Invitation to quote in a mini competition
ExCel Supplementary Access Project (ESAP) – Design Support
Under the Transport Services Framework
9952.111
Document Identifier: ExCel Supplementary Access Project (ESAP) – Design Support
Response instructions
The following instructions are guidelines on how to complete this Invitation to Quote (ITQ):
Read me first - suppliers tips for completing your response
• Use the online “HELP” function – it provides support for both the screen you are in and for key processes, e.g. ‘How to Express Interest’ (it also has a help function and glossary); • Plan your response, don’t leave it until the last minutes/hours before the deadline, late responses will NOT be accepted; • Always read and digest any instructions/attachments prior to your response – note any deadlines and actions in your diary; • If the ODA makes a change to a live tender then suppliers MUST re-publish their response – this is to ensure that changes are brought to your attention – you will receive a message prompt from the ODA – generally this will not mean re-entering information; • Keep attachments to a maximum of 2 MB, only attach documents that the ODA has requested, make sure that you attach them in the correct area and clearly identify them; • If you have any tender clarifications then use the secure messaging to communicate with the ODA – this will give you an audit trail of all discussions/clarifications. The Applicant must state in their clarification message if they do not want the message to be made public to other Applicants; • If you have any software queries refer to online help in the first instance. If you still have an issue email or phone the London2012 eTendering helpdesk on 0800 043 2012 with a tender reference, a clear description of the problem and your contact details (ensure that you leave plenty of time for issues to be resolved prior to any deadlines); • The portal is a secure site and (similar to online banking) you will be logged out if you are inactive for more than 15 minutes, so make sure you save your work as you progress through your response; • Use the ‘Legend’ to understand icons, note text responses are deliberately capped at 512 characters – if you require more space please include an attachment. Also note that Numeric fields will not accept text, spaces, symbols etc; • Supplier sub-users can be set up on the system to allow colleagues to be involved with various stages of the tender – see the online help function for details; • Mac users should use a Firefox browser (available free of charge at: http://www.mozilla.com/firefox) as the Safari browser does not support certain Java scripts, if you still experience problems with Firefox please call the London2012 eTendering Helpdesk.
Instructions for completion
• Please confirm via the secure messaging feature that you have downloaded, read and understood all attachments that form part of the Tender; • Completed responses should be submitted via the eTendering portal by the stated time. Please note that this is a precise time and your tender will be rejected if it is submitted after this; • Email, fax or telephone enquiries will NOT be accepted. All questions should be asked as accurately and concisely as possible through the secure messaging feature; • Supporting attachments must be referenced to the relevant question; • Questions should be answered in English.
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Invitation to quote in a mini competition
Framework panel name: Transport Services Framework
Project name: ExCel Supplementary Access Project (ESAP) – Design Support
Return date: As stated by the e-tender system
ODA reference number: 9952.111
To: All providers - Panel 1, Lot 2
From: ODA Transport Procurement
17th Floor Olympic Delivery Authority One Churchill Place Canary Wharf London E14 5LN
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Background
The ODA plans to utilise DLR services to provide transport for spectators travelling to London 2012 events at the ExCeL, Docklands venue. The venue is primarily served by the DLR Beckton line, via Custom House and Prince Regent stations. These will operate in a one-way manner with spectators alighting at Custom House and boarding at Prince Regent, which aligns with the uni-directional flow of spectators within the venue itself.
The reliance upon the Beckton line in isolation poses an unacceptable risk as it means a single point of failure within the DLR services to/from ExCeL. In order to mitigate the risk of this single point of failure and to increase operational resilience, a supplementary route for spectators is proposed to connect ExCel with Pontoon Dock and West Silvertown DLR stations on the Woolwich Arsenal line.
This alternative route will offer a complimentary means to enable spectators to alight at West Silvertown and board at Pontoon Dock, in accordance with the uni-directional flow of spectators in the event venue. (Refer to Appendix A)
It is proposed that all works are temporary, being commissioned for test events starting in October 2011 and decommissioned in September 2012 following the Olympic and Paralympic Games.
The works are proposed to consist of the following:
Route 1 - ExCel to Pontoon Dock Station
• A temporary, navigable pontoon bridge from the eastern exit from ExCel, across the Royal Victoria Dock to the former dock lands; • A temporary pedestrian walkway across the former dock lands; • A temporary pedestrian walkway ramp up to the bridge; and • A temporary bridge over North Woolwich Road from the former dock lands to the existing Pontoon Dock DLR station.
Refer to the attached masterplan and cross section drawings (Appendices B and C).
Route 2 - West Silvertown Station to ExCel
These works are yet to be confirmed, however, it is anticipated that they will involve limited removal of street furniture, installation of drop kerbs and tactile paving, etc.
The ODA now wish to procure a consultant to provide tender and design support for the forthcoming works.
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The Brief
Task Requirement: It is proposed that the physical works are delivered through a Design, Build, Maintain and Decommission contract. It is anticipated that the works will be procured via the ODA’s Temporary Venues Framework. Using the information provided by the ODA (refer below) as the starting point, the consultant will provide support to the ODA project team in the procurement and delivery of the works, principally those relating to Route 1 (ExCel to Pontoon Dock station).
