Invitation to tender for the installation of a lighting scheme, repairs and cosmetic

restoration of the former fountain, St James Square, Bacup together with a long term

sustainable maintenance programme.

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1.0 Introduction: The Bacup Townscape Heritage Initiative is a 5 year £2.2 million regeneration project that has seen extensive restoration work to selected town centre buildings, public realm enhancements and numerous community engagement and training initiatives. Part of this work has seen much discussion around the future of a former water fountain which has in more recent times been planted with flowers.

A stakeholder consultation has taken place with LCC who are the highways authority and are responsible for any development that affects the road system. LCC have confirmed to us that a working water feature is not acceptable in this location due to the close proximity to the road way.

Taking on board LCC recommendations, the Bacup THI partnership board unanimously agreed a sympathetic restoration proposal which has been specified by our heritage architect.

The lighting has been designed to adhere to highways guidance and also to guidance from the Bacup Conservation Appraisal. The proposals also will include a suitable maintenance programme.The aim of the project is to restore and make good the existing fountain plinth/feature, to install adequate draining to prevent water pooling, to excavate and reset the surrounding setts and to refurbish the existing lights and install new lighting in accordance with highway regulations and conservation area restrictions. A long term sustainable maintenance plan also needs to be produced.

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2.0 Introduction to the Former Fountain Restoration and Lighting Tender:

Basis of the Contract:

The purpose of this document is to invite you to tender to meet the requirements of Rossendale Borough Council (RBC).

The requirement:

Rossendale Borough Council is seeking to complete restoration works to the former fountain in St James Square, Bacup. The fountain no longer functions as a water feature and the Council are looking to restore the existing concrete feature, make safe the existing water pumps (but allow them to be kept for use should LCC sanction the fountain to become a water feature in the future), provide adequate drainage to prevent standing or pooling water in the lower plinth and to refurbish the existing lights and install new atmospheric lighting. The lighting had to meet strict specifications set out by the highways department of Lancashire County Council (LCC) and also guidance set out through the Conservation Area Management Plan.

Bacup has been subject of a £2.2 million investment from the Heritage Lottery Fund, RBC and LCC. This project focussed on the restoration of a number of selected critical and priority properties within the town centre, public realm enhancements and also a number of community engagement and training initiatives. The project has been delivered for 5 years and is due to formally close in June 2019. LCC being the highways authority led on the public realm enhancements and procured a contractor on behalf of RBC. During the road works the contractors were instructed to have an electrical sub-contractor assess the condition of the electrical supply that feeds the roundabout chevrons to assess what additional lighting load could be applied to that lighting circuit for the feature lighting. The sub-contractor reported that additional electrical load will be possible.

The main design principles that LCC requires the contractor to adhere to are:

That the lights are positioned so not to dazzle drivers, i.e. either diffused or obscured directional lighting – potentially flush mounted so it cannot be tampered with

Low intensity so not to create a dark contrast to the lower part of the fountain plinth or surrounding areas

Photoelectric cell that allows them to be brighter at dusk and dim in intensity along with the street lighting under complete darkness if this is an option.

LED bulbs IP68 rated

In addition to the restrictions imposed by LCC the former fountain is also positioned directly in the heart of the Bacup Conservation Area. The Conservation Area is listed as ‘at risk’ on Historic England’s register. Further information from Historic England on designating and managing Conservation Area can be found here https://historicengland.org.uk/advice/planning/conservation-areas/. Designated in

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1981 and further extended in 1990 the Conservation Area Appraisal can be found here https://www.rossendale.gov.uk/downloads/download/10871/bacup_conservation_area.

Taking into consideration the heritage theme and the notable architectural interest of the town centre, the lighting scheme for the former fountain is required to be simple and neutral and naturally enhance the existing feature. Different colours will not be optional other than warm white.

In this document ‘Contractor’ means the person, firm or company whose tender to perform the Contract is accepted and where the context so admits, his personal representatives, successors and permitted assignees. All works, materials and equipment for the works below are to be provided by the Contractor unless expressly stated otherwise.

Project timescales:

It is mandatory that the Contractor will be required to adhere to the following timescales:

Item DateSubmit traffic management and work permit to LCC (12 weeks)

04/02/19

Preparation for project (maximum 2 weeks)

29/04/19

Start on site 13/05/19Complete on site

31/05/19

Have a maximum of a 12 week lead in to the project (this must include necessary LCC road permits and an LCC approved traffic management plan therefore careful consideration with regard to meeting the project timescales must be made) from with a final practical completion by the 31st May 2019. The Council will be unable to pay any monies after this date. Practical completion and the issuing of said certificate will be followed by the statutory 12 month defect period and as such the Contractor will be obliged to resolve any identified snags in a timely manner. Any dangerous snags are to be addressed as a matter of urgency within a 24 hour time period.

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Contract period:

The tender requires that warranty be included in the supply and installation price; this is to run for the life of the contract following acceptance and successful implementation of the system by the Contractor.

