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United Kingdom-Southampton: Architectural, construction, engineering and inspection services
Section I: Contracting authority
Section II: Object
Construction Related Professional Consultancy
The University of Southampton (The University) is looking to establish a framework agreement with appropriate professional consultants to support the University in the delivery of its Estates Capital development programme and in the on-going maintenance of its existing Estate and Facilities. Individual project construction values are anticipated to range between GBP 0 to GBP 50 000 000 and will include infrastructure maintenance and upgrades, refurbishments, demolition and new build.
Limits on the number of candidates invited to tender and the anticipated number appointed to each lot is set out in the lot information.
The appointment numbers may be subject to review depending on the responses to this procurement.
With reference to the number shown in IV 1.3. Potential providers should be aware there may be certain circumstances (such as dead heat in scoring) where the number of Suppliers Awarded a place on the framework agreement may increase above this number.
The University Estate or other as determined by the University.
Town planning services.
The provision of town planning advice in support of the strategic objectives of the client’s capital, maintenance and refurbishment, transportation planning and infrastructure programmes. This may include programme level advisory on planning options, feasibility studies, design, heritage, environmental and visual impact, engagement with third party specialist consultants and advisors and external statutory stakeholders.
The provision of town planning services during the pre-application, determination, post-resolution and discharge of conditions phases of projects. These will including the coordination and submission of planning applications and the negotiation of Section 106 Agreements and their discharge.
Providing the services of a town planning consultant.
Establish and manage systems and procedures to meet all project planning permission objectives.
It is anticipated the University will target an appointment of 3 consultants for this lot. Potential suppliers should be aware there may be certain circumstances (such as dead heat in scoring) where the number of suppliers qwarded a place on the framework agreement may increase above this number.
Further details are provided in the ITT documents.
At the discretion of the University the contract may be renewed with or without modification at the end of the duration of the framework or earlier if terminated sooner.
Provided in the Selection Questionnaire (SQ).
Project Management - Major Projects
Project Management - Major Projects.
The Framework Provider is responsible for the coordination and management of the project and for programming and agreeing the timescales and activities of the Project Team. The Framework Provider shall act as the coordinating Lead Consultant and Contract Administrator under the Building Contract, and shall establish and manage systems and procedures to meet all Project objectives.
Directly manage key Project processes, with particular emphasis on, Client interface and approvals, Value and risk management, consultant and contractor selection, appointments and fee management, Design and design management, formulating and implementing a procurement strategy, and monitoring the activities and performance of all other participants.
At each Work Stage take the lead in respect of Project programming, construction and logistics planning as may be required.
Provide resources such as building surveyor, clerk of works, and Approved Inspector services, as may be required.
It is anticipated the University will target an appointment of 5 consultants for this Lot. Potential Suppliers should be aware there may be certain circumstances (such as dead heat in scoring) where the number of Suppliers Awarded a place on the Framework Agreement may increase above this number.
Tenderers may bid for all, or any combination of the twelve (12) Lots.
Project Management & Cost Management Services cannot be the same Framework Provider on a single project or scheme.
The method of Call-Off from the Framework Agreement is detailed in the contract documents.
Cost Management - Major Projects
Cost Management - Major Projects.
This cost management services involve the provision of cost management services, cost planning (including building engineering services and mechanical handling and process equipment), whole life cost and cost in use analysis, management and control, for individual Projects.
At each Work Stage, provide direct input in respect of Project programming, construction and logistics planning as may be required.
Project Management & Cost Management cannot be the same firm on a single project or scheme.
Civil Engineering design services for minor faculty projects (which may form part of an individual or series of building refurbishments and public realm enhancement works) and major project related design around individual buildings and campus infrastructure including works associated with gaining approval of civil and transportation related design (e.g. S278, S106, S38 and other conditions), and the discharge of obligations from statutory bodies. The service may include BREEAM Assessments where applicable.
Undertake the role of Principal Designer in accordance with the CDM Regulations when acting as the lead designer in relation to the Project and when required by the Client.
Project Management & Building Surveying (Minor)
Project Management & Building Surveying (Minor) - Core & Supplementary Services.
Principal role, including supplementary services:
The Framework Provider is responsible for the coordination and management of the project, its timescales and activities and to act as the coordinating lead consultant and contract administrator.
