Newquay Skate Park
Outline of requirements and call for expressions of
interest
To whom it may concern.
Newquay Town Council
Skateboard Park
-
Procurement
of
a
New
Concrete
Newquay Town Council is looking to procure a new concrete Skate Park to
replace the existing wooden Skate Park, known as Wooden Waves.
Please find below an outline of the principal requirements of the Town
Council, which interested providers should note carefully and are invited to
respond with an initial expression of interest; outlining how they would
intend to be able to meet all of the key requirements involved in delivering
this exciting but complex project.
Please feel free to contact the Town Clerk of Newquay – Mr Andrew Curtis,
electronically only, via acurtis@newquaycouncil.co.uk with any further
initial queries you have concerning the proposed scope of activities and
outline specification etc.
Yours faithfully
Cllr Oliver Monk
Page 1 of 21
Newquay Skate Park
Outline of requirements and call for EXPRESSIONS OF
INTEREST
A new concrete Skatepark for Newquay, Project reference NTC1
Contractor Documentation to encourage initial expressions of interest in
tendering for the supply, construction and all associated project
management and consultation required to create a new concrete Skatepark
for Newquay. This includes demolition and removal of the existing wooden
Skatepark facility.
Closing Time and Date for EOI: 3.00pm 31st July 2014
All enquiries relating to this project must be in writing.
Enquiries to:
Mr Andrew Curtis – Town Clerk of Newquay
Email: acurtis@newquaycouncil.co.uk
Address:
Newquay Town Council
Municipal Offices
Marcus Hill
Newquay
TR7 1AF
Page 2 of 21
Contents
1. Introduction ............................................................................... 4
2. Background ................................................................................ 5
3. Specification ............................................................................... 5
4. Procurement Process ................................................................... 7
5. Timetable................................................................................... 8
6. Assessment of Expression of Interest ............................................ 9
7. Client ...................................................................................... 10
8. Preparation of Expression of Interest ........................................... 10
8.1
Format of Expressions of Interest ........................................... 10
8.2
Submission of Expression of Interest ...................................... 11
8.3
Supporting Information ......................................................... 11
8.4
Enquiry Contact Details ......................................................... 11
9. Next Steps ............................................................................... 12
Appendix 1: Site Map of Current Wooden Facility ............................. 13
Appendix 2: Expression of Interest Submission Form ....................... 14
Appendix 3: Schedule 1 - Commentary to Tendering Criteria ............. 16
Appendix 4: General Terms and Conditions of EOI ........................... 18
A.
Address for Service of Notices ............................................. 18
B.
Interested parties to be Informed ........................................ 18
C.
Conflict of Interest ............................................................. 18
D.
Right not to proceed........................................................... 18
E.
Validity of Expression of Interest ......................................... 18
F.
Public Acknowledgment of Expressions of Interest Received .... 19
G.
Right to Amend Process ...................................................... 19
H.
Evaluation of Expressions of Interest .................................... 19
I.
Value Added Services ......................................................... 19
J.
Confidentiality ................................................................... 20
K.
Copyright .......................................................................... 20
L.
Costs Borne by Expression of Interest .................................. 20
M.
Additional Information ........................................................ 20
Appendix 5: Late Submissions ....................................................... 21
Late Submission by Post ............................................................ 21
Late Submission by E-mail ......................................................... 21
Page 3 of 21
1.
Introduction
1.1
Newquay Town Council are looking to appoint a suitably
qualified and experienced contractor(s) to design, supply,
construct and carry out all necessary consultation required to
create a new concrete skateboard park for Newquay on a site
which currently hosts a wooden Skatepark.
1.2
This document has been designed to alert contractors to a
future tendering opportunity.
1.3
This Expression of Interest (EOI) is NOT a request to submit a
tender or quotation nor is it a request for pre-registration.
1.4
If any prospective contractors would like to arrange a site
meeting with the Town Council prior to confirming their interest
or have any initial queries regarding this outline specification
document then please contact:
Mr Andrew Curtis (Town Clerk of Newquay)
Newquay Town Council, Municipal Offices, Marcus Hill
Newquay TR7 1AF
Email: acurtis@newquaycouncil.co.uk
All enquires must be in writing.
1.5
Interested companies intending to submit an EOI must as a
minimum provide the following documents as provided in this
EOI:
1.5.1 Expression of Interest Form (see Appendix 2)
1.5.2 Schedule 1 (see Appendix 3)
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2.
Background
2.1
There has been a consistent demand for a modern concrete
Skatepark in the town for many years and Newquay Town
Council are seeking to engage a suitable company to be
responsible for ALL aspects of demolition, design and
construction to provide a new park for the town.
