Development Department
Supply & Installation of Guildhall AV Equipment
Invitation Document
May 2013
Derry City Council
Council Offices
98 Strand Road
Derry
BT48 7NN
Tel: +44 2871 365151
Fax: +44 2871 370080
Email: deirdre.harte@derrycity.gov.uk
or james.quigley@derrycity.govuk
1
Table of Contents
1. Background to Guildhall
3
2. Introduction
4
3. General Information
4
4. Scope of Works
10
Instructions to Tenderers
21
Evaluation / Award Criteria
27
Form of Tender
29
Price List
30
Terms & Conditions
37
Form of Assurance
38
Collusive Tendering Certificate
39
Declaration of Commitment to
Promoting Equality of Opportunity
40
Fair Employment Declaration
42
Freedom of Information
43
Non Submittal Form
44
Appendices:
Appendix 1: Drawings
45
2
1. Background to Guildhall
1.1
The Guildhall is the city’s premier civic building and one of the most striking
buildings in the North West. It stands as the ceremonial hub of civic life in the
Derry City Council area, in a prime location overlooking the River Foyle to the
north east and the City Walls to the south west. Its importance as the central
focus of the City is further enhanced by the creation of the new Peace Bridge
from Ebrington Performance Plaza which will afford direct access from the
Waterside for visitors arriving in the City. It will also benefit from major public
realm and lighting schemes in place to enhance the Guildhall Square and
environs.
1.2
The building is currently completing an extensive £10m restoration
programme that has conserved the internal and external fabric as well as
transforming the space within, to create a high quality civic space and arrival
point for visitors in this prime city centre location. Maximising its potential for
greater community and visitor use by reducing Council business
functions will enable the Guildhall to facilitate and enhance its role as:





1.3
A key arrival and welcome hub for visitors to the city.
A key orientation point to the City Walls and other attractions telling the
wider story of Derry.
The anchor for the Plantation story, its legacy and the 400th
anniversary of the building of the Walls.
An engaging and interactive visitor experience with a supporting
programme of events.
The unique and historic venue space for events, conferences and
functions.
Some of the key features of the reorganisation include:







A new Tourist Information Point (TIP) for the city located within the
current Mayor’s Parlour.
A new dedicated exhibition area in the current Council Chamber.
New interpretation panels throughout the building to bring its many
special features to life.
A new cafe on the ground floor with outdoor space onto Harbour
Square.
Newly refurbished Main Hall and Whittaker Suite to increase
events/business tourism opportunities.
Re-location of Council Chamber from ground floor to refurbished minor
hall on first floor.
Re-location of Mayor’s Parlour to a larger space on rear section of
ground floor overlooking Harbour Square.
3
2. Introduction
2.1
The contract consists of the supply and complete installation of Audio Visual
Systems within the Main Hall, Mayors Parlour, Whittaker Suite and Council
Chamber by a specialist AV contractor. The works will include modifications to
the existing electrical infrastructure and all builders work associated with the
audio visual installation. This document should be read in conjunction with
the accompanying conditions of contract and tendering information.
2.2
The contract works will be carried out with the best quality plant, equipment,
materials and workmanship in the manner specified and shall be installed,
connected up and left in complete operational order to the Employers
Representative’s satisfaction in accordance with the true meaning of the
scope of works, and drawings taken together.
2.3
The general rules for wiring herein referred to are the IET Requirements for
Electrical Installations, BS7671:2008:(2011), the regulations for the Electrical
Equipment of Buildings published by the Institute of Electrical Engineers and
the requirements of the local supply authority.
2.4
The following drawings were prepared by Delap and Waller for the
refurbishment and restoration project that has recently been completed.
These drawings have been issued for information purposes only to assist with
the tendering of the audio visual systems and are included in Appendix 1.
Drawing No:
23709/11/E201
23709/11/E202
23709/11/E204
23709/11/E501
23709/11/E502
23709/11/E504
Drawing Title:
Basement - General Power Installation.
Ground Floor – General Power Installation.
First Floor – General Power Installation.
Basement - Specialist Services Installation.
Ground Floor - Specialist Services Installation.
First Floor - Specialist Services Installation.
Rev No:
R5
R4
R4
R2
R3
R3
3. General Information
3.1 Visit the Site
Tenderers are advised to visit the site and ascertain the facilities of access
thereto, the supply of labour and materials the district will afford, the general
convenience of working, the nature, character, dimensions, levels and other
features of the site, all existing buildings adjoining and all other things insofar
as they may have any connection with or affect the full and proper execution of
the works. They will be deemed to have taken all the above matters into
account when tendering and no claim for any payment will be allowed as a
result of the contractors failure to do this. A site visit to the Guildhall will be
available at 2pm on Tuesday 28 May 2013.
Tenderers will make provision in the tender for all works shown or specified or
which can reasonably be inferred from the specification, drawings, etc to be
4
required, and for all incidental works of every description necessary for the full
completion of the contract in a thoroughly satisfactory manner and to the entire
satisfaction of the Employers Representative.
3.2 Existing Services
The specialist AV contractor will carry out a detailed inspection of the existing
electrical services prior to the commencement of remedial works. All electrical
systems, mechanical controls, etc will be maintained throughout the contract
works and be fully tested and operational at completion of the works. Any
temporary supplies and connections required to facilitate this should be
supplied and installed as part of this contract.
3.3 Co-ordination
The specialist AV contractor must co-ordinate and work in close operation with
all other trades to determine service routes and locations free from interference,
prior to installation commences. No allowances will be made to the specialist
AV contractor for changing any work, built-in or fabricated that conflict with
other trades. Adjustment to the Contract Sum will only be considered for
alteration in work to be done, in excess of normal requirements of coordination.
3.4 E.U. Directives on Electromagnetic Compatibility & Low Voltage
All electrical equipment and appliances detailed in this specification and
supplied by the electrical contractor shall comply with Directive 89/336/EU and
amendment 92/31/EU.
All products shall be CE marked to indicate compliance with such regulations
and any item found on site deemed not to comply will be removed and replaced
with a conforming product at the electrical contractors expense.
3.5 Manufacturers & Trade Names
When mentioned in this document they are to provide an indication of the
quality and performance of the apparatus. To ensure that parity of tendering
may result equipment detailed in this document will be used for costing the
work. The successful tenderer is at liberty to suggest to the Employer’s
Representative for approval similar apparatus which they may consider to be
equal in quality and performance to that named. However, without written
approval it will be expected that the electrical sub-contractor will install the
specified plant / equipment.
(a) OR EQUIVALENT/ EQUAL & APPROVED: The phrase “or equivalent” in all
tender documentation and drawings shall mean, the material or product named,
or a similar product of equal quality and performance, which has been
approved by the Engineer. No substitution of materials shall be accepted
without the Employer’s Representative’s prior written approval.
(b) PROPRIETARY NAMES: Where materials, appliances or fittings of special
design, manufacture or description, patented or otherwise, are described by
5
reference to the proprietary names it shall be deemed to include the term “or
equivalent”
(c) WRITTEN AUTHORISATION: In every case where, on the drawings, in the
scope of works or in the pricing document, materials, appliances or fittings of
special design, manufacture or description, patented or otherwise, are
described or the names of the manufacturers or agents are given, any
departure from the specified articles or material will only be permitted on the
written authorisation of the Employer’s Representative. If no such authorisation
(which shall not be unreasonably withheld) is obtained, the contractor must
supply the articles or materials specified.
