Tender Documentation Notes (NOT TO BE SENT OUT WITH TENDER)
Attached to this document is a suggested format of the tender documentation to be sent
out with the invitation to tender to professional advisers. These notes explain how to fill in
relevant sections.
This tender documentation assumes you will be using “The CIC Consultants' Contract
Conditions - first edition 2007” as the form of contract between you and your
architect/surveyor. (Our grant conditions require that you use a relevant standard form of
written contract; this is one that would fulfil that condition.) This form of contract can be
used with any discipline of consultant, and is issued by the Construction Industry Council.
Most other forms are published by the professional body representing the discipline e.g.
RIBA1 for architects and the RICS2 for surveyors. We have therefore suggested the CIC
form as it will be suitable for both architects and building surveyors without major
amendment. The documentation here is only suitable for the CIC form, and will need to be
re-written if you wish to use another form. The sample tender document has been
completed for repairs to the fictional church of St Peter, Bridge Norton. The parts of the
document that require completion by you have been highlighted in yellow.
A1 The Contract
This defines the contract, and makes the only amendment to the contract, which is to bring
it in line with the conditions of grant for the copyright (and Intellectual Property rights) of
the material that is produced with grant money.
A2 Completion of Contract
You need to complete:
1.
Your name and address as the Client under the contract.
3.
The conditions are capable of being used for disciplines other than
architect/building surveyor, but you will need to amend this section.
4.
Insert a brief description of your project.
5. The contract can executed as a deed or under hand, if you intend to execute the
contract as a deed you will need to amend the highlighted text to “as a deed”.
1 Royal Institute of British Architects
2 Royal Institution of Chartered Surveyors
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
Tender Documentation Notes (NOT TO BE SENT OUT WITH TENDER)
A2.2 Part 1 – Contract Details
1-1
Insert the name of the site that is the subject of the grant-aided works.
1-2
Insert the date on the Client Brief (See Section C).
1-3
Insert the name of your representative.
1-4
If you wish to limit the amount of authority your representative has, insert
that amount here. If your representative has unlimited authority, leave this
blank.
1-6
Delete from the list any consultant you do not intend to appoint. The CDM
(Construction (Design and Management)) regulations will require you to
appoint a CDM Co-ordinator, but only include other consultants that you
know you will need. Because you have not included them here does not
mean that you cannot appoint them later.
1-8
We suggest a minimum level of £1,000,000 for the professional indemnity
insurance to be held by your architect/surveyor. Alter the amounts
highlighted if you wish to change it.
1-9
Similarly amend the highlighted amounts if you wish to change the
consultant’s liability.
1-10
Insert your address. If you do not have a fax insert N/A or leave blank. This
address is the ‘official’ address where your architect/surveyor is to address all
important communications that need your attention.
1-12
In the event of a dispute between you and your consultant, the contract
allows for adjudication, the adjudicator being appointed by the president of
one of the professional bodies listed in the contract. You need to indicate
which. We suggest the Chartered Institute of Arbitrators.
1-13
The contract has four optional clauses:
6-1
6-2
6-3
Where the consultant undertakes design;
Where the consultant is to act as contract administrator under the
Works contract;
Where the Works contract requires an information release schedule;
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
Tender Documentation Notes (NOT TO BE SENT OUT WITH TENDER)
6-4
Where the Works contract is a design and build contract and the
services of the consultant are to be novated to the contractor.
6-1 and 6-2 are appropriate for your architect/surveyor
1-14 Insert the limit of the consultant’s financial authority without obtaining prior
authority.
Insert your name or your organisation’s name, and the brief description of
the works on Page 8
You now need to confirm the services you require from your
architect/surveyor. We have included a standard list of services for an
architect/surveyor. Our suggestion is that you adopt all the services not
highlighted, and DELETE the services highlighted in blue.
C1
THE CLIENT BRIEF
The purpose of the client brief is to define the project, particularly referring
to any restriction on quality, price and timing. You will need to date the
document. This date will also need to be inserted at 1-2 on page 5.
Provide a short description of the work. You will need to amend the form of
contract if you intend using another for the Works.
Check the dates for the offer of grant etc. The date of offer for the project
development or one-off repair grants is usually six months after the deadline
for the grant application.
