
Procurement Service, Floor 5 Core 1, Civic Office, Guildhall Square, Attn:
Procurement Service, UK-Portsmouth PO1 2BJ. Tel. +44 2392841262. E-mail:
procurement@portsmouthcc.gov.uk. Fax +44 2392834996.
Internet address(es):
General address of the contracting authority:
http://www.portsmouth.gov.uk/procurement/index.html.
Further information can be obtained at: Portsmouth City Council,
Procurement Service, Floor 5 Core 1, Civic Offices, Guildhall Square,
UK-Portsmouth PO1 2BJ. Tel. +44 2392834995. E-mail:
procurement@portsmouthcc.gov.uk. URL: https://in-tendhost.co.uk/
portsmouthcc/.
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
Procurement Service, Procurement Service, Floor 5 Core 1, Civic Offices
Guildhall Square, UK-Portsmouth PO1 2BJ. E-mail:
procurement@portsmouthcc.gov.uk. URL: http://in-tendhost.co.uk/
portsmouthcc.
Tenders or requests to participate must be sent to: Portsmouth City
Council, Procurement Service, Floor 5 Core 1, Civic Offices Guildhall
Square, UK-Portsmouth PO1 2BJ. E-mail: procurement@portsmouthcc.gov.uk.
URL: http://in-tendhost.co.uk/portsmouthcc.
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
Body governed by public law.
General public services.
Other: Crematorium.
The contracting authority is purchasing on behalf of other contracting
authorities: no.
SECTION II: OBJECT OF THE CONTRACT
II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority:
Consultancy Services for Building Works at Portchester Crematorium.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Services.
Service category: No 12.
Main place of performance: Portchester Crematorium.
NUTS code: UKJ3.
II.1.3) The notice involves: A public contract.
II.1.5) Short description of the contract or purchase(s): Portchester
Crematorium Joint Committee is seeking expressions of interest from
suitably qualified and experienced companies for the provision of
professional services (The Commission).
The commission is for:
(1) The Project Management of the work for the adaptation alteration and
construction works to enable Mercury Abatement equipment to be installed,
and
(2) The maintenance of the premises.
It has been decided to go out to Tender on the two separate packages to
reflect the differing Project Management qualities required for the 2
packages of work.
Organisations must decide on whether to express interest in either or both
packages through submission of completed pre-qualification questionnaires.
Organisations who have expressed interest in both packages and have been
successful in being shortlisted for both will be allowed to bid for either
or both packages and may make a combined bid for both. PCJC may award the
packages to 2 separate providers or award both packages to 1 provider
depending on the evaluation of the tenders received.
The Joint Committee is aiming to award both contracts by the end of
February 2010 with start dates for both contracts set as April 2010. The
estimated end date for (1) the Project Management Of The Mercury Abatement
Project is December 2011. The contract term for (2) the Maintenance
Project Management will be 3 years extendable yearly to a total duration
of 5 years ending in April 2015.
In order to express interest organisations must register their interest
via Portsmouth City Council's InTend system which can be accessed via
https//in-tendhost.co.uk/portsmouthcc/ by 27.11.2009 (12:00). In order to
be considered organisations must complete and return the pre-qualification
questionnaires that can be accessed and returned via the InTend system.
II.1.6) Common procurement vocabulary (CPV): 71000000, 71300000,
71200000, 71500000.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
No.
II.1.8) Division into lots: Yes.
Tenders should be submitted for: one or more lots.
II.1.9) Variants will be accepted: Yes.
