CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Mametz Wood Consultants Brief

2.2

Description of the goods or services required

The next few years will see a particular public focus on the commemoration of World War One. The Bridgend Veterans Association and the Bridgend Branch of The Royal British Legion has instigated a partnership discussion on the planning process for WW1 commemoration project “Mametz Wood” with Bridgend Town Council and Bridgend County Borough Council. The aim will be to reach as many individuals, groups, communities and organisations as possible who have an interest in taking part in the development of a suitable educational legacy and memorial to those Welsh servicemen who lost their lives in the battle for Mametz Wood. Working in partnership to develop the project would involve the establishment of a steering group, cost analysis and delivering an application to The Heritage Lottery Fund (HLF). The project team would need to identify a suitable wooded area and create a memorial design, as far as possible, replicating that situated at the battle site at Mametz Wood in France.

The aim of the project is to create a lasting historical legacy including: an educational, tourism, business and community focussed, activity based memorial trail across a five phased project to those who served, suffered at home and abroad and in many cases, lost their lives as a consequence of war in this particular part of Wales.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=10948.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Objectives for phases 1 to 5 will be to appoint a consultant researcher to carry out a feasibility study, establish facts, and research detailed historical information on all phases.

Carry out a scoping exercise to review and cost the existing 5 phase project; create a vision and a set of operating principles to underpin the strategy and project plan, determine the strengths and weaknesses of the project locally and identify issues surrounding each phase, breaking down cost, stage by stage.

From this research, produce an interactive, visual and documented presentation on the overall viability of the project including all phases as identified above. Bring all of this material together into a formal presentation package and design concept which can be subjected to HLF and other funding source scrutiny delivering the required criteria in order to fund and deliver the project in all stages over a 3 year period. The consultants should therefore:

•Carry out a feasibility study, establish facts and research detailed historical information on all phases.

•Agree scope of works.

•Obtain all relevant information pertaining to site/sites, (ownership, other legal interests, existing features, underground services etc.).

•Site visit & initial appraisal.

•Carry out level survey of the site/sites in sufficient detail for the requirements of the commission.

•Undertake studies to determine feasibility of Client’s requirements.

•Discuss alternative solutions with Client and the technical and financial implications.

•Advise on need to obtain planning permissions and other statutory requirements.

•Agree extent of Standard & Other Services required in light of feasibility studies.

•Liaise with officers of the local authority within the departments relevant to the scheme.

•Consult with the key stakeholders/community.

•Liaise with Bridgend CBC Library Service and undertake further historical research to inform proposals.

•Fully research existing best practice examples and make recommendations.

•Produce early discussion framework document identifying core questions.

•Prepare a Masterplan involving the appraisal of the collated information and development of initial concepts including existing opportunities and constraints. The Masterplan, located on an appropriate scale OS map base, will clearly show through text, maps, illustrations and photographs, the generic and spatial representation of the landscape vision for the scheme. The Masterplan will need to be of presentation quality in order to be exhibited publicly

•Prepare an Action Plan to inform the programme of works for the phases of the scheme.

The Action Plan will:

1.Be prioritised in terms of need and opportunity.

2.Include outline proposals.

3.Make recommendations for the long term management of the study area.

4.Include cost estimates for construction (where required), implementation and for after care.

Deliver a formal presentation package, design concept which can be subjected to HLF and other funding source scrutiny delivering the required criteria in order to seek funding and deliver the project in all stages including HLF funding.

The study is to be prepared by week commencing 4 September 2014 and delivered to the client and client representative.

The maximum fee for this commission is £7,000.00 on completion of all phases.

3 Conditions for Participation

3.1

Minimum standards and qualification required

SUBMISSION OF QUOTATION

The consultant shall submit the following information.

NB. In preparing your quotation, it is essential that the following proposed structure is adhered to, in order to assist the panel in decision making. Failure to comply with this could result in your proposal being disqualified. Please therefore structure your submission by not deviating from the following headings.

Company Profile

General introduction about your consultancy, its expertise, and confirmation that the consultant/consortia can meet the requirements of all components of the brief.

Any marketing material promoting your consultancy can be included in addition to this section if necessary.

The Team

Details of the team members who will be involved in delivering the work and their particular strengths relevant to the work being tendered for. This section should include a clear indication of the skills that will be available and exercised by the consultancy in the execution of the commission.

Full CVs should be included in the Appendix.

Previous Experience

The consultant is required to cite examples of similar work conducted to assist in the evaluation process. Please provide name of project, client details, dates and a brief description of the work.

Proposals

NB. It is imperative that the fee proposal should include a fully detailed methodology explaining clearly how you intend approaching the project requirements outlined in Section 5 (Requirements of Commission) above. The importance of this requirement is reflected in the evaluation criteria weighting, (see Section 9 below).

The consultant will include a programme timetable for the project,

The consultant will give a clear indication of any support or information expected from the client.

Costs

Fee proposals should include full details of costs associated with the proposed methodology.

Costs will be based on the time inputs and task resourcing by each member of the consultants' team.

Day rates for each member of the team member should be included to allow additional work to the commission if necessary. If such a case arises the consultant would be asked to make an estimate of the additional time needed and a revised fee will be calculated from the tendered rate.

In addition, the consultant should allow for:

• One briefing session to ensure the terms of reference of the brief are clearly understood.

• Two Client progress meetings.

• Presentation of final scheme to Client.

Added Value

Please include in this section any additional information or added value that you can bring to the project over and above what you may have already specified in the tender thus far.

All fee proposals will need to be received by no later than 12.00 noon on Monday 2 June 2014 and should be sent to:

Bridgend Town Clerk, Mr Nigel Kinsey

Bridgend Town Council/Cyngor Tref Pen-Y-Bont Ar Ogwr

Email: bridgend.tc@bridgend.gov.uk

Tel: 01656 815757

Evaluation Criteria

Proposals will be assessed on the basis of the written submission. The criteria are as follows:

Overall Ability and Previous Experience (40%)

• Company profile (10%)

• The team (20%)

• Previous experience (10%)

Proposal (50%)

• Presentation and adherence to agreed format (5%)

• Methodology (45%)

Value for Money (10%)

• Cost/work proposed (5%)

• Added value (5%)

TOTAL = 100%

Conditions of Appointment

The appointment will be made by exchange of correspondence.

The appointment may be terminated by The Client on payment of all fees for work completed to date of termination.

Consultants should be aware that information and proposals contained herein are of a sensitive nature and should be treated in the strictest confidence. All research papers, report and illustrative materials will be passed to the Client, together with copyright on all documents and illustrations. The Consultant will be allowed to reproduce this material for reference purposes only. However the approval of Bridgend Town Council will be required and this will not be unreasonably withheld.

It will be a condition of the appointment that the Consultant will hold the Client indemnified against any claims arising from the commission whether by neglect or otherwise, and that the Consultant should hold full Professional Indemnity Insurance.

STEERING ARRANGEMENTS AND CONTACTS

Any questions regarding the tender should be raised by-e-mail to the address below. Answers will be collated and returned by e-mail to all parties who have been invited to tender.

The main steer and point of contact for the work will be:

Major Wayne Morgan MBE

7 Parcau Road

Bridgend

CF31 4TA

Telephone:

Home: 01656 714602

Mob: 07789 713430

Email: wayne.maz@morgan45.com

Or

Bridgend Town Clerk, Mr Nigel Kinsey

Bridgend Town Council/Cyngor Tref Pen-Y-Bont Ar Ogwr

Email: bridgend.tc@bridgend.gov.uk

Tel: 01656 815757

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

MW040614

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:10948)

5.2

Additional Documentation

5.3

Publication date of this notice