Quantity surveying, architectural design, Approved Inspector services, space planning and interior design, decant and move management services are also required if instructed by the Client, as is the provision of professional building surveying advice including the completion of condition surveys, if instructed.
The Framework Provider will be required to manage any sub-consultants appointed to deliver the project, as well as to manage other consultants appointed by the Client to the Project Team.
The Framework Provider will directly manage key project processes, with particular emphasis on Client interface and approvals, value and risk management, consultant and contractor selection,
Appointments and fee management, designers’ responsibility matrix, design and design management, formulating and implementing procurement strategy, and monitoring the activities and performance of all other participants.
At each Work Stage provide direct input in respect of project programming, construction and logistics planning as may be required.
When acting as lead designer, provide construction phase resources, such as clerk of works, if required.
Building Services Engineering & ITC
Building Services Engineering & ITC.
The Framework Provider is responsible for providing building services engineering services which may include acoustic, BREEAM assessment, controls, electrical, fire engineering, heating and ventilation, lift and lighting design services for major capital projects, which may include individual buildings as well as campus infrastructure, and for minor faculty projects which may form part of an individual or series of building refurbishments, maintenance projects, public realm enhancement works and mechanical and/or electrical engineering projects including advise, design and document all building services systems including input to cost plan, advising on quality control and adherence to performance requirements during Construction.
The Framework Provider is responsible for the Structural Engineering design services including project related design of the substructure, superstructure including (fire engineering), external works, advising on demolition and construction techniques, design and documentation of all structural engineering elements including advising on quality control during construction.
The Framework Provider is responsible for providing transportation engineering services which may include development and delivery of transport assessments and statements, temporary and permanent traffic and pedestrian modelling and management, local highways and road network analysis, road safety audits, and project related traffic engineering and logistics design and implementation.
Transportation engineering services which may include development and delivery of transport assessments and statements, temporary and permanent traffic and pedestrian modelling and management, local highways and road network analysis, road safety audits, and project related traffic engineering design and implementation.
It is anticipated the University will target an appointment of 3 consultants for this Lot. Potential Suppliers should be aware there may be certain circumstances (such as dead heat in scoring) where the number of Suppliers Awarded a place on the Framework Agreement may increase above this number.
Architectural Design Services - Minor Projects
Architectural Design Services (Minor Projects) including supplementary services and/or standalone service.
Provide all services expected of a competent Architect including but not limited to design. Develop and document all architectural elements via drawings, models, schedules and specifications, including advising on quality control during contract.
Act as lead designer in the development of co-ordinated design.
Supplementary Services and/or Standalone Services:
Principal Designer (under CDM 2015).
Sustainability Consultant (incorporating BREEAM Assessment).
The Framework Provider is responsible for the provision of strategic sustainability advice in support of the high level objectives of the Client in respect of both new build and refurbishment projects. This may include advising on policy, standards and emerging sustainability issues, benchmarking, input into the Client’s business case development, development of procurement and delivery strategies, identification of risks and mitigation analysis, defining measurable programme benefits and presentation of programme specific studies.
The provision of sustainability consultancy services including design, for individual (new build and refurbishment) projects, including advising and assessing on technical matters and reducing embodied carbon.
Landscape Architecture (Hard & Soft).
Advise, design and document all landscape architectural design including landscaping strategy, input to the cost plan, advising on quality control during procurement of the Works, and required maintenance provisions post completion of the Works.
The services include the design of all hard and soft landscaping and associated elements required to sustain the condition and quality of the plants.
Undertake the role of principal designer in accordance with the CDM Regulations when acting as the lead designer in relation to the Project and when required by the Client.
Take responsibility for the assessment, scoping, planning, witnessing and validation of the building engineering services and control system commissioning requirements for the Project. Work with the Project Team to determine the commissioning requirements and liaise with the Contractor who will ensure that the commissioning process and tests validate the engineering designed performance requirements.
Establish and manage systems and procedures to meet all Project performance objectives.
Manage key processes to establish and deliver a commissioning plan and programme for the Project to ensure all building systems and controls are tested and performance requirements and specifications are met.
At each Work Stage provide direct input to the stage reports as may be required.
Review and comment on the Contractor’s commissioning plan and programme, and provide attendance during the commissioning process to validate system installation, operation and performance as the Works near completion.
