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STIRLING CASTLE PALACE PROJECT
RENAISSANCE INTERIOR WORKS
PRE-QUALIFICATION
QUESTIONNAIRE
TO BE RETURNED BY
20 JUNE 2008
HS/C/21044/3601
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Introduction
1.
Historic Scotland, an Executive Agency of the Scottish Government, is seeking
expressions of interest from those with suitable experience who may be interested in
submitting a tender for the provision of services to Historic Scotland.
2.
Historic Scotland is responsible for advising Scottish Ministers about policy matters
on Scotland’s built heritage, as well as managing some 345 properties in its care and
fulfilling statutory obligations to protect ancient monuments and historic buildings in
the ownership of others.
3.
Historic Scotland's main aims are to:
-
protect Scotland’s built heritage for the benefit of present and future
generations, including in particular the maintenance and conservation of the
Palace of Holyrood House, the Scottish Royal Parks and monuments in the
care of the Scottish Ministers;
-
promote and present Scotland’s built heritage to the public.
Requirement
4.
Phase 4 of the Stirling Castle project involves the conservation, refurbishment and
presentation of James V Lodgings and the display of the Stirling Heads within the Royal
Palace at Stirling Castle as part of the Stirling castle project.
The Renaissance Interior works relate to the Presentation of the Royal Lodgings to interpret
the court of James V and Mary of Guise. Background research into the Palace interiors has
been carried out for Historic Scotland by Glasgow University Department of History of Art,
based on background archaeology and historical research from inventories. The research
culminated in room schedules for the Royal Lodgings which have been translated into
designs and specifications for tender.
All elements of the interior design have been put together into tender packages (or lots as
noted in the EU Procurement Directives) for competitive tender with the intention of creating
new furniture, fittings, fixtures, fabrics and applied decoration designed to keep the spirit of
the originals but adapted to relate to the surviving decorative elements at the Palace and to
allowing an element of creativity to the craftwork. The final elements will not be slavish
copies but rather recreations of C16th designs with all their original vibrancy and colour.
The contract works require an understanding of and experience relating to, Scheduled
Ancient Monuments works and an in-depth knowledge and experience of the design and
production of Renaissance furniture, fittings, fixtures, fabric and applied decoration.
The works will entail both off site production and onsite fit out following on from the Main
works Contract.
4.1 Stirling Castle
Stirling Castle is a Scheduled Ancient Monument and has approximately 400,000 visitors
annually, it is open throughout the year and is one of the most outstandingly important royal
castles of medieval and early modern Scotland. Companies wishing to be considered for
tender will be required to demonstrate an understanding of and experience relating to,
Scheduled Ancient Monuments works.
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4.2 The Palace Project, Renaissance Interior works, Tender Packages.
4.2.1 Joinery.
All architectural joinery works to shutters, doors and dais (excluding ceilings) including
associated hardware/metalwork and installation.
Joinery work is to be supplied not painted for finish by others. I.e. doors and shutters to be
painted as part of interior decoration package.
4.2.2 Wooden Furniture.
All wooden furniture including any associated hardware/metalwork, finishes etc. including
delivery to site.
All painting of the furniture will be included in this package.
4.2.3 Upholstered furniture and associated furnishings.
All frames, textile fixings, trimmings, hardware/metalwork, upholstery and finishes, delivered
to site and installed where required.
All associated fabric will be supplied from the “All other soft furnishings” package.
4.2.4 All other soft furnishings.
Includes textiles, trimmings, hardware and associated metalwork, finishes, delivery to site
and installation as required.
This item includes fabric for upholstery and the Cloths of Estate.
4.2.5 Metalwork.
All metal work not directly associated with furniture or furnishings including any electrical
fittings and finishes.
This would include chandeliers, candlesticks, pokers, firedogs, etc. and would include
installation as appropriate.
4.2.6 Carpets.
Supply and delivery of all carpets and mats, to period designs.
4.2.7 Applied Decoration.
All applied decoration to, carpentry including ceilings and Stirling Heads, walls and over
mantles.
4.2.8 Paint Supplies.
To give continuity of finish/colour throughout the lodgings a single source for paint supply is
