(Insert Project Name) TENDER ENQUIRY DOCUMENTATION ...

(Insert Project Name) 

TENDER ENQUIRY DOCUMENTATION 

INSTRUCTIONS TO TENDERERS 

(Insert Date) 

Estates Project No. (Insert Estates Project Code)

IMPERIAL COLLEGE LONDON 


Tender Enquiry Document 


(Insert QS Company logo) 

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






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) 



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






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 

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 

Award of Contract 

(insert date) 

(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) 

(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






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







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







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







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







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 subcontractor 

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







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 subcontracted 

labour with the method of calculation and definitions clearly shown. 

Page 8 of 14







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







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) 


Fax: 



Services Engineer: 

(insert company name Contact: (insert Service Engineer’s name) 


Fax: 



Structural Engineer: 

(insert company name Contact: (insert Structural Engineer’s name) 


Fax: 



Quantity Surveyor: 

(insert company name Contact: (insert Quantity Surveyor’s name) 


Fax: 



Building Control: 

(insert company name Contact: (insert Building Control Officer’s name) 


Fax: 



Page 10 of 14






APPENDIX 1 

SCORING MATRIX FOR RETURNED TENDERS 

Page 11 of 14






APPENDIX 2 

TENDER RETURN LABELS 

Page 12 of 14






APPENDIX 3 

TENDER CHECKLIST 

Page 13 of 14






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 noncompliant 

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 

Page 14 of 14

(Insert Project Name) TENDER ENQUIRY DOCUMENTATION ...

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