TENDER FOR THE APPOINTMENT OF A CONSULTANT PROJECT MANAGEMENT TEAM TO OVERSEE THE IMPLEMENTATION OF

‘DEVELOPMENT OF COMMUNITY TRAILS IN WOOD PLANTATION, SEAFORDE; CORRY WOOD, ANNSBOROUGH; AND ANNSBOROUGH – CASTELWELLAN TRAIL’

TENDER SUBMISSION DEADLINE: 4PM ON FRIDAY 23RD NOVEMBER 2018 1 PART 1 - INTRODUCTION

1.1 Project Background Outdoor Recreation NI (ORNI) is currently seeking funding from a number of sources (including Rural Development Programme) to create three community trail networks: 1. Seaforde Wood Plantation, Seaforde, County – development of a maximum of 2km walking trails 2. Corry Wood, Annsborough - development of 4.5km trails network including mountain bike skills loop 3. Annsborough – Castelwellan Link – rebuild of historical walking route between Clarkhill Road and Drumbuck Road – 1km length

1.2 The appointment In terms of delivering the project, a partnership between ORNI and and Down District Council (NMDDC) has been established. ORNI staff will be the first point of contact during the project.

1.3 Roles and Responsibilities - Integrated Consultancy Team An Integrated Consultancy Team will be required for the successful implementation of the project to ensure compliance, value for money and quality control, and to complete sign-off. This may include all or any of the following: Project Manager, Civil and Structural Engineer, Quantity Surveyor, Principal Designer and site inspection staff.

1.4 Consultants Brief Consultants are required to provide full project management, including Principal Designer for the following works.:  To a maximum of 8.5km of walking and multi-use, off-road, non bitmac trails across three sites, following detailed trail design prescription document to be supplied.  Sites: Seaforde Wood Plantation, Seaforde, ; Corry Wood, Annsborough, County Down; Clarkhill Road to Drumbuck Road, Annsborough – , County Down.

This will include: 1. Undertaking the role of Principal Designer in accordance with the CDM NI 2016 Regulations to include provision of a Pre-Construction Information Pack and a Health and Safety file on completion. 2. Advising on and preparing all the necessary tender/ contract documentation for the appointment of a suitably experienced and qualified contractor through a Design and Build contract including all works’ information including drawings and specifications. It is anticpated that the works will be procured under the NEC 3 conditions of contract. 3. Issuing invitation to tender, evaluating tenders in partnership with representatives of ORNI and NMDDC preparing a tender report for the necessary funders of the project. 4. Administering the contract. 5. Providing all necessary supervision of the construction / works on site - minimum of once a week. 6. Carrying out quality checks of all design and construction works to ensure compliance with ‘Principles and Standards for Trail Development in ’ (Outdoor Recreation NI, 2013). 7. Preparing valuations of work carried out to the required standard and issuing certificates for payment to the contractor. 8. Completion of snagging lists, checking and signing off all snags once complete and reissuing snagging lists if not complete. This should include any snags identified by the client team. 9. Co-ordinating and Chairing regular technical/progress meetings with the Steering Group as necessary throughout the project. 10. Ensuring that all tendering procedures meet the requirements of the project funders as set out in the Letters of Offer – to be provided by the client.

1.5 Summary of Capital Works The capital works include:  Construction of maximum of 8.5km of new build trails.  Installation of a maximum of 30 waymarkers – Seaforde x 10; Corry Wood x 15; Annsborough Path x 5  Installation of 3 trail head panels – 1 per site.  Installation of benches / picnic benches x 8 maximum  Installation of 3 visitor counters – 1 at each site.  Installation of Mountain Bike skills trail at Corry Wood

Maps showing the new trail network is attached in Appendix 1. Notes:  Detailed Trail Prescription Documentation of the trail network will be provided to the CPM team following appointment.  Planning Permission for the trails is currently being sought.

1.6 Budget The project has been costed at c. £340,000.00 (excl. VAT).

1.7 Timescale for delivery As no capital funding has been secured at this stage, it is not possible to set out a definite timetable for the works with the exception of Stage 1 (see Part 3, below). This should be completed immediately upon appointment.

It is anticipated that the construction period for the trails will be 10 weeks.

Capital funding is anticipated to be in place before the end of December 2018 and the trails MUST be substantially delivered on the ground before the end of March 2019 to meet funding deadlines. 2. PART 2 – COMPLIANCE

The purpose of this Compliance Process is to provide the Contracting Authority with sufficient information to allow Economic Operators to progress to Part 3 - Tender Evaluation Stage.

Economic Operators’ responses to the Compliance Process will be evaluated against the criteria set out in the section below. Economic Operators must respond to all the questions in the PQQP and must provide all the supporting information requested. Failure to provide supporting documents may result in disqualification from the process.

