Walled City Lighting Project, Derry ~ Londonderry - Derry City Council

Walled City Lighting Project, 

Derry ~ Londonderry 

Brief for 

Electrical Consultant Engineer led 

Specialist Consultancy Services 

City Engineer‟s Department 

Derry City Council 

May 2011

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Contents 

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Contents 

Page 

Cover Page 

Contents Page 2 

Part 1 Introduction 4 

Part 2 Background and Reference Material 7 

Part 3 Scope and Phasing of Works 9 

Part 4 Instructions to Tenderers 20 

Part 5 Lead Consultant Practice Information 28 

Part 6 Project Team Information 35 

Part 7 Fee Proposal, Standard Agreement, Form of Tender 47 

Part 8 Evaluation and Award Criteria 55 

Part 9 Declarations 58 

9.1 Form of Assurance 

9.2 Collusive Tendering Certificate 

9.3 Equality of Opportunity 

9.4 Fair Employment 

9.5 Freedom of Information 

9.6 Non-submittal of tender form 

9.7 Submission Checklist 

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Part 1 

Introduction 

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1.0 Introduction 

The historic Walled City of Derry-Londonderry has been designated as one of five 

Signature Tourism Destinations by the Northern Ireland Tourist Board. The City‟s 

status as a Signature Tourism Destination is founded upon its historic 17 th Century 

City Walls, rich built heritage as well as its cultural heritage and offering. 

The City has been designated as the inaugural UK City of Culture for 2013 which will 

see a celebration of its culture to local and international audiences through the 

delivery of a high profile cultural programme. A dedicated company has been set up 

to manage and deliver the UK City of Culture 2013 programme. 

In recent years, the City has witnessed significant public sector investment in a 

number of high profile tourism infrastructure projects that are designed to enhance 

the product offering and improve the overall visitor experience. Projects have 

included; a Built Heritage Programme to target investment towards the restoration of 

six key historic buildings; a visitor orientation and interpretation programme; 

refurbishment of the award winning Tower Museum and capital support and fit out of 

key community tourism attractions. 

There have also been many completed and ongoing complimentary physical 

regeneration projects including £8m public realm scheme in Waterloo Place/Guildhall 

Square, the Walled City Townscape Heritage Initiative and the £13.5m foot/cycle 

bridge across the River Foyle linking Ebrington Barracks regeneration site with the 

City Centre. 

The Walled City Lighting Strategy has been developed by Derry City Council, and a 

number of partners including Northern Ireland Tourist Board, Ilex and the Northern 

Ireland Environment Agency (Built Heritage Division). Council have previously 

commissioned a Lighting Strategy document that made the case for a major lighting 

project in the City as well as assisting in identifying the buildings/features to be lit. 

This document has assisted NITB in securing a dedicated budget for the capital 

implementation of the project - which will be managed and delivered by Derry City 

Council. 

The Walled City Lighting Strategy aims to build upon the previous and ongoing 

tourism infrastructure and physical regeneration projects through the implementation 

of an innovative and creative lighting project that will illuminate 6 key historic 

buildings (see below for details), the surface and selected elevations of the Historic 

City Walls, as well as the Craigavon Bridge. 

The objective of the lighting strategy is to illuminate and visually enhance key 

elements of the City‟s built heritage product in the hours of darkness, as well as 

contributing to extending visitor dwell time to the City throughout the year. In order to 

achieve this, Council and its partners envisage a high quality design lighting solution 

that is commensurate with a Signature Tourism Destination seeking to achieve 

international stand out within the tourism marketplace. Quality of design will 

therefore be a key consideration that forms part of the overall determination of this 

tender. 

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Out of the eight projects identified below, seven fall outside the ownership of Derry 

City Council, with the Guildhall being the only Council-owned property. However, all 

of the project promoters for these seven properties are committed to working with 

Council to assist in the delivery of the project. 

Derry City Council, on behalf of the Built Heritage Partners, now intend to appoint a 

multi-disciplinary team to carry forward the development of an external flood lighting 

scheme for the following buildings and monuments: 

City Walls 

Guildhall 

St Columb‟s Cathedral 

Playhouse Theatre 

First Presbyterian Church 

Apprentice Boys Memorial Hall 

Craigavon Bridge 

Aras Colmcille 

The Multi-Disciplinary team should include the following as a minimum; 

Consultant Electrical Engineer, as Lead Consultant 

Specialist Building Lighting Designer 

Civil/Structural Engineer 

Conservation Architect 

Quantity Surveyor/Cost Consultant 

Planning Consultant 

CDM Co-ordinator 

Site Supervisor / Clerk of Works 

This outline brief sets out the possible phases of work to be undertaken and 

associated timescales. It provides instructions to tenderers and advises on the 

criteria that will be used for assessment of tenders. 

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Part 2 

Background and Reference 

Material 

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2.0 Summary Of Studies And Reports 

Two reports were previously prepared for the Built Heritage Partners (BHP) in 

connection with the proposed lighting of a range of historic buildings, monuments and 

bridges in Derry-Londonderry. The two reports are: 

‘Walled City of Derry, Lighting Strategy, Survey and Strategy Document’ 

February 2007 – Equation Lighting Design Ltd et al 

‘Walled City of Derry, Fittings Book- Issue No.1’ 

March 2007 – Equation Lighting Design Ltd et al 

Hardcopies of these two documents are available for inspection at Derry City 

Council‟s office at 98 Strand Road, Derry, BT48 7NN by prior appointment with (Mr. 

Francis Morrison, Head of Design & Project Management, City Engineer‟s 

Department, francis.morrison@derrycity.gov.uk). 

In addition to the above reports, record drawings are available for the following 

buildings, which can be made available in .pdf format to tenderers upon written 

request to Mr Francis Morrison, Head of Design & Project Management, City 

Engineer‟s Department, francis.morrison@derrycity.gov.uk . Copies of drawings will 

be issued on CD only, which should be collected in person by tenderers from Council 

Offices at 98 Strand Road, Derry, BT48 7NN. Should tenderers request that CD 

containing drawings be posted out to them, this will be done by normal Royal Mail 

surface post and Council can accept no liability for late, or lost, post. Where 

available, .dwg format versions of these drawings will be made available to the 

appointed design team. 

City Walls 

Guildhall 

St Columb‟s Cathedral 

Playhouse Theatre 

First Presbyterian Church 

Craigavon Bridge 

Aras Colmcille 

Please note that Derry City Council does not accept liability for the content of 

and any omissions therein of any existing documentation/drawings supplied to 

the design team. 

The appointed design team must ensure that all surveys, studies, drawings 

and any other material supplied by Derry City Council or other third parties is 

of an adequate quality and standard to the satisfaction of the design team to 

carry out their necessary work and duties. It is the responsibility of the design 

team to identify any omissions or sub-standard work and carry out or 

commission this work again and/or any additional work they deem necessary 

to complete their design of the proposed works and the cost of which must be 

included in their tender offer. 

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Part 3 

Scope and Phasing of Works 

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3.1 Scope of Work 

The Lead Electrical Consultant will be engaged under the Association for Consulting 

and Engineering ACE Agreement 1: Design 2009 Edition incorporating June 2009 

amendments including the full range of services (i.e. G1 & G2) and other services 

(i.e. all G3 & G4) as set out in ACE Schedule of Services Part G (b) Lead Consultant 

- Design. 

In addition and including the services outlined in the above schedule, the following 

scope of services is required: 

3.1.1 Scope of Design Team input to Appraisal and Strategic Briefing Stages (A&SP 

Stages) 

(a) Receive and assess any information made available by Derry City Council (DCC), 

Northern Ireland Tourist Board (NITB), Build Heritage Partners (BHP) and any other 

third parties regarding the project and each existing buildings/monuments/structures, 

including previous studies referred to in Part 2. 

(b) Attend Derry City Council, NITB and BHP client team briefing workshops, as required 

to establish and agree SMART project goals/outcomes (i.e. programme, budget, 

deliverables, sustainability, BHP expectations, etc) and appropriate Design Quality 

Indicators and any other requirements of the DCC/NITB/BHP. 

(c) Establish any operating restrictions, constraints or requirements the BHP will impose 

on the design of the works and take cognise of these in later design stages. 

(d) Inspect and prepare outline report on the built form of each building/monument/ 

structure. 

(e) Inspect and prepare outline report on the form and condition of the existing electrical 

infrastructure at each building/monument/structure. The focus of the inspection and 

report should be limited to that which will be affected by the addition of the new 

electrical infrastructure required for any new lighting scheme. 

(f) Liaise with and gather initial information from all appropriate statuary/regulatory 

bodies with an interest in the project such as NIEA, DRD Roads Service – Street 

Lighting & Structures Sections, Planning Service, etc, this list is not exhaustive. 

(g) Prepare project programme including DCC/NITB approval parameters, Gateway 

Review points if and as required, procurement method, statuary approvals, 

contractor‟s design approval, construction period, commission and handover. 

(h) The Stage A&SB Report shall be prepared and will include: 

• A record of the agreed project goals and requirements of the DCC/NITB/BHP. 

• A record of the built form of each building/monument/structure. 

• A record of the form and condition of the electrical infrastructure and electricity 

supply capacity at each building/monument/structure. 

• Project programme 

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3.1.2 Scope of Design Team input to Outline Proposals Stage (OP Stage) 

(a) Contribute to completion of the Project Brief and attend further briefing workshops, as 

required. 

