Architectural Services

Tender Clarification Number 1

Architectural Services Appointment Lots 1 & 2 is to cover RIBA Stages 0 - 7 (not only 1-7 as stated on the original notice). Updated Invitation to Tender and Pricing Schedule included in the new link https://www.dropbox.com/scl/fo/kbgzma4c1pp1adywm0cw5/h?rlkey=it0h8uqg3mmw6o9k7cgxb86gh&dl=0

Tender Clarification 2 in response to tender questions raised.

Q1. In respect of question 7.1, whilst I have experience / examples of contracts I have worked on, as I have only set up my practice in the last six months, I cannot provide current practice examples. Would examples from previous work be accepted?

A1. Question 7.1 allows for a scenario where a newly formed or a Special Purpose Vehicle is to be created for this contract. 3 separate examples should be provided. The aim is to obtain experience of the proposed team members so it will be entirely satisfactory to receive previous work examples even if from a former employment on the understanding that the named contact should be able to provide written evidence to confirm the accuracy of the information provided.

Q2. In respect of other disciplines to complete design works e.g. M&E, structures etc. Are these being appointed separately by BPA or are these to be included in the tender return?

A2. The Architectural Services appointment Lots 1 & 2 relates only to the Architectural Services / Lead Designer roles for workstreams as described in the Invitation to Tender. Separate notices have already been issued for other consultant disciplines and they will be appointed directly by BPA.

Tender Clarification Number 3 following tender queries.

Q1 Part 1. The insurance level of £10M for PII appears to be at the higher end relative to project value. To provide the best and appropriate value we wanted to check if this can be set at a value of circa £5M, which aligns with our experience on other projects.

Q1 Part 2. Could I ask if the £10M PI is an absolute requirement.

A1 to Part 1 and Part 2. It was considered that £5M would not be adequate cover as it does not just relate to project value and the level of £10M set provided the cover necessary and therefore adjustment to a lower level is not acceptable.

Q2. Will there be a separate ITT for heritage / conservation architect services in due course?

A2. A separate Notice for Planning / Heritage Consultant has been issued on Find a Tender however the intention is the Architectural Appointment Lots 1 and 2 including the Lead Designer role will capture the heritage / conservation design elements.

Tender Clarification number 4 following tender queries.

Q1. We were wondering if you will be issuing the Questionnaires in word format?

A1. No alternative format of questionnaires or documents will be issued.

Q2. You have advertised the planning and heritage consultant role so are we correct to assume that we do not need to provide a fee for these two roles.

A2. The Planning / Heritage Consultant Services is one role (not two as suggested) and is one of a multiple number of Consultant services being sought. Each Consultant discipline is being advertised on Find a Tender / Contracts Finder separately and will be appointed separately. Each role is open to tender but no obligation exists or is inferred to having to apply for more than one discipline / role.

Tender Clarification Number 5 following tender queries.

Q1.The dates suggest the final tenders are to be submitted by the 22nd Jan 24. With Christmas and New year in between the release date of the 18th Dec 23, that effectively leaves 2 weeks or so to prepare a submission for a multi building, multi-phased bid for the whole design team. (ITT docs refer to an Architect Led team bid).

A1. The date set reflects the need to get this discipline appointed, Whilst the tender period is over Christmas this is a working period. For clarity (as previously confirmed in earlier Tender Clarifications) each Consultant discipline will be appointed directly and whilst the ITT makes it clear the Architect will be the Lead it is not seeking for a Consortium submission.

Q2. 1. Appointment Process: Could you please confirm if the selection process is purely cost-based or if it involves multiple stages, such as a two-stage tender? Additionally, are interviews part of the selection process?

A2. ITT Appendix A: Evaluation Criteria and Process clearly sets out the selection process (40% Pricing and 60% Quality) and also explains that after initial scoring the top 3 may be invited for interview.

Q3. 2. Feasibility Study: Clarification on whether the initial appointment is exclusively for a feasibility study covering stages 0-1, with subsequent stages (2-7) dependent on the study's outcomes.

A3. The ITT makes it clear that the workstreams are subject to funding, planning and listed building consent and that works will be signed off for progression at each RIBA stage.

Q4. Output Expectations: What specific deliverables are expected/desired as part of the feasibility study? This could include sketch plans, reports, visualizations, or any other specific requirements.

A4. The ITT Appendix B2 sets out the scope of services for each stage. The design requirement will depend on the workstreams but is anticipated to be a mix of plans, reports, CGI's / visualisations, drawings, models or the like as necessary to satisfy the brief.

Q5. I note there are one or two buildings included in the proposal document but not in the architectural package. I assume therefore these are not to be included.

A5. The ITT identifies workstreams to multiple buildings (significantly more than 2) and this is in the Architectural Package and also other Consultant disciplines.

Q6. My subcontractors have PI Of £5 million; do they have to increase their PI to £10 million? or should we as lead Organisation increase ours to £10M.

A6. Any Consultants appointed directly by BPA will need the level of PI set out in the ITT. If you chose to subcontract works it is for you to determine the appropriate level of PI you require.

Q7.4. Can you advise if Allies and Morrison who prepared the masterplan and Haworth Tompkins who have completed many projects on the site previously are eligible to bid for this or if you are specifically looking for architects who have not worked on the site previously?

A7. The Tender is an open procurement process available for all who consider they meet the criteria set out.

Q8.For the 3 case studies required under Part 1: Quality Evaluation - section 2 experience - can you advise if the projects need to be completed or can we use projects which are in progress?

A8. The case studies are required to demonstrate the knowledge and expertise and for this to be verified by the contact provided. If the works are sufficiently progressed to do this then we have no objection to them being work in progress.

Q9.7. Can you confirm if the estimated total value in the tender notice (£7,645,000) is the construction cost estimate or if it is the total project costs?

A9. The £7,645,000 relates to the combined total budget Construction cost for Lots 1 & 2 which may be placed separately - it excludes Client direct costs (professional fees / insurances / FF&E), Contingency, VAT etc.