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Notice Details

Title: Project Management Hay Castle
Published by: Hay Castle Trust Ltd
Publication Date: 27/06/2016
Deadline Date: 22/07/2016
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: Yes
Abstract: Brief for Project Management of Hay Castle
1.0 PROJECT INFORMATION
1.1 The Client Body
1.1.1 The services required for delivery of this appointment are being procured by Hay Castle Trust Ltd.
1.2 Background
1.2.1 Hay Castle Trust Ltd has received funding from the Heritage Lottery Fund and other sources to deliver the Hay Castle Restoration Project:
For the first time in 800 years, the Castle in the heart of Hay-on-Wye, internationally famed Town of Books, is held in trust for the public. The project will rescue and conserve the critically at-risk Medieval keep and archway, Jacobean mansion and later service wing; restore and open the ancient gate - the oldest of its kind in the UK; reinstate the vital connection between the Castle and the town; and create a culturally and economically vibrant centre for the arts and training.
The project will include both traditional building skills and culinary training, a museum-standard gallery that will host touring exhibitions from major collections; a platform of sensitive design high in the castle keep that will create a memorable visitor experience; a characterful learning space to engage young and old; a reading room and archive; a catering kitchen and café; and flexible function rooms. The project will create new jobs and support the regional economy. Hay Castle will be a major heritage destination, with free access for everyone.
1.2.2 The Trust wishes to appoint a Project Manager consultant to undertake work envisioned as follows:
Provide project management services to advise on OJEU procurement process to tender for a contractor, manage the tender process and project manage the pre-construction and constructions phases of the project from RIBA Stage 4 (technical design) through RIBA Stage 6 (handover and close out).
2.0 THE TENDER
2.1 Brief
2.1.1 The Project Manager must be fully aware of the latest requirements of the HLF (strategic framework 2013-2018) and be well versed in the relevant guidelines for this work. The Project Manager will be required to understand the project by drawing on existing work, reports, plans and other research.
2.1.2 The scope of work for the Project Manager is outlined below. Please note that ‘Professional Team’ includes lead architect and other consultants.
2.1.3 The Project Manager will work closely with the Trust’s Managing Director and the Trust’s Project Committee. The Project Manager will be responsible for ensuring that the procurement process for the Contractor(s) is robust and compliant with all current UK and European legislation and not subject to any challenge.
2.2. Scope of services for Project Management through the Delivery Phase
1. Attend client, design, project, construction and other meetings.
2. Establish a structure and procedure for project, design, construction and other
meetings including frequency, function, required attendees, chairperson and responsibility for recording of meetings and circulating reports and other information.
Convene, chair and minute project meetings.
3. Prepare and maintain a Project Execution Plan (PEP) or similar management tool,
identifying the roles and responsibilities of the client, the Professional Team, the contractor and specialist sub-contractors and suppliers. Establish review, approval, variation and reporting procedures. Prepare recommendations for the client’s approval.
4. Agree financial and progress reporting procedures with the client and the Professional Team. Implement agreed procedures.
5. Issue instructions on behalf of the client to the Professional Team in accordance with the terms of their appointments/contracts
6. Monitor the performance of the Professional Team, and report to the MD.
7. Liaise with the Professional Team, prepare and maintain the programme for the
technical design, procurement and construction of the project. Monitor actual against
planned progress and report to the MD.
8. Liaise with the Professional Team and establish a structure and pr

This notice is also available in the following languages:

CONTRACT NOTICE – NATIONAL

SERVICES

1 Authority Details

1.1

Authority Name and Address


Hay Castle Trust Ltd

Hay Castle, Hay-on-Wye,

Hereford

HR3 5DG

UK

Nancy Lavin Albert

+44 1497820079

haycastlehiring@gmail.com

http://www.haycastletrust.org

1.2

Address from which documentation may be obtained


Hay Castle Trust Ltd

Hay Castle, Hay-on-Wye,

Hereford

HR3 5DG

UK


+44 1497820079

haycastlehiring@gmail.com

http://www.haycastletrust.org

1.3

Completed documents must be returned to:


Hay Castle Trust Ltd

Hay Castle, Hay-on-Wye,

Hereford

HR3 5DG

UK


+44 1497820079

haycastlehiring@gmail.com

http://www.haycastletrust.org

2 Contract Details

2.1

Title

Project Management Hay Castle

2.2

Description of the goods or services required

Brief for Project Management of Hay Castle

1.0 PROJECT INFORMATION

1.1 The Client Body

1.1.1 The services required for delivery of this appointment are being procured by Hay Castle Trust Ltd.

1.2 Background

1.2.1 Hay Castle Trust Ltd has received funding from the Heritage Lottery Fund and other sources to deliver the Hay Castle Restoration Project:

For the first time in 800 years, the Castle in the heart of Hay-on-Wye, internationally famed Town of Books, is held in trust for the public. The project will rescue and conserve the critically at-risk Medieval keep and archway, Jacobean mansion and later service wing; restore and open the ancient gate - the oldest of its kind in the UK; reinstate the vital connection between the Castle and the town; and create a culturally and economically vibrant centre for the arts and training.