Identify the training needs of the occupants of the Project in relation to the operation of the building services and evaluate the training requirements delivered by the Contractor.
Section III: Legal, economic, financial and technical information
The selection criteria is stated in the Selection Questionnaire (SQ).
To support the financial assessment, the University will evaluate your economic and financial standing using the following objective appraisal report from CreditSafe. This report provides the University with an overall risk score which will be used to assess the potential providers financial standing. Following receipt of Pre-Qualification stage responses, and at its own discretion, the University will download one financial assessment report to incorporate in its financial assessment. The University reserves the right to automatically exclude a potential provider “Not Rated” or carrying a very high or high risk rating (0-29) or request provision of further assurances, on organisations carrying a credit rating of 30 and above such as:
a. a copy of audited accounts for the last 2 years, or if you are unable to provide;
b. a statement of the turnover, profit and loss account/income statement, balance sheet/statement of financial position and statement of cash flow for the most recent year of trading for this organisation;
c. a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position;
d. alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status;
e. parent company and/or other guarantees of performance and financial liability may be required by The University, if considered appropriate.
For internationally registered potential providers the University will assess financial standing using a credit score from Graydon UK or recognised equivalent.
The minimum yearly turnover that economic operators are required to have will be detailed in the Selection Questionnaire (SQ).
The University has risked assessed the insurance requirements for this procurement. The levels of insurance that economic operators are required to have will be detailed in the Selection Questionnaire (SQ), including any evidence requirements.
Any uplift in insurance would not be required until contract call-off.
Potential providers shall also confirm professional Indemnity covers all the services described in the lot or combination of lots being applied for.
All value are stated in GBP.
The selection criteria is stated in the pre-qualification documentation.
Contractors attention is drawn to the mandatory requirements of the Selecton criteria:
— Grounds for mandatory exclusion,
— Grounds for discretionary exclusion,
— Economic & Financial Standing,
— University Compliance Forms, such as:
—— non-collusion, non-canvassing, data protection, conflict of interest and statement of compliance declarations;
—— acceptance of terms of participation & contract conditions;
—— project specific questions.
Additionally, potential providers attention is drawn to the mandatory requirements of the award criteria. Full information is provided in section II.2.5 of the notice and the invitation to tender documentation which is made available with the Pre-Qualification documentation.
Section IV: Procedure
Section VI: Complementary information
At the discretion of the University this framework may get renewed with or without modification at the end of the duration of the framework or earliest if terminated sooner.
The University expressly reserves the right not to award any contract as a result of the procurement process commenced by publication of this notice and make whatever changes it may see fit to the content and structure of the tendering competition.
Potential Suppliers have the opportunity to bid for all or any combination of the 12 Lots.
The Lots may be awarded independently and at different times.
There are 2 waves for submission in this framework. The ITT submission for Lots 10-12 (inclusive) is subject to a later closing date in order to manage internal resource required for evaluation.
The method of call-off from the framework agreement is detailed in the contract documents.
Some contracts related to a project and/or programme may be Financed by EU Funds and this will be specified at call-off.
The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with all applicant providers. All documentation in relation to this tender can be downloaded from the In-Tend portal.
As a user of the electronic tender tool you will have access to all information in relation to this specific tender event. It is your responsibility to access the system on a regular basis to ensure you have sight of all relevant information.
There will be no hard copy documents issued to organisations and all communications with the University including the SQ and ITT response will be conducted via the In-Tend portal.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.
Once you have logged in as a supplier:
— click on “Tenders”,
— locate the relevant project and
— click “View Details”. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking “Express Interest”.
Potential suppliers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via the In-Tend portal.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in;
3. Locate the relevant project;
4. View details;
5.Click on the tab relating to the relevant project stage (e.g. “Invitation to Tender”);
6. Click on the “Attach Documents” button and upload your return;
7. Check all your response documents are uploaded and displayed in the “My Tender Return” panel. The system will only permit your organisation to make one return;
8. Click the red “Submit Return” button.
Please note, to preserve the integrity of the tendering procedure, all queries must be made via the correspondence function within the In-Tend portal.
Potential suppliers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by bidders or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.
Potential suppliers are advised to read and observe the Pre-Qualification instructions and documentation requirements (File 2) section 5. Mistakes cannot be later rectified.