Instructtenderers.pdf

(Insert Project Name)

TENDER ENQUIRY DOCUMENTATION

INSTRUCTIONS TO TENDERERS

(Insert Date)

Estates Project No. (Insert Estates Project Code)

IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

CONTENTS Section 1

Instructions to Tenderers 1.1

Introduction

1.2

Tender Requirements

1.3

Tender Deliverables Required from Contractors

1.4

Tender Award Criteria

1.5

Contact List

Appendices Appendix 1

–

Scoring Matrix for Returned Tenders

Appendix 2

–

Tender Return Labels

Appendix 3

–

Tender Checklist

NOTE FOR USERS Unless otherwise stated, it is assumed that all information required to complete the attached will be provided by the Quantity Surveyor (‘QS’), through discussion with the Project Manager (‘PM’). The QS will then complete the document prior to issue to the PM and wider design team for review, prior to issue to tenderers. Note to be deleted prior to issue

i Imperial College Standard Preliminaries prepared by Davis Langdon LLP

IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION 1.1

INTRODUCTION

1.1.1

This Tender Enquiry Document has been prepared to invite a tender submission for (insert project name) located on the (insert location of the project) within Imperial College London’s (insert location of the campus).

1.1.2

The key objective of the project is to complete the Works by (insert Completion Date). This is to enable (insert other objectives of this project, including any necessary phasing).

1.1.3

The Employer is seeking a Design and Build Contractor who will play an active and positive role as a member of the project team, who has the ability to adapt to events as they occur, and who will take responsibility for the efficient design, management, control and prompt completion of all the Works in a cost effective manner.

1.1.4

The Employers Works Information has been developed to RIBA Stage (insert RIBA stage) and has been issued to (insert number) Framework Main Contractors.

1.1.5

The procurement strategy for the Works is based on the (insert procurement strategy and any staged procurement to different sections of Works, if any).

1.1.6

A full copy of the Employer’s Works Information has (in CD ROM format) been issued directly to the following shortlisted MEP framework sub-contractors: • • •

(insert MEP Framework Sub-Contractors name) (insert MEP Framework Sub-Contractors name) (insert MEP Framework Sub-Contractors name)

As listed in more detail in Clause 1.3.20 of Volume 1 of the Employer’s Works Information. The Tenderer shall not seek any tenders from any other MEP Framework Sub Contractor. The MEP sub-contract tenders will be returned to the Tenderer 2 weeks prior to the Tender Return date to allow the responses to be reviewed, adjusted as necessary and a compliant MEP tender incorporated into the Tender Return. Please note that it will be the responsibility of the Tenderers to collate any tender queries from MEP sub-contractors, issue any additional information deemed necessary and to obtain tender returns from the MEP sub-contractors.

Page 1 of 14

IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.1

INTRODUCTION (Cont’d)

1.1.7

The outline schedule for this tender process is identified as follows:Issue of Employer’s Works Information to both the Tenderers and MEP sub-contractors

(insert date)

MEP sub-contractor tender return to Tenderer

(insert date; usually 2 weeks prior to the Tender Return date) (insert date; usually 5-6 weeks from the issue of Employer’s Work Information) (insert date; usually 2 weeks from the return of Contractor’s Work Information)

Tender Return date Tender Review, Tenderer’s Presentation, Tender Interviews and Negotiations Award of Contract

(insert date; usually 1 week from the completion of Tender Review)

The above tender activities are indicative only and are dependent upon the completion of previous activities. 1.1.8

The tender shall be completed, delivered or sent by post not later than (insert time and date in bold) (or any other date subsequently agreed with the Employer).

1.1.9

Please refer to Section 1.2, 1.3 and 1.4 for additional tender requirements, tender deliverables and tender award criteria to ensure a compliant bid.

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

1.2

(Insert QS Company logo)

TENDER REQUIREMENTS Instructions Relating to the Preparation and Submission of Tenders for the (insert project name) at Imperial College London.

1.2.1

Date and Time for Receipt of Tenders The completed Form of Tender and other relevant information as detailed in Section 1.3 shall be completed, delivered or sent by post in the endorsed envelope (See Appendix 2) provided to reach the Security Office of the Sherfield Building at Imperial College, London (to be advised by PM) not later than (insert time and date in bold) (or any other date subsequently agreed with the Employer). In addition to this, 3 hard copies and 5 CD’s (to be advised by PM) of the substantiating information (including pricing information) to the tender, as detailed in section 1.3, shall be returned at the same time to (insert QS company name and address), for the attention of (insert QS name).

