Quotation Document
PART ONE – Instructions to Tenderers
QUOTATION RETURN DATE: The tenderer is to submit their companies’ quotation
by 4.00pm on Friday 28th November 2014 electronically to the secure
email address set out in the invitation to tender letter, their companies’
quotation.
OBSCURITY: Where any doubt or obscurity as to the meaning of any item in the
quotation document the Tenderer is to seek immediate clarification and
confirmation in writing from the Open Space and Bereavement Service
Manager before sending in his tender in order that such doubt or obscurity
may be removed. For should any misunderstanding arise during the contract
the decision of the Open Space and Bereavement Service Manager as to the
true intent and meaning of any dimension, clause, appendices, work or sent,
shall be conclusive and binding.
ALTERATION AND QUALIFICATION TO SPECIFICATION: No alteration or
qualification shall be made to the quotation document without instruction from
or prior approval of the Open Space and Bereavement Service Manager.
Should a tenderer qualify his tender he shall be given the opportunity to
withdraw such qualification without amending his tender, if he fails to do so his
whole tender will be rejected if it afforded an unfair advantage.
THE EMPLOYER: The Employer does NOT accept responsibility for any expense
the Tenderer may incur in preparing his tender. The Council is not bound to
accept any tender submitted.
QUOTATION RETURN: Returned as part of the quotation return must be;1 The Form of Quotation, duly completed
2. Pert Three – Schedule of Fees, duly completed
3. A suggested programme for the completion of work stages 1 & 2
4. Details of similar projects carried out by the Company within the last five
years, together with contact details for these projects to enable the Council to
obtain a satisfactory reference.
5. CV’s for company staff that you propose to use on this project
All quotations must be returned using the secure email address quoted in the
invitation to tender letter.
A hard copy will not be accepted.
QUOTATION EVALUATION
The quotations will be evaluated on the basis of price and the tenderers
previous experience.
Should the tenderer be unable to provide details of at least three similar
projects undertaken within the last five years and if any of these three projects
provides a less than satisfactory reference then the tenderers quotation will be
rejected.
CANVASSING: Canvassing either directly or indirectly will disqualify.
VAT: The tender value is to be exclusive of VAT
PART TWO - Quotation Document
Requirements
The Council seeks a quotation from competent and qualified companies to undertake
consultancy work required to design, obtain planning permission and seek
competitive tenders for the development of additional burial space and a mitigation
drainage scheme, at Clacton Cemetery, Burrs Road, Clacton on Sea, Essex
Scope of the Work
The Council has previously obtained an initial design for the scheme which was
prepared by Cemetery Development Services (CDS) together with a Preliminary
Assessment carried out by Essex Ecology Services Limited (EECOS). This design
provides an overall design for the future layout of the site, together with the
installation of mitigation surface water drainage work to prevent surface water
remaining in and around the existing graves together with providing a suitable
Sustainable Urban Drainage System (SUDS) to take the water from the rest of the
site and to discharge this via reed beds into the existing surface water drainage
system.
The Council is now looking to progress the 1st phase of the layout which includes the
installation of new drainage, the installation of the SUDS and the laying out of the first
section of the cemetery extension by appointing suitable consultants to carry out the
following work stages.

Work Stage 1. Outline proposals and scheme design followed by
detailed design, production of drawings and associated details required
to apply for planning consent together with the submission of a
planning application.

Work Stage 2, Tender and Pre Contract Work, preparation of drawings
and documents required to obtain competitive prices for the delivery of
the project

