(Insert Project Name)

TENDER ENQUIRY DOCUMENTATION

INSTRUCTIONS TO TENDERERS

(Insert Date)

Estates Project No. (Insert Estates Project Code)

IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

CONTENTS

Section 1 Instructions to Tenderers

1.1 Introduction
1.2 Tender Requirements
1.3 Tender Deliverables Required from Contractors
1.4 Tender Award Criteria
1.5 Contact List

Appendices

Appendix 1 – Scoring Matrix for Returned Tenders

Appendix 2 – Tender Return Labels

Appendix 3 – Tender Checklist

NOTE FOR USERS

Unless otherwise stated, it is assumed that all information required to complete the attached will be
provided by the Quantity Surveyor (‘QS’), through discussion with the Project Manager (‘PM’). The
QS will then complete the document prior to issue to the PM and wider design team for review, prior
to issue to tenderers.

Note to be deleted prior to issue

i
Imperial College Standard Preliminaries prepared by Davis Langdon LLP
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION

1.1 INTRODUCTION

1.1.1 This Tender Enquiry Document has been prepared to invite a tender submission for (insert
project name) located on the (insert location of the project) within Imperial College London’s
(insert location of the campus).

1.1.2 The key objective of the project is to complete the Works by (insert Completion Date). This is
to enable (insert other objectives of this project, including any necessary phasing).

1.1.3 The Employer is seeking a Design and Build Contractor who will play an active and positive
role as a member of the project team, who has the ability to adapt to events as they occur,
and who will take responsibility for the efficient design, management, control and prompt
completion of all the Works in a cost effective manner.

1.1.4 The Employers Works Information has been developed to RIBA Stage (insert RIBA stage)
and has been issued to (insert number) Framework Main Contractors.

1.1.5 The procurement strategy for the Works is based on the (insert procurement strategy and any
staged procurement to different sections of Works, if any).

1.1.6 A full copy of the Employer’s Works Information has (in CD ROM format) been issued directly
to the following shortlisted MEP framework sub-contractors:

• (insert MEP Framework Sub-Contractors name)

• (insert MEP Framework Sub-Contractors name)
• (insert MEP Framework Sub-Contractors name)

As listed in more detail in Clause 1.3.20 of Volume 1 of the Employer’s Works Information.
The Tenderer shall not seek any tenders from any other MEP Framework Sub Contractor.

The MEP sub-contract tenders will be returned to the Tenderer 2 weeks prior to the Tender
Return date to allow the responses to be reviewed, adjusted as necessary and a compliant
MEP tender incorporated into the Tender Return.

Please note that it will be the responsibility of the Tenderers to collate any tender queries from
MEP sub-contractors, issue any additional information deemed necessary and to obtain
tender returns from the MEP sub-contractors.

Page 1 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.1 INTRODUCTION (Cont’d)

1.1.7 The outline schedule for this tender process is identified as follows:-

Issue of Employer’s Works Information to both (insert date)

the Tenderers and MEP sub-contractors

MEP sub-contractor tender return to Tenderer
Tender Return date
Tender Review, Tenderer’s Presentation,
Tender Interviews and Negotiations
(insert date; usually 2 weeks prior to the
Tender Return date)
(insert date; usually 5-6 weeks from the
issue of Employer’s Work Information)
(insert date; usually 2 weeks from the
return of Contractor’s Work Information)

Award of Contract (insert date; usually 1 week from the

completion of Tender Review)

The above tender activities are indicative only and are dependent upon the completion of
previous activities.

1.1.8 The tender shall be completed, delivered or sent by post not later than (insert time and date
in bold) (or any other date subsequently agreed with the Employer).

1.1.9 Please refer to Section 1.2, 1.3 and 1.4 for additional tender requirements, tender
deliverables and tender award criteria to ensure a compliant bid.

Page 2 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

1.2 TENDER REQUIREMENTS

Instructions Relating to the Preparation and Submission of Tenders for the (insert
project name) at Imperial College London.

1.2.1 Date and Time for Receipt of Tenders

The completed Form of Tender and other relevant information as detailed in Section 1.3 shall
be completed, delivered or sent by post in the endorsed envelope (See Appendix 2) provided
to reach the Security Office of the Sherfield Building at Imperial College, London (to be
advised by PM) not later than (insert time and date in bold) (or any other date subsequently
agreed with the Employer).

In addition to this, 3 hard copies and 5 CD’s (to be advised by PM) of the substantiating
information (including pricing information) to the tender, as detailed in section 1.3, shall be
returned at the same time to (insert QS company name and address), for the attention of
(insert QS name).