Failure to meet any of the requirements in respect of membership of bodies and certification will result in disqualification of the process.

Tenderer Details

Tenderers Name:

Tenderers Address:

Tenderers Telephone No:

Constructionline Details

Tenderers are required to hold Active Constructionline Registration with a category value as indicated in Table 1a in a Relevant Work Category as listed in Table 1b.

Table 1a – Fee Category Value

Minimum Fee Category Value for Consultant £ 50,000.00

Table 1b contains an extensive list of ‘Relevant Work Categories’ acceptable to the Employer. Should a Consultant wish the Employer to consider a Work Category not listed in Table 1b they shall make their request by issuing a message to Outdoor Recreation NI via e-mail – [email protected]. The Employer may decide at its absolute discretion not to accept any such requests. Table 1b – Relevant Work Categories Sector Category Civil Engineer (ICE) 71311000-1 71312000-8 Architect/Landscape Architect (RIBA/LI) 71420000-8

2.1 CONSTRUCTION LINE

2.1 Construction line Registration Number:

2.2 Consultant Category:

2.3 Consultant Category Value:

Insurances The Lead Consultant is required to demonstrate the ability of the Integrated Design Team to obtain insurance for values set out in Table 2a, below. (e.g. Insurance Brokers confirmation letter or Copy Certificates)

Table 2a - Insurance Public liability insurance Public liability insurance with a minimum limit of indemnity not less than that specified below in GBP per incident. Employer’s liability insurance Employer's liability insurance with a minimum limit of indemnity not less than that specified below in GBP per incident compliant with applicable statutory requirements. Professional indemnity insurance Professional indemnity insurance for all activities of a professional nature including design liability with a limit of indemnity of not less than that specified below in GBP for each and every claim. Lead Consultant to enter insurance values currently held in the appropriate row: Insurance value Role Required Currently held Lead Consultant £ Public Liability £10m Employers Liability £10m Professional Indemnity To be held for 12 years after £0.5m Final Completion

Where the Lead Consultant’s Team current insurance provision is lower than the values set out in the table above, the Lead Consultant shall provide confirmation (to be provided by the Lead Consultant’s current insurance broker) that the Lead Consultant is capable of obtaining insurance to the applicable values stipulated.

Insurance broker’s confirmation included with this submission (confirm yes or no)

Insurance Brokers Confirmation attached

2.2 Qualifications

Please provide the names and professional qualifications of all team members:

Name Qualifications

2.3 Lead Consultant

Please provide the name of the lead consultant for the project. Please note this person must be a Chartered/or Qualified member of their discipline.

Is this person a Chartered or qualified member of their discipline?

2.4 Health and Safety If further clarification is necessary on this section, the consultant can request clarification information from the Managing agent.

2.4a Safety Schemes in Procurement (SSIP) Certificate.

I confirm that my Company is registered as a Designer and holds a valid Designer competence assessment certificate issued by an organisation that is a member of the SSIP Forum.

Copy of Certificate is attached

2.4b Major Injury Accidents /Enforcements

Consultants who complete question 2.4 part [2.4a] must also answer this question.

I confirm that since obtaining our most recent certificate of competence my Company has not had any Fatal /Major Injury Accidents or been issued with any Enforcement Notices.

If you answered Yes to the above question, please provide the following: -

(i) Details of the accident(s) and /or enforcement notice(s) and evidence of the follow-up actions taken as a result of the accident(s) and /or enforcement notice(s).

Item attached for consideration

3. PART 3 - TENDER EVALUATION STAGE

3.1 Section A - Technical Experience

Please provide details of 2 relevant examples highlighting Consultant or Sub Consultant experience (please specify) in design and supervision of the construction of sustainable, off-road, non bitmac, multi-use trails in a natural rural environment. Examples provided should be for projects of at least a similar size, scope and scale undertaken within the last 5 years. Reference details should be given for each project. Each example should be limited to 1 single sided A4 page including any relevant photographs. Additional pages will not be assessed. Each example will be scored out of 5 as shown below; the total mark (out of 100) will be the sum of the scores for the 2 examples X 10. Please note – Only applicants that score a minimum of 60 in Part 3 - Section A will proceed to Section B. Scoring 2, 1 or 0 in either example will automatically result in disqualification. i.e. each example must score 3 or more to proceed to Section B.

Assessment Score Interpretation

Excellent 5 Excellent recent relevant examples showing the team’s experience in design and supervision of the construction of off-road multi-use trails in a natural rural environment

Good 4 Good recent relevant examples showing the team’s experience in design and supervision of the construction of off-road multi-use trails in a natural rural environment

Satisfactory 3 Satisfactory recent relevant examples showing the team’s experience in design and supervision of the construction of off-road multi-use trails in a natural rural environment

Limited 2 Limited recent relevant examples showing the team’s experience in design and supervision of the construction of off-road multi-use trails in a natural rural environment

Poor 1 Poor recent relevant examples showing the team’s experience in design and supervision of the construction of off-road trails in a natural rural environment

Unacceptable 0 No response or unacceptable information

3.2 Section B – Assessment of Completed Tenders Following successful completion of Part 3 – Section A, please complete Part 3 – Section B – Assessment of Completed Tenders . This will be based on quality and price; in the proportion of 30% Quality and 70% Price.