D
INSTRUCTIONS TO TENDERERS AND SELECTION CRITERIA
D1.1
We suggest that the tenders are awarded on the basis of price, the building
surveyors/architects tendering having been selected on the basis of the
experience and expertise. However, if you decide to judge the tenders on
the basis of quality and price, you will need to state that here giving the
weighting of price and quality. To read:
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
Tender Documentation Notes (NOT TO BE SENT OUT WITH TENDER)
D1
Price submission
D1.1
Tender submissions shall be judged on price and quality
*The maximum quality score will be 70%
*The maximum price score will be 30%
You will also need to amend D2
D2.1 If you have decided to award the tender on the basis of quality and price, you
will need to amend the heading to D2 to read:
D2
Particulars to accompany the quality submission
D2.1
Particulars relating to the following criteria will be required from tenderers to form
part of the quality submission:
Weighting
Understanding the needs of the Client
35%
Your approach to the commission and how you will meet the needs
of the Client.
35%
Communication skills (demonstrated by the submission)
30%
The award criteria should not use experience, expertise, or financial standing, as
these should be used for selecting tenderers. You can use alternative criteria
and weightings, but you need to amend them here.
D4.1
Insert the address for the return of tenders.
D4.2
Insert the date for the return of tenders. A realistic tender period would be
3 – 4 weeks. You will need to make sure the information given here matches
that you have given in the Tender Letter.
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
Tender Documentation Notes (NOT TO BE SENT OUT WITH TENDER)
D7.1
Insert the contact details for the arranging of site visits.
SECTION E – CONSULTANTS OFFER
On page 20 insert your name and the date of the letter inviting tenders.
CONTRACT AWARD
Once the successful building surveyors/architect has been decided, you will need to
write to them awarding them the commission. A suggested draft letter is provided.
A letter should also be sent to the unsuccessful tenderers thanking them for
tendering, but informing them they have been unsuccessful.
You will also need to complete the contract with the appointed consultant. If you
are using the CIC Consultants' Contract Conditions, you will need to obtain a copy;
these can be obtained from the RIBA bookshop (http://www.ribabookshops.com/ )
there is a cost for this. The conditions will need to be completed and amended as
set out in the tender document below. The contact will then need to be signed by
both parties and dated.
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
TENDER DOCUMENTATION
for the provision of
THE SERVICES
of
ARCHITECT/BUILDING SURVEYOR
for
REPAIRS TO THE CHURCH OF ST PETER
BRIDGE NORTON
THE CIC Conditions
Page1
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
CONTRACT PARTICULARS, TENDER PARTICULARS AND
CONSULTANT’S OFFER
SECTIONS:
A1
A
Contract and Project Particulars
B
Description of Services
C
Client Brief
D
Instructions for Tenderers and Selection Criteria
E
Consultant’s Offer
THE CONTRACT
A1.1 CONTRACT CONDITIONS
1
The contract conditions will be:
The CIC Consultants' Contract Conditions - first edition 2007
A1.2 AMENDMENTS TO THE CONTRACT
1
The contract conditions will be amended as follows:
Clause 3-11.2
Clause 3-11.2 shall be deleted and replaced with the following clause:
3-11.2
The Consultant grants to the Client a perpetual non-exclusive royalty
free licence to use any IP rights in such Material prepared or
developed pursuant to this contract.
Clause 3-11.3.1
Clause 3-11.3.1 shall be deleted
THE CIC Conditions
Page2
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section A
Contract and Project Particulars
Clause 4-1
The definition of Material shall be deleted and replaced by a new definition:
Material
all designs, models, plans, drawings, prints, samples, transparencies,
specifications, data, reports, manuscripts, working notes,
documentation, results of surveys, materials, manuals, photographs,
negatives, tapes, discs, films, software and any similar items;
A new definition shall be added:
IP Rights
A2
all patents, copyright, design rights, rights in designs, and other
intellectual property rights together with the exclusive right to apply
to be registered as the owner of any such right as is capable of
registration;
COMPLETION OF THE CONTRACT
A2.1 FORM OF AGREEMENT
1.
The Client
"The Client" under the terms of this Contract is:
Bridge Norton Parochial Church Council
c/o Ms Smith
2 The Glebe
Church Lane
Bridge Norton
YY1 ZZ2
2.
The Consultant
"The Consultant" under the terms of this Contract shall be:
As stated in the tender
THE CIC Conditions
Page3
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section A
3.