1.2.2 Acceptance of Tenders

The Employer and his representatives offer no guarantee that the lowest or any tender will be
recommended for acceptance or accepted, nor will they be responsible for any costs incurred
in the preparation of any tenders.

1.2.3 Alternative Tenders

The Tenderer may, at its discretion, submit (PM to insert number of alternative tenders)
alternative tender(s) for the programme of construction for consideration by the Employer.
Such an alternative will be deemed to be the Alternative Tender and must include a complete
and precise statement of the effects on cost and programme. Alternatives must respect the
construction sequence and milestones defined elsewhere in the tender documents and
Tenderer should be aware that any proposals which involve significant changes to the Works
will not be considered.

1.2.4 Tendering Procedure

This will be in accordance with the principles of the 'Code of Procedure for Selective
Tendering for Design and Build' current at the date of tender.

1.2.5 Qualifications

Qualifications to the tender may render it null and void.

1.2.6 Inability to Tender

If the Tenderer cannot tender for any parts of the work as defined in the tender documents it
must inform (insert QS company name) as soon as possible during the tender period defining
the relevant parts and stating the reason for his inability to tender.

Page 3 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.2 TENDER REQUIREMENTS (Cont’d)

1.2.7 Pricing of the Tender Documents

The Prices for items in the Tender Enquiry Document and Specifications that are not
specifically identified within the Pricing Schedule and/or quantified Activity Schedule shall be
deemed to have been included elsewhere within the said Schedules.

1.2.9 Pricing Preliminaries

The Tenderer must submit a detailed build-up of his pricing of the Preliminaries as per
Preliminary Pricing Schedule (as detailed in Appendix M of the Employer’s Works Information
Volume 1) before his tender is accepted. "Fixed charges" (charges for work the cost of which
is to be considered independent of duration) and "time related charges" (charges for work the
cost of which is to be considered as dependent on duration) must be shown separately.

1.2.10 Errors in Pricing Documents

Will be dealt with in accordance with Alternative 2 of the 'NJCC Code of Procedure for
Selective Tendering for Design and Build’ current at the date of tender.

1.2.11 Period of Validity

Tenders must remain open for consideration (unless previously withdrawn) for not less than
12 weeks from the date fixed for the submission or lodgement of tenders. Tenderers should
be aware that any rates or prices that are submitted for any subsequent phases of work will
remain valid, to such a time as a Contract Sum for those works can be agreed. (to be deleted
as appropriate).

1.2.12 Site Visits

Tenderers are advised to visit the site before submitting their tenders, to ascertain the nature
of the site, access thereto and all local conditions and restrictions likely to affect the execution
of the works. Site visits can be arranged by contacting (insert PM’s name) either by
telephone (Tel: (insert telephone number) or by E-mail (insert email address)).

1.2.13 Technical Queries

Any technical queries relating to the tender should be made in writing to (insert QS company
name) for the attention of (insert QS in charge) (Tel: (insert telephone number) or Email:
(insert email address)). Where necessary, the queries will be forwarded to the relevant
member of the Design Team.

1.2.14 Completeness of Tender Documents

Tenderers are advised to check the completeness of the tender documentation. If any
information is missing or duplicated or if any of the text or figures is indistinct it shall at once
notify the Quantity Surveyor. No subsequent claim for loss in consequence of the Tenderer’s
failure to comply with this Clause shall be admitted.

Page 4 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.2 TENDER REQUIREMENTS (Cont’d)

1.2.15 Confidentiality

The Tenderers shall treat the details of the tender documentation as Private and Confidential
and shall not divulge any of the information contained therein whatsoever to any third party or
enable any third party to peruse or reproduce the said information for any use other that the
purposes of preparing this Tender. In the event of a Tender not being submitted or accepted
all documents, including drawings, shall be suitably discarded.

1.2.16 Schedule of Rates / Bill of Quantities

The Contractor will submit a detailed and quantified Schedule of Rates or Bill of
Quantities in support of the measured works and such further details or analyses, as the
Employer shall in his absolute discretion direct, with their tender submission.

1.2.17 Mid-tender Meeting

The Employer will hold a mid-tender meeting, separately with each Tenderer during the
course of the tender period, the purpose of which will be to provide an opportunity for the
Tenderers to clarify any issues associated with the tender requirements and ensure that they
have sufficient information to return a compliant tender.

It is anticipated that these will take place at Imperial College during the week commencing
(insert date), the dates and time of which will be notified to Tenderers in due course.

1.2.18 Tender Presentation

The Tenderer will be required to attend a Tender Presentation following the submission of
their tenders in order to explain aspects of their submission and provide evidence of their
understanding of the requirements of the tender that they must fulfil.