2.2
The new park must be of international standard and allow
Newquay to recapture its crown as Europe’s capital of Board
Riding.
2.3
The Town Council has secured appropriate land for the
development (location map and photo attached). The site is
approximately 300m2 and is already an existing Skatepark
known as ‘Wooden Waves’. This site has excellent accessibility
and access to all necessary services.
2.4
The Council is anticipating there being a total budget figure of
up to around £500,000 for the entire envisaged project to be
delivered in full. Interested parties should clearly identify
whether they would have the capability and capacity to
additionally consider handling the grant funding elements of
this project as well. Further terms and conditions would be
negotiated with the preferred contractor if handling some or all
aspects of the fundraising is something the Contractor feels
they are capable.
3.
3.1
Specification
As part of the future tender package requirements Contractors
will be asked to provide proposals and pricing estimates for the
following (itemised separately where possible/appropriate).
A. Full design and consultation work (including indicative
designs for presentation purposes)
B. Full site clearance, construction, site supervision and
project management for the new park
C. Supply and installation of appropriate drainage
D. Supply and installation of appropriate signage
E. Supply and installation of appropriate lighting
F. Supply and installation of all appropriate CCTV coverage
G. Supply and installation of quality robust perimeter fencing
to a height of 1 metre
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H. Supply and installation of appropriate furniture (benches
and seating etc.) and waste bins
I. Supply and planting of any necessary shrub landscaping.
J. Provision of any necessary CDM (Construction Design
Management) regulations provision
K. Preparation and submission of any necessary planning
documentation
L. An indication of any conflict of interest in the grant
funding proposals relating to this project
3.2
The Council has an open mind on the final construction method
for the Skatepark and contractors should advise on the best
possible value for money and long lasting, comparatively
maintenance free construction solutions at their disposal.
3.3
Whilst it is anticipated that the park will be used predominantly
by skateboarders, it is also anticipated that the park will be used
by BMXers and Scooters as well. Design therefore needs to be
all encompassing and inclusive for this variety of usage.
3.4
The park will not be supervised and so designs will need to
take stock of this.
3.5
Contractors expressing an interest will be required to commit to
building the Skatepark to BS EN 14974 standards.
3.6
Contractors will have to advise on and make arrangements for
all necessary CDM regulations.
3.7
Contractors will have to advise on and prepare any necessary
planning permission documentation.
3.8
Contractors will have to lead on and arrange appropriate design
consultation with potential users and other stakeholders.
3.9
Contractors will have to provide at least three recent
references, i.e. for contracts awarded within the last 5 years
from previous clients, for the delivery of similar sized projects,
at least one of which should be from a local authority.
3.10
Contractors will have to provide details of all warranties and any
other after construction customer service facilities they may be
able to offer including details of annual maintenance support
and associated costs.
3.11
Contractors would need to provide their preferred payment
schedule and a clear construction timetable as well as
Page 6 of 21
supporting company health and safety documentation. The
approved contractor(s) would be expected to sign up to and
work within Newquay Town Council’s child protection policy and
guidelines, (copies of which will be provided to the preferred
contractor), as a minimum or be able to demonstrate they have
more than adequate child protection policies of their own in
place that are adhered to by all staff concerned.
3.12
4.
Contractor’s tender proposals will also be evaluated in terms of
any Added Value or Innovation they believe their proposals can
bring to this scheme before, during or after it might come to
fruition.
Procurement Process
4.1
This outline specification/list of requirements will be advertised
within the Official Journal of the European Journal, on the
Tenders in Cornwall website and also in the local Press for the
required timescale to elicit initial expressions of interest. All
contractors that wish to submit an expression of interest should
provide details that address all of the specification points given
above as a minimum and complete the form given below.
4.2
All Contractors that express an interest and feel they can meet
all the necessary requirements will then be formally invited to
submit their detailed tender proposals. They may also be invited
to a non-mandatory site visit with the Council in order to raise
in pertinent questions. Such questions will be answered and
shall also be shared with the prospective providers (details
being anonymised first).
4.3
Following the paper based evaluation of the tendered bids a
small number of short listed providers MAY be invited to present
their proposals in more depth to a selection panel that will
include representatives from Newquay Town Council and
potential users of the new facility including other interested
stakeholders.
4.4
The evaluation and selection panel will then select the preferred
contractor and commission said contractor for Newquay Town
Council to work with, in order to develop final design proposals.
4.5
The successful contractor will be the one that achieves the
highest overall score throughout the process based on the
published weighted evaluation criteria and primarily what they
Page 7 of 21
can achieve against the specification and within the allowable
budget for this scheme.
