Offaly County Council
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OFFALY COUNTY COUNCIL BRIEFING DOCUMENT Architect Led Design Team Consultant Services For Delivery of Lot 5 & 6 of Midlands Energy Retrofit Works for Local Authority Housing December 2020 1 1.0 BACKGROUND: As part of the Just Transition proposals for the Midlands Region, announcements were made in the context of Budget 2020 for a €20m Social Housing Energy Efficiency Retrofitting Programme targeting the Midlands. This is a new measure designed to explore an alternative approach to the retrofitting of Local Authority social housing stock. It will provide an opportunity to upgrade these houses resulting in warmer homes and lower energy bills for local authority tenants. This is expected to provide local employment and improve the economic benefit for the County. The specific design of the project has been agreed by the Retrofit Taskforce established by the Minister for Communications, Climate Action & Environment. This Taskforce, in conjunction with the Department of Housing, Planning & Local Government (DHPLG) have worked with Offaly County Council and other stakeholders to identify areas of sufficient concentration of local authority housing stock with poor energy efficiency conditions which would benefit from retrofitting. By taking a targeted approach to the upgrading of the local authority building stock it is hoped that economies of scale can be achieved. The purpose of this tender competition is to deliver the Midlands Energy Retrofit Programme for Co. Offaly which is funded by the Department of Housing, Planning and Local Government and the European Regional Development Fund (2014-2020). As part of the Midlands Retrofit Project there will be seven lots of dwellings proposed to be retrofitted bundled geographically comprising approximately 155 no. houses in total. This third Lot is for the retrofitting of forty- seven dwellings in Edenderry, Daingean, Ferbane, Clara, Shannon Bridge and Cloghan (Lots 5 & 6); refer to Appendix A for full list. The Design Team for the delivery of the Midlands Retrofit Project will be procured by the Housing Department of Offaly County Council using the Framework for Architect Led Integrated Design Team for Minor housing Works and we are seeking a fixed price lump sum tender for the provision of these services to include a lump sum rate per dwelling. This Retrofit programme will focus on deep retrofit works to achieve a BER B2 rating (maximum Heat Loss indicator (HLI) of 2 W/Km2). 2.0 GENERAL CONDITIONS: Offaly County Council is seeking to appoint an Architect led Design Team and also establish an Architect Led Design Team Framework to deliver the third bundle of retrofitting works to social houses in Offaly (Lot 5 & 6). The Design Team Brief includes the following: (refer to scope of works below) 1. Survey of 47 no. houses (Lot 5 & 6) to determine the requirements for energy retrofit works to upgrade the houses to BER B2 standard (HLI 2 W/Km2). 2. Liaison with tenants during site visits and arrangement of same. The Local Authority will contact tenants prior to surveys being carried out to inform them that they will be contacted by the surveyor. 3. Design and prepare tender documents and drawings for each dwelling based on the surveys carried out. 4. Manage the Tender process including assessment of Works Tenders returned. 5. Contract administration including coordination & supervision of the works on site. 6. Prepare project completion sign off, project handover, final account and safety folder including demonstrations of M&E installations. 7. Prepare Post Project Review Report. 8. BER Certificate – Pre and Post completion of the works. 9. Assist and liaise with NUI Galway who will be carrying out a sample air quality surveys across the completed retrofit works both indoor and outdoor. The client will be Offaly County Council. Midland Energy Retrofit Project Co. Offaly 2 The contract sum will be a fixed rate per house and will include delivery of surveys in a 6-week period once sanctioned to commence. Please insert lump sum price per dwelling in Form of Tender. The upgrade works are subject to being included on the Scope of Works Eligible for funding as issued by the Department of Housing, Planning and Local Government funding under the Midlands Retrofit Scheme; refer to Section 3.0 below. 3.0 DETAILS OF CONTRACT: The works contract in this instance involves the delivery of Deep Retrofitted dwellings in a turnkey condition. 3.1 PDSP: The winning tenderer will be appointed as Project Supervisor Design Process (PSDP). 