Contract and Project Particulars
The Role
"The Role” of the Consultant under the terms of this Contract will be:
An Architect/Building Surveyor
4.
The Project
"The Project” under the terms of this Contract will be:
Repair and re-roofing of the chancel and nave roofs to the Church of St Peter,
Bridge Norton.
5.
Execution of the contract
The contract will be executed under hand and not as a deed
The contract will be subject to the law of England and Wales [page 6 (law of
Scotland) will be deleted]
A2.2 PART 1 – CONTRACT DETAILS
1-1
The site is situated at:
The Church of St Peter, Bridge Norton
1-2
The Client Brief (Section C of this document) is dated:
[insert date]
1-3
The Client’s authorised representative is:
[insert the name of the person authorised to act in connection with this commission]
1-4
The limits of the Client’s authorised representative:
THE CIC Conditions
Page4
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section A
Contract and Project Particulars
[insert limit of authority of the client’s representative – if any]
1-5
The Consultant’s representative is:
the person named in the tender.
The Key Personnel are:
Project Architect/Surveyor – the person named in the tender (who must be an
Architect or Chartered Building Surveyor and be conservation accredited).
1-6
The Project Team includes the following consultants:
1-6.4
1-6.5
1-6.6
1-6.7
1-6.8
1-6.9
Civil and Structural Design – to be appointed (delete if not to be appointed)
Building Services Design – to be appointed (delete if not to be appointed)
Cost Consultancy – to be appointed (delete if not to be appointed)
Health and Safety Consultancy / CDM Co-ordinator – to be appointed
Landscape Architectural Design – to be appointed (delete if not to be appointed)
Others (name or delete if not to be appointed)
1-7
The Interested Parties:
The client is not aware of any interested parties
1-8
The minimum level of professional indemnity insurance is:
£1,000,000 in the annual aggregate for claims arising out of or in connection with
pollution, contamination and any other matter for which insurance is only available
on an annual aggregate basis at the time of each renewal;
for all other claims, £1,000,000 for each and every claim or series of claims arising
out of one originating cause.
1-9
The aggregate limit of the Consultant’s liability to the Client and any
Interested Party is:
THE CIC Conditions
Page5
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section A
Contract and Project Particulars
£1,000,000
Within this limit an aggregate limit of £1,000,000 shall apply in relation to claims
arising out of or in connection with the presence of asbestos (or any product or
waste that contains asbestos) on the Site.
1-10
The Client’s address and facsimile number for the delivery of notices are:
Bridge Norton Parochial Church Council
c/o Ms Smith
2 The Glebe
Church Lane
Bridge Norton
YY1 ZZ2
Facsimile 01234 123456
1-11
The Consultant’s address and facsimile number for the delivery of notices
are:
As stated in the tender
1-12
The adjudicator shall be appointed by:
Chartered Institute of Arbitrators
1-13
The optional provisions in Part 6 which are to form part of this contract
are paragraphs:
6-1
Provisions where the Consultant's role includes undertaking design and/or
specification of materials
6-2
Provisions where the Consultant's role includes acting as contract
administrator
THE CIC Conditions
Page6
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section A
1-14
Contract and Project Particulars
The limits of the Consultant’s financial authority are:
£ ……………………… per item and £ ……………………… in the aggregate.
[insert the amounts of delegated authority you will allow the Architect/Surveyor]
A2.3 PART 2 – FEE SCHEDULE
The Fee Schedule shall be:
As set out in the tender
A2.4 PART 7 – THE SERVICES
The Schedule of Services shall be:
As set out in Section B of this document
THE CIC Conditions
Page7
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
PART 7 – THE SERVICES
This is Part 7 of the Schedule referred to in the Form of Agreement
Dated the …………day of ……………………………………………… 20................
Between
The Client
Bridge Norton Parochial Church Council
and
The Consultant
........................................................................................................................................................................
Undertaking the following role of Architect/Surveyor
In connection with the Repair and re-roofing of the chancel and nave roofs to the Church of
St Peter, Bridge Norton.