(b) Identify a range of possible new lighting options for each building/monument/ 

structure; to be developed in conjunction/consultation with DCC/NITB/BHP (allow for 

a minimum of 3 options per building/monument/structure). 

(c) Meet with DCC/NITB/BHP and present the lighting proposals and rational of design 

options. If any option is deemed unacceptable to the client team e.g. due to its 

similarity to other proposals, ignoring fundamental design criteria agreed at A&SP 

Stage, etc, the design team shall replace it with an acceptable alternative design. 

(d) In conjunction with Derry City Council, BHP and relevant service authorities (i.e. NIE, 

DRD Roads Service – Street Lighting Section, etc) define the infrastructural 

requirements for lighting each building/monument/structure. 

(e) Establish existing electricity supply capacity at each building/monument/structure, 

monitor current usage and establish the need for any enhanced supply to realise 

proposed lighting options. Organise and manage procurement of service to 

monitor electricity power requirements of each supply phase over a 7 day 

period using a data logger system which monitors and records current, voltage, 

power factor and maximum demand for each building/electricity supply point as 

appropriate. Printed reports to be available for each supply point monitored. Payment 

will be made on submission of a receipted paid invoice for service. Hawk Energy 

Monitor Model 5000 or equal and approved system should be used for monitoring 

purposes. 

(f) Review and update project programme. 

(g) Advise on the application of all project specific statuary/regulatory approvals and 

highlight any design, cost and time implications associated with obtaining all such 

approvals. 

(h) Prepare images of lighting proposals to inform DCC/NITB/BHP in making a decision 

on the preferred design option for each building/site. 

(i) Collate all design and cost input from other consultants and assist in the preparation 

of the Stage OP costs estimates. 

(j) Prepare and submit a Stage OP Report to DCC/NITB/BHP. Report in minimum A3 

format and to collate and integrate design development up to the ACE stage OP and 

any other requirements set out in this brief. The report should include: 

Background to the project (executive summary) 

Summarise Project Brief 

Present preliminary sketch plans/elevations at an appropriate size (A3 size minimum) 

and scale to clearly demonstrate the proposed lighting systems at each 

building/monument/structure. Drawings to be provided in hard copy and electronically 

(in both .pdf and AutoCAD formats) 

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Present preliminary, reasonable quality, photomontages at an appropriate size (A4 

size minimum) to clearly demonstrate each proposed lighting option at each 

building/monument/ structure. 

Provide an indicative cost estimate for the capital cost of the infrastructure works for 

each option, along with indicative annual running and maintenance costs. 

All reports and drawings will be provided in hard copy (i.e. 9 no. copies) and digital 

format (i.e. pdf and MS Word and AutoCAD formats). Copyright for these reports and 

drawings will remain with Derry City Council and other members of the BHP client 

team. 

3.1.3 Scope of design team input to Detailed Proposals Stage (DP Stage) 

(a) Report on the relative advantages and disadvantages associated with each of the 

proposed lighting options at each building/monument/structure identified under 

Strategic Briefing Stage and recommend the most appropriate lighting option for 

each building/monument/structure. 

(b) Inspect and prepare detailed report on the form and condition of the existing 

electrical infrastructure, at each building/monument/structure. The focus of the 

inspection and report should be limited to that which will be affected by the addition 

of the new electrical infrastructure required for any new lighting scheme. Include 

recommendations for any remedial, enhanced, or replacement works to existing 

infrastructure needed to facilitate the new lighting scheme only (i.e. exclude works to 

any electrical infrastructure which serves other purposes within each building) and 

cost same. 

(c) Develop design of lighting system at each building/monument/structure, including any 

associated civil, structural and landscaping works. 

(d) Design quality, environmental impact and sustainability are key priorities for the 

project team and cost allowances should reflect an appropriate level of specification 

to reduce the environmental impact of the proposed infrastructure at each site and 

optimise whole life running cost for the various facilities. 

(e) Develop proposed outline specifications for all new fittings, plant, equipment and 

materials. All equipment shall be suitably robust and vandal proof, weather proof, 

highly durable finishes, acceptable appearance, all components easily replacable, 

comply with all necessary design standards and regulations, have proven reliability 

record from installed applications and represent good value. 

(f) Advise on the need, likely cost and scope of all survey work, opening up/exploratory 

works, testing, modelling, etc required to complete the design process and eliminate, 

reduce or make contingency provision for the design, cost, programme and H&S 

risks associated with the project. 

(g) Establish and address the statutory and regulatory approvals, etc that may be 

required to enable the project to be delivered at minimum risk to the client. 

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(h) Establish land ownership in the vicinity of each building/monument/structure where 

proposed lighting infrastructure is to be located. Inspect and report on the extent of 

land required to site the proposed lighting systems, highlighting requirements for third 

party agreement for equipment sited outside BHP‟s property. 

(i) Carry out an initial appraisal of any potential environmental impact of preferred 

lighting option at each building/monument/structure (e.g. unintentional light 

spillage/pollution, disturbance to nesting birds, or bats, etc). 

(j) Establish and detail annual maintenance and running requirements and costs for 

proposed lighting system at each building/monument/structure 

(k) Establish and detail safe and practical means of access for routine maintenance and 

replacement of all proposed lighting infrastructure. 

(l) Liaise with and take guidance from the Planning Service, NIEA, Roads Service, etc 

by means of pre-application discussions (PADS) on the planning implications for the 

proposed lighting design at each building/site, minute any meetings or dealings with 

Planning Service, etc in the Stage OP Report. 

(m) Liaise with and take guidance from any other relevant statutory and regulatory 

authorities (e.g. The Honourable the Irish Society, DRD Roads Service - Street 

Lighting & Structures Departments, Rivers Agency, Loughs Agency, etc) on the 

implications for the proposed lighting system designs at each building/ monument/ 

structure. Minute any meetings, or dealings, with the various authorities for the Stage 

OP Report. 

(n) Investigate with all the appropriate service authorities on the presence of any 

overhead or buried services in the vicinity of the proposed lighting system at each 

building/monument/structure which may be affected by the proposed works (e.g. NI 

Water, NIE, BT, Firmus, Virgin Media, DRD Roads Service Street Lighting, Rivers 

Agency, etc). Determine effect of any requirements that authorities may have on the 

lighting design, the cost plan and the project programme. Minute any meetings, or 

dealings, with the various authorities for the Stage C Report. 

(o) Specify, manage the procurement of and supervise on site all survey, testing and 

exploratory works, etc as recommended in the Stage OP Report. The cost of all such 

work, not taken for being included in the design team‟s brief as set out in this 

document, shall be covered by others. All survey, testing and opening up contractors 

shall be procured in accordance with Derry City Council‟s procurement guidance and 

procedures and should be generally be Constructionline registered unless exempted 

by DCC. If Tenderers are in any doubt as to which works should be included in their 

tender sum or not, then they must raise this matter using the tender query procedure 

set out in the Instructions to Tenderers, otherwise the client team‟s interpretation on 

the matter of inclusion or not of services will be final. 

(p) Carry out a Health and Safety workshop, attended by Derry City Council, Build 

Heritage Partners and other third parties prepare a Health and Safety Coordination 

Strategy report. Undertake and record appropriate design risk assessments. 

(q) Carry out a Sustainability workshop, attended by DCC/NITB/BHP other third parties 

and prepare a Sustainability Action Plan to the satisfaction of client team. 

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(r) Attend a procurement workshop with DCC/NITB/BHP and other third parties to 

review and determine the optimum contract strategy for the project. It should be 

noted that it is the strong preference of the client‟s design team that the works 

contract should be procured by means of a Design Development & Build Contract. 

Prepare a procurement strategy report and programme to the satisfaction of client 

team. 

(s) Carry out a Risk + Value Management workshop, attended by DCC/NITB/BHP and 

other third parties. Prepare a Risk + Value Management Strategy report, to the 

satisfaction of client team. 

(t) Submit planning application to Planning Service. 

(u) Prepare and submit a Stage DP Report to DCC/NITB/BHP. Report in minimum A3 

format and to collate and integrate design development up to the Planning 

Application stage. The report should include: 



A record of the rationale for choosing the final selection of preferred design 

proposal at each building/monument/structure. 

Prepare proposed drawings for each building/monument/structure by each 

individual design discipline in plan (1:100 scale), section (1:50 scale), elevation 

(1:100 scale) and 3D if requested. 

Present detailed A3 sized realistic, high quality, elevational photomontages 

illustrating the proposed lighting effects at each building/monument/structure. 

The design team may be requested to produce high quality 3D rendered models 

of the buildings showing the effect of the proposed lighting on same. Therefore, 

the design team shall ensure that they have access to and use of the appropriate 

modelling software. This element of the commission is priced separately in Part 7 

Section 7.4 of this document and will not be used in the overall tender cost 

evaluation. 

A specification outlining key performance design criteria for the proposed facility 

by individual design disciplines. 

An outline of the key recommendations from the individual strategy reports – 

Procurement, H+S, Sustainability, Risk + Value 

An outline master programme to include reference to the preferred method of 

procurement, Gateway Reviews and dependencies (demonstrable through 

comparable GANTT charts and narrative analysis of dependencies). 

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An elemental cost plan to include whole-life cost elements and an outline of the 

key recommendations from the Performance Management report on whole-life 

cost. A total, all encompassing cost for each individual site is to be identified 

including all capital works for new/enhanced infrastructure, design fees, surveys 

and studies, supervision, statutory fees and charges, utility/service diversions 

and/or provision, any client capital costs, contingency sums, etc. 