These activities will include, but are not limited to:
1. Support in the preparation of tender documentation for the physical works; 2. Undertaking a photographic dilapidation survey of the existing infrastructure; 3. Reviewing designs undertaken by the D&B contractor; 4. Undertaking an inspection of the as-built works.
Task 1 – Support in the preparation of tender documentation for the physical works
The consultant will be required to prepare documentation to support the ODA in tendering the physical works. This will include the preparation of:
• A Designer’s Risk Assessment for the pontoon bridge, the walkway and the bridge over North Woolwich Road; • A performance specification for the above taking into account all relevant standards and the output from the Designer’s Risk Assessment; • Preparation of an interpretive geotechnical report for foundations associated with the bridge over North Woolwich Road. This is to be based on survey information provided by the client and by existing publicly available data (sourced by the consultant).
Task 2 – Undertaking a photographic dilapidation survey of the existing infrastructure
The consultant will be required to undertake a photographic survey of the existing infrastructure (dock edges, dock lands and interface with Pontoon Dock Station) and prepare a report detailing the existing condition.
The purpose of the report is to assist in settling potential disputes with asset owners upon decommissioning of the ODA works.
Task 3 – Reviewing designs undertaken by the D&B contractor
The consultant will be required to review designs prepared by the contractor to ensure that they meet the requirements of the performance specification and mitigate the risks highlighted in the Designers Risk Assessment.
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The consultant will be required to prepare provide a Category 3 check certificate (or similar as appropriate) for the approved designs.
Task 4 – Undertaking an inspection of the as-built works
The consultant will be required to inspect the as-built works to ensure they are built in accordance with the approved design and will provide a statement of no objection to the finalised works.
Reporting and Liaison:
Regular progress meetings will be held between the ODA Design Manager and the Consultant project manager at regular intervals during the delivery of the Detailed Design. All communications with third parties are to be undertaken through the ODA delivery team unless directed otherwise.
Information/resources to be provided by ODA (Upon Contract award):
• Masterplan level drawing(s) and cross sections; • Topographical survey information; • Geotechnical survey report (factual); • Buried services and utilities search information; • Stakeholder / Interfacing projects requirements for incorporation into the performance specification (navigability through pontoon, minimum usable widths, walkway crossings, etc); and • Unexploded Ordinance (UXO) risk assessment.
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Timetable
Task dates to be discussed and confirmed with the project team on contract award.
Contract award 28th February 2011
Begin Work 2nd March 2011
Task 1 March 2011
Task 2 April 2011
Task 3 May - July 2011
Task 4 September 2011
Completion September 2011
Evaluation and selection process
Scoring of submissions will be based on the same criteria as the Framework
The Weighting for each Evaluation Criteria is:
Commercial Evaluation: 25%
Technical Evaluation: 75% • [2.1] Detailed Methodology 10%
• [2.2] Project Delivery 15%
• [2.3] Experience & capability 50% • [2.3.1] CVs 20% • [2.3.2] Pontoon Case Studies 20% • [2.3.3] Pedestrian Overbridge Case Studies 10%
Responses
All ITQ responses must be submitted via the London 2012 eTendering portal by the time stated. Please note that this is a precise time and any tender will be rejected if it is submitted after this.
Page 7 of 10 Submission format
Bidders must submit their proposal in accordance with the reference and requirements shown in the table below. Bidders should ensure the proposals are specific to the requirements detailed in this Tender and be succinct.
As well as the Technical Proposal, as set out below, Applicants must also complete the Pricing Pro-forma.
Submission Specific requirements of a compliant proposal. Reference
[1.0] Management Summary
Provide a summary of the proposal and how the project would be managed to deliver high quality and timely output.
[2.0] Technical Proposal
[2.1] Detailed Methodology
Outline in detail the proposed methodology for undertaking the work required in the brief above.
[2.2] Project Delivery
Outline how the timeline and key milestones outlined in the brief will be met. This section should address any potential issue/risks that are likely to occur to delivery of the project. Outline additional inputs required from the client
[2.3] Experience and Capability
Outline company and named project staff experience in undertaking this type of work. The following should be included as appendices:
[2.3.1] Key staff CV’s
[2.3.2] Two case studies for similar temporary, navigable pontoons [2.3.3] Two case studies for similar temporary pedestrian overbridges
[2.4] Governance
Identification of any conflicts of interest
[3.0] Commercial and Pricing
[3.1] Cost
Page 8 of 10 Schedule of rates to be completed in the Pricing Pro-forma on the etendering system.
Tenderers should ensure the proposals are specific to the requirements detailed in this Tender and be succinct.
Submission checklist:
• Completed Technical Summary • Completed Commercial Summary
Enquiries
Any questions about the procurement should be submitted at the earliest opportunity by the secure messaging feature in the eTendering system. Email, fax, telephone or verbal enquiries will NOT be accepted.
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Appendices
Appendix A – Walking Routes between ExCel and Pontoon Dock / West Silvertown Stations Jan 2011
Appendix B – Walking Routes – ExCel Pontoon Dock Option 6
Appendix C – Walking Routes – ExCel Pontoon Dock Bridge Cross Section
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