1.2.2

Acceptance of Tenders The Employer and his representatives offer no guarantee that the lowest or any tender will be recommended for acceptance or accepted, nor will they be responsible for any costs incurred in the preparation of any tenders.

1.2.3

Alternative Tenders The Tenderer may, at its discretion, submit (PM to insert number of alternative tenders) alternative tender(s) for the programme of construction for consideration by the Employer. Such an alternative will be deemed to be the Alternative Tender and must include a complete and precise statement of the effects on cost and programme. Alternatives must respect the construction sequence and milestones defined elsewhere in the tender documents and Tenderer should be aware that any proposals which involve significant changes to the Works will not be considered.

1.2.4

Tendering Procedure This will be in accordance with the principles of the 'Code of Procedure for Selective Tendering for Design and Build' current at the date of tender.

1.2.5

Qualifications Qualifications to the tender may render it null and void.

1.2.6

Inability to Tender If the Tenderer cannot tender for any parts of the work as defined in the tender documents it must inform (insert QS company name) as soon as possible during the tender period defining the relevant parts and stating the reason for his inability to tender.

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.2

TENDER REQUIREMENTS (Cont’d)

1.2.7

Pricing of the Tender Documents The Prices for items in the Tender Enquiry Document and Specifications that are not specifically identified within the Pricing Schedule and/or quantified Activity Schedule shall be deemed to have been included elsewhere within the said Schedules.

1.2.9 Pricing Preliminaries The Tenderer must submit a detailed build-up of his pricing of the Preliminaries as per Preliminary Pricing Schedule (as detailed in Appendix M of the Employer’s Works Information Volume 1) before his tender is accepted. "Fixed charges" (charges for work the cost of which is to be considered independent of duration) and "time related charges" (charges for work the cost of which is to be considered as dependent on duration) must be shown separately. 1.2.10 Errors in Pricing Documents Will be dealt with in accordance with Alternative 2 of the 'NJCC Code of Procedure for Selective Tendering for Design and Build’ current at the date of tender. 1.2.11 Period of Validity Tenders must remain open for consideration (unless previously withdrawn) for not less than 12 weeks from the date fixed for the submission or lodgement of tenders. Tenderers should be aware that any rates or prices that are submitted for any subsequent phases of work will remain valid, to such a time as a Contract Sum for those works can be agreed. (to be deleted as appropriate). 1.2.12 Site Visits Tenderers are advised to visit the site before submitting their tenders, to ascertain the nature of the site, access thereto and all local conditions and restrictions likely to affect the execution of the works. Site visits can be arranged by contacting (insert PM’s name) either by telephone (Tel: (insert telephone number) or by E-mail (insert email address)). 1.2.13 Technical Queries Any technical queries relating to the tender should be made in writing to (insert QS company name) for the attention of (insert QS in charge) (Tel: (insert telephone number) or Email: (insert email address)). Where necessary, the queries will be forwarded to the relevant member of the Design Team. 1.2.14 Completeness of Tender Documents Tenderers are advised to check the completeness of the tender documentation. If any information is missing or duplicated or if any of the text or figures is indistinct it shall at once notify the Quantity Surveyor. No subsequent claim for loss in consequence of the Tenderer’s failure to comply with this Clause shall be admitted.

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.2

TENDER REQUIREMENTS (Cont’d)

1.2.15 Confidentiality The Tenderers shall treat the details of the tender documentation as Private and Confidential and shall not divulge any of the information contained therein whatsoever to any third party or enable any third party to peruse or reproduce the said information for any use other that the purposes of preparing this Tender. In the event of a Tender not being submitted or accepted all documents, including drawings, shall be suitably discarded. 1.2.16 Schedule of Rates / Bill of Quantities The Contractor will submit a detailed and quantified Schedule of Rates or Bill of Quantities in support of the measured works and such further details or analyses, as the Employer shall in his absolute discretion direct, with their tender submission. 1.2.17 Mid-tender Meeting The Employer will hold a mid-tender meeting, separately with each Tenderer during the course of the tender period, the purpose of which will be to provide an opportunity for the Tenderers to clarify any issues associated with the tender requirements and ensure that they have sufficient information to return a compliant tender. It is anticipated that these will take place at Imperial College during the week commencing (insert date), the dates and time of which will be notified to Tenderers in due course. 1.2.18 Tender Presentation The Tenderer will be required to attend a Tender Presentation following the submission of their tenders in order to explain aspects of their submission and provide evidence of their understanding of the requirements of the tender that they must fulfil. It is anticipated that these will take place at Imperial College during the week commencing (insert date), the dates and time of which will be notified to Tenderers in due course. 1.2.19 Procurement of MEP Works Although (insert QS company) will issue a copy of Employer’s Works Information directly to the MEP sub-contractors, it is the responsibility of the Tenderer as the Principal Contractor to collate and manage the MEP tender queries, including the final review of the returned MEP tenders to ensure a compliant bid from the MEP sub-contractors. The Tenderer should also carry out and complete a due diligence review on the design compatibility of MEP works, including any necessary risk allowances for design development and site unknowns required to carry out a Design and Build Contract. Please note that it is also the Tenderer’s responsibility to manage the subsequent post contract performance of the MEP sub-contractor to carry out their contractual obligations under a Design and Build Contract.