3.1.4 Scope of design team input to Final Proposals Stage (DP Stage) 

(a) Develop final design, in line with the previously agreed Design Quality Indicators, of 

lighting system at each building/monument/structure, including any associated civil, 

structural and landscaping works. 

(b) Develop proposed specifications for all new fittings, plant, equipment and materials. 

(c) Review outcomes and conclusion from any survey work, opening up/exploratory 

works, testing, modelling, etc and amend design where required to eliminate, reduce 

or make contingency provision for any cost, programme and H&S risks associated 

with the project. 

(d) Obtain all statutory and regulatory approvals, etc to enable the project to be delivered 

at minimum risk to the client. 

(e) Assist DCC and Land Property Services with any negotiations where third party lands 

are required to site the proposed lighting systems. 

(f) Ensure design eliminates any negative environmental impact at each 

building/monument/structure (e.g. unintentional light spillage/pollution, disturbance to 

nesting birds, or bats, etc). 

(g) State annual maintenance and running requirements and costs for proposed lighting 

system at each building/monument/structure 

(h) Confirm safe and practical means of access for routine maintenance and 

replacement of all proposed lighting infrastructure. 

(i) Obtain planning permission for the proposed lighting design at each building/site. 

(j) Obtain all other relevant statutory and regulatory approvals (e.g. Building Control, 

DRD Roads Service - Street Lighting & Structures Departments, Rivers Agency, 

Loughs Agency, The Honourable the Irish Society, Crown Estates, etc) for the 

proposed lighting system designs at each building/monument/structure. 

(k) Agree any alterations to existing services in the vicinity of each site or other such 

works with all the appropriate service authorities (e.g. NI Water, NIE, BT, Firmus, 

Virgin Media, DRD Roads Service Street Lighting, Rivers Agency, etc). 

(l) Notify HSE under the CDM Regulations. 

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(m) Select preferred procurement methodology and documentation (i.e. conditions of 

contract, specification, method of measurement, etc). It should be noted that it is the 

strong preference of DCC/NITB that an NEC3 form of contract is used for this project. 

The design team must include in their fee for services associated with using an NEC 

Target Cost option. The Lead Consultant/Project Manager is to produce a 

Procurement Strategy Report for approval by DCC/NITB. The report should clearly 

outline how all procurements will be carried out (preparatory and main contracts) and 

provide a recommendation on the contract option best suited for the main works, etc. 

(n) Compile and issue Pre-qualification Questionnaire. Include for full participation in the 

assessment of completed questionnaires returned by potential tenderers (see 3.1.5 

b). 

(o) Present final design to DCC/NITB/BHP and participate in a wider public consultation 

exercise e.g. preparation of display boards, illustrated Powerpoint presentations, 

attendance at public/client meetings, media interviews, contribute to press releases, 

etc 

(p) Prepare and submit a Stage FP Report to DCC/NITB/BHP. Report in minimum A3 

format and to collate and integrate design development up to Final Design stage. The 

report should include: 



Outcomes and conclusions of any survey/exploratory/testing works. 

Final drawings for each building/monument/structure by each individual design 

discipline in plan (1:100 scale), section (1:50 scale), elevation (1:100 scale) and 

3D if requested. 

Final specifications outlining key performance design criteria for the proposed 

facility by individual design disciplines. 

Updated master programme 

Updates cost plan including whole-life costs. A total, all encompassing cost for 

each individual site is to be identified including all capital works for new/enhanced 

infrastructure, design fees, surveys and studies, supervision, statutory fees and 

charges, utility/service diversions and/or provision, any client capital costs, 

contingency sums, etc. 

3.1.5 Scope of design team input to Production Information, Stage (PI & TD 

Stage) 

(a) Develop design, drawings and specifications in sufficient detail to produce tender 

documentations, taking on board any revision arising out of the client team and public 

consultation exercise. 

(b) Assess responses to Prequalification Questionnaire in conjunction with DCC/NITB 

and compile a select list of competent, expert and experienced Contractors. 

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(c) Update master programme as necessary 

(d) Update cost plan 

3.1.6 Scope of design team input to Tender Documentation and Tender Action 

Stage (TD & TA Stage) 

(a) Develop quality criteria for tender assessment in conjunction with DCC/NITB. 

(b) Set clear and unambiguous instruction in tender documentation regarding proposals 

for sub-contracting any element of the works and on the selection of lighting 

equipment. 

(c) Ensure that tender documentation complies fully with the „Public Contract 

Regulations‟ and the criteria/process for assessing equivalence is clearly set out in 

document. 

(d) Produce and issue a comprehensive set of tender documents, including CDM Regs 

information, including full Works Information package as required under NEC 

conditions of contract. 

(e) Assist with compilation of tender advertisements. 

(f) Update master programme as necessary 

(g) Present final pre-tender cost plan 

(h) Organise and participate in the assessment and checking of tender returns in 

conjunction with DCC/NITB/CPD. 

(i) Assess and check the design element of the preferred tenderer‟s design, 

specification, methodology, etc to ensure that it complies with all aspects of the 

tender documentation, client team‟s requirements and instructions and any 

obligations set out in the planning permission. 

(j) Organise and participate in clarification interviews with tenderers if required. 

(k) Prepare detailed tender report and make recommendation for contractor selection. 

3.1.7 Scope of design team input to Mobilisation, Construction and 

Completion Stage (TD & TA Stage) 

(a) Compile two sets of formal contract documents for signing by client team and 

successful tenderer. 

(b) Examine and approve any shop/working drawings or other construction information 

produced by the Contractor or sub-contractors. 

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(c) Examine, assess the equivalence of and approve any alternative 

equipment/materials proposed by the Contractor, or sub-contractors. Ensure this 

process is undertaken in strict compliance with the „Public Contract Regulations‟. 

(d) Coordinate and manage the inspection, supervision and approval of the works 

between the Clerk of Works/Supervisor (NEC) and the various disciplines within the 

design team. 

(e) Organise lighting trials for the benefit of DCC/NITB/BHP. 

(f) Ensure compliance of all parties with CDM regulations. 

(g) Coordinate and manage regular site progress and technical meetings between client 

team, design team, contractor and sub-contractors and any other third parties i.e. 

adjacent land owners, service authorities, etc. 

(h) Undertake all contract administration duties and measure/certify the value of the 

works completed satisfactorily on a monthly basis. 

(i) Coordinate, manage and witness the testing and commissioning of the works 

between the Clerk of Works/supervisor and the various disciplines within the design 

team. 

(j) Coordinate and management training and demonstration of the works to DCC/BHP 

and any other interested parties. 

(k) Undertake thorough inspection of „completed‟ works and compile any defect lists. 

Oversee timely completion/rectification of any defects. 

(l) On completion of the works receive, inspect and approve a full set of „as built‟ record 

information of the works including drawings, operating instructions and maintenance 

manuals. Compile a separate document for each building/monument/structure. 

(m) Coordinate and management a post completion contract review procedure, including 

KPI‟s. 

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3.2 Summary Programme 

3.2.1 The following are indicative key project programme dates (except for date for 

completion of site works which is absolute) compiled by the client team. It should be 

noted that tenderers are obliged to compile their own Gnatt programme. The 

completion date for all the installation and commissioning works must be by 31 

March 2012. 

TASK 

DATE 

Design team appointment Late June 2011 

Issue tenders Mid October 2011 

Return of tenders Mid November 2011 

Commencement of site works Start of January 2012 

Completion of site works 31 March 2012 

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Part 4 

Instructions to Tenderers 

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4.1 Invitation to Submit Tenders 

Derry City Council invites tenders from suitably experienced Electrical Consultant 

Engineer led multi-disciplinary teams of Specialist Consultants to carry out a phased 

programme of work leading to the implementation of flood lighting designs for the a 

range of historic buildings, moments and structures within the city. 

The Lead Consultant for each tendering team is required to complete all of Parts 5, 6, 

7, and 9 of this document. Where relevant, the Lead Consultant is also required to 

collate information gathered from their proposed Project Team. 

The information provided will be assessed by Derry City Council under the evaluation 

criteria outlined in Part 8 of this document to establish how the multi-disciplinary 

teams have responded to the brief. Details submitted shall be used in the evaluation 

process together with fee proposal, information obtained during interview, etc. 

The questions may be transferred to a word processor to facilitate a written 

response. 

During the evaluation process, should further clarification be required on any 

information provided by the tenders, failure to respond to any such request within a 

specified time-limit may invalidate a received tender. 

4.2 Explanation of Documents/Queries during the Tender Period/Registration of 

Intent to Tender. 

It is the responsibility of prospective tenderers to obtain for themselves at their own 

expense any additional information necessary for the preparation of their tender. 

Tenderers are advised to ensure that they are fully familiar with the nature and extent 

of the obligations to be accepted by them if their application is accepted, including 

Council‟s Standing Orders, a copy of which may be seen by arrangement. 

Should any tenderer be in doubt as to the interpretation of any part of the tender 

documents, the City Engineer shall endeavour to answer written enquiries. All 

queries must be submitted in writing to arrive with the Head of Design & 

Project Management Mr Francis Morrison not later than Friday 27 May 2011 by 

post or email to: 

Head of Design & Project Management 

City Engineer‟s Department 


Council Offices 

98 Strand Road 

DERRY 

Northern Ireland 

BT48 7NN. 

