ITT for Architect-led Design Team Services RIBA Stage 1 – 7 for the Gladstone’s Living Heritage Project
Invitation to Tender for Architect-led Design Team Services RIBA Stage 1 – 7 for the Gladstone’s Living Heritage Project
May 2015
Gladstone’s Library, Church Lane, Hawarden, Flintshire, CH5 3DF
www.gladstoneslibrary.org
CONTENTS
PART A – Instructions & Guidance 4 - 38
Section 1 – Introduction to Project Requirements 4 - 22
1.1 Purpose and scope of this invitation to tender (ITT) 4
1.2 Introduction 4 – 5
1.3 Overview of the services required 5 - 6
1.4 Gladstone’s Living Heritage Project Vision 7
1.5 Gladstone : His Life, Library and Legacy 7 - 8
1.6 Gladstone’s Library Today 9
1.7 Gladstone’s Library : Development 10
1.8 Gladstone’s Library: An Independent Charity 11
1.9 The future of Gladstone’s Library 12
1.10 Site Potential 13
1.11 Gladstone’s Living Heritage Project aims & objectives 14 – 19
1.12 Proposed design & construction table 19
1.13 Site Information 19
1.14 Value of the contract 19 - 20
1.15 Contract Term 20
1.16 Other Information 20 - 21
1.17 Gladstone’s Living Heritage Project summary 21 – 22
Section 2 – Tender return information & timetable 22 – 24
2.1 Tender Information 22 - 23
2.2 Tender Timetable 23 – 24
Section 3 – Conditions of Tender 25 – 32
3.1 Clarifications 25
3.2 Deadline for return of tenders 26
3.3 Interview/Presentation 26 - 28
3.4 Contract Award 28
3.5 Standstill Period 28
3.6 Variant Bids 28
3.7 Contract Terms 28
3.8 Gladstone’s Library Rights 28 - 29
3.9 Tenderer Conduct 29
3.10 Warranties & Disclaimers 29 - 30
3.11 Tenderer Warranties 30
3.12 Costs 30
3.13 TUPE 31
3.14 Confidentiality 31
3.15 Publicity 31
3.16 Consortia, Unincorporated Joint Ventures &
Sub – Contracting Arrangements 31 – 32
3.17 Law 32
3.18 Form of Parent Company Guarantee 32
3.19 Performance Bond 32
Section 4 – Instruction & Guidance for Tender Return 32 – 38
4.1 Instructions for tender return 32
4.2 Changes 33
4.3 Submission of Tenders 33
4.4 Tender Evaluation Methodology 34
4.5 Tender Selection Criteria 34 - 37
4.6 Supplier Selection Criteria 37 - 38
PART B – Tender Selection Criteria 39 - 46
Section 5 – Tender Completion Documentation 40 – 46
5.1 Tender Compliance Instructions 40
5.2 Tenderer Details 40
5.3 Tender Stage 41
5.4 Quality Assessment 41 – 45
5.5 Commercial Offer by RIBA Plan of Works 2013 45 – 46
PART C – Supplier Selection Criteria 48 – 69
Section 6 – Supplier Selection Criteria Documentation 48 – 61
6.1 Submission Compliance Instructions 48
6.2 Selection Stage 48
6.3 Module 1 – Tenderer Details 48 – 51
6.4 Module 2 – Grounds for Mandatory Exclusion 51 – 55
6.5 Module 3 – Economic & Financial Standing 55 - 57
6.6 Module 4 – Technical & Professional Ability 57 - 59
6.7 Module 5 – Insurance s 59
6.8 Module 6 – Equality & Diversity 59 - 60
6.9 Module 7 – Declaration 61
Section 7 – Form of tender and declarations 62 - 44
Appendix 1 – Defined Terms 65 – 67
Appendix 2 – Form of Appointment 67
Appendix 3 – RIBA Plan of Works 2013 67
Appendix 4 – Quinquennial Report (4 parts) 67
Appendix 5 – Gladstone’s Living Heritage Project Brochure 67
Appendix 6 – Existing Site Plans (5 parts) 67
Appendix 7 – Tender Compliance Checklist 68
Tender Return Label 69
PART A – INSTRUCTIONS AND GUIDANCE
Section 1 – Introduction of Project Requirements
1.1 Purpose and Scope of this Invitation to Tender (ITT)
This ITT:
v Sets out the overall timetable and process for the procurement to Tenderers
v Provides Tenderers with sufficient information to enable them to submit a compliant Tender (including providing templates where relevant)
v Sets out the Tender Selection Criteria and Supplier Selection Criteria that will be used to evaluate the Tenders
v Asks Tenderers to submit their Tenders in accordance with the instructions set out in the remainder of this ITT
v Explains the administrative arrangements for the receipt of Tenders
1.2 Introduction
Gladstone’s Library wishes to appoint a suitably experienced architect–led multi-disciplinary design team with exceptional vision to provide design services for a prestigious new building and also re-develop the existing Grade I listed building and its landscape. This commission covers work for RIBA Stages 1 – 7, subject to external funding and planning permissions being acquired. It is important to note that at this point in time funding is only in place to cover RIBA Stages 1 – 2.
