Clarification No

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1 Clarification No Invitation to Tender For The HALL FOR CORNWALL Capital Redevelopment Project for Architect-led Design Team Services RIBA Stage 2 7 Project Reference Number: HFC Which parts of the bidding team have to complete the modules in the tender documents? See 6.2 below as well but essentially the Lead or Prime Contractor needs to complete all of the modules and clarify on behalf of partner organisations and/or sub contractors where deemed necessary. 9.2 We are bidding as prime contractor and will use third parties to deliver some of the services Does the prime contractor alone answer Module 5 OR do the third parties (The sub consultants) also have to complete Module 5? The guidance note states The Lead Organisation and the Relevant Organisations must answer all questions in this section. Therefore, the Prime Contractor would need to verify and confirm that any partner organisations and/or sub contractors also comply with this self cleaning process. 9.3 The current fee does not appear to be all that realistic for the project, identified team of consultants and stages of work. Can you let us know how was the original fee calculated and built up and how flexible is it? Further to previous clarification 5.5, we should confirm there is no current fee for the project as a whole; it is not a fixed fee. The range on the OJEU notice is given only for guidance. In scoping it was benchmarked against fee ranges for other similar scale and type of projects including major HLF funded projects and also recent ERDF convergence programme projects in the county.

2 However as stated in the previous clarification there is an overall budget approved to deliver the ACE development stage including stages 2 and 3 of the design team. This is 534,995 but as well as the design team the budget needs to include a number of other appointments that the client will make including QS and Project manager, various building surveys, bid evaluation, additional consultation and surveys, business planning and client side project director support. 9.4 Who are you expecting to coordinate and project manage the funding applications for HLF, Arts Council and ERDF? Is that within the scope expected of the architect? The funding applications will be co ordinated and project managed by the client team not the architect. However the design team will be required to provide adequate information to support those bids in a timely manner to ensure costings and other evaluations can be carried out on the design to accompany the bids. 9.5 Has the HLF round one bid been resubmitted? (Pg. 13 of the ITT documentation mentions April as a probable date for resubmission) A HLF round 1 application was submitted last year but turned down by the HLF panel with a suggestion to resubmit with a modified bid. The client is currently preparing that bid with the aim of submitting in August this year to fit in with the most advantageous funding round. 9.6 Is there an existing survey for the following: Services Structure Asbestos? A full asbestos survey for the theatre is not yet available but clear indications are given that all asbestos was removed in the original conversion works in A further survey will be commissioned by the client for the theatre. A recent survey has been undertaken for the City Council offices. A structural survey of the current building has not been undertaken this will need to be carried out by the design team structural engineers to support the proposed new construction. A services survey has been carried out and the report posted on Clarification No In the outline Schedule of work (Appendix 4 Part 2) it specifically says no work to the Stage or Fly Tower. However under ongoing maintenance there is a wish list of works to the stage and fly tower. The client has not budgeted for any major alteration works to the stage or fly tower but as noted budget costings have been included for repairs and maintenance and potential servicing improvements. However it is also expected that there may be some adaptation or improvements necessary to complement the new auditorium work and that will be assessed as part of the developing scheme. 9.8 Is there money available for upgrades to technical systems to facilitate these upgrades? The services survey identifies budget costs for improvements.