Should written approval be given by the Employer’s Representative for the use
of alternative equipment then if such equipment costs more than that specified
no additional costs may be claimed.
If the alternative equipment is less costly than that specified the saving shall be
deducted from the tender sum with the Employer’s Representative being given
the facility to examine quotations for the specified and alternative equipment.
3.6 Instructions / Demonstrations
The specialist AV contractor will include for giving comprehensive verbal and
practical operating instructions covering all aspects of the audio visual
installation to the client. The instructions will commence after all tests have
been carried out and during normal operation of the plant. Instructions will be
initially run through the Employers Representative and once they are satisfied a
second instruction/demonstration run will be provided to the Client. The
specialist AV contractor will include for all sub-contractors to be in attendance
at the demonstrations.
3.7 Site Management
The specialist AV contractor will ensure that a suitably qualified person is kept
on site throughout the contract period that will be capable of and responsible for
communications of a technical and contractual nature with the Employer’s
Representative.
3.8 Maintenance Works
The specialist AV contractor will include for the maintenance of all new audio
visual systems including any electrical modifications and builders work
associated with the installation for twelve months after completion.
During the twelve months maintenance period, the specialist AV contractor will
inspect the plant on the first Monday of each month and will adjust or replace
any part found defective, weak or unduly work as a result of faulty erection,
design or workmanship. Immediately following each monthly inspection, the
contractor will submit an inspection report indicating the condition of the plant
and machinery and detailing any repairs carried out on the installation.
6
The maintenance period will not be deemed to have expired until the contractor
has made good all defects or faults which have occurred or have been
discovered during the said maintenance period, to the Employers
Representatives satisfaction.
During this period the contractor will indemnify the Employer against any
damage to the building contents and occupants caused by such defects or
faults.
3.9 Pre-Commissioning & Commissioning
The specialist AV contractor will be responsible for the pre-commissioning and
commissioning of all systems as detailed here after and will include in his
tender figure for all costs which may be incurred due to compliance with the
requirements of this section. The terms, pre-commission and commission are
defined as follows: Pre-Commission
Pre-commission will mean the testing, checking and adjustment of each
individual component within a system to ensure that its operation is satisfactory,
it’s mechanical and electrical connection are correct and in accordance with the
manufacturer and/or suppliers instructions and/or wiring diagrams and
installation manuals and to ensure that it is functional and in working order.
Commissioning
Commissioning will mean the testing and operation of each system to ensure
that it is operating as designed and that the function under control
(temperature, pressure etc) is being maintained within design limits and also
that the response of the system to changes in the variables being monitored by
the system is satisfactory.
Implementation
The specialist AV contractor will ensure that all information necessary to
comply with the above requirements is made available by the relevant
suppliers. The contractor will include for all site visits necessary by the
suppliers or their agents to ensure compliance with the above. The Employers
Representative will be at liberty to attend all pre-commissioning checks and
commissioning checks as deemed necessary. The final commissioning of the
plant and all systems therein will be carried out in the presence of the
Employers Representative, the client and any such representatives which the
client may deem necessary. Should the systems fail to commission for any
reason the process must be repeated at a later date after all faults have been
corrected. The specialist AV contractor may at their discretion employ the
services of the supplier or his representative to carry out commissioning of any
or all of the systems. A commissioning certificate must be supplied for each
system tested.
Each item must be signed off by the Employers Representative and the client’s
representative before the project is signed off as complete.
3.10 Schedule of Contract Programming & Planning
7
The specialist AV contractor will be fully responsible for the production and
execution of the following:Within 1 week of the acceptance of the tender, the specialist AV contractor will
produce in electronic format a detailed works programme. The programme will
identify the following as a minimum:









Each element of work
Each key date for delivery of plant / equipment
First Fix (identify exactly what is included for each service).
Second Fix (identify exactly what is included for each service).
Final Fix (identify exactly what is included for each services).
Identify the period and time for tests and commissioning.
Identify the dates for inspection and final defects listing.
Commissioning periods and dates for each item of plant, equipment.
Initial dates and periods for Training Clients Staff.
Dates at which ‘As Fitted’ Drawings and O&M Manuals will be presented.
Failure on the part of the specialist AV contractor to produce any or part of the
above in a proper fashion will attract contra-changes to this portion of the work
to enable another Company or Agency to produce the same. If the contractor
fails to co-operate fully with this said Company or Agency then it will be
deemed that any delays to the project as a consequence will attract
Ascertained & Liquidated Damages which will be charged directly to the
contractor.
3.11 Builders Work
The specialist AV contractor will employ an NHBC or similar registered building
contractor to carry out builder’s attendances such as cutting or drilling of holes,
chases in walls, floors or ceilings for the passage of cables or conduits. The AV
specialist contractor will be responsible for the correct marking out of all
attendances. All other cutting to be performed by the approved building
contractor.
Where services / containment passes through fire compartment walls and
through floors and ceilings they shall be fitted with a sealing compound. These
openings shall be sealed with a compound which will provide a one hour fire
stability and integrity which shall meet the requirements of BS 476 Part F. This
also applies within the trunking/containment system as well as around the
perimeter.
The fire stopping work will be carried out by a contractor who has a certificate
of competency for such work with the cost of this work being included in the
contract tender sum. The proposed arrangements for fire sealing shall be
agreed with the Employers Representative prior to work commencing.
Refer to Section 4 below for exact builders work details.
3.12 As Fitted Drawings / Operating & Maintenance Manuals
8
As Fitted Drawings
The specialist AV contractor include for costs associated with updating the
current “as-fitted drawings” and O&M manuals to reflect the additional Audio
Visual Installations. These drawings will take the form of two hard copies and
an AutoCAD Release 2010 copy in electronic format on disc.
Tenderers shall note that the drawings are required to be submitted to the
Employers Representative for approval and/or comment not later than one
week before the programmed completion date for the works, and that one set
each of the AutoCad Disks and the prints are to be handed over to the
Employer at the Handover Inspection. Under no circumstances will a certificate
of Practical Completion be issued until "As Fitted" drawings have been
submitted.
Operating & Maintenance Manuals
Information to be provided in the operating and maintenance manual will
include but not be limited to the following:
 A full description of each of the systems installed, written to ensure that the
Employer’s staff fully understand the scope and facilities provided.
 A description of the mode of operation of all systems.
 Diagrammatic drawings of each system indicating principal items of plant,
equipment valves etc.
 A photo-reduction of all record drawings to A3 size together with an index.
 The name, address and telephone number of the manufacturer of every
item of plant and equipment together with catalogue list numbers.
 Manufacturer’s technical literature for all items of plant and equipment,
assembled specifically for the project, excluding irrelevant matter and
including detailed drawings, electrical circuit details and operating and
maintenance instructions.
 A copy of all test certificates (including but not limited to electrical circuit
tests, corrosion tests, type tests, work tests, start and commissioning tests)
for the installations and plant, equipment etc., used in the installations.
 A copy of all manufacturer’s guarantees, warranties and maintenance
agreements offered by -contractors and manufacturers.
 Starting up, operating and shutting down instructions for all equipment and
systems installed.
 Control sequences for all systems installed.
 Recommendations as to the preventative maintenance frequency and
procedures to be adopted to ensure the most efficient operation of the
systems.
 Procedures for fault finding.
 Warranties on all equipment, date of handover and date of expiry.