Email: francis.morrison@derrycity.gov.uk 

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All copies of written queries received, together with written replies will be sent to all 

tenderers not later than three calendar days before the date of return of tenders, i.e. 

Tuesday 31 May 2011. If possible, all responses will also be posted on Council‟s 

website as detailed below: 

http://www.derrycity.gov.uk/Tenders/index.htm 

In order to ensure receipt of written replies, all prospective tenderers are therefore 

requested to register their intent to tender in writing to the Head of Design & Project 

Management Mr Francis Morrison by post, or email (i.e. 

francis.morrison@derrycity.gov.uk), not later than Friday 20 May 2011, including 

full contact details and indicating tenders will be submitted. 

No representation, explanation or statement made to a tenderer, or anyone else, by 

or on behalf of the Council, as to the meaning of any of the tender documents, or 

otherwise in clarification as aforesaid, shall bind the Council in exercise of its power 

and duties under any subsequent contract(s). 

4.3 Accuracy of Tender / Information to be provided 

Tenders must be submitted for the supply of all services, outlined in the brief, within 

the Form of Tender. Tenders submitted comprising part-teams and/or part services 

only will be rejected. Tenderers must price separately for all items as indicated in the 

Form of Tender. Derry City Council may reject any tender that is not priced 

accordingly. 

4.4 Submission of Tender Documents 

The tender shall be made on the Form of Tender(s) provided (refer to Part 7). All 

contract documents, together with these instructions, this tender document and 

completed Form of Tender(s) should be forwarded, by registered post or delivered by 

hand and a receipt obtained to: 

Tender – ‘Specialist Consultancy Services – Walled City Lighting Project’ 

Mr John Meehan 

Acting Town Clerk & Chief Executive 




Derry BT48 7NN 

So as to arrive no later than 12.00 noon on Friday 3 June 2011 

No UNAUTHORISED alteration or addition should be made to any Tender Form(s) or 

to any other of the Contract Documents. 

IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE 

INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE 

REJECTED. 

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All documents requiring a signature shall be signed: 

(a) 

(b) 

(c) 

Where the lead consultant is an individual, by that individual 

Where the lead consultant is a partnership by the two duly 

authorised partners 

Where the lead consultant is a company, such persons being duly 

authorised for that purpose. 

Returned documents shall be submitted strictly in accordance with the tender 

documents. 

Failure to complete any part of the documents may incur rejection of the tender. 

Tenderers must ensure that all requested documentation is returned with the 

completed tender. 

No name or mark, including any franking machine slogan, is to be placed on the 

envelope to indicate in any way the identity of the sender. 

Tenderers or any representatives thereof will not be permitted to be present when the 

tenders are opened. 

All prices should be quoted in pounds sterling and shall be exclusive of VAT. 

4.5 Fee Basis of the Tender 

The fee quoted in the tender pricing section shall remain fixed for the duration of 

each proposed project phase. 

4.6 Period of Acceptance 

The tenderer is required to hold his tender open for acceptance for a period of twelve 

calendar months from the closing date for the submission of tenders. 

4.7 Tender Evaluation 

Evaluation/Award Criteria are outlined in Part 8 of this document. 

Derry City Council is not required to accept the lowest or any tender and may wish to 

award the contract as a whole, or individual aspect/s, depending on the strength of 

the successful team. 

4.8 Identification of omissions 

The information given in these Instructions for Tenderers is given in good faith for the 

guidance of Tenderers, but if there are any inaccuracies or omissions Derry City 

Council accept no liability and request the lead consultant to identify these as early 

as possible. 

23

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4.9 Pre-Selection Interviews/Presentations 

Tenderers are put on notice that they may be required to attend the Council Offices, 

98 Strand Road, Derry, for procedural and technical presentations and/or interviews 

during the process of tender evaluation at no charge to Council. 

Interviews are provisionally scheduled for Monday 13 June 2011. Proposed key 

team personnel shall be required to attend including the Lead Consultant and a 

representative of each of the specialism within the project team. 

4.10 Contract Commencement Date 

It is envisaged that appointment of the Design Team will be made at the end of June 

2011, but appointment may be delayed beyond this date. Derry City Council will 

endeavour to achieve this timescale but cannot guarantee this commencement date 

and cannot accept any liability if this contract date is not achieved. The consultant 

should be prepared to defer the start date as necessary. 

4.11 Questions/Visits to Site 

All buildings/monuments/structures my viewed externally without request. requests 

appointments to visit the site or other communications regarding this tender must in 

the first instance be made in writing to the Head of Design & Project Management, 

City engineer‟s Department, Derry City Council 

4.12 Late Submissions 

Tenders submitted after the closing date and time of 12.00 noon on Friday 3 June 

2011will not be accepted irrespective of the circumstances. 

4.13 Expenses and Losses/ Preparation of Tender 

The Council shall not be responsible for, or pay for, any expenses or losses that may 

be incurred by any tenderer in preparing their tender proposals. 

It is the responsibility of prospective tenderers to obtain for themselves, at their own 

expense, any additional information necessary for the preparation of their tenders. 

4.14 Confidentiality 

All information supplied by the Council in connection with this invitation to tender 

shall be treated as confidential by prospective tenderers, except that such 

information may be disclosed so far as is necessary for the purpose of obtaining 

sureties, guarantees and quotations necessary for the preparation and submission of 

the tender. 

24

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4.15 Ownership of Tender Documents 

These documents are, and shall remain, the property of the Council and shall be 

returned with the tender. If no tender is to be submitted, the documents shall be 

returned pursuant to the Council‟s Invitation to Tender. 

4.16 Insurances 

The Supplier shall effect and maintain insurance necessary to cover their liabilities 

under this Contract, vis: 

Public Liability (Minimum £10m) 

Employers liability (Minimum £10m) 

Professional Indemnity (Min £5m) 

4.17 Format of Tenders 

Those interested in tendering for this project should submit a tender document 

comprising of the information requested in Parts 5, 6, 7 and 9 of this document. 

4.18 Termination 

Either Party may terminate the Consultant’s obligation to Provide the Services by 

notifying the other Party if the other Party has done one of the following or its 

equivalent. 

If the other Party is an individual and has 

presented his petition for bankruptcy, 

had a bankruptcy order made against him, 

had a receiver appointed over his assets or 

made an arrangement with his creditors 

If the other Party is a company or partnership and has 

had a winding-up order made against it, 

had a provisional liquidator appointed to it, 

passed a resolution for winding appointed to it, 

passed a resolution for winding-up (other than in order to amalgamate or 

reconstruct), 

had an administrator order made against it, 

had a receiver, receiver and manger, or administrative receiver appointed 

over the whole or a substantial part of its undertaking or assets or 

made an arrangement with its creditors. 

25

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The Employer may terminate the Consultant’s obligation to Provide the Services by 

notifying the Consultant if 

the Employer no longer requires the services or 

the Consultant has substantially failed to comply with his obligations and has 

not put, or cannot put, the default right within four weeks of a notification by 

the Employer 

The Employer may terminate the Consultant’s obligation to Provide the Services by 

notifying the Consultant if any event occurs which 

stops the Consultant completing the services or 

stops the Consultant completing the services by the date shown on the 

Accepted Programme and is forecast to delay Completion by more than 13 

weeks, 

and which 

neither Party could prevent and 

an experienced consultant would have judged at the Contract Date to have 

such a small chance of occurring that it would have been unreasonable for 

him to have allowed for it. 

Procedures on termination 

On termination 

the Consultant does no further work necessary to Provide the Services, 

the Employer may complete the services and may use any material to which 

he has title, 

the Employer may require the Consultant to assign the benefit of any 

subconsultancy or other contract related to performance of this contract to the 

Employer and 

the Parties continue to comply with the constraints and obligations in this 

contract on 

the use of material prepared or obtained by the Consultant and 

publicising the services. 

After the final payment has been made, the Consultant gives the Employer 

information resulting from work carried out to date and information the Consultant has 

obtained which he has a responsibility to provide under this contract. 

Payment on termination 

A final payment is made as soon as possible after termination. The amount due on 

termination includes 

an amount due assessed as for normal payments and 

other costs reasonably incurred by the Consultant in expectation of 

completing the whole of the services and to which Consultant is committed. 

If the Employer terminates because of the 

26

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insolvency of the Consultant or 

substantial failure of the Consultant to comply with his obligations, 

the amount due on termination includes a deduction of the forecast of the additional 

cost to the Employer of completing the whole of the services. 

Please provide three copies of your tender submission for tender panel review 

purposes. 

27

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Part 5 

Lead Consultant 

Practice Information 

28

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This part of the tender document is to be completed by the Lead Consultant only. 

5.1 Contact details 

Practice 

Address 

Postcode 

Tel no. 

Fax no. 

Email 

Website 

5.2 Status and formation/registration 

Please indicate practice/company status (tick as appropriate) 

Sole trader 

Private Ltd/Company 

Public Ltd/Company 

Partnership 

Government body 

Other (please specify) 

Formation/registration. 

Formation / Registration 

Date 

Company Registration No 

29

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5.3 Partners/Directors; staff and main contact details 

Provide details of all partners/directors and key personnel in the practice and their 

qualifications/professional membership/experience relevant to this brief. Please also 

indicate who will be directly involved in this project at the various stages. 

Name 

Qualifications/professional 

memberships/ 

relevant experience 

Length of 

service 

Direct 

involvement 

in Brandywell 

project? 

