UL1080 - Project Management Consultant for LISB1 Refurbishment (Library)

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 University of Limerick (UL) seeks a Project Management Consultant to oversee the design and refurbishment of the LISB1 Library building. This consultancy service is one of several design team services being procured under separate lots. The project involves refurbishing approximately 5,600 square meters of existing space across three floors of the 1997 library building. The consultant will be responsible for managing the design stages and the subsequent refurbishment works.

The core activities for the Project Management Consultant include:

• Project Management: Overseeing the entire project lifecycle, from design through to completion of the refurbishment. This involves managing the project schedule, budget, and scope.
• Design Stage Management: Coordinating and managing the design team, ensuring that design development aligns with the project objectives and requirements. This includes managing architectural services and other specialist consultants as they are appointed separately.
• Refurbishment Oversight: Providing project management for the physical refurbishment works, ensuring they are carried out to the required standards and within the specified timeframe.
• Contract Administration: Managing contracts with various consultants and contractors involved in the project.
• Reporting and Communication: Providing regular progress reports to the University of Limerick and facilitating communication between all project stakeholders.
• Risk Management: Identifying, assessing, and mitigating project risks throughout the design and construction phases.
• Quality Assurance: Ensuring that the refurbishment meets specified quality standards.

The contract is structured as a framework agreement, with the appointed consultant expected to manage the project through its defined stages as outlined in Schedule B of the Conditions of Engagement. Additional design team appointments, such as PSDP (Project Supervisor Design Process) and QS (Quantity Surveyor), may be procured separately.

3. Background & buyer context

The University of Limerick is undertaking this procurement to establish design team services for the refurbishment of its LISB1 Library. This initiative aligns with the university's strategic objective to increase and enhance student study spaces. The procurement is being conducted via an open procedure, with the intention of appointing a single, primary consultant for this specific lot. The project is part of a broader effort to develop design team services for campus facilities, with other disciplines like Architectural Services and Building Services Engineering being procured separately. The university aims to create separate framework agreements for each lot.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability Indemnity Limit: €13,000,000 any one accident / unlimited any one period.
• Public Liability Indemnity Limit: €6,500,000 any one accident / unlimited any one period.
• Maximum level of excess for property only: €10,000.
• Certifications: Not specified for this tender.
• Past experience: Applicants must demonstrate successful management of building projects of similar complexity with a capital value greater than €3,000,000. A minimum of two of the four requested projects must be a building project. Applicants must demonstrate successful completion of one project for each of the four key project characteristics outlined in the Suitability Assessment Questionnaire.
• Personnel: A Lot Director must be nominated as having overall responsibility. Minimum of 12 years post professional institution membership experience is required.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). The specific weighting and scoring mechanism are detailed in the tender documents. While a precise breakdown of quality versus price is not explicitly stated in the provided text, the tender process implies a significant emphasis on quality, as evidenced by the detailed requirements for suitability assessment and technical capability. Any tender not meeting the qualification criteria in the Suitability Assessment Questionnaire will be eliminated.

6. Submission requirements

Tenders must be submitted electronically via the eTenders portal. The submission must include:

• Form of Tender: Completed and signed, with attached Schedules A and B.
• Pricing Schedule: Detailed breakdown of tender price, including total estimated man-hours with associated hourly rates.
• Quality Submission: A detailed response meeting the requirements set out in the Particulars.
• Suitability Assessment Submission: A completed response to the Suitability Assessment Questionnaire.
• Declarations: Including tax clearance and any other required declarations as per the tender documents.

Applicants must not amend any section of Schedules A and B to the Conditions of Engagement. All sums must be in Euros, to two decimal places.

7. Key dates & process

8. Contract terms that matter

• Contract Structure: The contract will be based on the Conditions of Engagement for Consultancy Services.
• Payment Terms: Payment is linked to the consultant supplying a valid invoice, with a statutory payment period of 30 days after receipt.
• Key SLAs/KPIs: Not specified in the provided text, but likely detailed within the Conditions of Engagement.
• Liquidated Damages: Not specified in the provided text.
• Termination: The Contracting Authority reserves the right to terminate the contract under specific conditions, with notice periods ranging from 14 to 28 days for termination at will.
• IP Ownership: Not specified in the provided text.
• Sub-contracting: Sub-consultant appointments require approval from the Contracting Authority, and collateral warranties may be required.
• Parent-company Guarantee: May be required for entities relied upon for economic or financial standing.

9. Risks, red flags & unusuals

• Value Disclosed: The estimated value of the contract is not disclosed, which can make it difficult for bidders to gauge the scale of the project and their potential return on investment.
• Hourly Rates Tendered: The tender requires hourly rates, which can lead to cost overruns if not managed effectively. The contract is for consultancy services "where Hourly Rates are to be Tendered."
• Separate Appointments: The procurement of other design team services (PSDP, QS) separately means the Project Management Consultant must effectively coordinate with potentially multiple, independently appointed entities.
• Framework Agreement: The intention is to establish framework agreements, implying potential for future work but also uncertainty regarding the exact volume and duration.
• Experience Threshold: The requirement for projects with a capital value greater than €3,000,000 sets a clear benchmark for experienced firms.

10. SME fit assessment

This tender is likely best suited for established project management consultancies with a proven track record in managing significant building refurbishment projects. The requirement for managing projects with a capital value exceeding €3,000,000 and a minimum of 12 years of post-professional institution membership experience suggests a need for substantial organisational capacity and expertise.

Consortium bids and sub-contracting are permitted, which could allow smaller firms to participate by partnering with others to meet the experience and insurance requirements. However, the lead consultant must execute the contract. The bid preparation effort is likely to be significant, requiring detailed submissions on experience, personnel, and pricing. The absence of an incumbent name and the open procedure suggest a competitive landscape, but the specific experience criteria will narrow the field.

11. Where to dig deeper

• Source RFT Filename: ITT S2b LOT 2 Final Rev 1.0 - LISB1 Project Manager.pdf
• eTenders CFT ID: Not stated
• Contact / Clarification Portal: Via the means of communication stated in the Particulars (likely eTenders messaging system).
• Key Attachments:
• Conditions of Engagement
• Form of Tender and Schedules A and B
• Suitability Assessment Questionnaire