9
4. Scope of Works
4.1 General
A specialist AV contractor will supply, install and commission throughout the
Guildhall a high performance AV system with emphasis on ease of use, and
speech intelligibility. The system will be as specified hereafter and as indicated
on the drawings. The specialist AV contractor will be required to supply, install
and terminate all cabling associated with the AV system. The cabling permitted
for this project should be from the Krone, Van Damme or Extron range.
The specialist AV Contractor will be a member of Infocomm and have a
minimum of gold level AV solutions provider certification. All AV installers
/engineers working on this project shall have a minimum of CTS certification.
The specialist AV contractor will be CTS-D certified. All personnel working on
the AV aspect of this contract will be directly employed by the specialist AV
Contractor, No sub-contract labour will be permitted.
Prior to the commencement of works the specialist AV contractor will provide
full detailed wiring layout drawings and schematics for the installations. All
Audio visual equipment as described in this technical specification and
indicated on the drawings will be supplied in their entirely to ensure they are
fully operational at handover. The AV specialist will be responsible for the
supply and install of all specialist cabling including terminations.
The specialist AV contractor will employ a NICEIC registered electrical subcontractor to carry out all electrical works detailed in this technical specification.
This will include engaging a qualified structured cabling installer to terminate
and re-test any modifications to the Cat6 infrastructure.
The specialist AV contractor will also ensure that any building work associated
with the installation is made good to the satisfaction of the Derry City Council
prior to completion.
4.2 Main Hall
AV Equipment
The following is a list of equipment but not limited to:Video & Audio Distribution
Crestron digital media HDMI & VGA distribution system to operate
from multiple existing structured cabling points.
Balanced audio connections including cable infrastructure to allow
floor box at stage location & wall plate at rear projection position to
interface with house audio system.
Projectors & Screens
Draper Focal Point portable & demountable modular 4.5m wide
projector screen.
Balanced audio connections including cable infrastructure to allow
10
Quantity
1
1
1
1
floor box at stage location & wall plate at rear projection position to
interface with house audio system.
Draper 2.5m wide demountable rear projection screen.
Panasonic PT-DW17KE ultra bright 16000 lumen WXGA
projector.
Panasonic long throw lens.
Projector custom mounting system including provision of suitable
grounds via structural steel.
Panasonic PT-EZ570EL bright 5000 lumen projector.
Panasonic short throw rear projection lens.
1
1
1
1
1
1
The following item (Main Hall VC equipment) is included as an option if additional
funding becomes available:
Video Conferencing Equipment
Polycom RP700 video conferencing unit.
Polycom 1yr warranty.
Polycom People & Content.
Polycom Eagle eye HD camera.
Crestron long range HD transmission system for Polycom HD
camera.
Link to audio via media panel.
Camera custom mounting system including provision of suitable
grounds via structural steel.
1
1
1
2
2
1
2
Electrical Installations
The electrical sub-contractor employed by the specialist AV contractor will allow
for the following modification and alterations to the existing services
infrastructure:Item
1.
2.
3.
4.
5.
Description
Disconnect 4No. Cat6 cables (Ref C5-D057, C5-D058, C6-D055 & C6D056) from network cabinet (Cab5) and media cabinet (Cab6) located
within first floor switch room behind stage.
Pull 2 No. of these Cat6 cables (say C5-D057 & C5-D058) back to
under stage area, conceal within galvanised steel conduits and
terminate within AV transmitter via new RJ45 outlets and patch leads.
Relocate 2 No. of these Cat6 cables (say C6-D055 & C6-D056) to new
video conferencing rack located within first floor comms room. Cables
to be concealed within new galvanised steel conduits and terminate via
new RJ45 outlets and patch leads.
Install 2No. new Cat6 cables from the AV transmitter to existing floor
box on stage. All terminations at both ends by specialist AV supplier.
For the purposes of tendering allow 10metres of cabling concealed
within new galvanised steel conduits.
Existing Cat6 cables (Ref C5-D057, C5-D058, C6-D055 & C6-D056)
terminate within RJ45 outlets located within chair store at the rear of
the main hall. From this position provide and install 4No. new Cat6
cables to proposed projector and video conferencing position at the
underside of the balcony. Cables to rise on existing tray from chair
11
6.
7.
8.
9.
10.
11.
store to floor void under the sound desk. Cabling to be then concealed
within kopex / flexible conduit and fished within balcony make up.
Modify and extend socket ring circuit from chair store to proposed
projector and video conferencing position at the underside of the
balcony. Cabling to be 2.5mm2 LSHF singles + 2.5mm2 CPC drawn
within galvanised steel conduit from chair store to floor void under the
sound desk. Cabling to be then concealed within kopex / flexible
conduit and fished within balcony make up. The electrical subcontractor will terminate power cabling within a new switched fused
connection unit located adjacent the projector. Outlet to be flat plate
type finished satin brass to match existing accessories.
Install 1No. new Cat6 cables from the new video conferencing rack to
HD camera position located above exit door to LHS of stage. All
terminations at both ends by specialist AV supplier. For the purposes of
tendering allow 30metres of cabling concealed within new galvanised
steel conduits.
Install 1No. 16Amp industrial socket outlet as per MK Electric c/w
trailing power lead in first floor switchroom to energise the video
conferencing rack. Cabling to be 2.5mm2 LSHF singles + 2.5mm2 CPC
in new galvanised steel conduit from local distribution board (20
metres). Allow for new 20Amp SPN RCBO to protect this circuit.
Install 2 x Starquad screened audio cable from existing floor box on
stage to sound rack located within first floor comms room.
Provide and install at skirting level along Guildhall Street elevation a
sound link outlet. Cabling to be 2 x Starquad from this outlet to sound
rack within first floor comms room. (Approx 40metres).
The electrical sub-contractor will test all power circuits affected by these
works, update circuit charts, as-fitted drawings and provide NICEIC
certificate. Re-label of all data points, sockets outlets, etc affected by
the works.
Builders Work
The building works contractor employed by the specialist AV contractor will
allow for the following:Item
1.
2.
3.
4.
5.
6.
7.
Description
Lift wooden sound desk floor and replace when works have been
completed. Allow for making good any finishes to match existing that
have been affected by the works.
Provide 2No. 50mm dia opening to underside of balcony to facilitate
projector and cameras supports.
Provide suitably grounds from structure steel to support projector and
camera.
Remove existing skirting board, cut out back box for sound link,
reinstate skirting and make good any finishes to match existing that
have been affected by the works.
Allow making good around balcony lights that have been taken down
and reinstated to facilitate works.
Provide 6No. 25mm dia openings under stage to floor box and
switchroom.
Seal all opening, fire stop and make good finishes.
12
8.
Provide high level access and protect floor finishes at all times.
Proposed
position for
new sound
line outlet,
portable rear
projector and
demountable
screen.
Proposed
position of
Video
Conferencing
camera
Proposed
position of
floorbox for
AV control and
demountable
screen on
stage.
Proposed
position of
projector &
camera
13
4.3 Mayors Parlour - Specification
AV Equipment
The following is a list of equipment but not limited to:Video Conferencing
NEC X551UN 55" LED display.
Triad custom width 2.0 stereo sound bar.
Wall mount bracket for 55"
Custom bracket for HD camera. (Camera to be mounted approx
1200mm AFFL).
Crestron digital media HDMI & VGA system to allow content &
presentation from either the meeting room table or Mayor’s desk.
Revolabs point to point wearable microphone.