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope: The Commission for the Project Package
of Work (1) will include:
a) An extension to the buildings together with the procurement, supply and
installation of the Mercury Abatement equipment;
b) The total cost of the project is likely to be in the order of 1 500 000
GBP, (Building Work approx 500 000 GBP and the equipment 1 000 000 GBP);
c) The Joint Committee’s existing consultants have commenced work on this
project. A planning application has been granted for the building
extension and preliminary designs have been submitted by the specialist
contractors for the installation of the abatement plant and equipment. The
consultant must develop the design and progress until completion of the
Construction Works;
d) The Consultant is to carry out all necessary design, including all
designs for required engineering (civils, structural, M&E), landscaping,
together with CDM & Quantity Surveying duties;
e) The management of the project will include liaison with the Employer,
control of the Contractor, management of the financial & contractual
aspects of the Project;
f) Ensuring achievement of compliance with the Environmental Protection
Act 1990 and the Process Guidance Notes 5/2(04) and Additional Notes A1
1(05).
The Commission for the Maintenance Package of Work (2) will include:
a) Emergency works necessitate responding to “out of hours” calls (i.e.
from the Manager and Registrar or from the emergency services). The scope
of these works cannot be easily defined but as an example could include
recent incidents of theft to the copper roofs and to the lead flashings;
b) Reactive maintenance refers to non-emergency works usually identified
by the Manager and Registrar or by regular routine inspections by the
consultant. Currently a local building contractor is employed who
undertakes the physical works. In the financial year 2008/9 forty-one
orders were issued;
c) Planned maintenance relates to works of a non-emergency or non-reactive
nature. It includes works to the cremators and ancillary plant, to the
buildings and to the hard landscaping.
Estimated value excluding VAT:
Range: between 150 000 and 250 000 GBP.
II.2.2) Options: No.
INFORMATION ABOUT LOTS
LOT NO 1
TITLE: Project Management Of The Mercury Abatement Project
1) SHORT DESCRIPTION: The Project Management of the work for the
adaptation alteration and construction works to enable Mercury Abatement
equipment to be installed.
a) An extension to the buildings together with the procurement, supply and
installation of the Mercury Abatement equipment;
b) The total cost of the project is likely to be in the order of 1 500 000
GBP, (Building Work approx 500 000 GBP and the equipment 1 000 000 GBP);
c) The Joint Committee’s existing consultants have commenced work on this
project. A planning application has been granted for the building
extension and preliminary designs have been submitted by the specialist
contractors for the installation of the abatement plant and equipment. The
consultant must develop the design and progress until completion of the
Construction Works;
d) The Consultant is to carry out all necessary design, including all
designs for required engineering (civils, structural, M&E), landscaping,
together with CDM & Quantity Surveying duties;
e) The management of the project will include liaison with the Employer,
control of the Contractor, management of the financial & contractual
aspects of the Project;
f) Ensuring achievement of compliance with the Environmental Protection
Act 1990 and the Process Guidance Notes 5/2(04) and Additional Notes A1
1(05).
2) COMMON PROCUREMENT VOCABULARY (CPV): 71000000, 71300000, 71200000,
71500000.
3) QUANTITY OR SCOPE: Portchester Crematorium Joint Committee has
resolved to undertake works to the existing cremator installation to abate
mercury emissions from all of its cremators in compliance with the
Environmental Protection Act 1990 and the Process Guidance Notes 5/2(04)
and Additional Notes A1 1(05).
The Joint Committee plan is to comply with the requirements of PG 5/2(04)
for all 6 cremators. The confines of the building necessitate alterations
to the fabric to permit installation of the new additional equipment.
Manufacturers and installers require unique space provision to suit their
types of installation. The generic approved solution accommodates the
varying requirements of the different suppliers.
It is anticipated that the current model of two construction contracts,
one for the building work and a second for the supply, working drawings
and installation of the Mercury Abatement Equipment will be adopted with
co-ordination of the two Contracts being with the Consultant.
The Consultants development of the design should take cognisance of:
— minimising the extent of the disruption to the cremator operations from
the works,
— long term maintenance,
— minimising disturbance levels to the public and mourners from the
installation of the plant and from the ongoing use and operation of the
plant,
— the Joint Committee requires the new abatement plant not to be visually
or audibly intrusive.