The Customer will reserve the right to cancel the call off or remove the nominated supplier(s) from the call off contract if there is a material concern which seriously jeopardises the position of the Customer.

Maintenance price period:

The maintenance programme must be mindful of the health and safety considerations of carrying out maintenance in and adjacent to the highway.

Maintenance prices will remain firm for a full five years from the start date of the maintenance provision.

Prices will remain fixed for the duration of the installation of all work packages, and total cost will not exceed the resource envelope.

Road Closure:

LCC are the highways authority. It is the successful Tenderers responsibility to apply to LCC for the necessary licences and permits to work on and close the highway. All work requiring closure of the highway must be carried out to minimise disruption of traffic flow between 20:00 and 06:00.

Tenderers must make sufficient allowance in their ITT return in order to comply with this requirement with LCC agreed traffic management plans.

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3.0 Procurement Process and Evaluation of Tenders:

Procurement timescale:

The process is being conducted in accordance with the following indicative timescale:

Tender document issued………………………………………..w/c 31st December 2018

Closing date for receipt of tender……………………….17.00 hours 18th January 2019

Start of assessment period (estimated).………………………….w/c 21st January 2019

Contract award (estimated)…………………………………….… w/c 4th February 2019

Tenderers are requested to register their interest to: mhoragsaxon@rossendalebc.gov.uk to ensure that any amendments or questions can be shared with all interested parties. Clarification questions should be submitted to the same email no later than 7 days prior to close date. Please note that the Council’s responses to any queries or clarification requests may, at the Council’s discretion, be circulated to all EOI registered parties.

Other than the registered officer, Mhorag Saxon, no other Council employee or member of the Council has the authority to give any information or make any representation (express or implied) in relation to this tender, or any other matter relating to the Contract. Any attempt to lobby for or against to Members or Officers of the Council or media during the tender process may be considered grounds for exclusion.

The Council reserves the right to issue supplementary documentation at any time during the tendering process to clarify any issue or amend any aspect of the tender. All such further documentation that may be issued shall be deemed to form part of the tender and shall supplement and/or supersede any part of the tender to the extent indicated.

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4.0 Tender Submission Requirements:

Tenders must be written in the English language.

Tenderers must provide responses as set out in the Checklist for Tenderers. Ensure your submission, including additional pages, reflects the numbering format used in the Schedules so it is clear which part of a Schedule or question your response applies.

Only one Tender is permitted from each Tenderer for PCT. If more than one is submitted by a Tenderer, the one with the latest time of submission will be evaluated and the other(s) disregarded.

The Tender (including price) should remain valid for a minimum of 180 days.

The Tender must not be qualified in any way.

Any signatures must be made by a person who is authorised to commit the tenderer to the Contract. Your full registered business/name and main office address must also be provided on all documents.

Completed tenders must be sent to the following email only: tenders@rossendalebc.gov.uk no later than 17.00 Hours on Friday 18th January 2019.

In the event of a large submission tenderers are requested to send several emails which are clearly numbered and indexed.

Tenderers must obtain for themselves, at their own expense, all information necessary for the preparation of their tenders.

Under the Contract, the Council will require compliance with its policies. Tenderers are advised to satisfy themselves that they understand all the requirements of the Contract before submitting their Tender.

The Tender must be received in accordance with the relevant instructions no later than the date and time indicated.

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5.0 Evaluation of tenders:

Tenders will be scored using the following criteria:

Price of supply, installation and maintenance contract up to 5 years.

Pass / fail 60%

Method Statement 1 – Implementation Plan (detailed description of how the Tenderer will meet the requirements of the project within time constraints and working time parameters 20:00 – 06:00) 1000 word limitMethod Statement 2 – Methodology (Detailed description of how the Tenderer will manage subsequent sub contractors to ensure uninterrupted project delivery to the highest of specifications) 1000 word limitMethod Statement 3 – Implementation Risks and Advantages (How the Tenderer will mitigate and manage risks and bring innovation) 500 word limitMethod Statement 4 – Please detail the

40%

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traffic management plan and staff permits to work on the highway 750 word limitMethod Statement 5 – Training (Detailed description of how the Tenderer will train staff in use of any new equipment and/or technologies) 500 word limitMethod Statement 6 – Maintenance (Detailed description of how the Tenderer will maintain the fountain and lighting scheme and also include details on the long term maintenance of the fountain by RBC )1000 words

Price:

Tenders will initially be assessed on a pass/fail basis in relation to the available project resource envelope.

Tenders within the resource envelope will subsequently be assessed for maintenance pricing.

Tenderers’ price scores will be based on the lowest price submitted by tenderers.

The tenderer with the lowest price will be awarded the full score of 60%, with the remaining tenderers gaining pro-rata scores in relation to how much higher their prices are when compared to the lowest price.

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Non-Price:

Tenderers are asked to respond to a number of method statements (Schedule 2) which are intended to explain how they meet specific requirements. There are 6 method statements in total.