Revolabs single channel receiver.
Polycom RP500 video conferencing unit w/ HD camera.
Polycom 1yr warranty.
Extron MPA 1002 power amplifier.
Quantity
1
1
1
1
1
1
1
1
1
Electrical Installations
The electrical sub-contractor employed by the specialist AV contractor will allow
for the following modification and alterations to the existing services
infrastructure:Item
1.
2.
3.
Description
Install specialist AV cabling through existing conduits between floor
boxes and wall mounted screen position.
Omit 1No. double socket for each of the existing floor boxes. Modify
ring circuitry to suit. AV termination plates to be installed in lieu of
double socket outlet.
The electrical sub-contractor will test all power circuits affected by
these works, update circuit charts, as-fitted drawings and provide
NICEIC certificate. Re-label of all data points, sockets outlets, etc
affected by the works.
Builders Work
The building works contractor employed by the specialist AV contractor will
allow for the following:Item
1.
2.
Description
Provide supports / grounds for mounting TV and camera brackets.
Make good finishes to existing walls to facilitate installation.
14
Position of
wall mounted
LED screen &
HD video
conferencing
camera.
Position of
2No. existing
floor boxes to
be modified to
suit.
4.4 Whittaker Suite - Specification
AV Equipment
The following is a list of equipment but not limited to:Projectors & Screens
Draper 2m wide 16:9 Luma 2 screen w/ 2m extra black drop.
Panasonic PT-DW530E WXGA 4500 lumen projector.
Unicol projector trolley.
Bose DS100F ceiling speakers. (White finish)
Crestron digital media HDMI & VGA system to allow independent
room presentation, or in room combining mode to allow dual
presentation from all master input point, comprising 4No input
locations & 2No output locations.
Crestron automatic room combining & presentation system.
Crestron in wall touch panel.
Middle Atlantic pull out equipment enclosure.
Middle Atlantic accessories.
Middle Atlantic cooling fan
Equipment enclosure accessories.
Specialist cabling associated with the above equipment.
Quantity
2
2
2
8
1
1
2
1
1
1
1
1
Electrical Installations
The electrical sub-contractor employed by the specialist AV contractor will allow
for the following modification and alterations to the existing services
infrastructure:-
15
Item
1.
2.
3.
4.
Item
5.
6.
7.
8.
9.
Description
Provide & install 4No. 25 mm dia Marshall Tufflex super tube conduits
between the AV rack and all of the 4No. floor boxes. Conduits to be
installed within the basement and rise to floor boxes through the timber
floor.
Provide & install 2No. 25 mm dia super tube conduits between the 2No.
floor boxes located at the presentation wall to control points located
within the timber wall panelling on the presentation wall below pull
down AV screens.
Provide & install 4No Pair (Audio & control), 4No. x Cat6 and 1No. Cat
6a between the AV Rack and both of the floor boxes located centrally in
the room. From each of the centre floor boxes install the same cabling
the each of the floor boxes located at the presentation wall.
Provide, wire and connect 8No. recessed ceiling speakers. (4No. within
each section of function room) utilising 79 strand - starquad audio
cabling. Cabling to be drawn within new Marshall Tufflex super tube
conduits from AV rack.
Description
Provide & install 4No. 25 mm dia Marshall Tufflex super tube conduits
between the AV rack and all of the 4No. floor boxes. Conduits to be
installed within the basement and rise to floor boxes through the timber
floor.
Provide and install link from existing induction loop amplifier located
within ground floor switchroom to AV rack. For purposes of tender allow
for 35metres of cabling drawn within high impact PVC conduit installed
within basement.
Omit 1No. double socket for each of the existing floor boxes (4No.).
Modify ring circuitry to suit. AV termination plates to be installed in lieu
of double socket outlet.
Provide and install 3No. double sockets outlets within AV rack to
energise new equipment, Sockets to be MK Electric MCO finish surface
mounted. Cabling to be 2.5mm2 LSHF + 4.0mm2 dual CPC from local
distribution board. Allow for 35metres of cabling within new 25 mm dia
Marshall Tufflex super tube conduit installed within basement. This
circuit will be protected via a new 32A 30mA RCBO device.
The electrical sub-contractor will test all power circuits affected by
these works, update circuit charts, as-fitted drawings and provide
NICEIC certificate. Re-label of all data points, sockets outlets, etc
affected by the works.
Builders Work
The building works contractor employed by the specialist AV contractor will
allow for the following:Item
1.
2.
Description
Provide high level access via portable scaffolding.
Make good finishes to existing walls and ceilings to facilitate
installation.
16
3.
4.
5.
6.
7.
8.
9.
10.
Provide protection to floor finish during high level works.
Provide support and fixings for manual pull down screens (2No.)
Allow for 16No. 25mm dia cores through floor boxes to basement.
Allow for opening in AV rack to accommodate cabling entry.
Cut openings in suspended plasterboard ceiling to accommodate 8No.
recessed speakers. Exact dimensions to be provided by specialist AV
contractor.
Remove sections of existing timber wall panelling, cut opening for
recessed control boxes (2No.) and reinstate panelling. Make good
finishes.
Provide additional supports / grounds within AV rack to accommodate
the mounting of nee equipment. Exact details to be provided by the
specialist AV contractor.
Seal around all opening and fire stop when penetrating fire
compartments.
The following item (Council Chamber additional AV equipment) is included as an
option if additional funding becomes available. Please note that the Chamber has
already been fitted with projector and screens:
4.5 Council Chamber
AV Equipment
The following is a list of equipment but not limited to:Webcasting System
Encoding PC with capture device.
Sony broadcast quality camera.
Intel Core i3-2120 Processor (Dual Core, 3.30GHz, 3MB, w/
HD2000 Graphics) running windows t (32bit or 64bit)
Osprey 260e
Kramer 601XLM video switcher.
DVD/HDD recorder.
Shure SCM262e audio mixer.
Adder X50 KVM extender.
10u rack with power distribution.
Software to allow complete integration of webcasting system with
Bosch conferencing system.
Video Conferencing System
Polycom RP700 video conferencing unit.
Polycom 1yr warranty.
Polycom People & Content.
Polycom Eagle eye HD camera.
Creston digital media system to facilitate 3 Polycom HD cameras.
Crestron long range HD transmission system for Polycom HD
camera.
Custom made bracket / suspension wire for 1No. HD camera.
Control System
Integration of all Silent Glass window cover motors to be
interfaced with Crestron Control System with provision of RF
17
Quantity
1
3
1
1
1
1
1
1
1
1
1
1
1
3
1
3
1
1
control modules. (2No. curtains & 6No. blinds).
Provide, install and commissioning interface module for integration
of lighting system to AV control. Contact David Totten of Chroma
lighting, Belfast for details and cost.
Voting System
Bosch synoptic microphone.
Voting control software.
Rack mount PC, with pull out keyboard & rack mount flip up
monitor.
Bosch flush mount voting panels.
1
1
1
1
50
Electrical Installations
The electrical sub-contractor employed by the specialist AV contractor will allow
for the following modification and alterations to the existing services
infrastructure:Item
1.
2.
3.
Description
Provide & install RG59 (Video), Cat6 (Control) and 1.5mm2 2 core flex
(Power) between the first floor comms room and 3No. camera
positions. Cabling to be drawn through existing containment
infrastructure.
Allow for the provision of 3No. 12V or 24V PSU’s (TBC by the AV
specialist) for the new video conferencing and recording cameras. All
cable terminations, CPD’s etc to be provided as part of this contract.