3.2.1 QUALITY (30%) Quality will be scored on: Resources – 15% Method Statement – 15% Please note scoring 2, 1 or 0 in any question will automatically result in disqualification and that the submission will not be considered for assessment based on price (3.2.2, below).

3.2.1.1 Resources Provide a statement detailing how the Consultant or Sub Consultant will ensure that appropriate resources are allocated to this project to ensure the critical phases are successfully delivered.

The response shall include:

1. Name, role and responsibilities of the person accountable for ensuring project resourcing is adequate (in line with 2.2 and 2.3, above). 2. Details of the full resourcing to be allocated for this commission including the time allocation of each individual for each stage of the project. 3. Details of how resourcing of the project will be monitored. 4. Detail what measure the Consultant or Sub Consultant will take if the resources allocated are not achieving the outputs within the required timescales. 5. Provision of project specific Organogram Chart identifying the key personnel.

Assessment Score Score Interpretation

Excellent 5 Excellent resourcing statement given for ensuring adequate project resourcing

Good 4 Good resourcing statement given for ensuring adequate project resourcing

Satisfactory 3 Satisfactory resourcing statement given for ensuring adequate project resourcing

Limited 2 Limited resourcing statement given for ensuring adequate project resourcing

Poor 1 Poor resourcing statement given for ensuring adequate project resourcing

Unacceptable 0 No response or unacceptable information provided.

3.2.1.2 Method statement Please provide a detailed method statement for ensuring quality control of the finished project.

Assessment Score Score Interpretation

Excellent 5 Excellent method statement given for ensuring quality control of the finished project

Good 4 Good method statement given for ensuring quality control of the finished project

Satisfactory 3 Satisfactory method statement given for ensuring quality control of the finished project

Limited 2 Limited method statement given for ensuring quality control of the finished project

Poor 1 Poor method statement given for ensuring quality control of the finished project

Unacceptable 0 No response or unacceptable information provided.

3.2.2 PRICE (70%) Please note that since no capital funding has been secured for this project to date, applicants are required to split their quote as follows: A fixed sum/ quotation for the work should be submitted that will be inclusive of all fee costs, disbursements and expenses (including travel) excluding VAT.

Stage 1: Quotation - guaranteed work whether or not funding is secured for the capital build. 1. To advise on and prepare all the necessary tender/ contract documentation for the appointment of a suitably experienced and qualified contractor through a Design and Build contract including all works information including drawings and specifications. It is anticipated that the works will be procured under the NEC 3 conditions of contract. 2. To issue invitation to tender, evaluate tenders in partnership with representatives of ORNI and NMDDC and prepare a tender report.

Stage 2: Quotation– work guaranteed when funding is secured for the capital build. Period of Validity Please note as no funding has been secured for the capital build of this project yet, applicants are required to keep this quotation valid for acceptance for a period of 6 months from the closing date.

1. To undertake the role of Principal Designer in accordance with the CDM NI 2016 Regulations to include provision of a Pre-Construction Information Pack and a Health and Safety file on completion. 2. To administer the capital contract. 3. To provide all necessary supervision of the construction / works on site – minimum of once a week. 4. To prepare valuations of work carried out and issue certificates for payment to the contractor. 5. To co-ordinate and Chair regular technical/progress meetings with the Steering Group as necessary throughout the project. 6. To ensure that all tendering procedures meet the requirements of the project funders as set out in the Letters of Offer – to be provided by the client.

The agreed fee shall be paid as follows: Stage 1 100% of the total fee - on completion of stage 1

Stage 2 30% of the total fee – on appointment of the successful contractor 70% of the total fee - on completion of the project

Pricing will be scored as follows: Lowest quotation = full available marks.

Then for each other quote: Lowest quotation/quoted price X maximum available marks (70)

4. PART 4 - CONTACTS If you require clarifications on any points in this brief please contact Rachel Hart at Outdoor Recreation NI via e-mail – [email protected]. The email should have the following in the subject title ‘Seaforde Corry Annsborough – CPM Team Contract Query’. The deadline for clarifications is Wednesday 21st November 2018 – 4pm. All clarifications and responses will be posted on the tender page of the ORNI website. Tenderers are encouraged to check the website regularly for updates.