required.
4.2.9 Stained Glass.
All leaded and stained glass required to fit shutters. A stained glass artist and manufacturer
is required.
4.3 Tender.
The above elements will be tendered as separate contract packages and companies are
asked to specify which packages they wish to be considered for. Works will entail both off
site manufacture and where appropriate on site works or fit out, carried out under the
supervision of the Main Contractor.
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Selection process
5.
The first stage in the selection process is to shortlist those who submit a completed
Pre-Qualification Questionnaire (PQQ). To assist in the process of compiling this
shortlist and deciding who will be invited to tender you must provide the information
that is requested in this PQQ (see Guidance Notes for Completion of the PQQ).
Those on the shortlist would then be invited to tender for the service required.
6.
The criteria for short listing will be based on relevant previous experience, technical
ability, economic and financial standing, and the supplementary information
requested here.
Submission of PQQ
7.
This questionnaire and supporting information must be returned to the person
named below no later than 20 June 2008. PQQ’s received after this date may be
considered but not after the evaluation has been completed.
8.
It is anticipated that the off site manufacture would commence in February 2009 and
run until January 2010. Site Works (Applied Decoration and Fit Out) would
commence in : January 2010 with completion by December 2010.
9.
PQQ’s must be returned to:
KEITH A P DOWNIE
Head of Procurement
Room 3.16
Longmore House
Salisbury Place
EDINBURGH
EH9 1SH
tel: 0131 668 8860
fax: 0131 668 8877
e-mail: hs.procurement@scotland.gsi.gov.uk
10.
Any queries on the service to be provided should be directed to:
PETER BUCHANAN
Project Manager
Room 2.1
Longmore House
Salisbury Place
EDINBURGH
EH9 1SH
tel: 0131 668 8675
fax: 0131 668 8794
e-mail: peter.buchanan@scotland.gsi.gov.uk
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Freedom of Information
11.
The Freedom of Information (Scotland) Act 2002 (http://www.scotlandlegislation.hmso.gov.uk/legislation/scotland/acts2002/20020013.htm), which came
into force on 1 January 2005, designates Historic Scotland as a 'Scottish public
authority' and therefore subject to the provisions and obligations in that Act. This
means that from 1 January 2005, any person who makes a valid request for recorded
information held by Historic Scotland will be entitled to receive it, unless all or part of
that information can be withheld as a result of the exemptions in that Act.
12.
As part of our responsibility under the Act, Historic Scotland may be required to
disclose any information held relating to your pre-qualification response to anyone
who makes a request under that Act. Such information may only be withheld if it
meets one or more of the exemptions or conditions in that Act. Information held
cannot simply be classified as “confidential" or "commercial in confidence" to enable
it to be protected from disclosure.
13.
The 'Protect - Contracts’ header in these documents is part of Historic Scotland’s
internal file protective marking system which provides guidance for staff on the
handling and storage of such documents, and is not an indication that the information
will be protected from disclosure in response to a valid request.
14.
Information may also be requested under the Data Protection Act 1998 and the
current and forthcoming Environmental Information Regulations.
Guidance Notes for Completion of the Pre-Qualification Questionnaire (PQQ)
15.
Questionnaire Purpose
The purpose of this PQQ is to identify a number of suitably qualified and
experienced companies who will be invited to submit a tender. Historic Scotland will
use the information that you provide in response to this PQQ to determine which
organisations are most suited, in the opinion of Historic Scotland to submit a proposal
for this requirement.
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16.
Questionnaire Layout
The PQQ is split into 6 distinct parts; Part A seeks details of your organisation, Part B
requests details concerning the financial standing of the organisation, Part C relates
to business probity, Part D relates to quality issues, Part E requests similar
experience details, and Part F should be signed and returned with your response. All
information requested should be provided in the order and format of the Sections.
Subject to the above, those expressing an interest may submit a PQQ using their
own text creation facilities.
17.
Questionnaire Responses
All responses will be treated in confidence by Historic Scotland. Completed PQQs
should preferably be submitted in hard copy format via the postal system or
delivered by hand etc. - email may be accepted but Historic Scotland cannot