The Services to undertaken:
STAGE
1
1.1
Carry out a survey of inspection and submit a report to the Client. The report to
include:
a description and address of the property;
the dates during which the survey was undertaken;
the name and qualification of the person who carried out the survey;
advice on matters relating to Statutory and legal requirements including rights of
light, rights of support to rights of way and the like;
details of its present condition disclosed by the survey;
whether any further investigation is advised;
supporting drawings and/or photographs;
recommendations (and estimated costs if applicable);
THE CIC Conditions
Page8
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
an anticipated programme for the completion of the Works;
the name and qualification of the person signing the report who should be project
architect/surveyor.
1.2
1.3
1.4
1.5
Receive an initial brief from the Client and assist in identifying possible options and
expenditure limits. Prepare the Project Brief, maintain and agree the Project brief with
the Client throughout the Project.
Make recommendations to the Client on the need to appoint Consultants to the
Project Team and on the scope of their Services. Subsequently assist the Client in all
matters leading to their appointment and prepare detailed briefs covering the scope of
the Services for which they will be responsible.
Carry out an inspection of the site and subsequently consult as necessary with any local
or other authority including English Heritage on matters relating to the proposed
Works.
Carry out site investigation authorised by the Client, and consult with English Heritage,
interpret the result and produce a report with recommendations to the Client.
1.6
Arrange with the other members of the Project Team to undertake preliminary
feasibility studies based on the Client's brief, discuss with the Client and obtain
instructions.
1.7
Liaise with the other members of the Project Team and undertake such further studies
as may be necessary in order to submit proposals and options to the Client including an
anticipated programme and costs and undertake all work necessary to obtain the
Client's approval to proceed on the basis of the Client's approved brief.
1.8
9
Make all necessary submissions to Statutory Authorities and English Heritage and obtain
approvals.
Where necessary act as a witness at any hearing or planning enquiry or the like.
10
Undertake risk assessments.
11
Undertake value management exercises.
12
Obtain the Client's approval to proceed with the preparation of detailed designs up to
tender stage in accordance with Stage 2.
STAGE
2
2.1
In co-operation with the other members of the Project Team, develop a scheme design
within the approved cost and submit to the Client for approval giving details of
proposed specification and Services.
2.2
Make recommendations to the Client on the need for specialist contractors to design
and execute any sections of the Works or for specialist suppliers to provide any
materials or equipment and obtain the Client's approval and take any action necessary
to implement the Client's decision.
2.3
Consider the most suitable options for the procurement of the Works and, following
discussion with the other members of the Project Team, prepare a Procurement
Strategy, submit to the Client and English Heritage, and obtain instructions.
THE CIC Conditions
Page9
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
2.4
In liaison with the other members of the Project Team assist in the preparation of a
cost plan based on the approved cost and the anticipated start and completion dates
and, thereafter, monitor the development of the scheme design against the cost plan
and report any anticipated difficulty to the Client including proposals for overcoming
that difficulty and obtain the Client's instructions in sufficient time to allow corrective
action to be taken.
2.5
Ensure that the designs and specification for the Works fully comply with all Statutory
Requirements or Regulations including, but not confined to requirements concerning
Health and Safety, Planning, Fire, Building Control, etc., and take any action necessary to
rectify deficiencies.
2.6
Ensure that the designs and specification for the Works fully comply with all
denominational or faith group requirements and take any action necessary to rectify
deficiencies.
2.7
Ensure that the designs and specification for the Works fully comply with all
requirements of English Heritage, submit the designs and specification to English
Heritage and take any action necessary to rectify deficiencies.
2.8
Ensure that statutory and denominational or faith group approvals for the Project are
obtained and that all utilities and other necessary services are in place both for the
construction phase and for permanent operation following completion of the Project
and, where action by the Client is necessary, assist the Client to take that action.
Where the Client has indicated the possibility of a change to the agreed brief during the
design phase, inform the Client of the cost and programme implications and obtain the
Client's instructions.
2.9
2.10
Ensure that life cycle costings and environmental assessment techniques are applied to
the design for the Project and adopt solutions giving the best overall value for money
and, where this may result in the cost limit for the project being exceeded, make
recommendations to the Client and obtain instructions.
2.11
Ensure that the specifications prepared for the Works specifically exclude the use of
materials accepted as being deleterious at the time and timber is from a forest that
meet the requirements set out in the current edition of the document titled “UK
Government Timber Procurement policy- Definition of ‘legal’ and sustainable’ for
timber procurement”. Subsequently ensure that such materials are not used in
connection with the Works.
