Cayman Islands
Government
INVITATION TO TENDER
FOR
EDUCATIONAL FACILITIES PLANNING & DESIGN CONSULTING SERVICES
TENDER (T06/011)
Project Management
Phone: (345) 244-2486
Fax:
(345) 949-9343
E-Mail: Alan.Cook@gov.ky
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TABLE OF CONTENTS IVITATION TO TENDER
PART I
Pages
1.1
1.2
1.3
1.4
Introduction
Tender Regulations
Educational Facilities Planning and Design Consultancy Services
Qualifications of the Consultant
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3
3
4
PART II
2.1 Education Planning and Design Consulting Services for High Schools
2.2 Category One- Educational Facility Planning Services
2.3 Category Two- Design Consultation Services by Stages
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4
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PART III
3.1 Required Submission and Evaluation Criteria
3.2 Evaluation Criteria and Methodology
3.3 Schedule
3.4 General Conditions
3.5 Return of Tender
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7
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Appendices to Tender Invitation
Educational Facilities Summary Table of Buildings, Staff and Students
Form of Tender Part 1 – Signature Page
Form of Tender Part 2- Educational Facility Planning
Form o f Tender Part 3- Design Consulting Services New Schools
Form of Tender Part 4- Additional Services
Conditions of Appointment
Appendix A1
Appendix A2
Appendix A3
Appendix A4
Appendix A5
Appendix A6
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INVITATION TO TENDER
PART ONE
1.1
Introduction
On behalf of the Cayman Islands Government (CIG), the Ministry of Education, Training, Youth,
Sports & Culture (the “Client”) intends to assess the adequacy of existing and proposed
educational facilities and programs towards the promotion, support and sustainability of the
Government’s educational goals and outcomes. Such assessment will assist in the
development of key strategies and plans for the improvement of education in the Cayman
Islands. Tender are now invited from suitable Educational Facilities Planning firms (the
“Consultant”) experienced in providing such services on a range of educational facilities.
1.2
Tender Regulations
In the Cayman Islands, the process of public procurement is regulated by Part 9 of the Financial
Regulations, 2004. This invitation to tender has been prepared under these regulations.
1.3
Educational Facilities Planning and Design Consultancy Services
The Educational Facilities Planning and Design Consultancy services that are being requested
must be aligned with the Government’s vision and mission for the improvement of education in
the Cayman Islands. Such services must promote the Government’s educational goals and help
deliver the desired educational outcomes.
The following summarizes the services the Consultant is to provide:
a) Conduct an educational adequacy assessment of all existing educational facilities (see size
and number of facilities in appendix A1 ) by utilizing recognized international methods and
tools;
b) Assist in the development of a Capital Works Plan that identifies and prioritizes teaching
environment needs and improvements for all existing educational facilities (see number and
size of facilities in appendix A1);
c) Provide training to Education staff (see staff sizes appendix A1) that will assist and sustain
educational reform in the learning environment;
d) Review existing vocational, technology and career/adult education programs and provide
suitable reform strategies to meet global standards;
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e) Provide educational planning and design consulting services (see detailed scope of services
in Part Two below) for future new schools. Refer to Tender (T06/010) for new High Schools.
1.4
Qualifications of the Consultant
The Client requires that Consultants providing this service will have 5 years of proven
experience in Educational Facilities Planning with providing direction and advice to
Governments and School Boards in educational reform. The Consultant shall have proven
experience and knowledge of international best practices in the use and design of educational
facilities that are deemed to be non- traditional. The Client prefers that Consultants providing
this service have an architectural background and hold the designation of “REFP” (Recognized
Education Facility Professional) as designated by CEFPI, or some other such equivalent
designation. Practical experience of LEED-NC on new school projects will be an asset.
PART TWO
2.1
Educational Planning and Design Consulting Services for High Schools
The following services are mentioned in paragraph 1.3 (e) above and relate directly to the
proposed new Government high schools. These services will include direct participation with the
design team, steering committee and stakeholders in the design and educational
commissioning of the three new high schools. These services are further divided into two
different types of categories. Category One is defined as Educational Facility Planning services,
while Category Two is described as Design Consultation services.
