Supply of Specialist Conservation Services

Supply of Specialist Conservation Services

Specialist Conservation, Research and Restoration of a Series of Architecturally Applied Drawings and Paintings. Procurer reference: CCBC/EQ1196/12/JC

Value of tender: £60000
CONTRACT NOTICE – NON OJEU
Is this notice funded by the Welsh European Funding Office (WEFO)?
Yes
Contract Type
Services
SECTION I: CONTRACTING AUTHORITY
Name of the organisation
Caerphilly County Borough Council
Contact Name
Miss Jenna Cloke
Address
Procurement Services, 4th Floor, Ty Penallta, Tredomen Bus Park,
Town
Ystrad Mynach
Postcode
CF82 7PG
Phone
01443 863275
Fax
01443 863167
EMail
clokej@caerphilly.gov.uk
Web Address
http://www.caerphilly.gov.uk/working/business/procurementservices/index.htm
SECTION II: DETAILS OF THE CONTRACT
Service category
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
Is it a framework agreement?
No
Title of the contract
Specialist Conservation, Research & Restoration of a Series of Architecturally Applied Drawings and Paintings
Description of the contract

Caerphilly County Borough Council, acting on behalf of Celynen Colleries’ Institute and Memorial Hall, are seeking to appoint a contractor for the specialist conservation of eight wall mounted drawings and paintings within the auditorium at Newbridge Memorial Hall.

Newbridge Memorial Hall (also known as ‘The Memo’) is recognised as one of the town’s key public buildings which, along with the adjacent Institute and adjoining 1960’s link block, makes up a group of buildings known as Celynen Colleries’ Institute and Memorial Hall.

The Memorial Hall building contains a ballroom on the ground floor with a large auditorium on the floor above. The auditorium was designed and built as both a theatre and a cinema. The interior is an exceptionally important survival as it has remained largely unchanged since 1924. The Memorial Hall is grade II* listed by Cadw ‘for its unusually high quality and well-preserved cinema interior, amongst the best interiors of any workingmen’s hall in Wales’. The auditorium closed in 1972, but the ballroom has continued in use.

The Phase 2 project will repair and restore the Memorial Hall bringing it back into full use. The overall aim of the Phase 2 restoration project will be to promote the understanding of the social, heritage and memorial aspects of the Memorial Hall, especially enriching community learning by improving physical access and widening understanding of the national importance of the heritage of the Memorial Hall.

The eight wall mounted drawings/paintings in the auditorium have been applied to six convex plaster roundels (between 5m and 6m above the raked floor level of the auditorium) and to two long plaster panels on the walls beneath the balcony.

A detailed, conservator’s condition assessment in 2010 confirmed that the drawings/paintings:

– are of notable artistic merit, freely and quickly executed though poorly mounted;

– appear to have been added to the architecture at a later stage and not to form part of the original design concept;

– have accumulated heavy surface dirt including bird droppings;

– are harbouring mould growth where affected by damp conditions;

– have some areas of flaking and loss of paint;

– have poor adhesion and cockling of paper, with significant shrinkage in places;

– have areas of localised damage/tears/deterioration in paper.

It is envisaged that treatment at this stage will include:

Stage 1 – In situ preparation & temporary removal of drawings and paintings from site;

Stage 2 – Conservator’s studio based work;

Stage 3 – Specialist research & reports; and

Stage 4 – Reinstatement of drawings/paintings on site.

The budget for this project will be £60,000 (plus VAT).

Tenderers are invited to undertake a site visit before tendering for the contract to enable them 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 are strictly by appointment only, and please note that there is no on-site parking.

 

Viewing of the paintings will be from the ground level only on these site visits. Site visits can take place only on the following dates: afternoon of 17th April or 18th April 2012. (Details for arranging these visits are within the Tender Documentation).

The contract will be awarded on the basis of the Most Economically Advantageous Tender, with the criteria split as follows:

Quality – 80%

Price – 20%

Place / site of work / delivery
Celynen Colleries’ Institute and Memorial Hall

Classification of contract (CPV codes)
92520000 – Museum services and preservation services of historical sites and buildings.
92522000 – Preservation services of historical sites and buildings.
92310000 – Artistic and literary creation and interpretation services.
79963000 – Photograph restoration, copying and retouching services.

