Project Management and Cost Management Services for Office Fit-Out for the Consulate General of Ireland, Melbourne, Victoria, Australia

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The tender seeks a Project Manager and Cost Control Manager to oversee the office fit-out for the Consulate General of Ireland in Melbourne. The project encompasses the entire lifecycle from inception to completion, including technical due diligence, procurement, and management of design and construction teams.

• Technical Due Diligence: Conduct a survey and furnish a report and test fit for the relevant space.
• Design Team Procurement: Engage architects, mechanical and electrical engineers, fire and structural engineers, and planning consultants.
• Construction Management: Oversee the procurement and management of a building contractor.
• Project Management: Manage the project through design and construction stages, ensuring delivery of a completed office space.
• Cost Management: Provide cost estimating and value engineering services.
• Quality Design: Ensure a mid to high-end quality design solution in line with the Consulate's mandate.
• Space Utilization: Fit-out to accommodate 400-500 sqm of usable space.
• Review Periods: Include a minimum of 2 weeks review at the end of each design stage and 4 weeks for tender return assessments.
• Contract Exchange: Allow a minimum of 2 weeks for contract exchange.
• ICT Fit-out: Complete a 3/4 weeks ICT fit-out post handover.

3. Background & buyer context

This procurement is initiated by the Department of Foreign Affairs and Trade to establish a permanent office for the Consulate General of Ireland in Melbourne. The project aligns with the Consulate's mission to enhance Ireland's representation and foster economic, political, educational, and cultural ties with Victoria and Tasmania. The fit-out reflects the Consulate's role in engaging with the Irish communities in the region. The project is part of a broader strategy to modernize Ireland's international representation facilities.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13 million per accident.
• Public Liability: €6.5 million per accident.
• Professional Indemnity: €3 million per event/year.
• Certifications: Not specified for this tender.
• Past experience: Minimum of three similar contracts successfully delivered.
• Personnel: Project Manager must have a construction-related qualification, registered in Melbourne, with 10 years post-qualification experience.
• Geographic / facility constraints: Firm must be established for a minimum of 5 years in the Greater Melbourne area.

5. Award criteria & scoring

The evaluation follows a 70% quality and 30% price split (MEAT). A minimum score of 50% is required for each quality criterion.

6. Submission requirements

• Method statement / response document: Follow RFT format, no page limits specified.
• CVs: Include for key personnel, no page count specified.
• Pricing schedule: Submit in Excel format, as per Appendix 2.
• Case studies: Three required, reflecting similar projects.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: Email to [email protected], PDF format for documents.

7. Key dates & process

8. Contract terms that matter

The contract runs from appointment until project completion, including a defects liability period. Payment terms are based on a fixed price lump sum in AUD, exclusive of taxes. Key SLAs include adherence to project timelines and quality standards. Liquidated damages apply for delays. Termination clauses allow for contract cessation under specific conditions. IP ownership remains with the Contracting Authority. Sub-contracting is permitted, but a single entity must assume overall responsibility.

9. Risks, red flags & unusuals

The requirement for the firm to be established in Greater Melbourne for at least 5 years may limit the bidder pool. The insurance requirements are substantial, potentially excluding smaller firms. The project is contingent on maintaining a high-quality design standard, which may necessitate additional costs. The absence of a disclosed budget introduces uncertainty in financial planning.

10. SME fit assessment

This tender is suitable for established firms with a strong presence in Melbourne, possessing significant project management and cost management experience. Firms must have the capacity to meet high insurance requirements and demonstrate a history of similar project deliveries. Consortiums and sub-contracting are allowed, but a prime contractor must be designated. Bid preparation is expected to require several days of effort. The incumbent strength is not specified, but the geographic constraint suggests a limited competitive field.

11. Where to dig deeper

• Source RFT filename: Melbourne Project Manager RFT.pdf
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Statements and Declarations