Description of the contract
Overview
The Foundation requires a suitably qualified Conservation Architect-Led Design Team to progress the scheme onto a rounded RIBA 1 such that it can be presented to the National Lottery Heritage Fund and other funders as part of a coordinated and compelling application for development funding in order to progress. In the first instance, the appointment is only for design team services up to RIBA 1. Services thereafter will be subject to further competitive procurement to meet funder requirements. It is anticipated that design team services for RIBA 2 – 7 inclusive will be tendered in line with public procurement requirements with a break clause at the end of RIBA 3 where the contract will be renewed subject to funding and satisfactory performance.
The Design Team is required to review existing documentation and in consultation with the Foundation and other appointed professionals to create a coherent and comprehensive proposal to approximately RIBA 1. This will need to be developed in conjunction with outline Activity & Interpretation plans and a Cost Estimate for the whole. It is anticipated that the team will be led by an architect (preferably AABC/ RIBA Conservation Accredited) with the input of other disciplines as required, including but not limited to Structural Engineer (including Civils and Drainage), Mechanical & Electrical, and any others deemed necessary to achieve project outcomes. It is not anticipated at this stage that there will be a requirement for extensive additional surveys but if it is considered that this is the case based on a review of the available material then these works will be defined and procured separately. In light of the considerable significance and complexity of the site, and need to consider this when reviewing previous work, it is required that as part of the brief, a Heritage Consultant should be provided who is able to review in particular the assessment of significance, and to prepare (as far as is as practicable at this stage in the project) a Conservation Plan in line with the latest guidance from relevant sources including the Heritage Fund. It is envisaged that this will then be updated as the project develops to accompany and support the final scheme; the Conservation Plan prepared at this stage will need to be in a format that supports this evolution.
The requirement for specialist Mechanical & Electrical and Structural Engineering sub-consultancy input is not defined within this Brief. Tenderers are asked to consider what an appropriate level of input is at this stage and to resource accordingly. Tenderers are particularly invited to consider how environmental sustainability can be considered in developing the outline scope of works.
The brief therefore requires timely and effective working within a relatively short period of time including assimilating previous outline proposals and information such that the overall proposal remains in line with anticipated requirements and scale, whilst taking the opportunity to consider this in conjunction with the client and professional team. The existing information is as follows:
Document Author For Date
Conservation Management Plan The Conservation Studio, rev MTCBC MTCBC 2009, rev Jan 2019
Cyfarthfa Plan Ian Ritchie MTCBC August 2019
Condition Survey Purcell MTCBC August 2022
Condition Survey – Cost Plan Synergy MTCBC August 2022
Inception Project – Stage 1 Report Counterculture Cyfarthfa Foundation April 2023
Cyfarthfa Masterplan – Landscape Appraisal Grant Associates Cyfarthfa Foundation April 2023
Order of Cost Estimate Turner & Townsend NCAGW May 2023
NGCAW Bid Cyfarthfa Foundation/Cultural Assocs NCAGW 2023
Inception Project – Final Report Counterculture Cyfarthfa Foundation August 2023
In addition to the documents shown above, there is a Project Execution Plan and appendices including Risk Register, programme, and budget/ cashflow template.
The information is available by request as a Wetransfer link for consideration.
Skills and Experience Required
• Experience of working on major Heritage Fund schemes
• Experience of working on heritage sites of considerable significance including those listed at Grade I and preferably in the context of registered parks & gardens
• Experience of working with 19th century buildings and structures
• Ability to work collaboratively in a timely way, assimilating a wide range of information such that it can incorporated into a coherent and compelling vision
• Experience of working with charitable organisations and reporting to a Board of Trustees
• Experience of working within Wales on relevant projects and an appreciation for Welsh culture and heritage
• Experience of preparing Statements of Significance and Conservation Plans in line with Heritage Fund guidance and Cadw’s Conservation Principles
• Nominated sub-consultants whose experience is appropriate to the anticipated scale and complexity of the scheme where these are required. It is not anticipated that at this stage there will be an extensive required for Mechanical & Electrical and Structural Engineering input; however, tenderers are asked to consider what information and therefore input is critical even at this early stage of development.
Scope of Work
• Review of existing material and identification of any gaps in the available information which require addressing in order to prepare a comprehensive set of RIBA 1 plans;
• Working with the Project Manager, agree any additional survey requirements and briefs for these as required including supporting procurement of these services;
• Review the current preferred proposal with the client and make recommendations for any areas which could benefit from amendment, incorporating these changes into the final plans
• Organise and lead at least three workshops with the client during the course of the commission, including a start-up session, presentation of initial concept review conclusions and recommendations, and RIBA 1 plans for approval;
• Meet with the client and professional team at least monthly (via a blended remote/ site meeting pattern as agreed) to ensure that progress is maintained, plans are coordinated, and that the client has oversight of an input into proposals as they develop;
• Support the Project Manager in contributing towards the production and coordination of material ready for the Heritage Fund submission in late August 2023;
• Initiate any conversations with the Local Planning Authority where these would be beneficial to the further development of the scheme in a timely way;
• Bring in targeted input from subconsultants such as Mechanical & Electrical Engineers and Structural Engineers where this is necessary to the development of the scheme and to support the preparation (by the Quantity Surveyor) of a RIBA 1 Cost Estimate;
• Liaise with the Quantity Surveyor and Project Manager to ensure that a set of coordinated RIBA 1 plans and cost estimates are available to support the Heritage Fund application;
• prepare of an outline Statement of Significance/ Conservation Plan as required to ensure that this is a coordinated and comprehensive document reflecting the significance of the heritage asset and ensuring that proposals are developed with due regard to maintaining and enhancing this significance;
• consider in particular the potential for environmental sustainability and ecological net gain within the outline scheme.
Timetable
The timetable for the project as a whole is anticipated as follows:
19th January 2024 Board of Trustees Approve PEP and Appendices
Mar – May 2024 Preparation & Submission of National Lottery Heritage Fund (NLHF) Expression of Interest
Mar - Apr 2024 Procurement of Professional Team to RIBA 1
Apr – Aug 2024 Preparation of outline documentation (drawings/ costings/ activity/ interpretation) to RIBA 1
Aug 2024 National Lottery Heritage Fund Development application submission
Dec 2024 National Lottery Heritage Fund Development award
Feb – Sep 2025 Procurement of Professional Team to RIBA 6 (with break clause after RIBA 3)
Apr – Dec 2025 Preparation of RIBA 2 documentation
Dec 2025 National Lottery Heritage Fund mid-stage review
Jan – Apr 2026 Preparation of RIBA 3 documentation
May 2026 National Lottery Heritage Fund Delivery application submission
May 2026 Submission of Planning & Listed Building Consent applications
Sep 2026 National Lottery Heritage Fund Delivery decision
Nov 2026 – Oct 2027 Preparation of detailed (RIBA 4) design and procurement of Principal Contractor
Oct 2027 – Sep 2029 Works on Site
Nov 2029 Grand Opening
It will therefore be noted that this is a relatively tight timescale, which requires effective, collaborative, and timely working across the professional team if it is to be met.
Fee
The maximum fee available is £70,000, including expenses and travel but excluding VAT.
Please note that if you feel that this does not cover the resource required to deliver against this brief, you are invited to state this in your submission. As such, a fee proposal of more than £70,000 does not automatically preclude consideration of a bid.
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