Consultants are advised that there is no intention to remove the existing
cremators. Effective integration of the existing cremator plant with new
abatement processing plant etc. is therefore essential.
There is an obligation on the consultant to ensure that the details they
provide concerning the extent of the space provision required for the
plant is sufficient for purpose.
Consultants are to project manage all works, including the production of
procurement documentation for tendering purposes to the selected abatement
plant specialists. They are required to administer all professional duties
pertaining to the building works contract and the specialist works
contract.
The work will involve:
The creation of a new building extension to suit the proposed new
equipment, which will incorporate the necessary access arrangements to
allow the introduction of the new equipment. Planning consent has been
received from Fareham Borough Council Planning application reference
P/08/0953/FP.
— all works to be designed to be undertaken out-of-hours, and with the
Crematorium kept functioning through the works,
— design to minimising noise transmission levels arising from the
equipment in operation,
— working arrangements (noting the Joint Committee’s normal requirements
for work in the building to be undertaken outside crematorium opening
times).
Consultants are to design and deliver the extension and develop the detail
design drawings for procuring the building works contractor.
The installation of new abatement equipment which must fully integrate the
existing retained cremator plant.
The consultant will also be required to undertake the duties of the
Quantity Surveyor.
The Consultant will be required to arrange and attend meeting for the
Stakeholders, the Contractors and other Consultants, as the work requires.
The site work will be required to be executed outside the hours of 9:00
and 4:30. Any work that cannot be carried out outside these hours such as
cranage can only be arranged at least 10 days in advance and cannot be
altered within the 10 days.
PCJC Financial year is 1st April to 31st March.
Estimated cost excluding VAT:
Range: between 100 000 and 150 000 GBP.
4) INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR
STARTING/COMPLETION: Starting: 5.4.2010. Completion: 5.12.2011.
5) ADDITIONAL INFORMATION ABOUT LOTS: Organisations must decide on
whether to express interest in either or both packages through submission
of completed pre-qualification questionnaires. Organisations who have
expressed interest in both packages and have been successful in being
shortlisted for both will be allowed to bid for either or both packages
and may make a combined bid for both. PCJC may award the packages to two
separate providers or award both packages to one provider depending on the
evaluation of the tenders received.
LOT NO 2
TITLE: Maintenance Project Management
1) SHORT DESCRIPTION: The Commission for the Maintenance Package of Work
will include:
a) Emergency works necessitate responding to “out of hours” calls (i.e.
from the Manager and Registrar or from the emergency services). The scope
of these works cannot be easily defined but as an example could include
recent incidents of theft to the copper roofs and to the lead flashings;
b) Reactive maintenance refers to non-emergency works usually identified
by the Manager and Registrar or by regular routine inspections by the
consultant. Currently a local building contractor is employed who
undertakes the physical works. In the financial year 2008/9 forty-one
orders were issued;
c) Planned maintenance relates to works of a non-emergency or non-reactive
nature. It includes works to the cremators and ancillary plant, to the
buildings and to the hard landscaping.
2) COMMON PROCUREMENT VOCABULARY (CPV): 71000000, 71300000, 71200000,
71500000.