Please provide details of number and type of staff 

Type of staff 

Number currently employed 

Please name a sole point of contact within your company who will be responsible for 

this project. 

Name 

Address 

Postcode 

Position 

Tel no. 

Mobile 

Email 

30

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5.4 Financial Details 

Who is the person responsible for financial matters in your practice? 

Name 

Address 

Postcode 

Position 

Tel no. 

Mobile 

Email 

Please indicate the annual turnover for the practice for each of the last three financial 

years. 

Financial Year Financial Year End Date Total turnover 

2009/10 

2008/9 

2007/8 

Provide confirmation that neither the Lead Consultant, nor any member of the Design 

Team, has been subject to a winding up, or other insolvency proceedings, whether 

voluntary or by creditors, or has had a receiver or administrator appointed to it‟s 

undertaking or any part, or entered into any form or arrangement with creditors. 

Neither this company nor any member of our Design Team has been subject to a 

winding up, or other insolvency proceedings, as detailed above: 

Signed ……………………………………………………………… 

Position………………………………………………… 

(Tenderers who do not sign the above declaration will be excluded) 

Provide name and address of Company‟s Bankers and a letter of good financial 

standing from the Company‟s bankers. 

5.5 Insurances 

Please provide details of all insurances held by the practice. Photocopied evidence 

should be supplied with your submission. Should the required levels of cover not be 

in place, evidence that the required levels can be obtained should be provided. 

31

____________________________________________________________________ 

Insurance type Value Expires 

Public Liability 

(Minimum £10m) 

Employers liability 

(Minimum £10m) 

Professional 

Indemnity (Min £5m) 

Specialist/Other 

Provide details of any current or past insurance claims or litigation associated with 

your practice in the last 5 years. 

5.6 Health & Safety 

Provide a copy of your Company‟s current Health and Safety Policy and details of 

any in-house or externally certified Health and Safety Management System operated 

by the company including the person responsible and registration details. 

System 

Registration No 

Date of Registration 

Person Responsible 

Address 

Postcode 

Position 

Tel no. 

Email 

Provide details of any accidents/incidents reported by your organisation to the HSE 

within the past five years. 

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Have any formal notices (improvements or prohibitions) or legal proceedings been 

issued against your organisation by the HSE in the last five years, if so please 

provide details? 

5.7 Quality Management Systems 

Provide details of any in-house or externally certified Quality Management System 

operated by the company including person responsible and registration details. 

System 




Address 

Postcode 

Position 

Tel no. 

Email 

5.8 Environmental Management Systems 

Provide details of any in-house or externally certified Environmental Management 

System operated by the company including person responsible and registration 

details. 

System 




Address 

Postcode 

Position 

Tel no. 

Email 

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5.9 Fair Employment / Equal Opportunities 

Does your company comply with or undertake to comply fully with legislation in 

Northern Ireland on: 

(a) 

Fair Employment 

YES 

NO 

Please enclose details of your firm‟s policy and procedures in respect of Fair 

Employment. 

(b) 

Equal Opportunities 

YES 

NO 

Please enclose details of your firm‟s policy and procedures in respect of Equal 

Opportunities. 

(c) Section 75 

YES 

NO 

Please enclose details of your firm‟s policy and procedures in respect of Section 75. 

5.10 Membership of Professional Bodies 

Provide details of any Professional Bodies of which the Practice is a member. 

Professional Body 

Membership Details and Registration No 

34

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Part 6 

Project Team Information 

35

____________________________________________________________________ 

6.1 Instructions for completion of Part 6 

Tenders will be assessed in two stages. 

6.2 Stage 1 - Experience and Expertise Assessment 

Stage 1 of the assessment process will be an examination of the experience and 

expertise of the Lead Consultant, Lighting Designer and Project Team. Scoring 

criteria is used with an indicated total minimum score to be achieved by each of the 

Lead Consultant, Lighting Designer and Project Team. Failure to meet the 

minimum score in any area results in the tender package (quality/cost 

elements) not being scored and therefore the submission is not considered 

further. 

Maximum 

Achievable Score 

Minimum total 

Mandatory Score 

Relevant Experience and Expertise of Lead Consultant (see 6.3) 30 18 

Relevant Experience and Expertise of Lighting Designer (see 6.4) 30 18 

Relevant Experience and Expertise of Project Team (see 6.5) 40 24 

TOTAL 100 marks 60 marks 

Scores achieved at qualification stage (i.e. Stage 1) by those meeting the 

minimum requirements are not considered further in the quality assessment. 

Tenders that pass Stage 1 will then pass to Stage 2. The Stage 2 submission will be 

assessed on the basis of both Quality (70%) and Cost (30%). The Quality 

assessment will be based on the information provided in Parts 6.6 

The Lead Consultant should provide all information requested in 6.3 relating to their 

own individual experience and expertise, assemble a multidisciplinary team and 

ensure the lighting designers and each of the other team members provides all 

relevant information as requested in 6.4 & 6.5 respectively. The Lead Consultant is 

also required to prepare a detailed methodology and project programme as 

requested in 6.6 (i.e. the quality assessment). 

All information must be supplied within the templates provided, Project Team 

CVs/company profiles provided as supplementary information will not be 

assessed. 

It is the responsibility of the Lead Consultant to verify the professional and technical 

ability of all Project team members involved. The Lead Consultant shall ensure that 

Project Team members possess and meet at a minimum all relevant: 

• Standards of knowledge, ability, expertise and experience required to 

carry out a project of this nature and complexity. 

• Qualifications and technical capacity requirements; 

• Personnel and staff resources with main point of contact identified; 

• Financial status; 

• Insurances; 

• Fair Employment/Equal Opportunities practices; 

• Health and Safety requirements. 

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____________________________________________________________________ 

6.3 Relevant Experience and Expertise of Lead Consultant 30% 

The Lead Consultant should provide details of three projects of a similar complexity 

and/or nature to that required for the Lighting Project (i.e. external lighting projects for 

historic and or prominent civic buildings, such as churches, castles, town halls, city 

walls, etc ) undertaken within the last 5 years for which they have acted as Lead 

Consultant. 

Please note that this section is about the experience of the individual that 

will lead the project and not the practice. 

6.3.1 Project Summary Sheets 

Project Summary Sheets should be provided on a maximum of two A4 pages per 

project and should include the following information (at minimum allowable font size 

of Arial 10); 

6.3.2 Experience and Expertise 

Project Name 

Client Name and Contact Details (who may be approached for a 

reference) 

Practice Involvement 

Project Description 

Images of illuminated buildings/monuments/structures 

Type of Contract and Duration 

Final Contract Sum and details of any overspend or programme 

overruns 

External Funding Bodies 

Grade listing of Buildings (i.e. A, B. etc) 

Key Practice staff involved 

Drawing on experience gained in the examples provided above the Lead Consultant 

should provide evidence of their individual experience in the following areas, by 

completing the template below. 

Practice Name: 

Name of Lead Consultant: 

Professional Qualifications: 

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Employment History: 

Experience in: 

Marks 

1. The Project Management of the design and implementation of lighting 

schemes to illuminate the exterior of historic and listed buildings/monuments/ 

structures of similar scale and variety required for this project. 

30 

2. The Project Management of „Design & Build‟ projects, with particular reference 

to lighting schemes to illuminate the exterior of historic and listed 

buildings/monuments/structures of similar scale and variety required for this 

project. 

20 

2. Working with NIEA and Planning Service and other regulatory/statutory bodies 

in developing and getting approval of schemes for the exterior lighting of 


project. 

20 

3. Working with Specialist Lighting Designers on similar projects. 10 

4. The preparation and implementation of Project Quality Plans for similar 

projects. 

10 

5. The preparation and implementation of Risk and Performance Management 

Strategies. 

10 

7. Using the NEC 3 suite of contracts including their use in Design & Build 

projects 

20 

8. Acting as Client Advisor on „Design & Build‟ projects, with particular reference 

to lighting schemes to illuminate the exterior of historic buildings/monuments 

/structures. 

20 

8. Working with proposed project team members on similar projects, please 

provide a matrix to illustrate your response demonstrating which disciplines have 

worked together on which projects. 

20 

9. The Lead Consultant must outline their ability to provide an ongoing interface 

with the Derry City Council and Build Heritage Partnership at a local level and 

outline the management of the project on a day to day basis, including the 

construction phase of the works. How will they respond to short notice requests 

for construction information, site inspections, coordinating/approving site lighting 

trails/mock ups and attendance at technical meetings. Clarify staff resource 

commitment to site during construction phase of works. 

20 

38

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6.3.3 Resources, Workloads & Capability to Deliver 

Please provide evidence of the company‟s personnel resources and IT resources 

including current workload and the capability to deliver this project. 

20 

Total % = (Total Marks/200)*30 

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6.4 Relevant Experience and Expertise of Building Lighting Designer 30% 

The Building Lighting Designer should provide details of three projects of a similar 

complexity and/or nature to that required for the Walled City Lighting Project (i.e. 

external lighting projects for historic and/or prominent civic buildings/monuments/ 

structures, such as churches, castles, town halls, city walls, bridges, etc) undertaken 

within the last 5 years for which they have acted as Building Lighting Designer. The 

individual shall be employed by a practice, or company, whose main function is the 

design of external building lighting schemes and not a lighting equipment 

manufacture, or supplier. Street lighting design shall not been deemed appropriate 

experience for the services required for this commission. 