5. PART 5 - RETURN OF COMPLETED TENDERS

Completed tenders must be submitted as follows (Appendix 2): 1. Completed Qualifications table (Part 2.2) 2. Confirmation of Lead Consultant Status (Part 2.3) 3. Completion of Part 2.4 Health & Safety (SSIP Certificate submitted) 4. Confirmation of Insurance as per table 2c including accompanying certificates and letters 5. Confirmation from insurers (if additional insurance required) 6. Fair Employment Declaration (Appendix 3) 7. Evidence of Construction Line membership (Part 2.1) 8. Tender evaluation Stage (Part 3), including: Section A (Technical Experience) with relevant references provided and Section B (Resources and Method Statement). 9. Form of Quotation (Appendix 4).

Failure to provide all requested documentation may eliminate applicants from the scoring process.

Completed quotations must submitted no later than 4pm on Friday 23rd November 2018. Submissions should be sent via post or hand delivered to: Outdoor Recreation NI, The Stableyard, Barnett Demesne, Malone Road, , BT9 5PB Notes for returnof completed tenders:  Please submit in 2, sealed envelopes: o 1st envelope contains items 1 to 9 outlined above and in Appendix 2. o 2nd envelope contains item 10 (Form of Quotation) only.  Envelopes should be marked ‘Tender – Seaforde Corry Annsborough’ in top left corner.  There should be no distinguishing marks to identify company name or details.

Appendix 1 Site Layout Plan - Seaforde

Annsborough-Castlewellan

Appendix 2 Confirmation of content (Please return with completed tender)

I confirm the following information has been submitted as part of this tender: -

Completed Qualifications table (Part 2.2)

Confirmation of Lead Consultant Status (Part 2.3)

Completion of Section 2.4 Health & Safety (SSIP Certificate submitted)

Confirmation of Insurance as per table 2c including accompanying certificates and letters

Confirmation from insurers (if additional insurance required)

Fair Employment Declaration (Appendix 3)

Evidence of Construction Line membership (Part 2.1)

Tender evaluation Stage (Part 3), including: Section A (Technical Experience) with relevant references provided and Section B (Resources and Method Statement).

Method Statement (Part 3.2.2)

Form of Quotation (Appendix 4)

Signed: ______

For and on behalf of ______

Position in Firm ______

Date: ______Appendix 3 Fair Employment Declaration

DECLARATION AND UNDERTAKING TO BE SIGNED BY ALL MAIN CONTRACTORS AND NOMINATED SUB-CONTRACTORS TENDERING FOR THE EXECUTION OF WORKS OR THE SUPPLY OF GOODS OR SERVICES FAIR EMPLOYMENT AND TREATMENT (NORTHERN IRELAND) ORDER 1998 1 Article 64 of the Fair Employment and Treatment (N.I.) Order 1998 ("The Order") provides inter alia that a public authority shall not accept an offer to execute any work or supply any goods or services where the offer is made by an unqualified person in response to an invitation by a public authority to submit offers. Article 64 also provides that the public authority shall take all such steps as are reasonable to secure that no work is executed or goods or services supplied for the purposes of such contracts as are mentioned above by an unqualified person. 2 An unqualified person is either an employer who, having been in default in the circumstances specified in Article 62 (1) of the Order, has been served with a notice by the Fair Employment commission stating that he is not qualified for the purposes of Articles 64 to 66 of the Order, or an employer who, by reason of connection with an employer on whom has been served a notice to that effect, has also been served with such a notice. 3 Mindful of its obligations under the Act, ORNI has decided that it shall be a condition of tendering that a contractor shall not be an unqualified person for the purposes of Articles 64 to 66 of the Order. 4 Contractors are, therefore, asked to complete this Declaration / Undertaking to confirm that they are not unqualified persons and to undertake that no work shall be executed or goods or services supplied by an unqualified person for the purposes of any contract with ORNI to which Article 64 of the Order applies. I / We hereby declare that I am / we are not an unqualified person for the purposes of the Fair Employment and Treatment (Northern Ireland) Order 1998. I / We undertake that no work shall be executed or goods or services supplied by an unqualified person for the purposes of any contract with ORNI to which Article 64 of the Order applies.

Signed ______

Date ______duly authorised to give such certificates for and on behalf of:-

NAME OF ORGANISATION ______(in BLOCK CAPITALS) Appendix 4 Form of Quotation

Appendix 4 Form of Quotation (to be provided in separate envelope)

Form of Quotation for the following consultancy services - Consultant Project Management Team to oversee the implementation of ‘Development of Community Trails in Seaforde Wood, Corry Wood and Annsborough, County Down.

Company Name & Address ______

______

______

______

______

Telephone No. ______

Email. ______

Mobile No. ______

Stage 1: Fixed sum (excl. VAT) £______(as defined in brief)

Stage 2: Fixed sum (excl. VAT) £______(as defined in brief)

TOTAL FIXED SUM (excl. VAT) £ ______