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.3

TENDER DELIVERABLES REQUIRED FROM CONTRACTORS Tenderers must submit a compliant tender based on the contents of the tender documents. Alternative tenders based may also be submitted in accordance with Section 1.2.3 of this document. Although price is a factor in the selection criteria, Tenderers should be aware that the Employer intends to select a Tenderer who will work with the design team, to minimise risk, reduce cost and demonstrate best value. The Employer is ultimately looking for a Tenderer who can work as a ‘Design & Build Partner’, in achieving their requirements. The following information MUST be submitted within the returned tender submission:

1.3.1

1.3.2

In the addressed envelope, 1 unbound copy of the following to Imperial College London:•

Completed Form of Tender (as set out in Appendix O of the Employer’s Works Information Volume 1);

•

Completed Certificate of Bona Fide Tender (as set out in Appendix P of the Employer’s Works Information Volume 1);

•

Completed Pricing Schedule (as set out in Appendix M of the Employer’s Works Information Volume 1);

•

Priced Risk Register (as set out in Appendix G of the Employer’s Works Information Volume 1);

At the same time but in a separate package addressed to the office of (insert Quantity Surveyor’s Company) in an envelope using the label enclosed, 3 hard copies and 5 CD’s (to be advised by PM) of all other information detailed in Section 1.3.1. •

A further copy of information listed in 1.3.1 above;

•

A tender programme as specified in Section 1.4.2;

•

Method statements containing the information specified in Section 1.4.3;

•

Health and Safety information containing the information specified in Section 1.4.4;

•

Contractor’s organisation chart with staff names and CVs listed in Section 1.4.5;

•

Resource Schedule as required in Section 1.4.6 (for all phases, if any);

•

Value Engineering Proposals as listed in Section 1.4.7;

•

A completed tender check list as specified in Section 1.4.8 (as set out in Appendix 3 of this document).

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.4

TENDER AWARD CRITERIA Returned tenders will be evaluated using the scoring matrix identified within Appendix 1. Details of the each evaluation criteria is summarised hereunder. The basis for the evaluation of will be the ‘Most Economically Advantageous Tender’ when judged against the following award criteria:-

1.4.1

Pricing Evaluation (To be completed by QS upon agreement with ICL)

1.4.2

Tender Programme shall be in the form of a linked bar chart identifying the critical path and the following activities:-

1.4.2.1 Design Development This shall include, as a minimum, design development periods for the main areas of work, Employer design presentation and Employer approvals. 1.4.2.2 Procurement Activities This shall include, as a minimum, purchase order, manufacturing period, testing and delivery activities for each major item of equipment, bulk materials, ‘long lead’ items, spare parts, special tools and test instructions. The Tenderer’s approach to the procurement and management of the Mechanical, Electrical and Public Health Services works, including the responsibility of the Tenderer to complete a due diligence review on the design compatibility of the MEP works, detailed tender analysis to ensure a compliant MEP bid and the subsequent post contract performance of the MEP subcontractor to carry out their contractual obligations under a Design and Build Contract. 1.4.2.3 Construction Activities This shall include and identify the key elements of the construction including equipment installation, testing and commissioning and handover procedure (including O&M Manual production). 1.4.2.4 Maintenance Activities This shall include a description of the maintenance activities, which will be carried out under the Contract during the Defects Liability Period.

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.4 1.4.2.5

TENDER AWARD CRITERIA (Cont’d) Expenditure of Provisional Sums (Note: ICL wishes to avoid the use of Provisional Sums, however, if circumstances arise that results in the PM and/or QS considering that they are unavoidable they must first be approved, in writing, by the Director or Assistant Director of Building projects.) The tender programme should explicitly include the key milestones for the expenditure of Provisional Sums. This shall include, as a minimum, design development, design review by the Supervisors, design approval by Imperial College, procurement, construction and agreement of the provisional sums with the Quantity Surveyor. The above key milestones should also be included in the Priced Activity Schedule, which will be developed post contract award.

