Agence pour l Enseignement Français à l Etranger (AGENCY FOR FRENCH TEACHING ABROAD) Tender Rules

Transcription

1 Agence pour l Enseignement Français à l Etranger (AGENCY FOR FRENCH TEACHING ABROAD) LYCEE FRANCAIS CHARLES DE GAULLE DE LONDRES Tender Rules PROJECT RENOVATION OF PRIMARY SCHOOL PLAYGROUND SITUATED AT 35 CROMWELL ROAD DESIGN AND CONTRACT ADMINISTRATION Submission of tender deadline: 18 December 2014, 12:00 Tel: +44 (0) Fax: +44 (0) December 2014

2 1 THE CLIENT S MANAGEMENT STRUCTURE Client Agence pour l Enseignement Français à l Etranger (AEFE - Agency for French Teaching Abroad) 23, place de Catalogne, PARIS, FRANCE Lycée Français Charles de Gaulle de Londres 35 Cromwell Road, London, SW7 2DG, United Kingdom Awarding authority s representative The Director of the AEFE, represented by the Headmaster of the Lycée Français Charles de Gaulle de Londres Designated accountant Designated Accountant for the AEFE represented by the Administrative and Finance Director of the Lycée Français Charles de Gaulle de Londres Project supervisor The AEFE Property Department property branch in London 2 PURPOSE OF THE TENDER The Lycée Français Charles de Gaulle invites for tenders architect and landscape architect practices interested in competing for the design and contract administration for the renovation of the Primary School playground situated at 35 Cromwell Road (SW7). 2.1 Objectives of the project Our aim is refurbish the playground to get a more practical space for students and staff. Our objectives are to have an accessible, safer, pleasant area to teach and play. Architectural design and features have to organize and materialize different spaces for different uses: sport and active play time, quite spaces and flow of students. In order to enhance the living conditions of pupils, the idea is to act on the: Functionality of the space: Manage students flows Reorganize and optimize the use of the area (sport zone, play zone, quiet zone and crossing zone) 2 / 7

3 Create quiet spaces Give access to buildings for disabled users Quality of the space, by the rehabilitation of the existing: Renew surfacing Improve covered areas noise reduction The attached brief describes the project in detail. 2.2 Qualification and organization required for the candidates In order to carry out the entire project, the team will need to have the following qualifications: Architecture or landscape architecture qualifications: to design an efficient layout for this educational outdoor space; Construction Project Management and Quantity Surveying qualifications: to guarantee that the project will be carried out within the time frame and the budget; Administrative management with the Local Authorities qualifications: to obtain all the needed approvals on time; Acoustic engineering qualifications: to design an effective noise reduction solution in the covered area; Advance knowledge in the following fields: accessibility, underground surveys, surface water drainage system. The architect or landscape architect will be the official consultant in case of a joint venture. 3 SCHEDULE OF SERVICES The services are detailed in the Schedule of Services. The main stages will be: Preparation of a concept design and discussion with the client Developed design and planning application Technical design, tender documentation and analysis of the tenders Weekly site visits, monthly payment certificates Final inspection and final certificate Other services: Dealing with extensions of time and contractor s claims 3 / 7

4 4 TIMESCALE OF THE PROJECT The overall projected time frame for executing the project management contract is 8 months. Work period: 2 months July and August 2015 The completion date needs to be reached by the 28 th August The timescale of the project is detailed in the Agreement Appendix. 5 TYPE OF PROCEDURE: It is an open procedure with eventual negotiations with the chosen candidate. This procedure is divided in two phases: 1. Request for Proposal : Ranking of the applicants based on the criteria detailed in article Negotiation with the chosen candidate and eventually adjustment of the scope of services, fees and/or the project program. 6 - FUTURE CONTRACT CONDITIONS The contract will be a relevant standard agreement, like the RIBA Standard Agreement 2010: Schedules (2012 revision RIBA Plan of Work 2013 compatible version). This agreement will be completed by the Agreement Appendix that details all our particular conditions regarding: Sub-consulting Programme for the services Consultant s remuneration Consultant s undertakings and liquidated damages Cancellation of the contract You can include in your tender file your own terms and conditions and/or a note with your remarks about the Agreement Appendix. 4 / 7

