Landscape Architectural Services Tender

Landscape Architectural Services Tender

West Rhyl Green Space Project.

United Kingdom-Rhyl: Landscape architectural services

2013/S 147-256030

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Denbighshire County Council
Unit A The Village
Contact point(s): Rhyl Going Forward
For the attention of: Carol Evans
LL18 1HZ Rhyl
Telephone: +44 1824706493

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: Denbighshire County Council
County Hall
Contact point(s): Strategic Procurement Department
For the attention of: Mike White
LL15 1YN Ruthin
Telephone: +44 1824712612

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Denbighshire County Council
County Hall, Wynnstay Road
Contact point(s): Strategic Procurement Unit
For the attention of: Mike White
LL15 1YN Ruthin
Telephone: +44 1824712612
Internet address:

Tenders or requests to participate must be sent to: Denbighshire County Council
County Hall, Wynnstay Road
Contact point(s): Strategic Procurement Unit
For the attention of: Mike White
LL15 1YN Ruthin
Telephone: +44 1824712612
Internet address:

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

West Rhyl Green Space Project.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: Rhyl.
NUTS code UKL13

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Denbighshire County Council and its project partners (Welsh Government and Clwyd Alyn Housing Association) is seeking to appoint a landscape architect practice to design and manage the construction of a new green space in West Rhyl.
This Invitation to Tender (“ITT”) has been issued by the Authority in connection with a competitive procurement for the provision of the services identified under a two stage tender procedure.
This ITT sets out the information which is required by the Authority in order to assess the suitability of Potential Providers in terms of their technical knowledge and experience, capability/capacity, organisational and financial standing to meet the requirement as advertised in the Contract Notice dated 25th July 2013.
The assessment of the answers to the questions will be done in two stages.
— Stage 1 will be the Qualification stage where the Authority will be seeking evidence of the Potential Provider’s suitability to perform the services in terms of economic and financial standing, technical and professional ability.
— Stage 2 will be the Award Stage where the Authority will be assessing the Potential Provider’s ability to provide the services required under any agreement. This will be an evaluation of both price and quality of the service to be provided. Qualification and Award criteria will be a combination of both financial and non-financial factors and will be evaluated in accordance with criteria laid down in the attachment titled Evaluation Methodology.
No information contained in this ITT or in any communication made between Denbighshire County Council (the “Authority”) and any Potential Provider in connection with this ITT, shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this ITT. The Authority reserves the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the process at any time. Under no circumstances shall the Authority incur any liability in respect of this ITT or any supporting documentation.
Direct or indirect canvassing of any Councillor, public sector employee or agent by any potential bidder concerning this requirement, or any attempt to procure information from any Councillor, public sector employee or agent concerning this ITT may result in the disqualification of the Potential Provider from consideration for this requirement.
The Authority will not reimburse any costs incurred by Potential Providers in connection with preparation and submission of their responses to this ITT.
Purpose of this brief
The purpose of this brief is to provide the necessary information to appoint and guide the commission of a landscape architect practice team to design and subsequently supervise the implementation of a new green space in West Rhyl and surrounding public realm.
Denbighshire County Council is currently undertaking the WRHIP Green Space project to improve the designated areas identified within West Rhyl, falling under the scope of this project.
The anticipated ceiling budget for construction stages is GBP 2 000 000.
Funding has been secured by DCC for the Design, communication and completion up to the planning stage of the project – Phases 1 and 2.
Because of criteria around funding there is potential cut off at stage two and a cap of GBP100,000 for the initial completion of stages one and two.
There is a further phase of the project which will be to undertake the project management of the actual construction stage when this commences in 2014.
DCC are seeking to appoint a suitably capable and qualified organisation to undertake all phases of the project noting that initially only phases 1 and 2 will be awarded with phases 3 and 4 being awarded subject to funding being made available.
Providers should be aware that there is no guarantee the Phase 3 and Phase 4 element of the project (project management phase) will take place. This is subject to satisfactory delivery of Stage 1 and 2, confirmation of funding, WRHIP Board approval and DCC Cabinet approval
The Rhyl West ward has featured as the most deprived ward in Wales in the Welsh Index of Multiple Deprivation since 1990. The level of worklessness in the area is comparatively high, levels of crime and anti-social behaviour, ill health and inequality are well above local averages, and the area suffers from a poor reputation that undoubtedly impacts on the economic and social potential of the town as a whole. Many of the problems stem from the poor quality rented accommodation that predominates in the ward, a legacy of a mass tourism industry that is now 35 years past its heyday. A great number of former boarding and guest houses have been converted by private landlords into flats and bedsits, many of which barely meet the minimum of housing standards and can significantly impact on health and by association employment and inequalities. The resulting housing in multiple occupation (HMOs) only attracts those in society that have little or no other choice and this form of tenure is most common in the streets immediately to the west of the town centre.
The Welsh Government along with its primary partners, Denbighshire County Council and Clwyd Alyn Housing Association aim to tackle housing deprivation in a key area of West Rhyl with the aim of creating a momentum for change. Since the designation of the North Wales Coast Regeneration Area by the Welsh Government in October 2008, work has begun improve housing conditions and following the development of the West Rhyl Masterplan, areas that require intervention by the public sector have been identified.
The resulting West Rhyl Housing Improvement Project aims to redevelop the housing offer in one of these intervention areas by creating a range of new housing types and housing tenures that will in time attract a more balanced population. Following consultation while developing the masterplan, it became clear that West Rhyl residents were also eager to see some green space introduced into the area. The project proposals therefore also include plans to demolish a street block centred on Gronant Street and a part of Aquarium Street to provide space for a new green space.
II.1.6)Common procurement vocabulary (CPV)