3.2 The ‘Works’ will require the survey of forty-seven occupied dwellings to assess the works required to bring the dwelling to BER B2 standard on a cost optimal basis under the eligible works outlined below. These surveys should include an asbestos survey, pre-BER assessment and the determination of existing areas of suspended floors and details of retrofit works required including insulation, replacement windows/doors, M&E works and associated builders works to bring the individual dwellings to a maximum Heat Loss Indicator of 2 W/Km2. The works required in order to achieve this as identified by initial surveys carried out will inform the pricing document for each dwelling and the above list is non-exhaustive i.e. surveys required to be identified by successful consultant tenderer in line with scope of works at section 7.0 below. Eligible works for Grant under the Retrofit Scheme: 300mm Attic Insulation including hot press tank and pipe insulation. Flat Roof insulation and necessary ventilation in flat roofs of existing extensions (by replacing the underside of the roof) External Wall Insulation Including ventilation & other necessary works Dry Lining (forming part of major refurbishment) Pumped Cavity Wall insulation Window and Doors Replacement and air tightness taping/sealant to windows Heat Pump (to replace Boiler) and upgrading or replacement of radiators LED lighting Preliminaries & consequential works on foot of the above. All works are to comply with current Technical Guidance Documents with particular reference to Part L and using the NSAI publication S.R.54:2014 & A1:2019 Code of practice for the Energy Efficient Retrofit of Dwellings for guidance. The above list of works is intended as a guide only and detailed surveys carried out on the dwelling by the successful tenderer shall inform the final detail specification & design of the works to the Local Authority’s approval. Refer to attached document Schedule of Works Eligible for funding for further detail. All Surveys shall be carried out and arranged by the Design Team appointed to carry out the works. The ‘Works’ also include the design of tender documents for the works, these documents shall be submitted to the Local Authority for approval prior to publication of the tenders. The works contracts should include a social clause to allow for local labour to be used in compliance with procurement rules. When the Tender returns are assessed by the Design Team the tender report for the proposed works shall be prepared and submitted to the Local authority for approval to proceed with the MEAT tenderer. The local authority will assess the winning contractor for competency to take on the role of PSCS and the contract for the works shall be awarded as per procedures for the award of public works contracts. Rates submitted by the winning contractor may be used by SEAI to inform costs for private retrofit works. Midland Energy Retrofit Project Co. Offaly 3 Site Supervision & Contract administration: The works tender shall be managed, coordinated and supervised by the design team appointed on foot of this competition. Project Handover: At project completion the following documentation shall be submitted to the Local Authority prior to final payment being released: Final account, Safety folder & relevant Certification, Post completion BER, Post Project Review Report. The Schedule of payments are outlined in the Form of Tender. 4.0 PROJECT PROGRAMME: The project programme and delivery of this scheme is critical in terms of Offaly County Council achieving and adhering to its commitment to the timelines set out for the delivery of the Midlands Energy Retrofit Scheme. Target timelines for each element of the works are illustrated in Table 4.1 below: (Tendering consultants should summit a proposed Programme for the works but the programme will not be used for the purposes of assessment) Table 4.1 Timelines House Surveys & preparation of Tender documents 6 weeks Local Authority Approval on Works Tender Documentation 1 week Works Tender on E-tenders 3 weeks Works Tender Assessment/Appointment 2 weeks Works Period 18 weeks Final Account/Post Review Report/ Handover 4 weeks Defects liability period 52 weeks 5.0 TYPICAL HOUSE TYPES: 5.1: 1 bed OPD Semi-Detached: Generally single storey houses with a filled cavity wall. Most have either a solid fuel range or stove and a wet central heating system. The attics should have 300mm insulation. Some may have suspended floors. Windows and doors are typically PVC or timber and the performance of the doors and windows should be verified by the surveyor. Most properties have wall or trickle window vents. 5.2: 2 Bed OPD Semi-Detached, and End Terrace: Generally single storey houses with a filled cavity wall. Most have either a solid fuel range or stove and a wet central heating system. The attics should have 300mm insulation. Some may have suspended floors. Windows and doors are typically PVC or timber and the performance of the doors and windows should be verified by the surveyor. Most properties have wall or trickle window vents. 5.3: 2 Bed OPD Mid-Terrace: Generally single storey houses a filled cavity wall. Most have either a solid fuel range or stove and a wet central heating system. The attics should have 300mm insulation. Some may have suspended floors.