Bridgefield, Ashford - Design and Construction of Park and Play Area (appointment of Consultant)

Contract No. BRG/16/1
Scope:


Ashford Borough Council are seeking tenders from suitably qualified consultants to design a park and play area at Bridgefield, in Ashford, produce a specification and tender documents, and to oversee the successful contractor on site.


The consultant dealing with this scheme is to hold membership of the Landscape Institute


In addition to the local residents there are a number of consulting partners involved with this project.


The brief attached gives further information and our requirements of the consultant’s role, which includes;


• The play area – all design stages up to and including a detailed design with presentation drawings, technical specification and tender drawings

• Site infrastructure – based on the existing sketch scheme, a detailed design with presentation drawings technical specifications and tender drawings

• Tendering – it is envisaged that all the works will be included in a single fixed-price tender

• Tender selection

• Management of the works


Current Budget (Phase 1)

Total contract costs of £480,000 have been allowed to be apportioned approximately as follows:

• Play area £275,000

• Infrastructure £200,000

• Planting £5,000


If the cost estimate for the full design exceeds the available budget an agreement over omissions will be agreed as part of the final consultation in order to ensure that the highest priorities are delivered.


Planning Permission

Planning permission is required for this scheme. The consultant will be expected to produce a presentation and tender drawings which will form part of the application that the consultant will submit on the Council’s behalf.



Consultant’s Work Stages (further information relating to Stage 1 to 5 can be found in the Design Brief document)


Tender issue: 9th August 2016

Clarification ends: 12:00 hrs 5th September 2016

Tender return: 14:30hrs 13th September 2016

Tender evaluation: from 13th September 2016

Interviews: w/c 19th September 2016

Appointment of Consultant: mid September 2016


Stage 1: Sketch Design and outline costings

Completion of Stage 1 – Mid October 2016


Stage 2:

Consultation with Stakeholders: October/November 2016

Completion of Stage 2: End November 2016


Stage 3:

Tender preparation/Stage 3: Mid January 2017


Planning: between January and March 2017 – submit planning Application (12 weeks determination)


Stage 4:

Tender period for Works Contract (Stage 4) – Mid March 2017

Appointment of Contractor: End March 2017


Stage 5:

Commencement of Work: Beginning of April 2017

Opening of Park: August 2017


Defects Period End: August 2018


Note: it is anticipated that the Kentish Stour Countryside Partnership and Brogdale Trust will commence liaison and consultation on the orchard, scrapes and work to Ruckinge Dyke. Work on site will then begin after planning permission has been granted at the appropriate time of year.


Interested suppliers are invited to submit a tender which will be evaluated, and the top ranked suppliers will be invited for interview (anticipated 3 No.)


Tender Evaluation


The commission will be awarded on the basis of price (60%), and quality (40%) which will be sub-divided as follows;


• Evidence of experience in delivering schemes of similar size and scope, and how this project will be delivered (50%),

• 3 references submitted with your tender (25%)

• Extra value your company can add to this scheme (25%)


Quality Evaluation:


Suitability Assessment Questionnaire (SAQ):

(Constructionline registered);


For this project, we have chosen to use Constructionline, a procurement and supply chain management scheme that collects, assesses and monitors standard company information. If you are already a member of Constructionline or become Constructionline registered prior to the SAQ deadline, you can provide us with your registration number and brief company details (Section 1.1 on the SAQ attached) then skip the core questions and go straight to the project specific supplementary questions at the end of PS-Q1 to PS-Q3. Please ensure that your supplier profile contains the relevant work category of Landscape Architecture 71420000-8


(Not Constructionline registered);

Contractors who are not Constructionline registered, and do not wish to do so, will be required to complete the attached SAQ in fully and supply all requested supporting information.

ALL CONTRACTORS WILL BE REQUIRED TO COMPLETE Section 1.1 - Constructionline Registration Status and Section PS-Q1 to PS-Q3 Project Specific Questions in the attached SAQ and return as part of your expression of interest by the date detailed below.


SAQ Evaluation:

Constructionline's selection process and responses to the questionnaires (together with the pricing element of your tender) will be used to draw up a shortlist of no less than 3 potential suppliers who will then be invited for interview.. Potential suppliers will need to achieve a minimum score of 60% for the Project Specific Questions to be considered further, and the 3 top scoring companies will be invited for interview. Other questions within the SAQ will be marked on a PASS/FAIL basis and a supplier maybe excluded for the process if a fail is scored.



Tender Return

In order to be considered please ensure your completed tender along with any supporting documentation is returned to Ashford Borough Council, Customer Services Manager, Customer Contact Centre, Civic Centre, Tannery Lane, Ashford, Kent. TN23 1PL in a plain envelope which does not bear a mark identifying your company, using the label attached. Tenders must be returned no later than 2:30p.m. Tuesday 13th September 2016


Contract Award

The work will be awarded to the company who submits the Most Economically Advantageous Tender (MEAT)


If your tender is favourable, further evidence of your company’s professional indemnity insurance, financial standing, staffing, licenses and accreditation information may be requested and assessed prior to contract award. A credit check will be undertaken for the successful tenderer.


Form of Contract

The Agreement is attached to this advert


Documents attached

Tender Document List

Bridgefield Design Brief Aug 2016

Form of Tender and Conditions of Tender (to be returned with Tender)

Tender Evaluation Criteria

Professional Appointment Agreement

Suitability Assessment Questionnaire (to be returned with Tender)

Suitability Assessment Questionnaire Guidance

Return Label for Tender (affixed to tender)


Additional documents attached:

150004 – Bridgefield Sheet 1 – Topographical Survey.pdf

150004 – Bridgefield Sheet 2 – Statutory Authority.pdf

Appendix C Draft drawing of the Bridgefield site.pptx

Bridgefield site map.tif

Bridgefields Ecological.pdf

Cheesemand Green Flood Information 2.pdf

Container Draft Layout.pdf

Container Information for Bridgefield.msg

EA correspondence Bridgefield.msg

Highways Specification for Vehicle entrance to Bridgefield Park.docx

Highway specification.msg

Park Farm East Play Area Construction Findings – July 2013.doc

Site location.pdf

Trial Pit Results Report Doc.pdf



Notes

1) Please note the start and end dates within this notice are indicative only and will be agreed with the successful company

2) Please register your interest through the South East Business Portal - we will use these registration details to inform you of any amendments, or items of clarification during the Tender process. However, no further clarification, etc. will be issued later than 12:00hrs 5th September 2016

3) Please be aware that you need to download the documents attached to this advert and make your submission by the due date. Your registration of interest will NOT be used to issue you with a Tender.

4) When submitting your Tender please keep additional marketing material to a minimum.

5) The "Last date for Expressing Interest" detailed at the beginning of this notice, is the last date for submitting your Tender


Further Information
If you have any queries please e:mail simon.harris@ashford.gov.uk