Please note that this section is about the experience of the individual that 

will lead the project and not the practice. 


Project Summary Sheets should be provided on a maximum of two A4 pages per 


of Arial 10); 



reference) 



Images of illuminated buildings/monuments/structures 


Final Contract Sum and details of any overspend or programme 

overruns 


Grade listing of Buildings (i.e. A, B. etc) 



Drawing on experience gained in the examples provided above the Lead Consultant 

should provide evidence of their individual experience in the following areas, by 

completing the template below. 

Practice Name: 

Name of Lead Consultant: 


40

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Experience in: 

Marks 

1. The design and implementation of lighting schemes to illuminate the exterior 

of prominent historic and listed buildings/monuments/structures of similar scale 

30 

and variety required for this project. 

. 

2. Preparing Energy Efficient, Low Carbon, Sustainable designs to illuminate the 

exterior of prominent historic and listed buildings/monuments/structures of 

similar scale and variety required for this project. 15 

3. Undertaking trail lighting schemes to inform design and option selection. 

10 




project. 

15 

5. Working with electrical consulting engineers and conservation architects on 

similar projects. 

10 

6. The Lighting Designer must outline their ability to provide an ongoing interface 

with the Lead Consultant, Design Team, Derry City Council and Build Heritage 

Partners at a local level and outline their proposals for on site management of 

their aspects of the project during the construction phase of the works. How will 

they respond to short notice requests for construction information, site 

inspections, coordinating/approving site lighting trails/mock ups and attendance 

at technical meetings. Clarify staff resource commitment to site during 

construction phase of works. 

20 



including current workload and the capability to deliver this project. Particular 

evidence to be given of lighting imaging software. 

20 


41

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6.5 Relevant Experience and Expertise of Project Team 40% 

The Lead Consultant shall assemble, co-ordinate and lead a multidisciplinary team of 

Specialist Consultants. 

6.5.1 Project Team Structure 30 marks 

A proposed Project Team structure should be submitted which clearly identifies and 

details the duties and responsibilities of key persons and lines of communication 

across all disciplines within the project team. 


The Lead Consultant shall ensure that each member of the project team provides 

details of three projects undertaken within the last 5 years of a similar complexity 

and/or nature to that required for design of flood lighting for the exterior of historic 

buildings for which the members have provided professional services. 

Project summary sheets should be provided on a maximum of two A4 pages per 


of Arial 10); 



reference) 



Images of illuminated buildings 


Final Contract Sum and details of any overspend 




Drawing on experience gained in the examples provided above the key project 

individual within each discipline should provide evidence of their experience 

where relevant in the following areas, by completing the appropriate sections of the 

template below. 

Project Team Discipline: 

Only complete where relevant to each discipline. 

Name of Company/Practice: 

Name of Key Person: 

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Experience in (complete sections relevant to particular discipline): 

Marks 

1. The design and construction of lighting systems to illuminate the exterior of 

historic and listed buildings/monuments/ structures of similar scale and variety 

required for this project. 

30 

To be completed by Electrical Consultant, Conservation Architect, 


2. The design of a safe means of ingress and egress for maintenance of 

electrical equipment. 

To be completed by Electrical Engineer, Conservation Architect, 


3. Providing cost information on lighting designs and tender documentation for 

same, with particular reference to experience in the illumination of the exterior of 

historic and listed buildings/monuments/ structures of similar scale and variety 

required for this project. 

15 

20 

To be completed by Quantity Surveyor / Cost Consultant 

4. Providing cost information on „Design & Build‟ lighting projects, with particular 

reference to cost management during the construction phase of the works. 

20 





project. 

15 

To be completed by design team member responsible for obtaining 

planning approval of works e.g. planning consultant 

6. Preparing Energy Efficient, Low Carbon, Low Maintenance, Sustainable 

designs to illuminate the exterior of historic and listed buildings/monuments/ 

structures of similar scale and variety required for this project. 

30 

To be completed by Electrical Engineer 

7. Acting as Client Advisor of on „Design & Build‟ projects, including compiling 

exemplar designs/specifications/tender documentation, approving Contractor‟s 

detailed designs and supervision of the works during the construction phase of 

the project. 

20 

To be completed by Electrical Engineer, Conservation Architect, Quantity 

Surveyor / Cost Consultant, Civil/Structural Engineer 

43

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8. Acting as the CDM Coordinator with particular reference to experience in the 

illumination of the exterior of buildings/monuments/ structures of similar scale 

and variety required for this project, or installation of electrical plant about the 

exterior of buildings. 

20 




including current workload and the capability to deliver this project. 

. 

To be completed by All Disciplines 10 


44

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6.6 Stage 2 - Quality Assessment 70% 

To be completed by Lead Consultant only 

6.6.1 Methodology 60% 

Please provide a detailed methodology for the delivery of the project outlining how 

the team proposes to manage and carry the project forward making specific 

reference to the following 

Available Marks 

1) Understanding of the brief 10 

2) Establishing key stakeholders and consulting with same 10 

3) Identify key challenges of this project including, design, cost, 

programme, site specific issues and how you will manage them 10 

4) Overall project methodology 30 

5) Risk management 10 

6) Change management 10 

7) Cost management 10 

8) H&S management- design phase 10 

9) Proposed project programme and programme management 10 

10) Procurement strategy 10 

11) Contract administration 10 

12) Site Supervision 10 

13) H&S management- construction phase 10 

Total Available Marks = 150 

Total % Quality Score= (Total Marks/150)*70 

Any additional work which the Team considers necessary for the completion of the 

project should be highlighted within the above methodology and included within the 

Fee Proposal in Part 7 

6.6.2 Programme 10% 

Please provide a detailed project programme outlining the various stages in the 

process and key milestones for the delivery of the project, including the following 

minimum number of stages: 

1) Appraisal & Strategic Briefing 

2) Prequalification of Contractors 

3) Outline Proposals 

4) Detailed Proposals 

5) Detailed Design 

6) Final Design 

7) Production Information 

8) Tender Documentation 

9) Tender Period 

10) Tender Assessment 

11) Council Approvals* 

12) Contractor Mobilisation 

13) Production and Approval of Contractors Design Development 

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14) Contract Period 

15) Snagging 

16) Commissioning, Training and Handover 

17) Compilation of CDM H&S File 

*An item will have to be approved by both the Council‟s Environmental Services 

Committee and Full Council before a Contractor can be appointed. ES Committee 

meets on the first Tuesday of each month and Full Council on the last Thursday of 

each Month. To submit an item to ES committee, a draft version of the item must be 

with the City Engineer three Fridays before the next ES Committee date. 

46

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Part 7 

Fee Proposal 

Form of Agreement 

Form of Tender 

47

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7.1 Stage 2 - Fee Proposal 

Derry City Council wish to appoint an Electrical Consultant Engineer as Lead 

Consultant who shall assemble, co-ordinate and lead a multi-disciplinary team of 

specialist consultants to carry forward the Design and implementation of the Walled 

City Lighting Project. 

Tenderers are requested to provide a fee proposal to undertake each stage of the 

works as outlined in Part 3 to completion. For the purposes of this tender, the 

estimated construction cost for the proposed works will be £1,200,000.00 (ex. VAT). 

The fee used for tender cost comparison will be based on a percentage fee for the 

whole team of the estimated construction cost (i.e. £1.2M ex VAT) along with a 

breakdown of the percentage fee for each discipline of the design team for the 

various ACE Stages inclusive of all costs and expenses. This fee sum will be used 

for tender assessment purposes only, in conjunction with a design fee contingency 

sum and supervision fee detailed below. See also below for how actual fees will be 

paid to the appointed design team. 

The actual fees paid to the design team once appointed will be based on a 

percentage fee for the whole team of the final outturn cost of the completed project 

along with a breakdown of the percentage fee for each discipline of the design team 

for the various ACE Stages inclusive of all costs and expenses. Interim fees for 

Stages A, SB, OP & DP will be a percentage of the above estimated construction 

cost. Interim fees for Stages FP, PI, TD & TA will be a percentage of the Stage PI 

cost estimate. The fee for the remaining ACE Stages will be based on a percentage 

of the final outturn cost of the completed project less the interim fees for the 

preceding stages. 

Hourly rates for key staff within each discipline of the team shall be provided which 

will be extended against a contingency time allowance for each discipline and staff 

grade to arrive at a design contingency sum which will be added to the above fee 

sums (refer to Table 2). The rates quoted are to remain fixed for the duration of each 

phase. The fee for Site Supervision/Clerk of Works will be on a similar time based 

approach (refer to bottom of Table 1). 

Tenderers should include the following disciplines within their proposal as a minimum 

and highlight any additional service or cost that they feel will be required to 

completed this assignment and price accordingly. 

Electrical Consultant Engineer as Lead Consultant 

Specialist Building Lighting Designer 



Quantity Surveyor/Cost Consultant 


CDM Co-ordinator 

Site Supervisor / Clerk of Works 

Derry City Council will make the initial and any subsequent appointment subject to 

the availability of funding. 

Any omissions or gaps in this brief should be identified and priced as necessary by 

the Lead Consultant in their tender submission. 

48

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7.2 Standard Agreement for the Appointment of an Architect 

The Lead Electrical Consultant will be engaged under the Association for Consulting 

and Engineering ACE Agreement 1: Design 2009 Edition incorporating June 2009 

amendments including the full range of services (i.e. G1 & G2) and other services 

(i.e. all G3 & G4) as set out in ACE Schedule of Services Part G (b) Lead Consultant 

- Design. 