The project will include both traditional building skills and culinary training, a museum-standard gallery that will host touring exhibitions from major collections; a platform of sensitive design high in the castle keep that will create a memorable visitor experience; a characterful learning space to engage young and old; a reading room and archive; a catering kitchen and café; and flexible function rooms. The project will create new jobs and support the regional economy. Hay Castle will be a major heritage destination, with free access for everyone.

1.2.2 The Trust wishes to appoint a Project Manager consultant to undertake work envisioned as follows:

Provide project management services to advise on OJEU procurement process to tender for a contractor, manage the tender process and project manage the pre-construction and constructions phases of the project from RIBA Stage 4 (technical design) through RIBA Stage 6 (handover and close out).

2.0 THE TENDER

2.1 Brief

2.1.1 The Project Manager must be fully aware of the latest requirements of the HLF (strategic framework 2013-2018) and be well versed in the relevant guidelines for this work. The Project Manager will be required to understand the project by drawing on existing work, reports, plans and other research.

2.1.2 The scope of work for the Project Manager is outlined below. Please note that ‘Professional Team’ includes lead architect and other consultants.

2.1.3 The Project Manager will work closely with the Trust’s Managing Director and the Trust’s Project Committee. The Project Manager will be responsible for ensuring that the procurement process for the Contractor(s) is robust and compliant with all current UK and European legislation and not subject to any challenge.

2.2. Scope of services for Project Management through the Delivery Phase

1. Attend client, design, project, construction and other meetings.

2. Establish a structure and procedure for project, design, construction and other

meetings including frequency, function, required attendees, chairperson and responsibility for recording of meetings and circulating reports and other information.

Convene, chair and minute project meetings.

3. Prepare and maintain a Project Execution Plan (PEP) or similar management tool,

identifying the roles and responsibilities of the client, the Professional Team, the contractor and specialist sub-contractors and suppliers. Establish review, approval, variation and reporting procedures. Prepare recommendations for the client’s approval.

4. Agree financial and progress reporting procedures with the client and the Professional Team. Implement agreed procedures.

5. Issue instructions on behalf of the client to the Professional Team in accordance with the terms of their appointments/contracts

6. Monitor the performance of the Professional Team, and report to the MD.

7. Liaise with the Professional Team, prepare and maintain the programme for the

technical design, procurement and construction of the project. Monitor actual against

planned progress and report to the MD.

8. Liaise with the Professional Team and establish a structure and procedure for:

i. Quality management: Establish review, approval, variation and reporting procedures. Prepare recommendations for the MD’s approval.

ii. Programme management: Establish review, approval, variation and reporting procedures. Prepare recommendations for the MD’s approval.

iii. Cost management: Establish review, approval, variation and reporting procedures. Prepare recommendations for the MD’s approval.

iv. Prepare a scheme design or similar report summarising the project design, cost, programme and risk register. Establish review, approval, variation and reporting procedures. Prepare recommendations for the client’s approval.

v. Identify any long delivery building components and systems: Prepare recommendations for the Client’s approval.

9. With the appointed QS, confirm the scope of the Building Contract. With MD, obtain legal review of contracts.

10. Prepare a risk management strategy. Update and maintain the project risk register and advise on additional works req

uired by third parties.

11. In conjunction with the MD and appointed QS, prepare tender documents and advise on tendering and contractual procurement options in accordance with OJEU.

i. Manage the tender process and the issue of documentation.

ii. Attend tender interviews and assist drawing up set of questions and scoring

criteria matrices.

iii. Advise on the tenderer’s design and construction programmes and method

statements.

iv. In conjunction with the appointed QS, liaise with the Professional Team and

prepare a tender report. Prepare recommendations for the client’s approval.

v. Conduct negotiations with tenderers. Obtain documentation from the

Professional Team to confirm adjustments to the tender sum.

12. Obtain confirmation that required insurances are in place prior to

commencement of works on the site.

13. Obtain authorisation from the MD/client for additional costs where the

consultant’s limit of authority is exceeded.

14. Liaise with the MD/client, the Professional Team and the contractor and prepare and maintain a handover plan, or similar management tool, identifying the roles and responsibilities of the client, the Professional Team and the contractor. Establish review, approval, variation and reporting procedures.

15. Contract Administration may or may not be executed by the PM; we are asking for a separate fee quote for this service.

2.3 Timetable for Appointment of Project Manager and Project Timescales

2.3.1 It is anticipated that the Project Manager will be appointed by 1 September 2016.

2.3.2 Refer to the attached programme that indicates the Trust’s anticipated timescale to appoint the Contractor and other milestones.

2.3.3 Indicative Project Timescales includes: Planning Permission and Consents 1 October 2016; HLF Permission to Start 1 October 2016; Delivery stage to commence 1 October 2016 and conclude 1 February 2019; Award of Main Contractor 1 May 2017; Construction to commence 1 June 2017; and Close Out 1 February 2019. The tender will be tied to the stages of the project, not these specific dates.

2.4 Submission of Tenders and Fees

2.4.1 Tenders must be submitted, in an unmarked enveloped, no later than 22 July 2016 to the Managing Director (Nancy Lavin Albert). The Tenderers should provide one complete hard copy and one electronic version.