3) QUANTITY OR SCOPE: Consultants will take responsibility for developing
and putting in place an effective responsive repairs programme that will
include:
1. Managing the programme including provision of advice dealing with
emergency call outs and out of hour’s provision;
2. Consultants are to produce documentation and go out to tender for the
maintenance packages as and when required. They will then administer all
professional duties pertaining to the maintenance building work contracts
and any specialist works contract;
3. Monitoring contractor’s performance;
4. Monitoring and reporting on the overall programme;
5. Production of specifications and drawings;
6. The consultant will also be required to undertake the duties of the
Quantity Surveyor;
7. The consultant will also be required to undertake the duties of the CDM
Co-ordinator;
8. Post contract management;
9. Formal Condition Surveys will normally be undertaken annually;
10. Consultant's survey should include all data required to maintaining
the serviceable and operational condition of the Crematorium including
hard surfaces and boundaries and to allow the production of detailed
plans;
11. Reports should include estimates for any works required as a result of
the building condition or as a result of complying with legislation
together with a 3-year expenditure profile;
12. The Consultant will be required to determine any work required, agree
pricing with the appropriate contractor, prepare orders, monitor the work,
inspect the work on completion, certify its completion and arrange for
payment accordingly. The payments will be made by the Crematorium payment
process;
13. Provision of quality checks;
14. Plan for the long-term maintenance, including the maintenance of the
Mercury Abatement Building & Equipment upon completion of that Contract;
15. Agreeing prioritisation of works and developing programmes;
16. Minimising the extent of the disruption to the cremator operations
from the works;
17. Minimising disturbance levels to the public and mourners from the
installation of the plant and from the ongoing use and operation of the
plant;
18. Provision of advice in respect of Value for Money to reassure the
Committee that this is being achieved;
19. All works to be managed & designed to be undertaken out-of-hours, and
with the Crematorium kept functioning through the works;
20. Ensure all alterations & adaptions are managed & designed to minimise
noise transmission levels arising from the operation;
21. Manage the working arrangements (noting the Joint Committee’s normal
requirements for work in the building to be undertaken outside crematorium
opening times).
Consultants to include in the tender itemised fee allowance for emergency
works assuming 4 incidents per annum during work hours and 2 incidents per
annum out-of-hours and is to include mileage costs.
Consultants to confirm response times to attend to incident, which is not
to exceed 2 hours.
Consultants to include for 80 reactive incidents per annum including
mileage costs. All other disbursements payable by employer.
The Maintenance Packages will be:
— Cremator Servicing,
— Compliance Monitoring,
— Hearth & Arch Rebricking,
— Boilers – Warm air,
— Boilers – Wet system,
— Air Conditioning,
— Cremulator Maintenance,
— Electrical Testing & Mains switchgear service,
— PAT Testing,
— Fire Alarms,
— CCTV,
— Lightning Conductors,
— Curtain Motor service,
— Intruder Alarms,
— Cleaning carpet, glazing & toilets,
— Pest Control,
— Water feature maintenance,
— Refuse compactor,
— Paving sanding & gully cleaning,
— Audio systems,
— Ventilation systems.
The estate for the purposes of this contract comprises:
— 2 chapels including conservatory and vestry,
— Office/reception complex,
— Mess room and support services,
— Waiting Room,
— WC's,
— Crematory and plant rooms,
— Garden of Contemplation, Cloisters and Book of Remembrance Room,
— Paths and car parks and drives including seating areas, and
— Shelters and water feature and boundaries.
Should any additional capital works, over and above the Mercury Abatement
Project, be undertaken during the currency of the Contract, then
additional fees for the Project Management will be negotiated commensurate
with additional duties caused by the new scheme.
The PCJC may instruct additional capital works within the currency of the
contract although there will be no obligation on the part of PCJC. In the
Tender the consultant will be asked to state their proposed fees for
Project Management of new capital work of under 150 000 GBP.
The site work will be required to be executed outside the hours of 9:00
and 4:30. Any work that cannot be carried out outside these hours can only
be arranged at least 10 days in advance and cannot be altered within the
10 days.
PCJC Financial year is 1st April to 31st March.
Estimated cost excluding VAT:
Range: between 50 000 and 100 000 GBP.
4) INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR
STARTING/COMPLETION: Starting: 5.4.2010. Completion: 4.4.2015.
5) ADDITIONAL INFORMATION ABOUT LOTS: Organisations must decide on
whether to express interest in either or both packages through submission
of completed pre-qualification questionnaires. Organisations who have
expressed interest in both packages and have been successful in being
shortlisted for both will be allowed to bid for either or both packages
and may make a combined bid for both. PCJC may award the packages to two
separate providers or award both packages to one provider depending on the
evaluation of the tenders received.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.1) Deposits and guarantees required: As defined within the tender
documents.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them: As defined within
the tender documents.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded: Joint and several.