The electrical sub-contractor will test all power circuits affected by
these works, update circuit charts, as-fitted drawings and provide
NICEIC certificate. Re-label of all data points, sockets outlets, etc
affected by the works.
Builders Work
The building works contractor employed by the specialist AV contractor will
allow for the following:Item
1.
2.
3.
4.
5.
Description
Provide high level access via portable scaffolding.
Make good finishes to existing walls to facilitate installation.
Provide protection to carpet during high level works.
Provide support for camera bracket / suspension wire (1No.)
Seal around all opening and fire stop when penetrating fire
compartments.
18
Video
Conferencing
Camera No.1
Video
Conferencing
Camera No.2
All automatic
curtains &
blinds to be
controlled by
AV system.
Wiring point
for Video
Conferencing
Camera No.3.
Fit suspension
bracket or
wire to drop
camera from
high level to
suitable
height.
Lighting scene
set panel to
be interfaced
to AV system.
4.6
Electrical Testing & Inspection
The electrical sub-contractor will include for the complete periodic inspection
and testing of all new and modified circuits. This will consist of electrical testing,
issuing certificates and providing circuit charts at all distribution boards to
identify each circuit.
The electrical sub-contractor will be responsible for carrying out the following
tests and providing associated certificates of the same for inclusion within the
Operating and Maintenance Manuals which form part of the Safety File.
 Complete Electrical Testing of the entire building which includes:- Continuity of Protective Conductors
- Continuity of Ring Circuit Conductors
- Insulation Resistance
19
- Polarity
- Earth Electrode Resistance
- Earth Fault Loop Impedance
- Prospective Fault Current
- Functional Testing
- RCD Trip Testing
- Labelling Verification Test
 Bonding and Earthing Testing.
This will include the inspection and testing of the main switchboard, subdistribution boards and all final circuits.
All testing to be carried out in accordance with IET Requirements for Electrical
Installations, BS7671:2008:(2011)
20
Instructions to Tenderers
1.
Invitation To Tender
1.1 Derry City Council principally invites detailed and costed proposals for
the Tender brief defined in Introduction & Scope of Works. Please
ensure your submission includes all details as per Section 19 of
Instructions to Tenderers
2.
Explanation of Documents / queries during the tender period /
registration of intent to tender
1.2 It is the responsibility of prospective facility/service providers (hereafter
referred to as ‘tenderers’) or parties submitting ‘expressions of interest’
to obtain for themselves at their own expense any additional
information necessary for the preparation of their proposals (hereafter
referred to as ‘tenders’) or ‘expressions of interest’.
1.3 Tenderers are advised to ensure that they are fully familiar with the
nature and extent of the obligations to be accepted by them if their
tender is accepted, including the Council’s Standing Orders, a copy of
which may be seen by arrangement.
1.4 Should any tenderer be in doubt as to the interpretation of any part of
the contract documents, Deirdre Harte shall endeavour to answer
written enquiries. All queries must be submitted in writing to arrive with
Deirdre Harte not later than 2 weeks before the date of return of
tenders,
i.e. 24th May 2013, by email to:
deirdre.harte@derrycity.gov.uk
1.5 All copies of written queries received, together with written replies will
be sent to all tenderers not later than 1 week before the date of return
of tenders. Where possible, all responses will also be posted on the
Councils website as detailed below: http://www.derrycity.gov.uk/Tenders/index.htm
1.6 In order to ensure receipt of written replies, all prospective tenderers
are therefore requested to register their intent to tender in writing
to Deirdre Harte by email as noted in Clause 2.3 above, not later than
2 weeks before the date of return of tenders, including full contact
details and indicating tender will be submitted.
1.7 No representation, explanation, or statement made to a tenderer, or
anyone else, by or on behalf of the Council, as to the meaning of any of
the tender documents, or otherwise in clarification as aforesaid, shall
bind the Council in exercise of its powers and duties under any
subsequent Contract(s).
21
3
Accuracy of Tender
Tenders must be submitted for the supply of all or any of the services
specified in the Form of Tender. Tenderers must price separately for all items
listed in the Form of Tender.
4
Information to be provided
Tenderers should provide a brief description of the overall organisation of their
company. Tenderers must also include subcontracting information in this
section if subcontractors will be engaged. Subcontractors must be named and
their roles in the project briefly described.
Tenderers should provide this general background information:
o
Company Address
o
Contact person (s)
o
Year established and company background
o
Account experience
o
Number of customers currently being serviced
o
Comprehensive list of available services
o
Provide any additional background information
Tenderers must complete and return all relevant tender/pricing, assurance
and declaration forms etc.
5
Submission of Tender Documents (and/or Additional
Proposals and Expressions of Interest)
5.1
The tender(s) shall be made on the Form of Tender(s) provided, and
signed by the Tenderer. All Contract Documents, together with these
Instructions and completed Form of Tender(s) should be forwarded, by
registered post or delivered by hand and a receipt obtained to:
Tender for “Supply & Installation of Guildhall AV Equipment”
Mrs S O’Connor,
Town Clerk and Chief Executive,
98 Strand Road, Derry
BT48 7NN,
so as to arrive not later than 12.00 noon on 7th June 2013
Please provide 3 hard copies and 1 soft copy on USB stick of your
tender submission. These copies will enable your submission to be
reviewed by tender panel
No UNAUTHORISED alteration or addition should be made to the
Tender Form(s), or to any other of the Contract Documents. IF ANY
SUCH ALTERATION OR ADDITION IS MADE OR IF THESE
INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER
MAY BE REJECTED.
5.2
All documents requiring a signature shall be signed.
(a)
Where the Tenderer is an individual, by that individual
22
(b)
(c)
6
Where the Tenderer is a partnership by the two duly authorised
partners.
Where the Tenderer is a company by two directors or by a
director and the secretary of the company, such persons being
duly authorised for that purpose.
5.3
Tenders shall be submitted strictly in accordance with the tender
documents.
5.4
No alteration to the text of any of the Tender Documents will be
permitted, and if any are made, the tender may be rejected. Failure to
complete any part of the documents may also incur rejection of the
tender.
5.5
Tenderers must ensure that all requested documentation is returned
with the completed tender.
5.6
No name or mark, including any franking machine slogan, is to be
placed on the envelope to indicate in any way the identity of the
sender.
5.7
Tenderers or any representatives thereof will not be permitted to be
present when the tenders are opened.
5.8
All prices should be quoted in pounds sterling and shall be exclusive of
VAT.
The Basis of the Tender
The rates quoted in the form of tender section shall remain fixed for the
duration of this contract.
7
Period of Acceptance
The Tenderer is required to hold his tender open for acceptance for a period
of 120 days from the closing date for the submission of tenders.
8
9
Evaluation of Tender
8.1
Evaluation/Award Criteria are outlined in next section.
8.2
Derry City Council is not required to accept the lowest or any tender
and may wish to award the contract as a whole or individual aspects
depending on the strength of the successful tenderers.
Contract Documents take Precedence
The information given in these Instructions for Tenderers is given in good faith
for the guidance of Tenderers, but if there is any conflict, the Conditions of
Contract, Specifications, and the Pricing Documents / Form of Tender shall
take precedence over these Instructions.
23
10
Pre-Selection Interviews / Presentations
Tenderers are put on notice that they may be required to attend the Council
Offices, 98 Strand Road, Derry, for procedural and technical presentations
and/or clarification interviews during the process of tender evaluation at no
charge to Council.