The Lead Consultant will be the Client‟s main and single point of contact with the 

Project Team 

The Lead Consultant will be responsible for the appointment and remuneration of the 

other disciplines after the consultants / sub consultants have been agreed by the 

client. 

49

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7.3 Form of Tender 

„Specialist Consultancy Services – Walled City Lighting Project – Phase 1‟ 

To: Derry City Council, Council Offices, 98 Strand Road, Derry BT48 7NN 

Members: 

Having examined all documentation bound in this Invitation Document as listed in the 

Table of Contents. I/we undertake to provide the above-mentioned services in 

conformity with this tender for the following prices: - 

50

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Table 1 – Fee Percentages 

Walled City Lighting Project – Fee Percentages Inclusive of all Expenses (Estimated Construction Cost £1.2m) 

ACE STAGES 

Specialist Discipline 

A & SB OP DP FP PI TD & TA MCC %, or Cost as applicable 


Building Lighting Designer 

Electrical Engineer 



Quantity Surveyor 


CDM Coordinator 

Total Fee % for all Disciplines 

Total Cost of Fee % services based on estimated costs of £1.2m (i.e. Total Fee % x £1,200,000) = £ 

Any other costs for additional or other services (please state nature of cost and express as a lump sum) = £ 

Cost A: Total Design Fee = £ 

Supervision/Clerk of Works 

Supervision based on Clerk of Works working 4 hrs per day for 12 weeks = 4hr x 5 days x 12 weeks x enter rate here……….....= £ 

Contingency Fee Sum 

Contingency Fee Sum carried over from Table 2 overleaf.= £ 

Cost B: Total Supervision Costs & Contingency Fee = £ 

COST C: TOTAL OVERALL FEE = £ 

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Table 2 - Contingency Fee Sum 

Discipline & Grade of Staff Hourly rate No. of Hours Sum 


Lead Consultant 21 

Lighting Designer 

Director/Partner/ Principal 10 

Associate Director/Associate 10 

Senior Designer 5 

Graduate Designer 5 

Technician 5 

Electrical Consultant Engineer 



Senior/Chartered Engineer 10 

Graduate Engineer 5 

Technician 5 


Architect 10 

Technician 5 




Senior/Chartered Engineer 10 

Graduate Engineer 5 

Technician 5 

Quantity Surveyor 



Senior/Chartered QS 10 

Graduate QS 5 

Technician 5 

CDM Coordinator 

CDM Coordinator 10 


Planning Consultant 10 

Total Contingency Fee = 

I/we agree that all prices contained in the above tables will be fixed for the duration of 

each project phase. 

52

____________________________________________________________________ 

I/we understand that you are not bound to accept the lowest or any tender. 

Signed: ……………………………………………………………………………….. 

For or on Behalf of: …………………………………………………………………. 

Address: ………………………………………………………………………………. 

Position in Company: ……………………..……… Date: ………………………... 

Note: to be signed by the Lead Consultant on behalf of the entire project team 

and to be returned with tender submission. 

53

____________________________________________________________________ 

7.4 Cost for 3D Modelling 

The design team may be requested to produce 3D rendered models of the buildings 

showing the effect of the proposed lighting on same. Therefore, the design team shall 

ensure that they have access to and use of the appropriate modelling software. 

Provide cost for producing lit, 3D rendered models of each of the following buildings. 

It should be noted that these costs will not be used in the evaluation of the cost 

element of the tenders. Derry City Council reserves the right to accept, or 

review, each element should the service be required. 

Building/Monument/structure 

Cost 

Guildhall.....................................................................____________ 

St Columb‟s Cathedral...............................................____________ 

Playhouse Theatre.....................................................____________ 

First Presbyterian Church..........................................____________ 

Apprentice Boys Memorial Hall..................................____________ 

Craigavon Bridge.......................................................____________ 

Aras Colmcille............................................................____________ 

54

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Part 8 

Evaluation and Award Criteria 

55

____________________________________________________________________ 

8.0 Evaluation and Award Criteria 

Tenders will be assessed in two stages. 

8.1 Stage 1 – Experience and Expertise Assessment (Pass/Fail) 

Stage 1 of the assessment process will be an examination of the experience and 

expertise of the Lead Consultant, Lighting Designer and Project Team. Scoring 

criteria is used with an indicated minimum score to be achieved by each of the Lead 

Consultant, Lighting Designer and Project Team. Failure to meet the minimum 

score in any area results in the tender package (quality/cost elements) not 

being scored and therefore the submission is not considered further. 

Maximum 

Achievable Score 

Minimum 

Mandatory Score 

Relevant Experience and Expertise of Lead Consultant 30 18 

Relevant Experience and Expertise of Lighting Designer 30 18 

Relevant Experience and Expertise of Project Team 40 24 

TOTAL 100 marks 60 marks 

Scores achieved at qualification stage by those meeting the minimum 

requirements are not considered further in the quality assessment. 

8.1 Stage 2 - Quality Assessment 70% 

Tenders that pass Stage 1 will then pass to Stage 2. The Stage 2 submission be 

assessed on the basis of both Quality (70%) and Cost (30%). The Quality 

assessment will be based on the information provided in Part 6.6 set against the 

following criteria: 

Methodology 60% 

Programme 10% 

Submissions that do not contain all the information requested in Parts 5, 6, 7 and 9 of 

this document may not be assessed. 

The initial appointment will be up to Stage OP works only with progression 

through all ACE Stages and project phases being subject to the approval of the 

Client Team. 

Unless otherwise stated, the Quality information requested will be evaluated as 

follows; 

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Band Comments Marking out of 

5 10 15 20 25 30 50 

1 

Fully detailed evidence provided, very minor 

concerns on detail, relevence or complexity 

5 9-10 13-15 17-20 21-25 25-30 41-50 

2 

Detailed evidence provided, some concerns on 

detail, relevence or complexity 

4 7-8 10-12 13-16 16-20 19-24 31-40 

3 

Reasonable evidence, lacking in detail, relevance 

or complexity 

3 5-6 7-9 9-12 11-15 13-18 21-30 

4 

Limited evidence provided, significant concerns 

on detail, relevence or complexity 

2 3-4 4-6 5-8 6-10 7-12 11-20 

5 

Little or no evidence provided, very significant 

concerns on detail, relevence or complexity 

1 1-2 1-3 1-4 1-5 1-6 1-10 

8.3 Stage 2 - Cost Assessment 30% 

The price scoring mechanism set out below will be used in order to convert the total overall 

price into a score. 

Tenderer‟s Price score = Lowest Tender Assessment Total Price x 100% 

Tenderer‟s Tender Assessment Total Price 

(All calculations will be carried to two decimal places). 

EXAMPLE - Five tenders received with the following prices 

Tenderer (T) 

Price 

1 £ 2,225,125 

2 £ 2,375,500 

3 £ 2,450,625 

4 £ 2,760,225 

5 £ 2,915,125 

[Adjust price to suit particular project] 

Tender prices converted to a score out of 100 

Tenderer (T) 

Score 

1 100.00 

2 93.67 

3 90.80 

4 80.61 

5 76.33 

57

____________________________________________________________________ 

Part 9 

Declarations to be completed 

by Lead Consultant & 

Submissions Checklist 

58

____________________________________________________________________ 

9.1 Form of Assurance 

Health & Safety at Work (Northern Ireland) Order 1978 

The Tenderer‟s attention is drawn to the provision of the above Order, which became law on 

1 May 1979, and in particular to Clause 4 of the Order “General Duties of Employers to their 

Employees”. 

I undertake in the event of my tender being accepted to carryout these works with due 

regard to the provisions of the Health & Safety at Work (Northern Ireland) Order 1978 and all 

attendance Regulations made there under. 

Site staff shall be adequately trained, instructed and supervised to ensure so far as is 

reasonably practicable the Health and Safety of all persons who may be affected by the 

works under this Contract. 

Before commencing work I will prepare a written policy on the Health and Safety of any 

employee engaged in this work together with written organisational arrangements for 

carrying out the policy. 

Signed by: ___________________ ______________________________ 

Signature 

Name in block letters 

Position in Organisation: 

_______________________________________ 

Date: 

________________________________________________________ 

On Behalf of: _________________________________________________ 

(name of organisation) 

Address: 

_____________________________________________________ 

_____________________________________________________________ 

Note: To be signed by the Lead Consultant on behalf of the entire project team and to 

be returned with tender submission. 

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____________________________________________________________________ 

9.2 Collusive Tendering Certificate 

We certify that this is a bona fide tender and that we have not fixed or adjusted the amount 

of the tender by or under or in accordance with any agreement or arrangement with any 

other person. We also clarify that we have not done and we undertake that we will not do 

any time before the hour and date specified for the return of this tender, any of the following 

acts: 

1. Communicating to a person other than the person calling for these tenders, the amount 

or approximate amount of the proposed tender, except where the disclosure, in 

confidence, of the appropriate amount of the tender was necessary to obtain premium 

quotations required for the preparation of tender. 

2. Entering into any agreement or arrangement with any other person that he shall refrain 

from tendering or as to the amount of any tender to be submitted. 

3. Offering or paying or giving or agreeing to pay or give any sum of money or valuable 

consideration, directly or indirectly to any person for doing or having done or causing to 

be done, in relation to any other tender or proposed tender for the said work, any act or 

thing of any sort described above. 