Although the total project budget is yet to be determined as it will be dependent on the final design and funding, the aim is for the budget to be in the region of £4million (including preliminaries, contingency, construction costs, fit-out, consultancy services and professional fees but excluding VAT). Within that, the contract value for the services identified as RIBA Stage 1 – 7 is estimated to be in the range of £350,000 to £450,000.
We will be applying to the Heritage Lottery Fund for approximately half of the funding with the remainder being sought from other grant funding bodies, charitable trusts, foundations and private donors. The maximum budget for this initial RIBA Stages 1 – 2 commission is £20,000 (excluding VAT). Please note that Gladstone’s Library is a charity and receives no regular funding from any source and so value for money at this self-funded stage is critical.
The Library is conducting this procurement following principles in the Open Procedure as described in the Public Contracts Regulations 2015. The Library is not a contracting authority for the purposes of these regulations and therefore is not regulated in its procurement activities. However, the Library is voluntarily observing these procedural requirements to appoint contractors to deliver the scheme in anticipation of conditions which may attach to any Heritage Lottery Fund grant awards received.
This document contains information about the Library, the project, the procurement process, the Contract, and sets out the conditions for submission of a Tender. Please note there are a number of questions set out in the second section of the Tender return (Part C) which are assessed on a pass/fail basis. Non-compliance could result in an exclusion from the process and no further assessment of the Tender return.
1.3 Overview of the Services Required
The architect is expected to be the lead organisation and their wider team should include the following skills and disciplines:
v Architect (team leader and principle designer for the purposes of the new CDM regulations)
v M&E Engineer
v Structural and Civil Engineer
v BREEAM Assessor
v Accredited Historic Building Consultant/Conservation Architect (if the lead architect does not have a conservation background)
v Exhibition Consultant (to plan functionality of proposed new space)
v Interior Designer (to include procurement of furniture, fixtures and equipment for new build)
v Landscape Architect (to consider all grounds surrounding existing and new build)
v Access Consultant (to consider access in new building and its relation to existing)
v Fire Strategist (including review and alteration of existing fire risk assessment strategy and management plan for the building)
v Highways Consultant (to liaise with the Local Authority with regards the possible relocation of the vehicular access to the site and or reconfiguration of the current onsite parking arrangement; and travel plan covering increased audience numbers)
v Construction management support in acting as the main contact with the construction contractor, overseeing their work and monitoring their progress in relation to an agreed works timetable. In addition, at successful key pre-approved stages construction work will need to be 'signed off' to allow payment for construction works to date and the draw-down of external grant funding.
v EU Procurement support (in observing EU procurement law principles) to appoint a construction contractor and interior fit-out for the Library.
Any additional skills or services that the bidding organisation thinks are relevant e.g. a dedicated sustainability expert, a digital technology consultant, business planner, activity planner, a visitor experience consultant and a procurement specialist.
The Library is seeking a team that will be:
v appropriate in size and skills for the project
v strong in conceptual design
v one that understands the building’s history and how it works today
v one that will be creative about modernisation and sustainability.
v above all, the successful team will be the one that can demonstrate design sensitivity to the Library’s heritage whilst having a contemporary vision and sound understanding of its work and ethos.
Teams responding to this Brief must have the necessary expertise to complete the project within the project constraints which include design, budget, programme, and site constraints.
Architects should be registered with the Architects Registration Board in the UK or equivalent overseas authority. Architects with more limited experience in the delivery of relevant projects may wish to consider collaborating with another practice but this should be clearly stated in your submission.