11
Delivery/Installation Date
The delivery and installation of all AV equipment shall be by no later than
Friday 13 September 2013.
12
Questions
All questions, requests or other communications regarding this tender must be
made in writing to deirdre.harte@derrycity.gov.uk. See Section 2.3 to 2.5 for
details on submitting questions.
13
Late Submissions
Tenders submitted after the closing date will not be accepted.
14
Expenses and Losses
The Council shall not be responsible for, or pay for, any expenses or losses
that may be incurred by any tenderer in preparing their tender proposals.
15
Preparation of Tender
It is the responsibility of prospective tenderers to obtain for themselves, at
their own expense, any additional information necessary for the preparation of
their tenders.
16
Confidentiality
All information supplied by the Council in connection with this invitation to
tender shall be treated as confidential by prospective tenderers, except that
such information may be disclosed so far as is necessary for the purpose of
obtaining sureties, guarantees and quotations necessary for the preparation
and submission of the tender.
17
Ownership of Tender Documents
These documents are, and shall remain, the property of the Council and shall
be returned with the tender. If no tender is to be submitted, the documents
shall be returned pursuant to the Council’s Invitation to Tender.
18
Insurances
The Supplier shall effect and maintain insurance necessary to cover their
liabilities under this Contract.
24
19
Format of Tenders
Those interested in tendering for this project should submit a tender document
comprising of:
o Form of Tender
o Evidence of experience including references of track record of similar type
projects as per requirements is Evaluation/Award Criteria.
o Company details as per Section 4 of Instructions to Tenderers
o Form of Assurance
o Collusive Tendering Certificate
o Declaration of Commitment to the Promotion of Equality of Opportunity &
Good Relations
o Fair Employment declaration
o Copies of Insurances: Public/Products Liability, Employers Liability etc
20
21
Offer and Acceptance of Contract (Above threshold Contracts
only)
20.1
Prior to the expiry of the tender validity period as defined in Clause 7
Derry City Council will send to the successful tenderer a letter of
provisional acceptance of tender. This letter will make clear that the
execution of the contract will be subject to a minimum mandatory
standstill period of 10 calendar days, from the day after the date of
letter of provisional acceptance.
20.2
At the same time, Derry City Council will notify each unsuccessful
tenderer.
20.3
At the end of the standstill period, unless Derry City Council notifies the
successful tenderer that there has been judicial interruption in the form
of an order by the court of competent jurisdiction that the execution
an/or implementation of the contract should be suspended pending a
full hearing of the matter by a court of competent jurisdiction, Derry City
Council will execute the contract documentation.
20.4
If judicial interruption takes place Derry City Council will execute the
contract documentation only following the conclusion of the Court
proceedings (including any appeals) in favour of Derry City Council. If
the Court proceedings are concluded against Derry City Council, no
contract shall be entered into or executed.
2010 Bribery Act
The Supplier shall:
21.1
comply with all applicable laws, statutes, regulations, and codes
relating to anti-bribery and anti-corruption including but not limited to
the Bribery Act 2010 (Relevant Requirements);
25
21.2
not engage in any activity, practice or conduct which would constitute
an offence under sections 1, 2 or 6 of the Bribery Act 2010 if such
activity, practice or conduct had been carried out in the UK;
21.3
have and shall maintain in place throughout the term of this agreement
its own policies and procedures, including but not limited to adequate
procedures under the Bribery Act 2010, to ensure compliance with the
Relevant Requirements and clause 1.1(b), and will enforce them where
appropriate;
21.4
promptly report to the Council any request or demand for any undue
financial or other advantage of any kind received by the Supplier in
connection with the performance of this agreement;
21.5
immediately notify the Council (in writing) if a foreign public official
becomes an officer or employee of the Supplier or acquires a direct or
indirect interest in the Supplier (and the Supplier warrants that it has no
foreign public officials as officers, employees or direct or indirect
owners at the date of this agreement);
21.6
within 3 months of the date of award of this contract, and annually
thereafter, certify to the Council in writing signed by an officer of the
Supplier, compliance with this clause 1 of the Bribery Act 2010 by the
Supplier and all persons associated with it under clause 1.2 of the
Bribery Act 2010. The Supplier shall provide such supporting evidence
of compliance as the Council may reasonably request.
26
Evaluation / Award Criteria
A two stage process will be used to assess tenders.
Stage 1 – Selection Criteria
Selection Criteria
Mark
Company Experience
Pass/Fail
The Tenderer shall supply a list of three similar contracts, carried out
within the past three years for each of the following disciplines/areas
of work:
(1) Specialist AV Contractors
(2) Electrical contractors
(3) Building contractors
Please fill out and return the document below for each of the above
sections. Failure to return these documents may lead to a fail mark.
Similar Contracts.doc
Technical Capacity
Pass/Fail

The specialist AV contractor will be a member of Infocomm with a
minimum of gold level AV solutions provider certification and CTSD certified. All AV installers/engineers working on the project will
have a minimum of CTS certification and any electrical subcontractors NICEIC registered.

Tenderers must have a Minimum of £5m Public Liability & £10m
Employers Indemnity insurance cover.

Tenderers must agree to meet the general conditions of contract
and the specification.
Tenders who provide the Council with the relevant information requested will receive
a pass mark and move on to stage two and their submission will then be evaluated
against the following criteria.
Stage 2 – Award Criteria
Tenderers must complete the Price List document and demonstrate that all items
meet the specification; provide details of guarantee and/or warranty with all products;
a methodology for installation and the proposed lead time for all equipment supply,
installation and commissioning.
27
Criteria
Weighting
Specification
Pass/Fail
Tenderer’s offer must comply with the specification as outlined in
section 4 above and incorporated into the Price List document.
Evidence should be provided that priced elements meet or exceed
the specification. All training, electrical works and buildings works
must be included in installation costs.
Tenders must provide details of guarantee and/or warranty with all
products, which shall not be for less than a three year period.
Tenderers must provide proposed lead time for all equipment
supply, installation and commissioning in the Price List document.
Methodology for installation
20%
Detailed works programme
10%
Cost
70%
Total
100%
28
Form of Tender
“Supply & Installation of Guildhall AV Equipment”
To: Derry City Council, Council Offices, 98 Strand Road, Derry BT48 7NN
Members:
Having examined all documentation bound in this Invitation Document as listed in the
Table of Contents. I/we undertake to provide the above-mentioned services/goods in
conformity with this tender for the following prices (inclusive of all costs including
training, electrical works, buildings works, commissioning, inspection etc): ITEM
COST
Main Hall (excluding video-conferencing option)
£
Mayors Parlour
£
Whittaker Suite (function rooms)
£
TOTAL AUDIO VISUAL COST (EXCLUDING VAT)
£
OPTIONS
COST
Main Hall – video-conferencing option
£
Council Chamber – additional AV options
£
TOTAL AUDIO VISUAL COST (EXCLUDING VAT)
£
I/we agree that all prices will be fixed for the term of this contract.
I/we understand that you are not bound to accept the lowest or any tender.
Signed: ………………………………………………………………………………..
For or on Behalf of: ………………………………………………………………….
Address: ……………………………………………………………………………….
Position in Company: ……………………..……… Date: ………………………...