5 7 TENDER PRICE CONSULTANT S FEES The fees are based on a percentage of the Estimated Total Works Cost. The projected works cost comes to 315,000.00, excluding taxes. The process of finalising the lump sum fees is detailed in the Agreement Appendix. 8 DOCUMENTS MAKING UP THE TENDER FILE The documents making up the tender file are the following: Contract documents: o Schedule of Services o Agreement Appendix o Brief of the project Information form 9 TENDERER S KNOWLEDGE OF SITE The tenderer will be deemed to be fully familiar with the area to refurbish in order to fully understand the nature and complexity of the task. No claims on the grounds of lack of knowledge in any respect will be entertained. To that purpose, please contact Cyrine AIT OUMEZIANE (see hereunder for details) in order to fix an appointment for a visit of the premises. Visits will be possible between 8am and 5pm. No visit can be arranged without an appointment. A visit certificate will be signed by both the client and the tenderer and submit with the others documents required. 10 DOCUMENTS MAKING UP THE OFFER TO BE SUBMITTED Consultant s proposals are to return the following documents placed in the following order, in a sealed envelope - as their Tender submission for the compliant tender: 01 Completed standard agreement (for instance RIBA Standard Agreement 2010: Schedules), with completed Fees and expenses Schedule, 02 Schedule of Services, 03 Agreement Appendix with your remarks and/or your terms and conditions if you have any, 04 Brief, 05 Information Form, 5 / 7

6 06 Graphics illustrating the 5 projects mentioned in the information form (3 no A4 pages maximum per project), 07 Visit certificate, 08 CVs of key design team members as mentioned in the information form, 09 Copy of the insurance policy, 10 CD including the whole signed documents listed above, in electronic format (.pdf files). All the documents are to be carefully filled in if necessary, signed, stamped and any page to be initialled. They constitute the application file. In the event an applicant would not have sent the whole of these documents, the client reserves the right to request the missing elements from him DELIVERY OF TENDER The deadline for tender submissions is: 18 December 2014, 12:00 After this time, all proposals received might be rejected. The envelope should be completely anonymous, and bear the label: «NE PAS OUVRIR CANDIDATURE POUR PRESTATIONS INTELLECTUELLES PROJET IMMOBILIER Lycée Français Charles de Gaulle A l attention du Directeur Administratif et Financier 35 Cromwell Road LONDON SW7 2DG» Offers that do not respect the above presentation might be rejected. The proposals are to be sent: - By post with acknowledgment of receipt Or - Brought and given to the receptionist between 8am and 6pm. A deposit slip will be given. 12 EVALUATION OF OFFERS The tender committee will judge the offers received and make a decision. The criteria of judgment will be, by descending order: 6 / 7

7 1. Skills: skills and qualifications as regards with architecture and engineering; professions and experiences of the applicant and each member of the applicant team; these professions, qualifications and experiences will be examined in harmony with the project; 2. Capacities: financial capacity according to the turnovers of the past three years, the human and material resources of the applicant or each member of the applicant team; in the case of a group, consistency and balance of the team in its skills, its organization, the on-site availability of its various elements and the assignment of everybody s roles; these capacities will be examined in harmony with the project; 3. References: quality of the references provided and especially for similar projects and/or of equivalent complexity and importance and/or carried out in the region; knowledge of educational projects, experience in the management of building projects in London; 4. Motivation of the team for the project and good comprehension of its stakes and context; 5. Respect of the terms for the submission of files as described in this document. 13 ENQUIRIES CONCERNING TENDERS All queries in connection with the Tender are to be raised in writing ( preferred) with: Attention Cyrine AIT OUMEZIANE Property projects Lycée Français Charles de Gaulle Telephone: travaux@lyceefrancais.org.uk The Headmaster, Olivier Rauch. 7 / 7