71420000, 71400000, 71410000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The tender process is to deliver concept designs and following consultation progress these to detailed design for submission for planning consent (Stage 1 and 2). There is a ceiling budget of GBP100,000 for this element; bids above this ceiling cannot be accepted
Stage One
Develop a concept design for the creation of a quality public green space that provides an attractive and safe space in line with local needs but which is also attractive to potential new home buyers including families. These concept designs will need to be developed with reference to the development proposals for the properties within the project zone. As part of this concept development process a rigorous process of engagement and participation with stakeholders must be undertaken to ensure a sense of ownership of the green space within the community of West Rhyl. Consider how good design can actively contribute to the successful long-term maintenance of the green space and support improvement in health and well-being.
— Engagement plan with stakeholders
— Events, workshops and other engagement activity (including a consideration of health and well-being)
— Documented findings of engagement process which feeds into concept design (written report)
— Hard copy reports of concept design including visualisations (plans, drawings, artist’s impressions) to include softening and greening of adjacent streets as shown in Appendix 1 map.
— Consult with Design Commission for Wales (concept design)
— Site appraisal
— Feasibility studies to determine technical and financial implications, advise on need to obtain planning permissions and other statutory requirements
— Stage one report including projected costs & timetable of implementation
1st November 2013 – 9th January 2014
Advance to Stage Two following WRHIP Board and DCC Cabinet approval of concept Design
Stage Two
Once stage one has been completed there is a requirement for stage two to develop the detailed design for the green space. Submission to Planning.
— Rapid Participatory Health Impact Assessment (HIA) as part of engagement with community.
— Hard copy reports of detailed design including:
— Visualisations,
— Connections in terms of highways, cycling, walking,
— Costs (including cost checks to advise of any changes to estimated cost),
— Detailed schedule,
— Exhibition of detailed design,
— Costed management plan,
— Benefits analysis,
— Submission of planning. Make detailed applications for approvals under planning and building legislation where necessary using detailed scheme proposals,
— Production drawings and specification of materials and workmanship required for execution of work.
16th January 2014 – 20th March 2014.
Advance to Stage Three following approval of detailed design by WRHIP Board and DCC Cabinet and submission to Planning.
Subject to satisfactory delivery of Stage 1 and 2, confirmation of funding, WRHIP Board approval and DCC Cabinet approval of procedure to tender and implementation (Stage 3 and 4) your % fee bid for managing the tender process and contractual management to completion is required. The anticipated ceiling budget for construction stages 3 and 4 is GBP 2 000 000.
You are requested to submit your fee bid for:
a) a build cost of up to GBP 1 m,
b) a build cost of between GBP 1 m and GBP 2 m.
For evaluation purposes, we will work on basis of GBP 1 000 000 and GBP 2 000 000 build cost scenarios and calculate an average for these scenarios, this will be in addition to your fee for Stage 1 and 2.
Stage Three – Subject to Welsh Government Funding
Planning Consent granted. Preparation of all required supporting documentation. Preparation for tender process to appoint contractor to construct green space
– Provide information for bills of quantities to be prepared by others in sufficient detail to enable tender process
– Establish criteria for selection of contractor in conjunction with DCC.
– Draw up list of suitable contractors with DCC participation
– Schedule of works
– Supporting documentation
– Tender documents in conjunction with DCC
– Advertisement through Sell2Wales for EOI / PQQ
14th May 2014 – 27th June 2014
Advance to Stage Four on satisfactory progress through PQQ stage.
Stage Four – Subject to Welsh Government Funding
Tender and Contractor Selection. Management of contractor. Completion of green space.
– Invite tenders from approved contractors following stage / selection
– Appraise and advise on tenders submitted / tender report
– Contract with developer in compliance with DCC regulations
– Administration of the contract during operations on site including control of the clerk of works where appointed
– Site inspections on client’s behalf to ensure progress and quality
– Accounts reports to ensure authenticity
– Monthly financial reports to identify any variation in the cost of the works or in the expected duration of the contract
– Administer the terms of the contract relating to the completion of the works and give general guidance on activities after completion of contract – monthly reports to client
– Completion report
– Story of the green space’s development (for marketing purposes)
– Completed park
– Details of costs to provide maintenance of space for a period of 5 years post completion including management fees. These costs are in addition from the GBP2m build costs.
30th June 2014 – 31st March 2015
Estimated value excluding VAT:
Range: between 100 000 and 250 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Professional appointment document provided within tender documentation.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Declaration form part of the Pass/Fail assessment within the tender documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business. the bidder is established.
Financial & Insurance questions to be answered are covered within e-Tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Specific questions are contained within e-Tender documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