3 9.9 Are you able to inform us who will be on the interview panel? The panel is currently proposed to include HFC board member potentially Sue Wolstenhome Chair of the Board HFC CEO Julien Boast Cornwall Council Culture programme manager Julie Seyler Cornwall Development Company Architect / design advisor/project management Tim Kellett It is possible that the membership could change or added to before the interviews and successful tenders for interviews will be informed Question is asking for CVs tailored to demonstrate skills and Experience relevant to the commission plus key involvements in case studies presented in Module 8. Where is module 8? This is a typo and should refer to module Can we respond to the ITT document in our own format? We will adhere to the numbering and page limits. Providers can respond in their own format and presentation style if they wish as long as the original information, sequence, numbering, table layout etc. in Part C of the ITT is not altered in any way and they adhere to the instructions provided within, including numbering, referencing documents and page limits, font size etc We are bidding as prime contractor and will use third parties to deliver some of the services. Does the prime contractor alone answer Module 5 OR do the third parties (the sub consultants) also have to complete Module 5? See 6.2 above as well but essentially the Lead or Prime Contractor needs to complete all of the modules and clarify on behalf of partner organisations and/or sub contractors, where deemed necessary Module 2 Economic and Financial Standing Do all team members (sub contracted) have to provide a response for this section? No, just the prime contractor 9.14 Module 3 Health and Safety If we do not meet the criteria identified in 5.5.1(a), 5.5.1(b) and 5.5.1(c) can you confirm that we are not at a disadvantage and are still eligible to make our application if we respond appropriately to questions to ? Yes that is the case. Although it would be helpful if organisations could advise, maybe within a covering letter, if they are in the process of working towards, and at what stages in the process involved, to meet any of the criteria, as set out in (a) to (c) inclusive.

4 9.15 Questions (with the exception of ) note that we must be able to demonstrate and provide evidence on request. Can you confirm that we must simply respond yes or no to these questions at the ITT stage? That is correct, under the new EU procurement regulations we cannot ask for such evidence before the pre contract award stage, although in reality we would anticipate prospective providers may wish to freely offer up such evidence as part of their tender submission Question (Do you have arrangements for co operating and co ordinating your work with others (including other suppliers, notably sub contractors)?) asks for an explanation of how co operation and co ordination of the work is achieved in practice, and how other organisations are involved in drawing up method statements/safe systems of work etc. including arrangements for response to emergency situations. This should include details of how comments and input from your suppliers will be taken into account and how external comments including any complaints, will be responded to. Is this something you expect applicants to respond to at this stage, or like questions , is this something we will be expected to demonstrate on request? The main question, , is fairly straightforward, i.e., Yes/No, but the supplementary statement is badly worded at worst or unclear at best and should say that you are likely to be asked, either on request or as part of the pre contract award process for details of current working practices with partner organisations and/or sub contractors, particularly in relation to a clear understanding of Health and Safety requirements and this could even form one of the key interview stage questions Module 5 Grounds for Mandatory Exclusion Do all team members (subcontracted) have to provide a response for this section? Same response as 6.2 above. The guidance note states The Lead Organisation and the Relevant Organisations must answer all questions in this section. Therefore, the Prime Contractor would need to verify and confirm that any partner organisations and/or subcontractors also comply with this self cleaning process Module 5 Grounds for Mandatory Exclusion If the answer is no to questions and what should the response be for 5.7.3? Should we say 'N/A'? Yes that would be a practical and acceptable response Question CVs The question states CVs must show key involvement in the case studies presented in Module 8. Should it be the case studies in 'Module 7 (project related past project information)? Yes, this was a typo and should refer to Module 7.

5 9.20 Question Page limits the page limit is stated as: 'Maximum three (4) sides of A4 or 2 sides A3.' Please can you confirm if it is three (3) or four (4) sides of A4 for this response? It should read Maximum Four (4) sides of A4 or 2 sides A Following on from the site visit and information day on 1 May, how should we go about arranging a separate site visit or who should we contact if further members of the team would like to make a site visit? Refer to previous clarification No Who is the Client s solicitor please? It is Martin Howe at Keystone Law Do we have to sign the attached Appointment of Architect for this stage? Or do we only have to sign the Form and Tender and Declarations on page 69 of the issued ITT document. Tenderers are not required to sign the form: Appointment of Architect at this stage only the Form of tender and Declarations. Please see the checklist at Appendix Is it the intention that a traditional' form of building contract will be used? If so, is it the intention that the Project Manager or the architect would act as contract administrator? It is stated in the ITT that it is the intention to use a traditional form of construction contract, but that cannot be guaranteed until the outcome of a procurement strategy report in the next stages. The project manager will be appointed as contract administrator. The architect s specific duties for all stages are set out in the Form of Appointment at Appendix 2