The design team will be required to submit validated applications for planning, listed building and conservation area consent; work with the Design Commission for Wales; register with BREEAM and design the new build to meet the ‘excellent’ standard and the works to the existing building to meet the ‘very good’ standard as a minimum; and provide sufficient detailed design information to support funding applications to the HLF and various other funding bodies.
The Architect will lead this commission and will be responsible for managing, payment and coordinating of sub-contracting consultants within their design team.
For the purposes of submitting this Tender, a Form of Appointment including RIBA requirements will be used. A copy of this can be found in Appendix 2. A list of project deliverables required for each RIBA stage is included in Appendix 3.
1.4 Gladstone’s Living Heritage Project Vision
We are developing Gladstone’s Library in order to promote wider engagement with the liberal values that lie at the heart of Gladstone’s life and work, and ensure they continue to play a purposeful role in Britain and beyond.
To do so, we need to create a new space complementary to, but quite different from, our Victorian library building. This will be the Forum, a flexible, contemporary space that will enable us to expand our programmes of debates, lectures and events. Using digital technology, we will also be able to extend their reach.
Our aim is also to create a visitor experience that will engage and inspire a broader range of audiences, especially younger people, school children and cultural tourists. Creating an impressive new exhibition space dedicated to Gladstone’s values and ideas will be one of the ways in which we will do this.
Above all else, we wish to popularise – but in no way trivialise – the political, spiritual and cultural values that define the man and his heritage.
1.5 Gladstone: His Life, Library and Legacy
William Ewart Gladstone (1809 – 1898) was a powerhouse of ideas and activity, serving for four terms as Prime Minister, leading the Liberal Party and delivering twelve budgets as Chancellor of the Exchequer. He is best remembered for his energetic commitment to democratic reform, human rights and education as well as championing national equality for Scotland and Wales, and Home Rule for Ireland. Hugely celebrated during his own lifetime, he continues to inspire and unite an extremely broad church from across the political spectrum.
Gladstone’s Library is committed to celebrating his legacy and, furthermore, ensuring that it continues to play a constructive role in the UK and beyond. Our society as well as our wider world remain in the grip of far-reaching changes, many of which Gladstone anticipated. He saw that the political process needed to open itself up to otherwise marginalised voices and influences in order to remain relevant and effective. He was a tireless campaigner for democratic and liberal values and a passionate believer in public education and enfranchisement. He recognised that the imperative of military force needed to give way to a more ethical approach to international relations that recognises a universal set of human rights. For Gladstone, the driving force for radical political and social change was his Christian faith.
A lifelong student and scholar, as well as a voracious reader and collector of books, Gladstone built up a remarkable personal library of 32,000 volumes reflecting the wide range of interests of a true Victorian polymath. His diary entries indicate that he read 22,000 books. For many years Gladstone thought about making his personal library accessible to others.‘Often pondering’, wrote his daughter, Mary Drew,‘how to bring together readers who had no books with books who had no readers’, Gladstone wanted his Library to be a welcoming country house, offering ‘insight and refreshment’ to visitors and users.
Gladstone was a leading figure in the drive to set up public libraries and reading rooms, so it was perhaps not surprising that he wanted to establish a library based on his own personal collection. He chose to site the Library in his home village of Hawarden just across the Welsh border from Chester. Gladstone bought the land in 1889 and the first library, a modest tin tabernacle, was opened in 1894. At the same time, he purchased the adjacent former school as a residence for scholars. When Gladstone died in 1898, a committee chaired by the Duke of Westminster decided that a more substantial library should be built as the National Memorial to Gladstone. The Duke launched the public appeal for funds. Gladstone himself endowed the Library with £40,000 (the equivalent of about £2.8 million today), making it his major bequest.
The chosen architect was the widely renowned John Douglas (1830 – 1911) of Cheshire and this commission was the most important of his career. The Library is recognised as his finest work and is considered to be one of the most important buildings in Wales architecturally, historically and culturally.
The building was opened on 14 October, 1902 by Earl Spencer as the National Memorial to Gladstone. Public subscription provided the funds for the library wing and the Gladstone family funded the residential wing which welcomed its first resident on 29 June, 1906. The Grade 1 listed building is an outstanding example of English Gothic architecture.