9.9.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Date: 9.9.2013 – 12:00

DCC Offices.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Democratic Services, Procurement & Project Officer.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

This project is being carried out by an Electronic Tendering process. All potential providers must follow theinstructions below to register on the system being used and access all relevant information relating to thisproject. Please note that no paper copies of PQQ’s or Tender documents will be made available.
Instructions for Supplier Registration and to Express Interest.
Instructions for Supplier Registration
Instructions to Express Interest and Access Documentation
1. Log in to the Proactis Plaza E-Sourcing Portal at

2. PLEASE NOTE – If you are already registered on the Proactis portal please Login using your existing details and start at Step 12 of these instructions if not go to STEP 3.
3. Click the “Register Now” button at the bottom of the window.
4. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
5. Please make a note of the Organisation ID and User Name, then click “Register”.
6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
7. Please enter the information requested, click “Next” and follow the instructions ensuring that you enter all applicable details.
8. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice as this will give you access to the tender process.
9. In the Select Buyer Organisation please select Denbighshire County Council (although you may register with other buying organisations at the same time if you wish)
10. Accept the Terms and Conditions and then click “Next”. This takes you in to the Welcome window.
11. In the “Welcome” window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
12. Now click “Done” and you will enter the Supplier Home page.
13. On the left of the screen click “Opportunities”.
14. Click the “Requests from Buyers” command. This will take you to the list of current opportunities available to you.
15. Click the Project ID that relates to this notice, this will take you into the PQQ or Tender Request. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one for your organisation.
16. In the “Details of a Request from a Buyer” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission.
17. You can now either “Create a Response” to, or “Decline” this opportunity.
18. Once you have started to complete your response to the opportunity and wish to save and return later click “Save” having made a note of the Response reference number. The next time you Login to access the opportunity please go to the “My Responses to Buyers” tab and identify the relevant response that you previously saved. If you inadvertently create any additional responses please note that any information that you have already input into the initial or subsequent responses does NOT carry over to any new response and you may lose anything already input.
19. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party.
20. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method.
21. If you require any further assistance please contact Mike White by email on, or by telephone on 01824 712612

(WA Ref:807)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Strategic Procurement Manager
County Hall, Wynnstay Road
LL15 1YN Ruthin

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender: and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland)Any such action must be brought promptly (generally within 3 months)The court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.7.2013