29
Price List
Tenders will enter below the lump sum prices each inclusive of profits and overheads for which they are prepared to carry out the various
sections of work. The required work has been fully described, specified and quantified within this scope of work. The accompanying
drawings have been provided to assist with costing the works. Tenderers are reminded that every section of the Price List document must
be completed with a costed figure including all sub sections in the spaces provided. Equipment costs should include 3 year warranty.
Refer to section 4 for list of electrical and builder works that will be required. Installation costs should also include training and any other
requirements indentified in section 3.
MAIN HALL
Quantity
Required
Price per
unit
Total Cost
Additional
warranty for
year 4 and 5
(per annum)
Video & Audio Distribution
Crestron digital media HDMI & VGA distribution system to operate
from multiple existing structured cabling points.
Balanced audio connections including cable infrastructure to allow
floor box at stage location & wall plate at rear projection position to
interface with house audio system.
1
1
SUB-TOTAL
Projectors & Screens
Draper Focal Point portable & demountable modular 4.5m wide
projector screen.
Balanced audio connections including cable infrastructure to allow
floor box at stage location & wall plate at rear projection position to
interface with house audio system.
Draper 2.5m wide demountable rear projection screen.
Panasonic PT-DW17KE ultra bright 16000 lumen WXGA projector.
Panasonic long throw lens.
Projector custom mounting system including provision of suitable
grounds via structural steel.
1
1
1
1
1
1
30
Lead Time
(max time from
award of tender
to installation)
Panasonic PT-EZ570EL bright 5000 lumen projector.
Panasonic short throw rear projection lens.
1
1
SUB-TOTAL
TOTAL COST
31
MAYOR’S PARLOUR
Quantity
Required
Video Conferencing
NEC X551UN 55" LED display.
Triad custom width 2.0 stereo sound bar.
Wall mount bracket for 55"
Custom bracket for HD camera. (Camera to be mounted approx
1200mm AFFL).
Crestron digital media HDMI & VGA system to allow content &
presentation from either the meeting room table or Mayor’s desk.
Revolabs point to point wearable microphone.
Revolabs single channel receiver.
Polycom RP500 video conferencing unit w/ HD camera.
Polycom 1yr warranty.
Extron MPA 1002 power amplifier.
1
1
1
1
1
1
1
1
1
SUB-TOTAL
TOTAL COST
32
Price per
unit
Total Cost
Additional
warranty for
Lead Time
(max time
year 4 and 5
(per annum)
from award of
tender to
installation)
WHITTAKER SUITE (FUNCTION ROOMS)
Quantity
Required
Projectors & Screens
Draper 2m wide 16:9 Luma 2 screen w/ 2m extra black drop.
Panasonic PT-DW530E WXGA 4500 lumen projector.
Unicol projector trolley.
Bose DS100F ceiling speakers. (White finish)
Crestron digital media HDMI & VGA system to allow independent
room presentation, or in room combining mode to allow dual
presentation from all master input point, comprising 4No input
locations & 2No output locations.
Crestron automatic room combining & presentation system.
Crestron in wall touch panel.
Middle Atlantic pull out equipment enclosure.
Middle Atlantic accessories.
Middle Atlantic cooling fan
Equipment enclosure accessories.
Specialist cabling associated with the above equipment.
Quantity
2
2
2
8
1
1
2
1
1
1
1
1
SUB-TOTAL
TOTAL COST
33
Price per
unit
Total Cost
Additional
warranty for
Lead Time
(max time
year 4 and 5
(per annum)
from award of
tender to
installation)
OPTIONS
The following should be costed as options if additional funding becomes available:
MAIN HALL (VIDEO CONFERENCING OPTION)
Quantity
Required
Price per
unit
Total Cost
Additional
warranty for
year 4 and 5
(per annum)
Video Conferencing Equipment
Polycom RP700 video conferencing unit.
Polycom 1yr warranty.
Polycom People & Content.
Polycom Eagle eye HD camera.
Crestron long range HD transmission system for Polycom HD camera.
Link to audio via media panel.
Camera custom mounting system including provision of suitable
grounds via structural steel.
SUB-TOTAL
TOTAL COST
34
1
1
1
2
2
1
2
Lead Time
(max time from
award of tender
to installation)
COUNCIL CHAMBER (ADDITIONAL AV EQUIPMENT OPTIONS)
Quantity
Required
Price per
unit
Total Cost
Additional
warranty for
year 4 and 5
(per annum)
Webcasting System
Encoding PC with capture device.
Sony broadcast quality camera.
Intel Core i3-2120 Processor (Dual Core, 3.30GHz, 3MB, w/ HD2000
Graphics) running windows t (32bit or 64bit)
Osprey 260e
Kramer 601XLM video switcher.
DVD/HDD recorder.
Shure SCM262e audio mixer.
Adder X50 KVM extender.
10u rack with power distribution.
Software to allow complete integration of webcasting system with
Bosch conferencing system.
1
3
1
1
1
1
1
1
1
1
SUB-TOTAL
Video Conferencing System
Polycom RP700 video conferencing unit.
Polycom 1yr warranty.
Polycom People & Content.
Polycom Eagle eye HD camera.
Creston digital media system to facilitate 3 Polycom HD cameras.
Crestron long range HD transmission system for Polycom HD
camera.
Custom made bracket / suspension wire for 1No. HD camera.
1
1
1
3
1
3
1
SUB-TOTAL
Control System
Integration of all Silent Glass window cover motors to be interfaced
1
35
Lead Time
(max time from
award of tender
to installation)
with Crestron Control System with provision of RF control modules.
(2No. curtains & 6No. blinds).
Provide, install and commissioning interface module for integration of
lighting system to AV control. Contact David Totten of Chroma
lighting, Belfast for details and cost.
1
SUB-TOTAL
Voting System
Bosch synoptic microphone.
Voting control software.
Rack mount PC, with pull out keyboard & rack mount flip up monitor.
Bosch flush mount voting panels.
SUB-TOTAL
TOTAL COST
36
1
1
1
50
Terms & Conditions
37
Form of Assurance
Health and Safety at Work (Northern Ireland) Order 1978
The Contractor’s attention is drawn to the provision of the above Order, which
became law on 1 May 1979, and in particular to Clause 4 of the Order “General
Duties of Employers to their Employees”.
I undertake in the event of my tender being accepted to carryout these works with
due regard to the provisions of the Health and Safety at Work (Northern Ireland)
Order 1978 and all attendant Regulations made there under.
Site staff shall be adequately trained, instructed and supervised to ensure so far as
is reasonably practicable the Health and Safety of all persons who may be affected
by the works under this Contract.
All plant, equipment and vehicles for use under this Contract shall, where statutorily
required, be tested and examinations will be submitted to the city Engineer before
any item of plant is brought into use under the Contract.
Before commencing work I will prepare a written policy on the Health and Safety of
any employee engaged in this work together with written organisational
arrangements for carrying out the policy, including particular arrangements for the
health and safety of employees required to enter manholes and culverts.
Signed: ___________________________________________________________
On behalf of:
____________________________________________________
____________________________________________________
____________________________________________________
Date: _____________________________________________________________
(signed copy to be returned with Tender Submission)
38
Collusive Tendering Certificate
We certify that this is a bona fide tender and that we have not fixed or
adjusted the amount of the tender by or under or in accordance with any agreement
or arrangement with any other person. We also certify that we have not done and we
undertake that we will not do at any time before the hour and date specified for the
return of this tender, any of the following acts:
1.