It is anticipated that these will take place at Imperial College during the week commencing
(insert date), the dates and time of which will be notified to Tenderers in due course.

1.2.19 Procurement of MEP Works

Although (insert QS company) will issue a copy of Employer’s Works Information directly to
the MEP sub-contractors, it is the responsibility of the Tenderer as the Principal Contractor to
collate and manage the MEP tender queries, including the final review of the returned MEP
tenders to ensure a compliant bid from the MEP sub-contractors.

The Tenderer should also carry out and complete a due diligence review on the design
compatibility of MEP works, including any necessary risk allowances for design development
and site unknowns required to carry out a Design and Build Contract.

Please note that it is also the Tenderer’s responsibility to manage the subsequent post
contract performance of the MEP sub-contractor to carry out their contractual obligations
under a Design and Build Contract.

Page 5 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.3 TENDER DELIVERABLES REQUIRED FROM CONTRACTORS

Tenderers must submit a compliant tender based on the contents of the tender documents.
Alternative tenders based may also be submitted in accordance with Section 1.2.3 of this
document.

Although price is a factor in the selection criteria, Tenderers should be aware that the
Employer intends to select a Tenderer who will work with the design team, to minimise risk,
reduce cost and demonstrate best value. The Employer is ultimately looking for a Tenderer
who can work as a ‘Design & Build Partner’, in achieving their requirements.

The following information MUST be submitted within the returned tender submission:

1.3.1 In the addressed envelope, 1 unbound copy of the following to Imperial College London:-

• Completed Form of Tender (as set out in Appendix O of the Employer’s Works
Information Volume 1);
• Completed Certificate of Bona Fide Tender (as set out in Appendix P of the
Employer’s Works Information Volume 1);
• Completed Pricing Schedule (as set out in Appendix M of the Employer’s Works
Information Volume 1);
• Priced Risk Register (as set out in Appendix G of the Employer’s Works Information
Volume 1);

1.3.2 At the same time but in a separate package addressed to the office of (insert Quantity
Surveyor’s Company) in an envelope using the label enclosed, 3 hard copies and 5 CD’s (to
be advised by PM) of all other information detailed in Section 1.3.1.

• A further copy of information listed in 1.3.1 above;

• A tender programme as specified in Section 1.4.2;
• Method statements containing the information specified in Section 1.4.3;
• Health and Safety information containing the information specified in Section 1.4.4;
• Contractor’s organisation chart with staff names and CVs listed in Section 1.4.5;
• Resource Schedule as required in Section 1.4.6 (for all phases, if any);
• Value Engineering Proposals as listed in Section 1.4.7;
• A completed tender check list as specified in Section 1.4.8 (as set out in Appendix 3
of this document).

Page 6 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.4 TENDER AWARD CRITERIA

Returned tenders will be evaluated using the scoring matrix identified within Appendix 1.
Details of the each evaluation criteria is summarised hereunder. The basis for the evaluation
of will be the ‘Most Economically Advantageous Tender’ when judged against the following
award criteria:-

1.4.1 Pricing Evaluation

(To be completed by QS upon agreement with ICL)

1.4.2 Tender Programme shall be in the form of a linked bar chart identifying the critical path and
the following activities:-

1.4.2.1 Design Development

This shall include, as a minimum, design development periods for the main areas of work,
Employer design presentation and Employer approvals.

1.4.2.2 Procurement Activities

This shall include, as a minimum, purchase order, manufacturing period, testing and delivery
activities for each major item of equipment, bulk materials, ‘long lead’ items, spare parts,
special tools and test instructions.

The Tenderer’s approach to the procurement and management of the Mechanical, Electrical
and Public Health Services works, including the responsibility of the Tenderer to complete a
due diligence review on the design compatibility of the MEP works, detailed tender analysis to
ensure a compliant MEP bid and the subsequent post contract performance of the MEP sub-
contractor to carry out their contractual obligations under a Design and Build Contract.

1.4.2.3 Construction Activities

This shall include and identify the key elements of the construction including equipment
installation, testing and commissioning and handover procedure (including O&M Manual
production).

1.4.2.4 Maintenance Activities

This shall include a description of the maintenance activities, which will be carried out under
the Contract during the Defects Liability Period.

Page 7 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.4 TENDER AWARD CRITERIA (Cont’d)

1.4.2.5 Expenditure of Provisional Sums (Note: ICL wishes to avoid the use of Provisional Sums,
however, if circumstances arise that results in the PM and/or QS considering that they are
unavoidable they must first be approved, in writing, by the Director or Assistant Director of
Building projects.)