guarantee the integrity of the information received as there may be transmission
problems/different printer settings and the like.
Only information provided as a direct response to the PQQ will be evaluated.
Information and detail which forms part of general company literature or
promotional brochures etc. or information contained within a weblink should
not be submitted and will not form part of the evaluation process.
Supplementary documentation (e.g. accreditation certificates, C.V.’s) may be
attached to the PQQ where applicants have been directed to do so in the PQQ. Such
material must be clearly marked with the name of the organisation and the question to
which it relates. All questions must be answered.
Please note that we may require clarification of the answers provided or ask for
additional information.
If applying on behalf of a consortium, please list the names and addresses of
all other members of the consortium below. Please note that the PQQ will be
evaluated on the basis of the details supplied in the PQQ and, if shortlisted, an
Invitation to Tender will be issued to the nominated lead organisation only.
Any contract will be entered into with the nominated lead organisation and all
members of the consortium, who will in these circumstances each be required
to execute said contract together with all ancillary documentation, evidencing
their joint and several liability in respect of the obligations and liabilities of the
contract.
It will be for members of the consortium to sort out their respective duties and
liabilities amongst each other. For administrative purposes, any associated
documentation prior to and in regards to contract award will be made to the
nominated lead organisation.
If sub-contractors are proposed to assist in the delivery of the service, please
list the company names and addresses.
NOTE: In respect of an expression of interest which include consortia it is the lead
organisation who completes the entire PQQ and, in addition, arranges for each
named organisation to complete Parts A - F and attach them to the completed PQQ.
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PART A
BACKGROUND INFORMATION
IDENTIFY BY ADDING A “X” IN THE APPROPRIATE BOX FOR THE LOT/PACKAGE(S)
YOU ARE SUBMITTING A COMPLETED PQQ FOR
1.
Joinery
2.
Wooden Furniture
3.
Upholstered furniture & associated furnishings
4.
All other soft furnishings
5.
Metalwork
6.
Carpets
7.
Applied Decoration
8.
Paint Supplies
9.
Stained Glass
ESTIMATED COSTS FOR EACH LOT/PACKAGE
1.
2.
3.
4.
5.
6.
7.
8.
9.
Joinery
Wooden Furniture
Upholstered furniture & associated furnishings
All other soft furnishings
Metalwork
Carpets
Applied Decoration
Paint Supplies
Stained Glass
£330,000 – £360,000
£115,000 – £130,000
£80,000 – £90,000
£120,000 – £140,000
£150,000 – £170,000
£15,000 – £18,000
£220,000 – £250,000
£18,000 – £20,000
£40,000 – £50,000
£1,088,000 – £1,228,000
Total
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1
Name of Organisation
2
Address for all correspondence
3
Contact Name
4
Position
5
Telephone Number
6
Fax Number
7
E-mail address
8
Web site address
9
If applicable, address of
Registered Office
10 Nature of Organisation
(e.g. Plc, Partnership etc).
11 Brief description of the
operational status of your
company (e.g. sole trader,
limited company, partnership
etc).
12 Names of the Directors or
Partners
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13 1 Company Registration Number
5(or alternative EU registration
number).
14 VAT Registration Number
(or alternative EU registration
number).
15 Group
If the Organisation is a Member of
a Group of Companies, please
give the name and address of the
ultimate parent company.
16 y Consortium members names
and addresses (if any)
Please use additional space if
required
17 Sub-Contractors’ names and
addresses (if any)
Please use additional space if
required
18 Identify which part of the
supply each consortium
member/sub-contractor will
deliver (if any):
Please use additional space if
required
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PART B
FINANCIAL STATUS
19 Name of Bank:
(from which a financial reference
may be sought).
20 Address:
21 Telephone Number:
22 Suitable contact name:
23 Position:
24 Telephone Number:
(if different)
25 Contact name within your
Organisation responsible for
financial matters
26 Please attach 1 copy of your organisation’s audited accounts (or equivalent)
and the accounts of your group (if any) for the last full year in English and in
UK Sterling together with details of any significant changes since the last
year end
27 Provide details of the Annual Turnover (in £ Sterling) for:
Latest Year
One year previous
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PART C
BUSINESS PROBITY
28
Please confirm whether any of the following criteria applies to your
organisation:

Is the organisation bankrupt or being wound up,
having its affairs administered by the court, or have
you entered into an arrangement with creditors,
suspended business activities or any analogous
situation arising from a similar proceedings under
national laws or regulations?

Is the organisation the subject of proceedings for a
declaration of bankruptcy, for compulsory windingup or administration by the court or for an
arrangement with creditors or of any other similar
proceedings under national laws or regulations?

Has any employee whom you would propose to use
to deliver this service been convicted of an offence
concerning his professional conduct by a judgement
which has the force of res judicata? (a matter
already settled in court)

Has any employee whom you would propose to use
to deliver this service been guilty of grave
professional misconduct?

Has the organisation not fulfilled obligations relating
to the payment of social security contributions in
accordance with the legal provisions of the United
Kingdom or the country in which it is established?

Has the organisation not fulfilled obligations relating
to the payment of taxes in accordance with the legal
provisions of the United Kingdom or the country in
which it is established?

Does your organisation or any of your organisations
directors, partners or anyone of equivalent position
e.g. any other senior managers “who have powers
of representation, decision or control” have any
convictions relating to any of the offences listed
under regulation 23(1) of “the Public Contracts
Regulations 2006” If so please list each conviction
with full details.
NB: Failure to disclose information relevant to this section may result in your
exclusion from this and/or other competitions.
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PART D
QUALITY OF SERVICE
29 Please provide a brief description of the nature of your business,
highlighting technical ability and any particular areas of specialism.
30 Provide your overall staffing structure (including numbers and grades of
staff).
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31 Provide details where relevant to your selected package (Max 200 words
each) of the following:






tools/plant and technical equipment relevant to the proposed project
which your company has available.
details on your design capabilities
details of the number of individual tradesmen you have (i.e. tradesmen
relevant to the package you are interested in)
details of the services and trades you have within your organisation
and those that you normally sub-contract.
details of your current and future workload, noting how this project
could be accommodated.
details of the range of products you have available, accompanied by
trade catalogues.
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32 Provide details of what measures you implement to ensure quality in
providing similar services to Clients
33 Provide details on your general approach to Health and Safety and Risk
Assessments
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PART E
RELEVANT EXPERIENCE
Please complete the following table, providing details of up to 3 projects or contracts
requiring a similar service to Historic Scotland’s requirement that you have
undertaken within the past 3 years.
Historic Scotland may contact or visit some or all of the previous clients listed below
to obtain references and ascertain experience for evaluation. Where possible, please
provide project or contract examples from several different Clients.
Note: where the reference projects or contracts involve companies proposed in this
expression of interest as consortium members or sub-contractors, this should be
made clear. The extent of involvement should be detailed. In completing Section E,
the proposed sub-contractor or consortium member may reference the information
supplied by the lead bidder. Both parties should satisfy themselves that the amount
of information given is sufficient to clarify the roles and contributions of both parties.
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Project 1
Client, full name, postal and email address of contact
Scope of Project
Period of Project (Dates)
Value
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and providing photographs
of the finished works if possible.
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Project 2
Client, full name, postal and email address of contact
Scope of Project
Period of Project (Dates)
Value
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and providing photographs
of the finished works if possible.
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Project 3
Client, full name, postal and email address of contact
Scope of Project
Period of Project (Dates)
Value
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and providing photographs
of the finished works if possible.
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PART F
EXPRESSION OF INTEREST AND APPLICATION
On behalf of the below mentioned organisation, I hereby register interest and apply to be
considered for short listing to receive Invitation to Tender documentation for the Stirling
Castle Palace Project Renaissance Interior Works contract for Historic Scotland. I confirm
that the answers given on this PQQ are true, complete, accurate and not misleading.
I also confirm that I have read, understand and accept Historic Scotland’s position in relation
to the Freedom of Information (Scotland) Act 2002.
Signed
Name
Date
Status
Name of organisation
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