Communicating to a person other than the person calling for those
tenders, the amount or approximate amount of the proposed tender,
except where the disclosure, in confidence, of the approximate amount
of the tender was necessary to obtain insurance premium quotations
required for the preparation of tender.
2.
Entering into any agreement or arrangement with any other person that
he shall refrain from tendering or as to the amount of any tender to be
submitted.
3.
Offering or paying or giving or agreeing to pay or give any sum of
money or valuable consideration, directly or indirectly to any person for
doing or having done or causing or having caused to be done, in
relation to any other tender or proposed tender for the said work, any
act or thing of the sort described above.
In this certificate the word “person” included any persons and anybody or
association, corporation or unincorporated and “any agreement or arrangement”
included any such transaction, formal or informal and whether legally binding or not.
Signed: ___________________________________________________________
On behalf of:
____________________________________________________
____________________________________________________
____________________________________________________
Date:
_____________________
(signed copy to be returned with Tender Submission)
39
Declaration of Commitment to Promoting Equality of Opportunity
and Good Relations
1.
Preamble
1.1
Under Section 75 of the Northern Ireland Act 1998 Derry City Council
must have due regard to the need to promote equality of opportunity:




Between persons of different religious belief, political opinion, racial
group, age, marital status or sexual orientation;
Between men and women generally;
Between persons with a disability and persons without;
Between persons with dependants and persons without.
1.2
In addition the Council must also have regard to the desirability of
promoting good relations between persons of different religious belief,
political opinion or racial group.
1.3
The Council is committed to fulfilling these obligations and is keen to
not only to ensure that suppliers of goods and services, contractors
undertaking work on behalf of the Council, and groups who receive
support from the Council do not act in any way that would contravene
the Council’s statutory equality duties but also that they help promote
equality of opportunity and good relations within their own area of work
and organisation.
1.4
It is therefore a condition of any offer of grant aid / support or contract
for goods or services that the Chief Executive, Managing Director or
other authorised person signs, on behalf of their organisation, the
declaration below. This declaration will confirm that the organisation is
committed to promoting equality of opportunity and good relations and
will not act in any way that will undermine the Council’s commitment to
fulfil its statutory obligations.
1.5
The Council will not enter into any contract or provide support /
grant aid to any organisation which does not sign the Declaration
of Commitment to the Promotion of Equality of Opportunity and
Good Relations.
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Declaration of Commitment to the Promotion of Equality of
Opportunity and Good Relations
We (insert name of organisation): ___________________________________
Recognise Derry City Council’s duty to have due regard to the need to promote
equality of opportunity:




Between persons of different religious belief, political opinion, racial group,
age marital status or sexual orientation;
Between men and women generally;
Between persons with a disability and persons without
Between persons with dependants and persons without,
and to have regard to the desirability of promoting good relations between persons of
different religious belief, political opinion or racial group.
We undertake not to act in any way that would contravene the Council’s
statutory obligations and are committed to promoting good relations and
equality of opportunity in all our activities (including in the recruitment,
promotion and training of all our staff).
Signed by:
______________________________
Signature
_____________________________
Name in block letters
Position in Organisation: ________________________________________
Date: _________________________________________________________
On behalf of: __________________________________________________
(name of organisation)
Address:
___________________________________________________
___________________________________________________
(signed copy to be returned with Tender Submission)
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Fair Employment Declaration
Fair Employment and Treatment (Northern Ireland) Order 1998
1.
Article 64 of the Fair Employment and Treatment (NI) Order 1998 (“the
Order”) provided inter alia that a public authority shall not accept an offer to
execute any work or supply any goods or services where the offer is made by
an unqualified person in response to an invitation by the public authority to
submit offers. Article 64 also provides that the public authority shall take all
such steps as are reasonable to secure that no work is executed or goods or
services supplied for the purposes of such contracts as are mentioned above
by an unqualified person.
2.
An unqualified person is either an employer who, having been in default if the
circumstances specified in Article 62(1) of the Order, has been served with a
notice by the Fair Employment Commission stating that he is not qualified for
the purposes of Articles 64-66 of the Order or an employer who, by reason of
connection with an employer on whom has been served a notice to that effect,
has also been served with such a notice.
3.
Mindful of its obligations under the Order, DERRY CITY COUNCIL has
decided that it shall be a condition of tendering that a contractor shall not be
an unqualified person for the purposes of Articles 64-66 of the Order.
4.
Contractors are, therefore, asked to complete and return the attached
Declaration/Undertaking, with their quotation/tender, to confirm that they are
not unqualified persons and to undertake that no work shall be executed or
goods or services supplied by an unqualified person for the purposes of any
contract with a Council to which Article 64 of the Order applies.
--------------------------------------------------------------------------------------------------------------------------
I/We ______________________________________ hereby declare that I am/we
are not an unqualified person for the purposes of the Fair Employment and
Treatment (Northern Ireland) Order 1998. I/We undertake that no work shall be
executed or good or services supplied by any unqualified person for the purposes of
any contract with the DERRY CITY COUNCIL to which Section 64 of the Order
applies.
Signed by:
_______________________________________________
Duly authorised to sign _______________________________________________
for and on behalf of:
Dated:
________________________________________________
(signed copy to be returned with Tender Submission)
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Freedom of Information
Derry City Council is subject to the provisions of the Freedom of Information
Act 2000. Should any tenderer consider that any of the information supplied by them
is either commercially sensitive or confidential in nature, this should be highlighted
and the reasons for its sensitivity specified. In such cases, the relevant material will,
in response to FOI requests, be examined in light of the exemptions provided for in
the FOI Act.
Tenderers should be aware that the information provided in the completed
tender and contractual documents could be disclosed in response to a request under
the Freedom of Information Act. No information provided by Tenderers will be
accepted “in confidence” and Derry City Council accepts no liability for loss as a
result of any information disclosed in response to a request under the Freedom of
Information Act.
Derry City Council has no discretion whether or not to disclose information in
response to a request under the Freedom of Information Act, unless an exemption
applies. Disclosure decisions will be taken by appropriate individuals in Derry City
Council having due regard to the exemptions available and the Public Interest.
Tenderers are required to highlight information that they include in the tender
documents, which they consider to be commercially sensitive or confidential in
nature, and should state the precise reasons, why that view is taken. In particular,
issues concerning trade secrets and commercial sensitivity should be highlighted.
Tenderers are advised against recording unnecessary information.
In accordance with the Lord Chancellors code of Practice on the discharge of
public functions, Derry City Council will not accept any contractual term that purports
to restrict the disclosure of information held by the Council in respect of the contract
or tender exercise save as permitted by the Freedom of Information Act. The
decision whether to disclose information rests solely with Derry City Council.
Derry City Council will consult with tenderers, where it is considered
appropriate, in relation to the release of controversial information. Tenderers will be
notified by the council of any disclosure of information relating to them.
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Non-Submittal of Tender Form
FAO: Derry City Council Tender Review, Council Offices, 98 Strand Road, Derry
BT48 7NN
E-mail:
deirdre.harte@derrycity.gov.uk
Tender:
“Supply and Installation of Guildhall AV Equipment”
Supplier:
Our company is unable return a tender submission for this project for the following
reason:
Unable to submit price in timescale
Unable to complete work within required programme
Other (please specify below)
Signed:
_________________________________
For or on Behalf of:
_________________________________
Address:
_________________________________
_________________________________
Position in Company:
_________________________________
Date:
_________________________________
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APPENDIX I – DRAWINGS
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