The tender programme should explicitly include the key milestones for the expenditure of
Provisional Sums. This shall include, as a minimum, design development, design review by
the Supervisors, design approval by Imperial College, procurement, construction and
agreement of the provisional sums with the Quantity Surveyor.

The above key milestones should also be included in the Priced Activity Schedule, which will
be developed post contract award.

1.4.3 Site Management will be evaluated against the Tenderer’s understanding of the project,
including the design, site and programme constraints in accordance with the requests
identified in the Tender Enquiry Document Volume 1.

1.4.3.1 The tender submission will be reviewed against the Tenderer’s approach for site set up
and logistics, including sharing site accommodation and other fixed costs with adjacent
projects.

1.4.3.2 A completed method statement must be submitted to demonstrate a full understanding of

the Works:-

• As identified within the individual specifications;

• Access to the site for materials delivery;
• Approach to undertaking the Works;
• Maintaining access and existing fire escape routes clear during the Works;
• Noise, vibration and dust control during the Works to minimise disruption;
• Installation of temporary services and service diversions to ensure that areas outside
of the works area remain in use during the project and procedures for third party
liaison (including, but not limited to other unaffected areas or departments within ICL
and its neighbours);
• Approach to the Completion of the Project;
• Site Waste Management Plan.

1.4.4 Health and Safety. The Tenderer shall include in his Tender the following:-

• Nominations with CV’s of personnel to be responsible for implementing the Health and
Safety Policy and whether they are site-resident or on a visiting basis;
• A diagram showing reporting responsibilities and method by which any conflicts of
interest between Health and Safety and other project objectives and restrictions will be
resolved;
• Accident statistics covering a period of two years to date, inclusive of sub-
contracted labour with the method of calculation and definitions clearly shown.

Page 8 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.4 TENDER AWARD CRITERIA (Cont’d)

1.4.5 Contractor’s Organisation Chart. The Tenderer shall submit details of his Company
structure and the structure, personnel and communication lines of the team
responsible for undertaking this project as follows, including any written explanation:-

• The project structure must include, as a minimum, details of the:-

- Project Manager including their motivation, personality, ability and
experience;
- Design and Management Team including their technical resources and
ability;
- Commercial Manager and their team, including details of their ability and how
they will pro-actively manage costs throughout the duration of the project.
- Job descriptions for those members of the team shown on the organisation
chart;
• Key consultants and sub-contractors to be employed;
• CV’s of the senior management and site based staff proposed for this project
inclusive of client reference contact;
• Overall strength of the Tenderer’s approach to team working.

1.4.6 Resource Schedule is to be provided to identify the resources committed to both the
pre-construction stage and constructions stage of the project.

1.4.7 Value Engineering Proposals including detailed explanations of any proposals

Employer’s Works Information, which would enable either savings to the capital or
operational expenditure to be realised.

1.4.8 Tender Check List is to be completed and included within the final tender return
(please see Appendix 3 of this document).

Page 9 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

SECTION 1 TENDER INFORMATION (Cont’d)

1.5 CONTACT LIST

The Employer has engaged for the following Consultants to provide a design for the Project:-

Project Manager:
(insert company name Contact: (insert PM’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Architect:
(insert company name Contact: (insert Architect’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Services Engineer:
(insert company name Contact: (insert Service Engineer’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Structural Engineer:
(insert company name Contact: (insert Structural Engineer’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Quantity Surveyor:
(insert company name Contact: (insert Quantity Surveyor’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Building Control:
(insert company name Contact: (insert Building Control Officer’s name)
and address) Tel: (please complete)
Fax: (please complete)
E-mail: (please complete)

Page 10 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

APPENDIX 1

SCORING MATRIX FOR RETURNED TENDERS

Page 11 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

APPENDIX 2

TENDER RETURN LABELS

Page 12 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

APPENDIX 3

TENDER CHECKLIST

Page 13 of 14
IMPERIAL COLLEGE LONDON
(Insert Project Name)
Tender Enquiry Document (Insert QS Company logo)
(Insert Date)

Appendix 3: Tender Check List

The following tender check list must be completed and returned by the Tenderer as part of the tender
submission, as specified within Section 1.3.1 of this document. Failure to do this will result in a non-
compliant bid.

Item Tender Deliverables Returned

1 Completed Form of Tender Y/N

2 Completed Certificate of Bona Fide Tender Y/N
3 Completed Pricing Schedule Y/N
4 Priced Risk Register Y/N
5 Tender programme Y/N
6 Method statements Y/N
7 Health and Safety information Y/N
8 Contractor’s organisation chart Y/N
9 Resource Schedule Y/N
10 Value Engineering Proposals Y/N
11 Completed tender check list Y/N

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