Each method statement will be scored on a scale of 0 to 3 points, in accordance with the following scheme:

Score Performance0 The response raises major concerns

about understanding or approach which is potentially highly detrimental to satisfactory service delivery or contract performance.

1 The response suggests significant shortcomings of understanding or approach which may impact on service delivery or contract performance.

2 The response suggests minor shortcomings of understanding or approach which may impact to a short extent on service delivery or contract performance.

3 The response raises no concerns about understanding or approach to service delivery or contract performance.

If a tender scores ‘0’ against any one or more method statements, this will give grounds for excluding that tender from any further consideration. For any tenders so excluded, the relevant price will also be excluded from the evaluation.

Clarification meetings:

The Council reserves the right to hold clarification meetings, site visits and/or interviews as it considers appropriate both before and after tender submission.

Site visits:

The site location for this tender is in an unrestricted public area and guided site visits will not be provided in this tender phase.

Award of Contract:

It is envisaged that one contractor will be appointed who will be solely responsible for any sub-contractors. The Contractor will be responsible for all liaison, communication with all stakeholders to ensure the timely and high profile nature of this project.

The Council does not bind itself to accept the lowest or any bid. All bids will require the approval of the Heritage Lottery Fund prior top formal award of contract.

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Upon conclusion of the evaluation of responses, the bid with whom it is agreed should be awarded, will be advised accordingly in writing with the issue of an ‘Acceptance’ letter.

Bidders who are unsuccessful will be advised of this in writing via a ‘non-acceptance letter’.

The project has strict timescales to the closure of the Bacup THI project. Tenderers should note the liquidated damages as described under the timescales.

Please see attached RBCs Terms & Conditions.

Please note that RBC will withhold 20% of the final bill as retention until satisfactory Practical Completion is achieved from our Heritage Consultant.

*Please note that the traffic management element will need to be enacted W/C 4 th

February in order to give Lancashire County Council sufficient notice. This element of the contract will be awarded separately to the main contract due to a pending planning decision.

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6.0 Specification

Attached.

7.0 Tender Prices

Items Qty Unit Rate Total (Qty x unit rate)

Site Manager

Allowance for Structural EngineerSite Welfare

Traffic Management *

RAMS PPE

Skips

De-soil Area

Take up setts/clean/store for re-useTake up paving/clean/set aside for re-useSuitable discrete drainageClean fountain plinth

First fixes to lights

Mortar repairs

Repoint structure

Installation of reinforced fountain for re-laying of settsTank existing plinth

Install lights

Reinstate soil and paving slabsPaint exposed surfaces with suitable paintMaking good of all works

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Grand TOTAL of Contract £………

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8.0 Maintenance:

Maintenance schedule for the fountain and the local environs and all equipment and supplies

1st year Year 2,3,4 and 5 per annum price £

TOTAL Warranty period

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9.0 Method Statements:

1 Method Statement 1 – Implementation Plan (detailed description of how the Tenderer will meet the requirements of the project within time constraints including how the traffic management will be planned and delivered and working time parameters 20:00 – 06:00) 1000 word limitResponse

2 Method Statement 2 – Methodology (detailed description of how the Tenderer will manage each schedule to heritage specifications and with limited disruption to the local community) 1000 word limitResponse

3 Method Statement 3 – Implementation risks and advantages (how the Tenderer will mitigate and manage risks) 500 word limitResponse

4 Method Statement 4 –Please detail the traffic management plan and staff permits to work on the highway750 word limitResponse

5 Method Statement 5 – Snagging/defect period (detailed description of how the Tenderer will ensure that the snags are addressed and how any defects will be managed) 500 word limitResponse

6 Method Statement 6 – Maintenance (detailed description of how the Contractor will maintain the system and have a robust maintenance schedule in the event of handover)1000 wordsResponse

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10.0 Location maps annex:

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11.0 Freedom of Information Act:

The Council is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

As part of the Council’s obligations under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a reasonable request.

If Tenderers consider that any of the information provided in their Tender is commercially sensitive (meaning it could reasonably cause prejudice to the organisation if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information being exempt from disclosure under the Act and the EIR.

The Council will endeavour to consult with Tenderers and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However the Council shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. The Council must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

The Council will not be held liable for any loss or prejudice caused by the disclosure of information that:

Has not been clearly marked as "Not for disclosure to third parties" with supporting reasons (referring to the relevant category of exemption under the Act or EIR where possible); or

Does not fall into a category of information that is exempt from disclosure under the Act or EIR (for example, a trade secret or would be likely to prejudice the commercial interests of any person); or

In cases where there is no absolute statutory duty to withhold information, then notwithstanding the previous clauses, in circumstances where it is in the public interest to disclose any such information.

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12.0 Checklist:

Please read and acknowledge all of the documents with this ITT.

Item Included?Completed ITT formCompleted Bill of Quantities including total priceCertificate on Non CollusionForm of tenderData protection agreement

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