2.2
Category One – Educational Facility Planning Services
a) Educational Best Practices:
Assist the stakeholder communities to understand and adopt education and educational
facilities best practices. International best practice case studies and the latest research about
how the learning environments affect learning outcomes will be evaluated in the process.
b) Assessment/Educational Quality Control:
Develop and implement an evaluation instrument that will assess the quality of the learning
environment. The evaluation tool will be developed from international educational facilities best
practice principles and will serve as a benchmark of quality and consistency throughout the
project design, execution and post occupancy.
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c) Develop Space-Use Surveys:
Develop and utilize special surveys that gather relevant information about desired functional
use and the characteristics of the various parts of the school campus as it relates to specific
teaching and learning activities that occur within each functional area.
d) Community Workshops:
Conduct information workshops with the wider stakeholder community to inform and involve the
stakeholders in the process of creating the best practice school learning environment.
e) Orientation of Stakeholders:
Provide the full range of services that will orientate and familiarize parents, staff and students
to the new school’s learning environment which will include:
i) Provision of a communication process with the Design Steering Committee and
stakeholder communities during the planning and design stages. This process will
provide advice and feedback and provide for curriculum integration opportunities.
ii) Provision of a training process and program that assists end-users by identifying best
practice case studies for educational teaching and learning.
iii) Provision of hands-on training to staff and students to teach on how best to utilize the
buildings and grounds to maximize their teaching and learning value.
2.3
Categories Two – Design Consultation Services By Stage
a) Outline Stage:
Assist the Design Steering Committee in reviewing the site from an educational perspective.
Provide and develop patterns that suggest ways to utilize the selected sites so that the
educational vision of the Client is met.
b) Schematic and Detailed Design Stages:
Provide the Design Team with space use criteria and solutions that are directly related to
educational objectives. Provide ideas for building systems and materials that enhance the
learning environment.
c) Detailed Design and Contract Document Stages:
Prepare design review comments, including sketches, layouts and plans, for teaching areas that
are considered to be international best practices, as well as solutions and suggestions for
interior finishes and fit outs (including lighting, and colour).
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PART THREE
3.1
Required Submission and Evaluation Criteria
The Consultant’s response shall include the following items:
a) Cover letter (no more than two pages) that answers the question: “Why your firm is fully
qualified to provide the requested services?”
b) Educational Facility Planning Experience: provide a listing of 5 current or past projects (no
more than 5 years old) with references where the Consultant has provided or is providing
educational planning services similar in nature to the ones identified in Part One paragraph 1.3
a) to e) above. Consulting firms will be scored on the breadth of experience.
c) CV of Project Principal that lists background, educational qualifications, and distinctions
earned and related project experience;
d) CV’s of Key Project Personnel that list background, educational qualifications, distinctions
earned and related project experience;
e) Project Methodology/ Process: description of the Consultant’s project process methodology
and experience;
• Provide one specific case study which includes elements identified in Part One
Paragraph 1.3 and the process followed.
• Provide one specific case study that describes the Consultant’s experience with
the elements identified in Part Two paragraphs 2.2 and 2.3 and the process
followed.
f) Educational Facility Planning Project( New School) Experience: provide a listing of 5 current
or past projects (no more than 5 years old) where the Consultant has provided or is
providing educational planning and design services similar to those identified in Part Two ,
Category one above for new schools. Please provide one specific project case study (written
or graphic) that describes the Consultant’s experience in as many areas as identified in Part
Two, category one, paragraph 2.2. Consulting firms will be scored on the breadth of
experience.
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g) Design Consultation Project Experience: provide a listing of 5 current or past projects (no
more than 5 years old) where the Consultant has provided or is providing educational planning
and design services similar in nature to those identified in Part Two , Category Two above.
Please provide one specific project case study (written or graphic) that describes the
Consultant’s experience in the design stages identified in Part Two, category two, Paragraph 2.3
above. Design experience in non traditional teaching environments will be deemed to be of
greater significance.
g) Cost Proposal: the cost proposal is comprised of three parts:
1/ The Form of Tender Part 1 -Signature page- Appendix 2. This form is identified as the
signature page.