In co-operation with the other members of the Project Team, complete the design of
the Project up to tender stage.
2.12
2.13
Discuss with the Client the need for site inspection staff and obtain instructions.
2.14
In liaison with the other members of the Project Team, assist to the Client to submit an
advertisement and prepare and send out a pre-qualification questionnaire to determine
the suitability of firms who may be invited to submit tender for the main Works and any
specialist Works. Assist the Client in assessing the submissions.
Ensure that all notices required under EC regulations are given at the proper time and
that all procedures comply with EC legislation.
2.15
THE CIC Conditions
Page10
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
2.16
In liaison with the other members of the Project Team, ensure that all drawings,
specifications, schedules, bills of quantities or other documents necessary for the placing
of contracts are completed and are fully co-ordinated, are in accordance with the brief
approved by the Client and are available on the programmed date.
2.17
Ensure that a pre-tender cost check is prepared based on the tender documentation
and inform the Client of the result of that check.
2.18
Agree with the Client final arrangements for the obtaining of tenders.
2.19
2.20
Undertake an access audit to the Site, including access routes to the building, and report
to the Client. If required
Prepare a costed 10 year maintenance plan. If required.
2.21
Undertake risk assessments.
2.22
Undertake value management exercises.
2.23
Obtain the Client's approval to proceed to Stage 3.
STAGE
3
3.1
3.2
3.3
3.4
3.5
3.5
In liaison with the other members of the Project Team, invite tenders from Contractors
included on the list approved by the Client and arrange to receive tenders, or for
tenders to be returned direct to the Client in accordance with the Client's tendering
procedures.
Copy all correspondence regarding the obtaining of tenders direct to the Client.
Examine tenders received and, in liaison with the other members of the Project Team,
carry out an arithmetical and technical check of the contractors’ priced documents
prior to producing a tender report with recommendations to the Client and advise on
any corrective action which may be required if the lowest tender is higher than the
approved cost for the Works and obtain the Client's instructions.
Ensure that any tender under consideration for acceptance has received an arithmetical
and technical check and that any errors have been resolved in accordance with the
Client's procedure.
Report to the Client on the anticipated programme and cash flow based on the
programme and cash flow of the preferred contractor.
Obtain the Client's instructions regarding the acceptance of a tender.
3.6
In liaison with the other members of the Project Team, provide the Client with
drawings or other documents necessary for entering into contract.
3.7
Undertake risk assessments.
3.8
Undertake value management exercises.
3.9
Before Stage 4 is implemented ensure that the Client has accepted the selected
Contractor's tender and that the Client approves that the matters referred to in Stage
4 can proceed.
STAGE
4
4.1
In collaboration with the other members of the Project Team, assist the Project
Manager in administering the terms of the Works contract during operations on site
and relating to the completion of the Works including (but not limited to) all activities
in connection with the adjudication of disputes between the Client and the Contractor.
THE CIC Conditions
Page11
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
4.2
Administer the terms of the construction contract whilst the Project is under
construction, undertaking the full range of duties imposed on the Contract
Administrator by the Works contract in accordance with the timescales therein,
including (but not limited to) all activities in connection with the adjudication of disputes
between the Client and the Contractor.
4.3
Establish and chair regular meetings with the Contractor and Consultants as necessary
in order to monitor the progress of the Works and the production of design
information to the Contractor and circulate minutes of the meeting to the Client and to
others. The minutes shall record the action to be taken to rectify any deficiencies and
shall indicate who is to be responsible for taking that action. Inform the Client if any
delay in the production of design information cannot be resolved in time to prevent a
delay to the Works.
Until completion of the project report to the Client at monthly intervals on the
progress of the Works.
Ensure that rigorous safety policies are in place and are implemented by the Contractor
and Sub-Contractors working on the site and that there is adequate protection for the
public and others and that Health and Safety Statutory requirements or regulations are
fully observed.
4.4
4.5
4.6
Ensure that rigorous quality management procedures are in place throughout the
construction phase.
4.7
Attend the regular meetings with the Contractor and the other members of the Project
Team as necessary in order to monitor the progress of the Works and the production
of design information to the Contractor.
4.8
Visit the site at regular intervals during the construction of the Works in order to
inspect the quality of the work and to monitor progress and ensure that the Works are
completed fully in accordance with the contract documents.