4.6
5.
The appointed contractor will need to consult further with
potential users of the new facility to develop final design
proposals.
Timetable
• Expression of Interests
to
31/07/14
• Contractors wishing to submit an expression of interest should submit
their documentation by 15:00 on 31/07/2014.
• Tender Packs sent out
• The tender documents are likely to be issued during the week
commencing Monday 4th August to those contractors who have been
04/08/14
invited to tender.
w/c
• Tender Submission Deadline
midSeptember
• Tenders are expected to be received by a mid-september deadline (to be
confirmed to those invited to tender).
• Tender Evaluations
End of
September
• Tender evaluations are likely to take place over the latter half of
September and the optional selection panel presentations to be arranged
during the first week in October
• Preferred Contractor Notified
midOctober
• the successful contractor likely to be notified by mid-October and
contract award confirmed following the cessation of the 10 day standstill
period, subject to their being no challenge to the decision to award.
Page 8 of 21
6.
6.1
Assessment of Expression of Interest
Those invited to tender will need to meet the criteria which shall
be assessed by a selection panel of relevant Town Council
officers and councillors and so Expressions of Interests received
should aim to give a commentary as to if the contractor believes
they can prove they meet said criteria – giving a short
description of any examples which would help explain their
answers:
6.1.1 Specialist Skatepark Construction Contractor must have
demonstrated experience in the successful construction of a
minimum of 2 in-situ concrete Skateparks over 250 square
metres in size within the last 3 years
6.1.2 Referees for at least 2 in-situ concrete Skateparks
constructed within at least the last 3 years confirming quality
of final finishes
6.1.3 Example of construction methods for typical Skatepark
elements
6.1.4 Demonstrated experience in designing Skateparks based on
knowledge of the user group through a consultation and
working group process, ensuring budgets are adhered to
6.1.5 Examples of innovative projects with good construction
management in the public domain undertaken by the
Specialist Skatepark Construction Contractor.
6.1.6 Demonstrated
experience
of
Specialist
Skatepark
Construction Contractor of the processes and dealing with
authorities
6.1.7 Demonstrated ability to conduct the works in association with
managing Traffic and Pedestrian movements near to the site,
in accordance with any local or national regulations
6.1.8 Appreciation of the work involved and understanding of
expectations in respect of the outcomes of the project
6.1.9 A capacity and experience of staff to communicate in clear,
concise and plain language in verbal and written mediums
6.1.10 A capacity to start and finish the project as required in any
past requests for quotation/tender
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6.1.11 Qualifications and skills of the Specialist Skatepark
Construction Contractor and relevant team members
6.1.12 Ability to meet cost budgets
6.2
7.
Note: The criteria are not listed in any special order and will
not be accorded equal weight. The criteria list is intended to
give a general indication of Council’s priorities and how the
responses will be evaluated. The council reserves the right to
disregard any of the listed criteria.
Client
7.1
The principal client for this project is Newquay Town Council
who will be represented by the Skatepark Working Party.
7.2
The main point of contact for this project is the Town Clerk – Mr
Andrew Curtis; who may delegate part or all aspects of this
project to his Deputy – Mr Joe Piwecki.
8.
Preparation of Expression of Interest
8.1 Format of Expressions of Interest
8.1.1
All Expressions of Interest shall be written in the English
language.
8.1.2
Each response should be submitted with a completed
Expression of Interest form with all schedules completed in full.
8.1.3
Expressions of Interest may not contain any alterations or
erasures and must be completely legible.
8.1.4
Interested parties must submit one original of the EOI including
any covering letters.
8.1.5
All interested parties must state the name and address of the
party responsible for the EOI:
8.1.5.1
8.1.5.2
if an individual, the name in full and address of the
individual;
if an unincorporated body, the registered business name
and address of the body and the name in full and address
of each member of the body; or
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8.1.5.3
8.1.6
8.2
8.2.1
if a company, the name, ACN and registered office of the
company.
If the Expression of Interest does not include all the information
required by the Expression of Interest form or is incomplete in
any way, it may be rejected or the interested party may be
requested to supply further information.
Submission of Expression of Interest
Expressions of Interest are to be placed in a sealed envelope
marked
EXPRESSION OF INTEREST – NTC1
and must be delivered to the Town Council’s offices before
the deadline for consideration. Submissions arriving after this
deadline will not be considered.
For further information on late submissions, please see
Appendix 5.