Work Stage 3, Site and Post Contract Work (Whilst this element is to be
priced as part of this quotation an order for this work will not be raised
until a letter of intent has been issued.
PART THREE – APPENDICES
4.1
Proposed Layout Plan – CDS_TEN_CLA_01
4.2
Proposed 1st Phase Layout Plan
4.3
CDS Site conditions Report dated July 2010
4.4
EECOS Preliminary Ecological Assessment dated December 2011
Schedule of fees
The fees detailed below are those associated with the requirement to deliver
the above work stages
No
Description
Quotation Value
£
Work Stage 1 - Complete Scheme
Environmental
1.1
Environment Agency T1 Audit
1.2
Environment Agency Flux Modelling
Required for Planning Consent
1.3
Flood Risk Assessment
Required for Planning Consent
1.4
SUD’s Policy and reed bed design
Required for Planning Consent
1.5
Ecology Survey (previously completed)
Update if required
1.6
GCN Survey
To be undertaken only if required from updated
Ecology Survey
1.7
Reptile Survey
(To be undertaken only if required from updated
Ecology Survey)
Policy
1.8
Consultation with County Archaeologist
1.9
Archaeology pre-determination survey
To be undertaken only if required from above
1.10 Needs & Planning Policy Statement
Required for Planning Consent
1.11 Design and assessed Statement
Required for Planning Consent
1.12 Consultation with County Rights of Way
1.13 Public Rights of Way Statement
To be undertaken only if required from above
1.14 Visual Appraisal
Required for Planning Consent
£
Design
£
1.15 Assessment of preliminary design prepared as part
of the feasibility carried out by CDS
1.16 Preparation of all drawings required to Planning
Consent
1.17 Completion and Submission of Planning Application
forms and drawings
Work Stage 2 - 1st Phase Only
2.1
Production of Engineering Drawings
2.2
Production of Specification
2.3
Production of Tender Documents incl. conditions of
Tender, Bils of Quantities etc
2.4
Management of Tender process, incl the
preparation of a tender evaluation report.
£
TOTAL
C/F to Form of Quotation
Work Stage 3 – 1st Phase Only
3.1
The monitoring of the work on site following the
issuing of the letter of intent through to project
completion, including but not limited to, site
inspections, the monitoring of costs, the issue of
variations and certificates for payment, completion
and handover to client, final account
% of contract sum
TENDRING DISTRICT COUNCIL
FORM OF QUOTATION
FOR CONSULTANCY WORK
FOR THE DEVELOPMENT OF ADDITIONAL BURIAL SPACE AND MITIGATION
DRAINAGE AT CLACTON CEMETERY, BURRS ROAD, CLACTON ON SEA, ESSEX
TO:
The Open Space and Bereavement Service Manager
I/We the undersigned hereby undertake to carry out the above work in accordance with the
attached specification and plan to the satisfaction of Open space & Bereavement Service
Manager, Northbourne Depot, Vista Road, Clacton-on-Sea, Essex, CO15 6AY for the total
sum of:For Work Stage 1 & 2;£ ……………………………………………………………..
(Amount in words) ………………………………………….
……………………………………………………………….
……………………………………………………………….
For Work Stage 3;% of contract sum ………………………………………….
(Amount in words) ………………………………………….
………………………………………………………………..
Dated this
day of
2014
Signature …………………………………………………….
On behalf of ………………………………………………….
Address ……………………………………………………….
……………………………………………………………….
I/we further undertake that my/our quotation is a fixed price sum and that no claims for
increased costs will be submitted.
I/we understand that the Council does not bind themselves to accept the lowest or any
quotation that they may receive and that this quotation remains open for acceptance within
three months of the quotation return date.
I/we agree that unless and until a formal works order is raised, this quotation, together with
our written acceptance thereof, shall constitute a binding contract between us.
CERTIFICATE THAT THE QUOTATION IS BONA FIDE
In recognition of the principle that the essence of selective tendering is that the
client shall receive bona fide competitive quotations from all those quoting WE
CERTIFY THAT:1.
The quotation submitted herewith is bona fide and is intended to be
competitive.
2.
We have not fixed or adjusted the amounts of the quotations under or
in accordance with any agreement or arrangement with any other
person.
3.
We have not done and we undertake that we will not do any time
before the hour specified for the return of the quotations any of the
following acts:
(a)
communicating to a person other than the person calling for
the quotations the amount or approximate amount of the
proposed quotation (except where the disclosure, in
confidence, of the approximate amount of the quotation was
essential to obtain insurance premium quotations required for
the preparation of the quotation);
(b)
entering into any agreement with any other person that he
shall refrain from quoting or as to the amount of any quote to
be submitted; and
(c)
offering or paying or giving or agreeing to give any sums 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 quotations or proposed
quotations any act or thing of the sort described above.
In this certificate:1.
"Person" includes any person and any body or association corporate
or incorporate.
2.
"Any agreement or arrangement" includes any transaction of the sort
described above, formal or informal and whether legally binding or not.
DATED this
Signed by
duly authorised person
day of
............................................
2014