Contract Length
Period in month/s
24
SECTION III: AWARD CRITERIA
Contract will be awarded based on:

Most economically advantageous tender in terms of:Criteria as detailed in the contract documents


SECTION IV: Administrative Information

Instructions to suppliers

The procurement process for this arrangement will follow a two stage, open tender procedure. Tenderers will be required to pass the selection criteria of the process prior to progressing to the award stage of the process.

The selection criteria is the first stage of the process and is designed to provide the project team with the information required to define a short-list of suitable organisations that will progress to the evaluation against award criteria stage.

All Organisations that successfully pass all elements of Stage 1 – Selection Stage will progress on to Stage 2 – Award Stage of the process. This stage will be evaluated using the Most Economically Advantageous Tender (MEAT) response methodology and based on the following criteria:

Price 20%

Price assessment accounts for 20% of the evaluation, the lowest price for each section will achieve the highest score of 20%. The higher the price submitted, the lower the score achieved.

Quality 80%

The quality criteria shall be evaluated based against the sub criteria and scoring detailed below:

Question1 – Project Plan (50 Marks)

Question2 – Staff Resource (25 Marks)

Question3 – Policies and Procedures (25 Marks)

The tender process for this arrangement will be undertaken by an Electronic Tendering process. All potential providers must follow the instructions below to register on the system being used and to access all relevant information relating to this project. If you are already registered on the Proactis portal please Login using your existing details and start at Step 11 of these instructions.

Please note, registering on the portal does not give the provider access to the tender documentation. This needs to be applied for in writing by email to clokej@caerphilly.gov.uk. Following this and your registration, access to the documents shall be made.

Instructions for Supplier Registration and to Express an Interest :

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2. Click the “Register Now” button at the bottom of the window

3. Enter your correct Organisation Name, Details and Primary Contact Details. The

system will auto generate the Organisation ID and User Name for you.

4. Please make a note of the Organisation ID and User Name, then click “Register”.

5. 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.

6. Please enter the information requested, click “Next” and follow the instructions

ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the

Product Classification Codes (CPV Codes) that appear in the tender notice.

8. Accept the Terms and Conditions and then click “Next”. This takes you in to the

Welcome window.

9. 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.

10. Now click “Done” and you will enter the Supplier Home page.

11. At this point please contact the officer stated above in the Contact Point section

and the officer will arrange for you to gain access to the tender documentation.

12. Once you have recieved confirmation that you are able to access the

documentation log into https://www.proactisplaza.com and follow the following

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2. Click the “Register Now” button at the bottom of the window

3. Enter your correct Organisation Name, Details and Primary Contact Details. The

system will auto generate the Organisation ID and User Name for you.

4. Please make a note of the Organisation ID and User Name, then click “Register”.

5. 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.

6. Please enter the information requested, click “Next” and follow the instructions

ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the

Product Classification Codes (CPV Codes) that appear in the tender notice.

8. Accept the Terms and Conditions and then click “Next”. This takes you in to the

Welcome window.

9. 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.

10. Now click “Done” and you will enter the Supplier Home page.

11. At this point please contact the officer stated above in the Contact Point section

and the officer will arrange for you to gain access to the tender documentation.

12. Once you have recieved confirmation that you are able to access the

documentation log into https://www.proactisplaza.com and follow the following process

13. Once you have logged on you will enter the Supplier Home page.

14. On the left of the screen click “Opportunities”

15. Click the “Requests from Buyers” command. This will take you to the list of

current opportunities available to you.

16. Click the Project ID that relates to this notice, this will take you into the Tender

Request.

17. Note the closing date for completion of the relevant project. Please review the

“Items” tab and the Documents tab as there will be information relating to the

project held here.

18. You can now either “Create a Response” to, or “Decline” this opportunity.

If you require any further assistance please do not hesitate to contact Jenna Cloke by email on clokej@caerphilly.gov.uk, or by telephone on +44 1443 863275.

Reference Number
CCBC/EQ1196/12/JC
Deadline Date
01.05.2012
Deadline date refers to
Receipt of completed Tenders
Does this contract relate to a Project / Programme funded by EU funds?
Yes
This project is funded by WEFO.
Community Benefits do not apply to this contract
WEFO Funded