8.3
8.3.1
8.4
8.4.1
Supporting Information
The Expression of Interest may be accompanied by supporting
information that further documents the interested parties’
capability to undertake the project.
Enquiry Contact Details
Interested parties who require clarification of any items
contained in this EOI should forward enquiries to:
Mr Andrew Curtis
Town Clerk of Newquay
E-mail: acurtis@newquaycouncil.co.uk
8.4.2
Interested parties intending to prepare an EOI are required to
direct all communications through the contact person
nominated, unless otherwise directed by the contact person.
Unauthorised communication with other staff or members of
the Council may lead to disqualification of the EOI.
Page 11 of 21
9.
Next Steps
Contractors are required to complete and return the formal
expression of interest documents for arrival by 15:00 hours on
31/07/2014.
Interested companies intending to submit an EOI must as a minimum
provide the following documents as provided in this EOI:
A. Expression of Interest Form (see Appendix 2)
B. Schedule 1 (see Appendix 3)
C. Details of at-least two references from organisations who have
receive a service of a similar type, scale and financial value from your
company
The expression of interest document should be submitted either:
Electronically – acurtis@newquaycouncil.co.uk
Post –
“EXPRESSION OF INTEREST – NTC1”
Town Clerk of Newquay
Newquay Town Council
Municipal Offices
Marcus Hill
Newquay
TR7 1AF
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Appendix 1: Site Map of Current Wooden Facility
The area edged red with diagonal hatched lines is the area containing the
current wooden Skatepark. It is approx. 300m2 in size. More specific
information will be provided in the Tender Pack for those invited to tender.
Page 13 of 21
Appendix 2: Expression of Interest Submission Form
EXPRESSION OF INTEREST FORM
FOR THE NEWQUAY SKATEPARK OPPORTUNITY – CONTRACT REFERENCE NTC1
Company Full Trading Name
Main Email contact(s)
Website Address
Telephone Numbers
Full Postal Address
Postcode
Company VAT Registration no
Company Registration no
Are you a specialist Skatepark
YES
NO
Construction Manufacturer
Please include, at this initial expression of interest stage, an Outline Statement
(Max. 1000 words) of your considered capabilities and recent relevant
experience to be able to actively support the Council in realising its intended
objectives with this project.
Page 14 of 21
Please confirm your organisation’s eligibility to supply to the Council, in
accordance with the Public Contract Regulations 2006 (Part 4, Regulation 23)
This form completed by
Position in Company
Signature
Date returned
Page 15 of 21
Appendix 3: Schedule 1 - Commentary to Tendering Criteria
Criteria
Specialist
Skatepark
Construction
Contractor must have demonstrated
experience
in
the
successful
construction of a minimum of 2 in-situ
concrete Skateparks over 250 square
metres in size within the last 3 years
Response from Contractor
Referees for at least 2 in-situ concrete
Skateparks constructed within at least
the last 3 years confirming quality of
final finishes
Example of construction methods for
typical Skatepark elements
Demonstrated experience in designing
Skateparks based on knowledge of the
user group through a consultation and
working group process, ensuring
budgets are adhered to
Examples of innovative projects with
good construction management in the
public domain undertaken by the
Specialist
Skatepark
Construction
Contractor.
Demonstrated experience of Specialist
Skatepark Construction Contractor of
the processes and dealing with
authorities
Demonstrated ability to conduct the
works in association with managing
Traffic and Pedestrian movements near
to the site, in accordance with any local
or national regulations
Appreciation of the work involved and
understanding of expectations in
respect of the outcomes of the project
A capacity and experience of staff to
communicate in clear, concise and
plain language in verbal and written
mediums
Page 16 of 21
A capacity to start and finish the
project as required in any past requests
for quotation/tender
Qualifications and
skills
of the
Specialist
Skatepark
Construction
Contractor and relevant team members
Ability to meet cost budgets
Page 17 of 21
Appendix 4: General Terms and Conditions of EOI
A. Address for Service of Notices
Interested parties are to include on the Expression of Interest form an
address for the service of notices for the purpose of this EOI and any
subsequent invitation to provide a tender or any contact arising from it.
B. Interested parties to be Informed
(i)
Each EOI is considered:
a. to be thoroughly acquainted with all aspects of the project
including any legislation, regulation, policy, standard or other
document referred to in the EOI
b. to understand the scope of the brief and the scale of the
proposed works
c. to be familiar with the Newquay and Cornwall areas
d. to have examined other information available on reasonable
inquiry, and
e. to have satisfied themselves as to the accuracy and
completeness of their expression of interest prior to
submission
(ii)
Newquay Town Council will not be liable for any incorrect or
misleading information or omission to disclose information.
