CLT is publishing this Invitation to Tender in order to appoint a Project Management Consultancy to support our capital investment programme for an initial three year period, with options to further extend by two further 1 year periods.
Our capital investment programme is funded by a combination of SCA grant and a further annual contribution made by each of our schools. Prioritisation of that funding each year is guided by criteria set by our Trustees and building condition data.
The appointed consultancy will support the further development of a Trust-wide Asset Management Plan (AMP) that aligns with the DfE Good Estate Management for Schools (GEMS) framework.
The AMP will consolidate existing fabric and M&E condition data and provide a structured basis for planned preventative maintenance (PPM) and capital investment planning across the estate.
The objective of the support provided by the appointed consultancy is to:
Establish a consistent condition dataset across all schools in the Trust.
Prioritise maintenance and lifecycle investment works in a transparent and evidence based manner.
Support Trust budget planning, compliance obligations, and strategic estate decision making.
In addition, the appointed consultancy will provide a range of services in a framework agreement.
It is envisaged a single supplier will be appointed to fulfil all requirements under the framework agreement.
As specific projects are not yet defined and subject to allocation of funding from the DfE, there is no commitment to particular volumes of business under the framework agreement. All support required will be provided by suitably qualified staff within the appointed organisation and provide the following call off services:
Prepare Scope of Works or Design Brief
Work up a programme to deliver projects by agreed dates with the Estates Manager
Develop detailed design
Provide a list of contractors (names & email contact details) following PQQ, who should be alerted to the project for bidding purposes
Prepare draft tender documents including detailed evaluation criteria and liaise with the Trust to reach a final version which will be advertised to the open market
Respond to any project specific tender clarifications
Evaluate all the tender bids, documenting your analysis, scoring and commentary against the evaluation criteria, providing a tender evaluation report and recommendation on which contractor(s) should be appointed and why and providing detailed feedback for those contractor(s) who were unsuccessful and communicating this feedback to those contractors
Following endorsement or agreement of the preferred contractor(s), draft a contract using an appropriate JCT format; The Trust will need to endorse and sign the contract, but the appointed organisation is responsible to issuing to the contractor(s) and following through on signatures
The appointed organisation will be required to operate independently of CLT staff but be accountable to the Estates Manager
The appointed organisation will liaise and deal with the Estates Manager to deliver the agreed programme of work on time and on budget to the satisfaction of all
Risk management and analysis and develop and maintain a project risk register
Management and liaison with appointed sub-consultants, including:
Building surveyor
Cost management
Town and Country planning advisers
Building Control advisers
M&E engineering
Structural and Civil Engineering
Manage the works until handover
Chair and minute meetings with CLT, stakeholders and contractors
The appointed organisation will communicate regularly with the Estates Manager updating regularly in writing and through onsite meetings.
Carry out regular site inspections during the works and provide progress updates to the Estates Manager
Carry out monthly valuations and monthly predicated final accounts
Final account preparations for approval by Estates Manager
Issuing all contractual certification
Prepare snagging lists and chair handover and commissioning meetings
End of defects period final inspection meetings
Undertake Principal Designer duties under CDM2015 and Building Regulations
Undertake HSE construction (Design and Management) Regulations 2015
Clerk of work
Act as Contract Administrator, where required
Other survey work
Occasionally the Estates Manager may have requirements for survey work to be undertaken and other ad hoc advice and guidance so unit costs for these should also be provided in the tender exercise:
Building/area condition survey report incl M&E
Measured survey
Schedule of accommodation and BB103 comparison
Drainage survey
Due diligence survey
Support in applying for DfE and other grants related to projects