Nancy Lavin Albert

Managing Director

Hay Caste

Hay-on-Wye

Hereford, HR3 5DG

2.4.2 If, on checking the Tender documents, errors of extension or addition are discovered, the Tenderer will be given the opportunity of confirming their offer and amending the Tender to correct such errors.

2.4.3 Tenderers are required to return the following information:

1. Project methodology – short, succinct and practical in nature.

This should include a statement as to whether the Trust’s indicative programme for the project is achievable.

2. Submit fixed lump sum price inclusive of all expenses (exclusive of VAT). Include resources (days per month) and agreed day rate for potential overage.

3. Submit a separate fixed lump sum price inclusive of all expenses (exclusive of VAT) for carrying out Contract Administration role.

4. CV’s of relevant staff members. [Note: The Trust will require a single key Project Manager.]

5. Evidence of PI cover (minimum of £5 million for each and every claim). If this is

not available they tenderer should confirm that they would be eligible to obtain this level of cover if appointed.

6. Evidence of Public and Employer Liability Insurance (minimum of £5 Million). If

this is not available tenderer should confirm that they would be eligible to obtain this level of cover if appointed.

7. On no more than two sides of A4 indicate why the Trust should employ the

tendering firm or individual.

2.4.4 All Tenderers will be invited to visit Hay Castle during the tender process.

2.5 AWARD OF CONTRACT

2.5.1 All communications between tenderers and the Trust must be in English.

2.5.2 The Trust intends to award this contract to the tenderer who submits the most economically advantageous tender based upon the criteria stated below:

i. Price 40%

ii. Resource and relevant experience of project management 40%

iii. Understanding of the commission/ methodology and assessment of the key issues to be addressed 20%

2.5.3 The Trust reserves the right not to accept any of the tenders received or award this contract as a result of this procurement process.

2.5.4 The Trust reserves the right to terminate the Project Management appointment at any stage (or point within a stage) and does not guarantee that the successful Tenderer will carry out the Contract Administration role.

2.5.5 The Trust will not be liable for any costs incurred by the tenderers in compiling and

preparing this tender.

2.5.6 Tenders must remain open for acceptance by the Trust for a minimum period of 120 working days commencing from the date of submission of the tender.

2.5.7 Interviews for shortlisted individuals or companies will be held week commencing 15 August 2016.

2.5.8 The successful tenderer will be appointed using “The CIC Consultants' Contract

Conditions - second edition 2011.”

3.0 BUDGET

3.1.1

The construction cost currently estimated for the Delivery Phase is £4.1m (excluding preliminaries and contingency).

4.0 CONTACT DETAILS

4.1.1 Any questions should be addressed in writing by e-mail to the Hay Castle Managing Director Nancy Lavin Albert.

Email address: info@haycastletrust.org

Telephone: 01497 820 079

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=47576.

2.3

Notice Coding and Classification

71000000 Architectural, construction, engineering and inspection services
100 UK - All
1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage - Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

Time-limit for receipt of completed tenders
    22-07-2016  Time  12:00

Estimated award date
 22-08-2016

4.5

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

EN 

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:47576)

5.2

Additional Documentation

Brief for Project Management 26 June 2016 WELSH
Brief for Project Management 26 June 2016 ENGLISH

5.3

Publication date of this notice

 27-06-2016

Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
30/06/2016 10:16ADDED FILE: Programme

Programme
08/07/2016 16:05Design and Access Statement Draft December 2015

An indicative Design and Access Statement prepared by Rick Mather Architects in December 2015 is available upon request.
Main Contact: haycastlehiring@gmail.com
Admin Contact: haycastlehiring@gmail.com
Technical Contact: N/a
Other Contact: haycastlehiring@gmail.com

Commodity Categories

Commodity Categories
IDTitleParent Category
71000000Architectural, construction, engineering and inspection servicesConstruction and Real Estate

Delivery Locations

Delivery Locations
IDDescription
1017Bridgend and Neath Port Talbot
1022Cardiff and Vale of Glamorgan
1015Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1013Conwy and Denbighshire
1020East Wales
1023Flintshire and Wrexham
1016Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1012Gwynedd
1011Isle of Anglesey
1021Monmouthshire and Newport
1024Powys
1014South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1018Swansea
100UK - All
1000WALES
1010West Wales and The Valleys

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Document Family

Hide related notices
JUN141031: Project Management Hay Castle
Publication Date: 27/06/2016
Deadline: 22/07/2016
Notice Type: Contract Notice
Authority name: Hay Castle Trust Ltd
SEP153898: Project Management Hay Castle
Publication Date: 06/09/2016
Notice Type: Contract Award Notice
Authority name: Hay Castle Trust Ltd

Further Instructions

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Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
27/06/2016 Brief for Project Management 26 June 2016 WELSH Brief for Project Management WELSH.doc49.55 KB0
27/06/2016 Brief for Project Management 26 June 2016 ENGLISH Brief for Project Management ENGLISH.doc48.64 KB0
30/06/2016 Programme as of 8 June 2016 Programme337.76 KB0

Replaced Documents

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