C. Conflict of Interest
It is the policy of Newquay Town Council to conduct all its business in
accordance with the highest standards of ethical behaviour and fair dealing
and Newquay Town Council requires those standards to be observed by
those with whom it deals with.
D. Right not to proceed
Newquay Town Council reserves the right not to proceed with the invitation
to tenders from the responses to this Expression of Interest.
E. Validity of Expression of Interest
Unless withdrawn, EOI must remain valid from the date and time of closing
of the EOI for a period of 90 days.
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F. Public Acknowledgment of Expressions of Interest Received
Newquay Town Council will acknowledge each EOI received but Council will
only release information on the total number of expressions received and
the names of the companies submitting an EOI once the deadline has
passed for submissions to be received.
G. Right to Amend Process
Newquay Town Council reserves the right to amend the process set out in
this EOI by a notice in writing to companies who have not withdrawn or
been excluded from the process.
H. Evaluation of Expressions of Interest
(i)
Responsibility for the evaluation of responses to this EOI will
rest with an Selection Panel convened by Newquay Town
Council. The Panel may seek the assistance of independent
advisers. The Panel may also consult with appropriate
Government Agencies.
(ii)
The Council reserves the right
submission or any alternative
accordance with the requirements
view of the Council best meets the
(iii)
Council has provided an indicative list of selection criteria which
will be used to evaluate expressions of interest. This
information is provided to assist companies submitting an EOI
with its submission and will form the basis of Council’s
assessment process.
(iv)
Results of scoring remain the property of Newquay Town
Council and will not be made available to companies submitting
an EOI.
to accept any conforming
submission, submitted in
set out in this EOI which, in
requirements of the project.
I. Value Added Services
Companies should demonstrate any other features of the services offered
which may be of benefit to Council. Particularly, companies should detail
any benefits that the company will provide to Council that exceed the brief
as described in this EOI.
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J. Confidentiality
Any information provided in an EOI, including any information subsequently
provided at the request of Council, will be treated as confidential, but may
be released under any subsequent Access Requests post contract awarding.
K. Copyright
Intellectual property rights to any original ideas, designs, concepts or plans
contained in any document, plan, specification, drawing or design
submitted in response to this EOI will vest with Newquay Town Council
unless copyright is claimed prior to the lodgement of such materials with
Council.
L. Costs Borne by Expression of Interest
All costs and expenses incurred by companies in any way associated with
this EOI, including the development, preparation and submission of
proposals, attendance at meetings and in providing any additional
information required by Newquay Town Council will be borne entirely and
exclusively by the company. Newquay Town Council will not be held liable
for any costs associated with this process or any subsequent tendering
processes whether the company is successful or not.
M. Additional Information
In assessing the Expressions of Interest received, Council reserves the right
to seek further information to clarify the experience, capability and
suitability of parties to an EOI to provide information for this purpose. In
addition to the evaluation of interested parties against the requirements of
this EOI, Council also reserves the right to consult nominated referees to
satisfy itself as to the suitability of any participant. Interested parties to
this EOI may be called upon, at their expense, to make a presentation of
their proposal as part of the evaluation.
Page 20 of 21
Appendix 5: Late Submissions
Late Submission by Post
(i)
Franking: Impressions of franking machines are not acceptable
evidence of timely posting or dispatch.
(ii)
Hand delivery: Late EOI delivered by hand will not be
considered.
(iii)
Late EOI which have been submitted by prepaid post or lodged
with a recognised delivery agency before the close of EOI; and
which have not been received by Council by the date and time
for close of EOI may be considered if Council is satisfied that in
the ordinary course of business the EOI would have arrived by
post, or would have been delivered by the delivery agency,
before close of EOI.
Late Submission by E-mail
(i)
Expressions of Interest submitted by e-mail, which are
transmitted and received by Council after the date and time for
closure of EOI, will not be considered.
(ii)
Incomplete EOI received by email or electronic means will not
be considered.
(iii)
Where an EOI is sent by e-mail it will only be considered by
Council if the EOI is lodged for posting, or lodged with a
recognised delivery agency, prior to the date and time for
closing of EOI, and is received by Newquay Town Council within
such period as Council decides to be reasonable in the
circumstances.
(iv)
Newquay Town Council will consider an EOI transmitted to it by
email or electronic means, but only if:
a. in the case of transmission by electronic means, that means of
transmission was specified in the relevant EOI documents, and;
b. the transmission was received before the deadline for the
closing of EOI, and the EOI is complete.
(v)
Late Expressions of Interest submitted by email or electronic
means will not be considered.
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