4.9
In liaison with the other members of the Project Team, establish post contract cost
control procedures in order to ensure financial control covering the issue of
instructions which vary the Works and the issue of cost reports to the Client.
Liaise as necessary with the other members of the Project Team and issue interim
payment certificates in accordance with the terms of the construction contract.
4.10
4.11
4.12
Arrange for any necessary spare equipment, 'as built' record drawings, maintenance
manuals and general guidance on the operation of the Building and Services to be made
available in good time in order that they can be provided to the Client on completion of
the Project.
Inform the Client four weeks prior to the anticipated date of completion of the Works.
4.13
Preparation and issue of Certificates relating to the completion of the Works.
4.14
Ensure that lists of defects are issued at the appropriate time under the Works
contract.
STAGE
5
THE CIC Conditions
Page12
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section B
Description of Services
5.1
In liaison with the other members of the Project Team, provide the Client with a set of
record drawings and guidance on the operation and maintenance of the Project and its
services.
5.2
Issue a list of defects to the Contractor at the appropriate time in accordance with the
terms of the Works contract.
5.3
Ensure that the Contractor rectifies the defects within a reasonable time and issue a
Certificate to the Contractor when all defects have been made good.
5.4
Liaise with the other members of the Project Team regarding final valuation of the
Works and report the final cost of the Works to the Client.
5.5
In the event of any arbitration or litigation resulting from the Project prepare any
necessary documentation and reports and, if required by the Client, attend any hearing
acting as witness (and subject to the payment of an additional fee).
5.6
Ensure that the Works are cleaned, tested and commissioned prior to handover to the
Client.
Ensure that all statutory Certificates and Approvals are given to the Client.
5.7
5.8
Make recommendations to the Client regarding any outstanding claims, counterclaims,
liquidated damages or other contractual issues and receive and implement the Client’s
instructions.
5.9
Ensue the Final Accounts are produced in accordance with the Works contract, and
issue of Final Certificates and, accordingly, make recommendations to the Client.
5.10
In the event of any arbitration or litigation resulting from the Project prepare any
necessary documentation and reports and, if required by the Client, attend any hearing
acting as witness (and subject to the payment of an additional fee in accordance with
Condition 46 (Payment for changed Services and variations).
C1
THE CLIENT BRIEF
Dated the …………day of ……………………………………………… 20..............
The project is the repair and re-roofing of the chancel and nave roofs to the Church
of St Peter, Bridge Norton, together with associated timber and masonry repairs.
The work is to be carried out in accordance with best conservation practice, and to
the approval of English Heritage. The Church is listed Grade 2*.
The estimated value of the Works contract is £175,000.
It is intended that the Form of Contract for the Works will be JCT Intermediate
Building Contract Revision 2 2009
THE CIC Conditions
Page13
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section C
Client Brief
The Client has applied for grant from English Heritage and the Heritage Lottery
Fund under the ‘Repair grants for places of worship in England’ grant scheme.
Details of the scheme can be found at:
http://www.english-heritage.org.uk/server/show/nav.1122
In particular the following documents should be noted:
Guidance notes
Managing your grant
Grant contract
Maintenance plans
An Introduction to Access Audits for Places of Worship
The time scale will be that laid down be the grant conditions:
Anticipated Stage-one offer:
Stage-one submission by:
Anticipated Stage-two offer:
Completion and final payment made
31 December 2008
Within 12 months of the stage-one offer
February/March 2010
Within two years of the stage-two offer
The timetable for the stage-one grant given in the ‘Managing your grant’ document is
given below:
Failure to meet the Stage-one submission date will result in the Stage-two grant not
being offered, and may also result in the second payment of the Stage-one grant not
being made.
Failure to completion of the Works, and final payment made within two years on the
Stage-two offer may result in any out standing amounts of grant not being made.
It is imperative to comply with the Grant timetable.
The grant scheme only allows for an adjustment of the amount of grant between the
completion of Stage-one (Development Grant) and the offer of Stage-two (Repair
Grant). There is no possibility of an increase in grant. Once the Stage-two grant has
been offered, the amount of funding for the Works is set and the Client can not
THE CIC Conditions
Page14
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section C
Client Brief
afford an increase in the contract sum. Every opportunity must be made to establish
the extent of the Works during the development grant, to avoid additional works
during the repair grant.