In this certificate the word „person‟ including any persons and anybody or association, 

corporation or unincorporated and „any agreement or arrangement‟ included any such 

transaction formal or informal and whether legally binding or not. 

Signed by: ___________________ ______________________________ 

Signature 



_______________________________________ 

Date: 

________________________________________________________ 

On Behalf of: _________________________________________________ 


Address: 

_____________________________________________________ 

_____________________________________________________________ 

Note:To be signed by the Lead Consultant on behalf of the entire project team and 

to be returned with tender submission. 

60

____________________________________________________________________ 

9.3 Declaration of Commitment to Promoting Equality of Opportunity and 

Good Relations 

Preamble 

Under Section 75 of the Northern Ireland Act 1998 Derry City Council must have due regard 

to the need to promote equality of opportunity: 

Between persons of different religious belief, political opinion, racial group, 

age, marital status, or sexual orientation; 

Between men and women generally; 

Between persons with a disability and persons without; 

Between persons with dependants and persons without. 

In addition the Council must also have regard to the desirability of promoting good relations 

between persons of different religious belief, political opinion or racial group. 

The Council is committed to fulfilling these obligations and is keen to not only ensure that 

suppliers of goods and services, contractors undertaking work on behalf of the Council. And 

groups who receive support from the Council do not act in any way that would contravene 

the Council‟s statutory equality duties but also that they help promote equality of opportunity 

and good relations within their own area and organisation. 

It is therefore a condition of any offer to grant aid/support or contract for goods or services 

that the Chief Executive, Managing Director or other authorised person signs, on behalf of 

their organisation, the declaration below. This declaration will confirm that the organisation 

is committed to promoting equality of opportunity and good relations and will not act in any 

way that will undermine the Council‟s commitment to fulfil its statutory obligations. 

The Council will not enter into any contract or provide support/grant aid to any 

organisation which does not sign the Declaration of Commitment to the Promotion of 

Equality of Opportunity and Good Relations. 

61

____________________________________________________________________ 

Declaration of Commitment to Promoting Equality of Opportunity and Good Relations 

(continued) 

We (insert name of organisation): ………………………………………………………… 

recognise Derry City Council‟s duty to have due regard to the need to promote equality of 

opportunity: 

• Between persons of different religious belief, political opinion, racial group, age, 

marital status or sexual orientation 

• Between men and women generally 

• Between persons with a disability and persons without 

• Between persons with dependants and persons without 

And to have regard to the desirability of promoting good relations between persons of 

different religious belief, political opinion and racial group. 

We undertake not to act in any way that would contravene the Council’s statutory 

obligations and are committed to promoting good relations and equality of 

opportunity in all out activities (including in the recruitment, promotion and training of 

all our staff). 

Signed by: ___________________ ______________________________ 

Signature 



_______________________________________ 

Date: 

________________________________________________________ 

On Behalf of: _________________________________________________ 


Address: 

_____________________________________________________ 

_____________________________________________________________ 

Note: to be signed by the Lead Consultant on behalf of the entire project team and 


62

____________________________________________________________________ 

9.4 Fair Employment Declaration 

Fair Employment and Treatment (Northern Ireland) Order 1998 

1. Article 64 of the Fair Employment and Treatment (NI) Order 1998 (“the Order”) 

provided inter alia that a public authority shall not accept an offer to execute any work 

or supply any goods or services where the offer is made by an unqualified person in 

response to an invitation by the public authority to submit offers. Article 64 also 

provides that the public authority shall take all such steps as are reasonable to 

secure that no work is executed or goods or services supplied for the purposes of 

such contracts as are mentioned above by an unqualified person. 

2. An unqualified person is either an employer who, having been in default if the 

circumstances specified in Article 62(1) of the Order, has been served with a notice 

by the Fair Employment Commission stating that he is not qualified for the purposes 

of Articles 64-66 of the Order or an employer who, by reason of connection with an 

employer on whom has been served a notice to that effect, has also been served 

with such a notice. 

3. Mindful of its obligations under the Order, DERRY CITY COUNCIL has decided that 

it shall be a condition of tendering that a contractor shall not be an unqualified person 

for the purposes of Articles 64-66 of the Order. 

4. Contractors are, therefore, asked to complete and return the attached 

Declaration/Undertaking, with their quotation/tender, to confirm that they are not 

unqualified persons and to undertake that no work shall be executed or goods or 

services supplied by an unqualified person for the purposes of any contract with a 

Council to which Article 64 of the Order applies. 

I/We ______________________________________ hereby declare that I am/we are 

not an unqualified person for the purposes of the Fair Employment and Treatment (Northern 

Ireland) Order 1998. I/We undertake that no work shall be executed or good or services 

supplied by any unqualified person for the purposes of any contract with the DERRY CITY 

COUNCIL to which Section 64 of the Order applies. 

Signed by: ___________________ ______________________________ 

Signature 



_______________________________________ 

Date: 

________________________________________________________ 

On Behalf of: _________________________________________________ 


Address: _____________________________________________________ 

_____________________________________________________________ 

Note: to be signed by the Lead Consultant on behalf of the entire project team and 


63

____________________________________________________________________ 

9.5 Freedom Of Information 

Derry City Council is subject to the provisions of the Freedom of Information Act 2000. 

Should any tenderer consider that any of the information supplied by them is either 

commercially sensitive or confidential in nature, this should be highlighted and the reasons 

for its sensitivity specified. In such cases, the relevant material will, in response to FOI 

requests, be examined in light of the exemptions provided for in the FOI Act. 

Tenderers should be aware that the information provided in the completed tender and 

contractual documents could be disclosed in response to a request under the Freedom of 

Information Act. No information provided by Tenderers will be accepted “in confidence” and 

Derry City Council accepts no liability for loss as a result of any information disclosed in 

response to a request under the Freedom of Information Act. 

Derry City Council has no discretion whether or not to disclose information in response to a 

request under the Freedom of Information Act, unless an exemption applies. Disclosure 

decisions will be taken by appropriate individuals in Derry City Council having due regard to 

the exemptions available and the Public Interest. Tenderers are required to highlight 

information that they include in the tender documents, which they consider to be 

commercially sensitive or confidential in nature, and should state the precise reasons, why 

that view is taken. In particular, issues concerning trade secrets and commercial sensitivity 

should be highlighted. Tenderers are advised against recording unnecessary information. 

In accordance with the Lord Chancellors code of Practice on the discharge of public 

functions, Derry City Council will not accept any contractual term that purports to restrict the 

disclosure of information held by the Council in respect of the contract or tender exercise 

save as permitted by the Freedom of Information Act. The decision whether to disclose 

information rests solely with Derry City Council. 

Derry City Council will consult with tenderers, where it is considered appropriate, in relation 

to the release of controversial information. Tenderers will be notified by the council of any 

disclosure of information relating to them. 

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9.6 Non-Submittal of Tender Form 

Please fax this form by the closing date of Friday 3 June 2011 if your organisation has 

registered your intent to tender, but is subsequently unable to return a tender. 

FAO: 

E-mail 

City Engineer 




Derry 

BT48 7NN 

francis.morrison@derrycity.gov.uk 

Tender – ‘Specialist Consultancy Services – Walled City Lighting Project 

Organisation: ___________________________________________________________ 

Our company is unable to return a tender submission for this project for the following reason: 

Unable to submit in timescale 

Unable to complete work within required programme 

Other (please specify below) 

…………………………………………………………………………………………….. 

…………………………………………………………………………………………….. 

…………………………………………………………………………………………….. 

Signed: …………………………………………………………………………………… 

For or on Behalf of: ……………………………………………………………………… 

Address: ………………………………………………………………………………….. 

………………………………………………………………………………….. 

………………………………………………………………………………….. 

………………………………………………………………………………….. 

Position in Company: ……………………………………………. Date: ..……………. 

Note: to be signed by the Lead Consultant on behalf of the entire project team and to 

be returned with tender submission. 

65

____________________________________________________________________ 

9.7 Submission Checklist 

Before submitting your tender please ensure that you have: 

Stage 1 - Experience and Expertise Assessment 

(i) Provided for the Lead Consultant (refer to 6.3) 

a. Practice Details as requested in Part 5 

b. Project Summary Sheets 

c. Details of the experience and expertise 

d. Outlined their ability to provide ongoing interface with the Client 

(ii) Provided for the Lighting Designer (refer to 6.4) 

a. Project Summary Sheets for each discipline 

b. Details of relevant experience and expertise for each discipline 

c. Details of resources 

(iii) Provided for the Project Team (refer to 6.5) 

a. Proposed Team Structure 

b. Project Summary Sheets for each discipline 

c. Details of relevant experience and expertise for each discipline 

d. Details of resources 

Stage 2 – Quality Assessment 

(iv) Provided for the project (refer to 6.6) 

a. Detailed methodology 

b. Detailed project programme 

Stage 2 – Cost Assessment 

(v) Fee proposal as requested in Part 7 

Declarations 

(vi) Signed declarations as requested in Part 9 

(vi) 

Enclosed this document in its entirety 

To whom the tenders should be addressed: 

Tender – ‘Specialist Consultancy Services – Walled City Lighting Project’ 

Mr J Meehan 

Acting Town Clerk & Chief Executive 



Derry BT48 7NN 

So as to arrive no later than 12.00 noon on Friday 3 June 2011. 

66

Walled City Lighting Project, Derry ~ Londonderry - Derry City Council

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