2/ Form of Tender Part 2 - Fee Structure Educational Facility Planning- Appendix 3. This
form identifies educational planning services that will be introduced into existing
facilities. Additional services are to be included from Appendix 5.
3/ Form of Tender Part 3 - Fee Structure New Schools- Appendix 4. This form identifies
the design consultation services for three proposed new schools of similar type and
construction. The consultant’s costs should reflect this understanding. Additional
services are to be included from Appendix 5.
4/ Form of Tender Part 4 – Additional Services – Appendix 5. This form is to provide for
the need of additional services with the purchase of hours in increments of 100 hours of
Principal and support staff. The costs calculated in appendix A5 are to be carried forward
to both Appendix A3 and Appendix A4.
CIG uses the exchange rate of US$1.00 = CI$0.8375
3.2
Evaluation Criteria and Methodology
The tender will be evaluated by a selected committee, and will be based on required content,
completeness, presentation and criteria. A number of important criteria will be considered, of
which the fee structure will be only one factor in the Client’s determination of best value. The
following table outlines the scoring criteria and mechanism that will be used:
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Criteria
Value Added, recognition,
uniqueness, covering letter,
educational reform experience
Score
15
Educational Facility Planning
Project Experience
(Part One)
25
Educational Facility Planning
Project Experience
(Part Two)
25
Design Consultation
Experience
Project Principal
(Experience/Qualifications)
3.3
30
15
Project Personnel
(Experience/Qualifications)
15
Project Methodology/Process
30
Cost Proposal
25
Schedule:
The tender evaluation process will follow the following schedule as closely as possible:
• Adverts in local press – 15th September
• Addendums if necessary for clarification will be published on the 25th September
• Returned to Central Tenders Committee –29th September
• Evaluation by Technical Steering Committee – by 6th October
• Report and Recommendations to CTC –6th October
• Firms informed of the Results of Tender – 13th October
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3.4
General Conditions:
The following general conditions are provided as part of the Tender; additional conditions of
appointment are found in appendix A6.
a) All tenders shall be firm offers and binding for a minimum period of 60 calendar days
following the 29th of September at the Central Tenders Committee.
b) All tenders are confidential and will be treated as such. All information stated in this tender
must be held in confidence by the Consultant.
c) The Cayman Islands Government shall not be liable for any of the costs of preparation,
presentation or submission of a tender.
d) The tender submitted by the Consultant will become the property of the Cayman Islands
Government and will not be returned.
e) Adjustments to a submitted tender, by telephone, facsimile, email or letter, will not be
considered. Should the Consultant wish to alter his tender, he must withdraw it by letter and
submit a revised tender prior to the closing date and time as set out in the Invitation to Tender.
f) All conditions and provisions of this tender are deemed to be accepted by the Consultant and
incorporated by reference in the Invitation to Tender.
g) The Consultant may be requested to make presentation(s) and be interviewed prior to a final
selection. If held, interviews will take place in George Town, Grand Cayman, and all costs related
to attending an interview will be the responsibility of the Consultant.
h) The successful Consultant will be notified by telephone and letter sent from the Cayman
Islands Government, Central Tenders Committee (CTC). This Invitation to Tender shall apply to
and be the contract.
i) Unsuccessful Consultants will be notified by letter after the completion of the evaluations and
award of the contract.
j) The Client does not bind itself to accept the lowest fee submitted, nor any Tender.
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3.5 Return of the Tender:
Tenders are to be submitted as follows:
a) Four (4) signed copies of your tender package are to be submitted in a blank, unmarked,
sealed envelope.
b) The proposal is to be submitted no later than 10:00 am, Friday, 29th September 2006.
c) The envelope is to be addressed in the following manner:
Address:
RE:
The Secretary
Central Tenders Committee,
C/O Department of Treasury, Ground Floor
Government Administration Building
Elgin Avenue,
George Town
Grand Cayman,
KY1- 9000
Cayman Islands
Invitation to Tender for Educational Planning & Design Consulting Services,
Tender (T06/011)
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