Offaly County Council

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

1.0 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

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

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:

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. 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.

Refer to Appendix A for further details.

6.0 HEALTH AND SAFETY:

The winning tender will be appointed as Project Supervisor Design Process (PSDP) having already been assessed as part of the entrance requirements for the Framework for Architect Led Integrated Design Team for Minor housing Works and in addition will be required to submit a method statement/procedure on entering an occupied dwelling with a specific clause in relation to Covid 19 procedures.

Midland Energy Retrofit Project Co. Offaly

7.0 SCOPE OF WORKS:

The Design Consultancy Team will be required to tender for and carry out the duties as listed below:

• Prestart meetings and fortnightly meetings. Develop schedule of works, arrange resources and programme to advance project.

• Carry out existing house surveys in dwellings specified in Consultants Brief and prepare full set of house drawings including layouts, elevations, plans, sections and specifications.

• Provide survey report on each dwelling on minimum standards for rented accommodation.

• Carry out asbestos surveys where required.

• Carry out BER assessment and heat loss coefficient survey of each house specified in the Consultants Brief.

• Prepare detailed design to upgrade dwellings to a minimum B2 BER rating which must include Heat Loss Coefficient below 2 (HLI2) for approval and sign-off from Offaly County Council and the SEAI.

• Provide M&E Design and Certification for all works to Offaly County Council.

• Procurement and completion of additional surveys and investigations identified by the Consultant, the requirements of which are necessary to progress the scheme.

• Ensure compliance with Fire Design requirements and submit relevant reports and certification.

• Offaly County Council consultations/meetings for approval as required.

• Complete contract/design documents, tender drawings and works requirements /specifications for tender action / construction.

• Pre-tender submission to Offaly County Council including design and costing for approval.

• PSDP & Design Certifier Roles.

• Review costs, programme and final designs in coordination with Offaly County Council & advertise tender documents on e-tenders.

• Respond to tender queries.

• Tender analysis, tender assessment & tender report submission for approval/agreement to Offaly County Council.

• Prepare Detailed Construction Drawings prior to the commencement of works and present copy to the successful Contractor and Offaly County Council for comment & approval.

• Appointment of main contractor and commencement on site.

• Co-ordination and management of the works on site. Contract administration and site supervision.

• PSDP, Assigned Certifier & Inspections.

• Prepare and submit monthly Progress Reports during construction works.

• Project Manage the site during Construction Works; Liaise with Contractor, Client and Safety Representative; Organise fortnightly on-site meetings; Prepare minutes and monitor programme; Ensure Health & Safety compliance.

• Ensure compliance with mechanical requirements & electrical requirements.

• Prepare Health & Safety file, as-built drawings and specification during Construction Works & submit to the Client on completion of the project.

Midland Energy Retrofit Project Co. Offaly

• Carry out final BER tests and Heat Loss Coefficient Tests and prepare relevant reports. BER Assessor to forward electronic copy of BER Cert, Advisory report & DEAP xml to Offaly County Council.

• Certification, final accounts & safety file submission.

• Project Review, Defects Period & Final Certification including release of retention.

INFORMATION THE CLIENT/DUTYHOLDER SHOULD EXPECT FROM THE SURVEYOR:  Surveyor(s) identity, qualifications, accreditation or certification status, quality control procedures.  References from previous work.  Proposed scope of work.  Plan of work, including plans for sampling or asbestos disturbance.

Information to be collected by the surveyor:  Description and use of property (i.e. industrial, office, retail, domestic, education, health care etc). • Number of buildings: age, type and construction details. • Number of rooms. • Any unusual features, underground sections. • Details about whether the buildings have been extended, adapted or refurbished, and if they have, when the work was done. • Any plant or equipment installed. • Whether a listed building, conservation area etc. • Extent or scope of survey required (possibly mark details on a site plan or architects’ drawings). • Whether the surrounding ground and associated buildings or structures are to be included in the scope of the survey. • Current plans or drawings of the site. • Previous plans, including architects’ original drawings and specifications and subsequent plans for major changes and refurbishment. • Whether the premises are vacant or occupied. • Any restrictions on access. • Special requirements or instructions. • Responsibility and arrangements for access. • Whether survey damage is to be made good (refurbishment/demolition surveys). • Site-specific hazards (mechanical, electrical, chemical etc). Responsibility for isolation of services, power, gas, chemicals etc. • If photos are to be taken. • How many bulk samples will be necessary. • The location of all services, heating and ventilation ducts. • Details of any previous asbestos surveys (Type 1/2/3 Surveys), current asbestos registers and all records of asbestos removal or repairs. • Information on possible repairs to ACMs, eg pipe/thermal insulation. • History of the site: any buildings previously demolished; presence of underground ducts or shafts etc. • Preliminary site meeting and walk-through inspection.

• Report, including areas not accessed/not surveyed: A walk-through inspection for planning the survey and identifying potential issues and problems. The inspection will enable the surveyor to become familiar with the layout of the premises, including the location of equipment and furniture etc, which may impede access or sampling. In addition, it will allow the surveyor to gain an appreciation of the size of the project and to estimate the extent of sampling required. The inspection also allows any specific hazards to be recognised and discussed to minimise the risks. It will also enable other potential issues to be identified or raised (and resolved). Possible issues include entry or access restrictions (e.g. to ceiling voids, high areas and crawl spaces), sampling matters (e.g. sampling only when the area is unoccupied, materials or decorations which cannot be disturbed, labelling of sample locations, future placement of asbestos warning labels, measures used to reduce dust release and clean-up etc.) and the potential need for a licensed asbestos contractor (e.g. to gain access through AIB ceiling tiles). Where access is required to high areas, arrangements should be made for the use of scaffolding, a tower crane or MEWP. The walk-through inspection should also be used to check the accuracy of the building plans.

Midland Energy Retrofit Project Co. Offaly

Appendix A – List of Dwellings:

Houses in Tender Lot 5 ‐ 20 no. Houses in Tender Lot 6 ‐ 27 no. 9 SR SENAN AVE 1 KINCLARE, Ballycumber Rd 8 SR SENAN AVE 2 KINCLARE, Ballycumber Rd 7 SR SENAN AVE 3 KINCLARE, Ballycumber Rd 6 SR SENAN AVE 4 KINCLARE, Ballycumber Rd 5 SR SENAN AVE 5 KINCLARE, Ballycumber Rd 4 SR SENAN AVE 6 KINCLARE, Ballycumber Rd 3 SR SENAN AVE 7 KINCLARE, Ballycumber Rd 2 SR SENAN AVE 8 KINCLARE, Ballycumber Rd 18 SR SENAN AVE 11 KINCLARE, Ballycumber Rd 17 SR SENAN AVE 1 Daingean house 16 SR SENAN AVE 2 Daingean house 15 SR SENAN AVE 6 Raghra Park 8 Raghra Park 10 SR SENAN AVE 11 Raghra Park 1 SR SENAN AVE 12 Raghra Park 63 ST MARY'S TCE 13 Raghra Park 64 ST MARY'S TCE 5 Raghra Park 65 ST MARY'S TCE 2 Raghra Park 1 SNUGBOROUGH LANE 2 GLENAVAR ROW 2 SNUGBOROUGH LANE 3 GLENAVAR ROW 4 SNUGBOROUGH LANE 6 GLENAVAR ROW 7 GLENAVAR ROW OPD 8 GLENAVAR ROW OPD 1 THE SQUARE 2 THE SQUARE 3 THE SQUARE 4 THE SQUARE

Midland Energy Retrofit Project Co. Offaly