1.4.3

Site Management will be evaluated against the Tenderer’s understanding of the project, including the design, site and programme constraints in accordance with the requests identified in the Tender Enquiry Document Volume 1.

1.4.3.1

The tender submission will be reviewed against the Tenderer’s approach for site set up and logistics, including sharing site accommodation and other fixed costs with adjacent projects.

1.4.3.2

A completed method statement must be submitted to demonstrate a full understanding of the Works:-

1.4.4

•

As identified within the individual specifications;

•

Access to the site for materials delivery;

•

Approach to undertaking the Works;

•

Maintaining access and existing fire escape routes clear during the Works;

•

Noise, vibration and dust control during the Works to minimise disruption;

•

Installation of temporary services and service diversions to ensure that areas outside of the works area remain in use during the project and procedures for third party liaison (including, but not limited to other unaffected areas or departments within ICL and its neighbours);

•

Approach to the Completion of the Project;

•

Site Waste Management Plan.

Health and Safety. The Tenderer shall include in his Tender the following:•

Nominations with CV’s of personnel to be responsible for implementing the Health and Safety Policy and whether they are site-resident or on a visiting basis;

•

A diagram showing reporting responsibilities and method by which any conflicts of interest between Health and Safety and other project objectives and restrictions will be resolved;

•

Accident statistics covering a period of two years to date, inclusive of subcontracted labour with the method of calculation and definitions clearly shown. Page 8 of 14

IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.4 1.4.5

TENDER AWARD CRITERIA (Cont’d) Contractor’s Organisation Chart. The Tenderer shall submit details of his Company structure and the structure, personnel and communication lines of the team responsible for undertaking this project as follows, including any written explanation:•

The project structure must include, as a minimum, details of the:-

Project Manager experience;

including

their

motivation,

personality,

ability and

-

Design and Management Team including their technical resources and ability;

-

Commercial Manager and their team, including details of their ability and how they will pro-actively manage costs throughout the duration of the project.

-

Job descriptions for those members of the team shown on the organisation chart;

•

Key consultants and sub-contractors to be employed;

•

CV’s of the senior management and site based staff proposed for this project inclusive of client reference contact;

•

Overall strength of the Tenderer’s approach to team working.

1.4.6

Resource Schedule is to be provided to identify the resources committed to both the pre-construction stage and constructions stage of the project.

1.4.7

Value Engineering Proposals including detailed explanations of any proposals Employer’s Works Information, which would enable either savings to the capital or operational expenditure to be realised.

1.4.8

Tender Check List is to be completed and included within the final tender return (please see Appendix 3 of this document).

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

SECTION 1 TENDER INFORMATION (Cont’d) 1.5

CONTACT LIST The Employer has engaged for the following Consultants to provide a design for the Project:Project Manager: (insert company name and address)

Architect: (insert company name and address)

Services Engineer: (insert company name and address)

Structural Engineer: (insert company name and address)

Quantity Surveyor: (insert company name and address)

Building Control: (insert company name and address)

Contact: Tel: Fax: E-mail:

(insert PM’s name) (please complete) (please complete) (please complete)

Contact: Tel: Fax: E-mail:

(insert Architect’s name) (please complete) (please complete) (please complete)

Contact: Tel: Fax: E-mail:

(insert Service Engineer’s name) (please complete) (please complete) (please complete)

Contact: Tel: Fax: E-mail:

(insert Structural Engineer’s name) (please complete) (please complete) (please complete)

Contact: Tel: Fax: E-mail:

(insert Quantity Surveyor’s name) (please complete) (please complete) (please complete)

Contact: Tel: Fax: E-mail:

(insert Building Control Officer’s name) (please complete) (please complete) (please complete)

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

APPENDIX 1 SCORING MATRIX FOR RETURNED TENDERS

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

APPENDIX 2 TENDER RETURN LABELS

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

APPENDIX 3 TENDER CHECKLIST

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IMPERIAL COLLEGE LONDON (Insert Project Name) Tender Enquiry Document (Insert Date)

(Insert QS Company logo)

Appendix 3: Tender Check List The following tender check list must be completed and returned by the Tenderer as part of the tender submission, as specified within Section 1.3.1 of this document. Failure to do this will result in a noncompliant bid.

Item 1 2 3 4 5 6 7 8 9 10 11

Tender Deliverables

Returned

Completed Form of Tender Completed Certificate of Bona Fide Tender Completed Pricing Schedule Priced Risk Register Tender programme Method statements Health and Safety information Contractor’s organisation chart Resource Schedule Value Engineering Proposals Completed tender check list

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Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N Y/N