Planning and Heritage Consultancy

Tender Clarification Number 1.

Box link included below for submission of Tenders https://app.box.com/f/4dbc04b8978b4e4a81c2dcbb1f59f1bc

This link is to be used for tender submissions and is timed to close in line with the closing date published in the ITT and notice.

Note Tenders are not to be sent via BPA website or direct to any BPA email addresses.

Tender Clarification Number 2

Q1. Would it be acceptable to BPA to have separate appointments for heritage and planning services? Alan Baxter Limited and The Planning Lab have collaborated very successfully on this basis on a number of similar cultural projects (including some managed by Sarah Younger).

A1. We already have multiple other disciplines and therefore wish to appoint this as one not splitting the responsibilities.

Q2.The Link in Appendix B1 is a link to the CIC scope of services not the CIC Consultants Contract Conditions. Could you please confirm this is intended to refer to the CIC Consultants Contract Conditions first edition 2007 or the CIC Consultants Contract Conditions second edition 2011?

A2. Major works second edition

Q3.Section 8 of the Invitation to Tender asks for EL, PL and PI Insurances of £10m each. For heritage and planning services of this type and scale, £5m is the usual maximum requirement. Can you please confirm that £5m would be acceptable?

A3. PI requirement is set at £10M and we are not looking to reduce it.

Q4.Other than the Conservation Area Appraisal, is there a Conservation Plan or other existing report which details the history and significance of the site, or will it be necessary for this to be produced from scratch by the heritage consultant?

A4. Historic England undertook a review and provided a site list entry for multiple buildings at Snape Maltings in May 2022 detailing the history and significance of the buildings on the site.

Q5. Is there a survey of land uses across the site?

A5. Previous plans were prepared showing land use and will be made available post appointment for reference but these are likely to need updating.

Q6.The Scope of Services requires planning and heritage input up to RIBA Stage 7, however the scope and number of planning/listed building consent conditions is not yet known, and nor do we know how many 'subsequent necessary further discharges' [item 7.2] (i.e. amendment applications) might be required. Would it therefore be acceptable to provide an estimate for our input from RIBA 4 onwards, based on our experience of similar projects? Alternatively, could we agree a cap on the number of condition and amendment submissions for pricing purposes?

A6. Experience should allow the tenderers to assess the likely requirements. We are seeking fixed price submissions and not looking to impose caps or defined numbers on amendments or submissions.

Q7. How much notice do you need, if one of us would like to visit the site (and will it be possible to access areas affected by the proposals which are not publicly accessible?

A7. You will appreciate multiple visits on going so please contact directly to confirm a date / time available. We will be able to facilitate access to multiple areas if not in use on the day.

Tender Clarification Number 3

Q1. Would it be acceptable to BPA to have separate appointments for heritage and planning services?

A1. We already have multiple other disciplines and therefore wish to appoint this as one not splitting the responsibilities.

Q2.The Link in Appendix B1 is a link to the CIC scope of services not the CIC Consultants Contract Conditions. Could you please confirm this is intended to refer to the CIC Consultants Contract Conditions first edition 2007 or the CIC Consultants Contract Conditions second edition 2011?

A2. Major works second edition

Q3.Section 8 of the Invitation to Tender asks for EL, PL and PI Insurances of £10m each. For heritage and planning services of this type and scale, £5m is the usual maximum requirement. Can you please confirm that £5m would be acceptable?

A3. PI requirement is set at £10M and we are not looking to reduce it.

Q4.Other than the Conservation Area Appraisal, is there a Conservation Plan or other existing report which details the history and significance of the site, or will it be necessary for this to be produced from scratch by the heritage consultant?

A4. Historic England undertook a review and provided a site list entry for multiple buildings at Snape Maltings in May 2022 detailing the history and significance of the buildings on the site.

Q5. Is there a survey of land uses across the site?

A5. Previous plans were prepared showing land use and will be made available post appointment for reference but these are likely to need updating.

Q6.The Scope of Services requires planning and heritage input up to RIBA Stage 7, however the scope and number of planning/listed building consent conditions is not yet known, and nor do we know how many 'subsequent necessary further discharges' [item 7.2] (i.e. amendment applications) might be required. Would it therefore be acceptable to provide an estimate for our input from RIBA 4 onwards, based on our experience of similar projects? Alternatively, could we agree a cap on the number of condition and amendment submissions for pricing purposes?

A6. Experience should allow the tenderers to assess the likely requirements. We are seeking fixed price submissions and not looking to impose caps or defined numbers on amendments or submissions.

Q7. How much notice do you need, if one of us would like to visit the site (and will it be possible to access areas affected by the proposals which are not publicly accessible?

A7. You will appreciate multiple visits on going so please contact directly to confirm a date / time available. We will be able to facilitate access to multiple areas if not in use on the day.

Tender Clarification Number 4

Q1 Form of tender: Paragraph 4 - We confirm that we agree the contract and undertake that in the event of our tender being accepted to execute the contract with XX weeks (Contractor to insert) form the date on which we receive notification that our tender is successful and, in the interim, provide the works in accordance with the contract.

Can you please confirm what you mean when you refer to 'execute the contract'. Is this the length of time we propose it will take us to carry out the specific works/services that we are bidding for or is it when we could commence the work following successful appointment?

A1. This relates to the length of time proposed to carry out the specific workstreams / services identified following on from appointment

Tender Clarification Number 5

Q1 Is there a required font type/size which needs to be used for the tender submission?

A1 No

Q2 Is there an indicative budget for the planning and heritage work?

A2 Appendix H Fee Summary tab identified the over all budget construction value (excluding VAT) of £7,315,000 - to assist further the value anticipated per workstream is

CH1 £1,597,000

CH2 £1,005,364

CH3 £546,000

BP1 £2,062,000

FLD2 £125,000

HR1 £497,532

HR2 £200,737

HR3 £226,367

AC1 £720,000

AC3 £100,000

AD1 £60,000

AD2 £175,000

Q3 Could you please provide more information on what is required on the request for 'examples of value management in the construction phase' stipulated under Section 4 of the Quality Evaluation? Our involvement in this stage or projects is usually limited, so would be helpful to understand more information about what is required here.

A3 The Planning / heritage role is a pivotal role in securing planning permission and listed building consent and then ensuing this is delivered through to occupation. The scope of services RIBA Stage 5 in the ITT sets out the works envisaged in this phase and we need you to show examples of how you have supported maximising construction budget - examples could be grouping and early determination of discharge applications to support timely construction (samples sign off / approvals) and limiting discharge costs, through to setting up an agenda for early inspections to verify compliance to avoid abortive works etc.

Q4 Does the client have a target number of planning/listed building consent applications they would like to achieve the works in? We will be able to advise on this as needed if successful, but if there is indicative phasing that would be helpful to understand.

A4 Appendix H shows the indicative timeline and the individual workstreams are likely to be treated separately as regards applications but no target number has been set.

Q5 We understand that a fixed fee is sought for this scope of works, though we will need to include reasonable assumptions and limitations in our fee proposal to allow for unforeseen issues which may arise, leading to protraction of the scope and associated works. Would this be acceptable?

A5 We are seeking fixed fee submissions and we are not looking to set a "cap" or limit on number of applications.

Q6 Can the contract examples requested under Section 7 be the same as the case studies provided for Section 2 of the Quality Evaluation?

A6 We have no objection to the same case studies being used subject to them being relevant and providing demonstration of the experience required