THE CIC Conditions
Page15
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section D
Instructions for Tenderers and Selection Criteria
D
INSTRUCTIONS TO TENDERERS AND SELECTION
CRITERIA
D1
Price submission
D1.1
Tender submissions shall be judged on price
D2
Not used
D3
Particulars to accompany the price submission
D3.1
The price submission will be as set out the Consultant’s Offer (see section E of this
document)
D4
Return of tenders
D4.1
Tenders must be returned to:
Bridge Norton Parochial Church Council
c/o Ms Smith
2 The Glebe
Church Lane
Bridge Norton
YY1 ZZ2
D4.2
Tenders must be returned by:
12 noon on ............................................
Late tenders will not be accepted
D5
Clarifications during the tender preparation period
D5.1
If tenderers require answers to queries raised during the tender period, they must
be in a typed format and submitted with a covering letter or as a facsimile. Answers
to an individual query will be forwarded to all tenderers in writing.
D6
Confidentiality
THE CIC Conditions
Page16
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section D
D6.1
Instructions for Tenderers and Selection Criteria
Each party:
(1)
shall treat as confidential all information obtained from the other party under
or in connection with the tender;
(2)
shall not disclose any of that information to any third party without the prior
written consent of the other party, except to such persons and to such
extent as may be necessary for tender purposes; and
(3)
shall not use any of that information otherwise than for the purpose of
tender analysis
D7
Site visits
D7.1
Tenderers shall only visit sites with the prior consent of the Client. Arrangements
for access can be made by contacting:
Ms Smith
2 The Glebe
Church Lane
Bridge Norton
YY1 ZZ2
Tel 01234 123456
D8
Tender acceptance
D8.1
The Employer does not undertake to accept the lowest or any tender submitted.
D9
Tender validity period
D9.1
Tenders are to remain open for acceptance for a period of 90 days beyond the
submission date.
D10
Format of tender documents
D10.1 Tender documents are to be submitted unaltered and completed in black ink.
Telephoned, telexed, and faxed tenders will not be accepted
THE CIC Conditions
Page17
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section D
D11
Instructions for Tenderers and Selection Criteria
Extension of tender period
D11.1 Any request for an extension of the period for tendering must be received at least
seven working days before the due date for return, but no undertaking can be given
that an extension will be granted.
D12
Expenses and losses
D12.1 The Client will not be responsible for or pay any expenses or losses which may be
incurred by any tenderer in preparing its tender.
D13
Labelling of submission
13.1
Tenders are to be submitted in sealed envelopes bearing only the name and address
detailed in paragraph D4 above, marked ”TENDER” and giving the tender return
date. No other identification mark should be included on the envelope.
D14
VAT to be excluded
D14.1 The Consultant’s Offer including expenses, percentages and rates detailed in this
Document must be exclusive of Value Added Tax which, if applicable, shall be paid
by the Client to the Consultant.
D15
Fees to be all inclusive
D15.1 The lump sum or percentage fees or time charges and rates included in the
Consultant’s Offer shall be deemed to include for the cost of providing all drawings
and documents which the Consultant is required to issue in connection with the
Project.
D16
Agreement to a fixed fee
D16.1 Where the Client so requires, the Client and the Consultant may agree a fixed fee
for the Consultant’s Services using the Consultant’s Offer as a basis for the agreed
non-adjustable remuneration payable to the Consultant.
THE CIC Conditions
Page18
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section D
D17
Instructions for Tenderers and Selection Criteria
Fees quoted to remain firm
D17.1 All fees, rates and percentages shall remain firm for the whole period of the
Appointment.
D18
Secretarial and administrative staff
D18.1 The lump sum or percentage fees or time charges and rates shall be deemed to
include the cost of providing technical staff and staff engaged in secretarial,
accountancy, administrative or other supporting duties.
D19
Incidental expenses
D19.1 The cost of postage, delivery of documents, telephone calls and similar incidental
expenses incurred and which are in connection with the Appointment will not be
reimbursed by the Client and shall be deemed to be included in the fee.
D20
Travelling to be inclusive
D20.1 The lump sum or percentage fees or time charges and rates shall be deemed to
include the cost of travelling and subsistence.
THE CIC Conditions
Page19
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section E
Consultant’s Offer
CONSULTANT’S OFFER
To:
Bridge Norton Parochial Church Council (otherwise referred to as the
Client)
1.