III.1.4) Other particular conditions to which the performance of the
contract is subject: Yes.
As defined within the tender documents.
III.2) CONDITIONS FOR PARTICIPATION
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers: Information and
formalities necessary for evaluating if requirements are met: As defined
within the pre-qualification questionnaires which can be obtained from
https://in-tendhost.co.uk/portsmouthcc/.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: As defined within the
pre-qualification questionnaires which can be obtained from
https://in-tendhost.co.uk/portsmouthcc/.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met:
As defined within the pre-qualification questionnaires which can be
obtained from https://in-tendhost.co.uk/portsmouthcc/.
III.2.4) Reserved contracts: No.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession:
No.
SECTION IV: PROCEDURE
IV.1) TYPE OF PROCEDURE
IV.1.1) Type of procedure: Restricted.
IV.1.2) Limitations on the number of operators who will be invited to
tender or to participate: Envisaged minimum number: 5. Maximum number: 7
Objective criteria for choosing the limited number of candidates: As
defined within the pre-qualification questionnaires which can be obtained
from https://in-tendhost.co.uk/portsmouthcc/.
IV.2) AWARD CRITERIA
IV.2.1) Award criteria: The most economically advantageous tender in
terms of the criteria stated in the specifications, in the invitation to
tender or to negotiate or in the descriptive document.
IV.2.2) An electronic auction will be used: No.
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1) File reference number attributed by the contracting authority:
MEM/029xxpr/(1)080025P/09/T & MEM/029xxpr/(2)080025P/09/T.
IV.3.2) Previous publication(s) concerning the same contract: Prior
information notice
Notice number in OJ: 2009/S 184-265370 of 24.9.2009.
Other previous publications
Notice number in OJ: 2008/S 142-190779 of 24.7.2008.
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document: Payable documents: no.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
27.11.2009 - 12:00.
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates: 14.12.2009.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: English.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT: No.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU
FUNDS: No.
VI.3) ADDITIONAL INFORMATION: Portchester Crematorium.
The Crematorium is one of the largest in the United Kingdom. It is located
at:
Upper Cornaway Lane.
Portchester.
Fareham.
Hampshire.
PO16 8NE.
UNITED KINGDOM.
The Crematorium has 2 chapels and handles over 4 000 cremations a year.
Management Arrangements.
The overall management of the Crematorium is provided by a Joint Committee
comprised of 2 councillors from each of the authorities of Fareham Borough
Council, Gosport Borough Council, Havant Borough Council and Portsmouth
City Council.
The Manager and Registrar: James Clark, whose offices are located in the
Crematorium, provides the day-to-day management and part-time officers
provide specialist assistance. The Engineer and Surveyor: Terry Garvey has
responsibility for the buildings and major plant. He is assisted by a
Deputy Andrew Peryer.
The priority of the PCJC is to provide as high a level of service as can
reasonably be expected of the country’s leading crematoria providing a
sensitive service to vulnerable bereaved clients. This philosophy is
manifested by:
— The quality of the cremation plant equipment,
— The quality of the buildings and fittings,
— The quality of the grounds and associated features,
— The provision of new facilities to enhance the experience of those using
the crematorium,
— The quality of the standard of maintenance of the facilities.
PCJC have a culture that high quality whether material or workmanship will
secure achievement of these objectives and wishes the consultants to also
work in line with this culture.
VI.5) DATE OF DISPATCH OF THIS NOTICE: 28.10.2009.
Please note that this notice is for your information only.
We try our best to have the most accurate and up-to-date information available on our web site, but we cannot guarantee that all of the information provided is error-free.
If you have any suggestions for updates/corrections for this notice, please let us know.