We refer to the Client’s letter dated [insert date] inviting us to submit an offer to
provide the Services identified in Section B of the Tender Documentation (PART 7 –
THE SERVICES) and in accordance with the CIC Consultants' Contract Conditions first edition 2007 (amended and completed as set out in Section B of the Tender
Documentation).
2.
We confirm that we are prepared to provide the Services in accordance with the
said documents herein referred to and for the following fee schedule which shall
form Part 2 of the contract:
FEE SCHEDULE (TO FORM PART 2 OF THE CONTRACT)
2–1
The Fee
2–1.1 Lump sum: The Fee shall be the lump sum of
£……………….. for the access audit (if required) as 2.19 of the Services
£……………….. for the costed maintenance plan (if required)
as 2.20 of the Services
2–1.2 Percentage: The Fee for providing the services, excluding the access audit and costed
maintenance plan, shall be …………………………. per cent of the Construction
Cost.
Until the Construction Cost is known, the latest estimate of such cost shall serve as
the Construction Cost.
2–1.3 Time charge: Not Applicable
THE CIC Conditions
Page20
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section E
Consultant’s Offer
2–1.4 Other: Not Applicable
2–2
Expenses and disbursements
The expenses and disbursements referred to in §3–8.2 shall be:
All expenses and disbursements incurred by the Consultant in performing the
Services shall be deemed to be included in the Fee.
2–3
Instalment payments
The instalments referred to in §3–8.3 shall be as follows:
instalment date, stage or milestone
amount or % or
Completion of Stage 1
15%
Completion of Stage 3
60%
Completion of Stage 4
90%
Completion of Stage 5
100%
time
(see Part 7 - The Services, Section B of the Tender Documentation for definition of
stages)
2–4
Related provisions
2–4.1 Where time charges are to apply to the performance of any Additional Services
and/or adjustment to the Fee under §3–9 the following time charge rates shall apply:
person/grade
rate per:
hour
day
Partner or Director
£…………..
£…………..
Project Architect/Surveyor
£…………..
£…………..
THE CIC Conditions
Page21
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section E
Consultant’s Offer
Technician
£…………..
£…………..
Other
£…………..
£…………..
2–4.2 The resource-based breakdown of the Fee (to be used only for the purpose of
§3–16.2.1) shall be as follows:
As set out in 2-3 above
3.
“The Consultant” under the terms of the contract shall be:
……………………………………………………………………………………..
of
……………………………………………………………………………………..
……………………………………………………………………………………..
……………………………………………………………………………………..
……………………………………………………………………………………..
4.
“The Consultant’s Representative” under the terms of the contract shall be:
……………………………………………………………………………………..
5.
“The Project Architect/Surveyor” under the terms of the contract shall be:
……………………………………………………………………………………..
(Who must be an Architect or Chartered Building Surveyor and be conservation
accredited).
6.
The Consultant address and facsimile number for the delivery of notices shall be:
……………………………………………………………………………………..
THE CIC Conditions
Page22
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section E
Consultant's Offer
……………………………………………………………………………………..
……………………………………………………………………………………..
……………………………………………………………………………………..
……………………………………………………………………………………..
Facsimile number …………………………........
7.
We agree that we will not disclose to any person other than the person to whom
this Offer is addressed the amount or approximate amount of our Offer except
where such disclosure is necessary to obtain insurance premium quotations required
for the preparation of the Offer.
8.
We confirm that we will provide the required documentation as prescribed by The
Income Tax (Subcontractors in the Construction Industry) (Amendment)
Regulations 1998 if and when required.
9.
We confirm that we will provide the necessary documentation as evidence of us
holding the professional indemnity insurance required by the contract, if and when
required.
Signed: ......................................................................................................................................
Name [in capital letters] ............................................................................................................
On behalf of: ................................................................................................................................
Position: .......................................................................................................................................
Address: .......................................................................................................................................
......................................................................................................................................................
Date: ............................................................................................................................................
THE CIC Conditions
Page23
Tender Document (Professional adviser).doc from EH website v.1 Dec 10
SUGGESTED FORMAT
Section E
THE CIC Conditions
Consultant's Offer
Page24
Tender Document (Professional adviser).doc from EH website v.1 Dec 10