Request for Quotation

Transcription

1 Request for Quotation Request for Quotation COTTESLOE BEACH RENEWAL DETAILED DESIGN, TENDER SPECIFICATION AND SUPERINTEND CONTRACT Due Date 19 JUNE 2017, 4.00pm Address for Delivery TOWN OF COTTESLOE 109 BROOME STREET COTTESLOE WA 6011 Contact Details Nicholas Woodhouse Manager, Engineering Services Phone: Page 1 of 14

2 POSITION NAME SIGNATURE DOCUMENT PREPARATION Senior Administration Officer Elizabeth Nicholls DOCUMENT REVIEW Manager Engineering Services Nicholas Woodhouse DOCUMENT APPROVAL Manager Engineering Services Nicholas Woodhouse Page 2 of 14

3 TABLE OF CONTENTS Vision... 4 Introduction... 5 Scope... 5 Short Term Works... 6 Summer Trials... 7 Design Review... 8 Selection Criteria... 9 Submissions Appendix One Relevant documents Appendix Two Scope Details Detailed Concept Plans Detailed Design and Specification Contract Documentation and Administration General Duties of the Consultant General Quality Sustainability Implications Page 3 of 14

4 The Town of Cottesloe Vision Statement An iconic coastal community with a relaxed lifestyle. The Town of Cottesloe Mission Statement To preserve and improve Cottesloe s natural and built environment and beach lifestyle by using sustainable strategies in consultation with the community. Vision for the Foreshore Cottesloe beaches should be a place to bring a family, a place for young people to create fond memories, a place to bring a business client, a place to bring visitors to Perth, and a place to impress national and international dignitaries. The beach should also be the place for locals to go to meet a friend, to have a coffee and to celebrate a life milestone. The whole of the Cottesloe Foreshore is the place where the local community exercises. The new foreshore should maintain this active recreational appeal. Page 4 of 14

5 Introduction The Town of Cottesloe Corporate Business Plan identifies the enhancement of the foreshore as a priority. A Foreshore Precinct Implementation Committee ( the Committee ), has been formed to oversee the development of the project brief and approval of the detailed design prior to adoption by Council. The Committee consists of two Elected Members and four members of the Design Advisory Panel. The Committee has identified a series of short term works; summer trials and design reviews to action immediate improvement, lead and inform the long term improvement of the beachfront and set the scene for wider ongoing beachfront and Town revitalisation and improvement. The Town is seeking to appoint a design team with a deep respect and understanding for the sense of place and character of Cottesloe, a strong alignment to the foreshore Vision and a global perspective on the activation and design of contemporary public spaces. The team should be a highly collaborative group of specialists that will be able to work with the Town, the community and local businesses. The outcome should be subtle and restrained in its approach to the design and materiality of established pedestrian and environmental spaces and highly creative in the activation and transformation of the car park and street spaces. The team needs to provide the leadership and skills to deliver physical change this summer and will need to undertake the concept design refinement, consultation, detailed design, costing and construction management. The consultancy team is expected to be landscape led with architectural and place activation/events management input and any such other specialists in placemaking, engineering and heritage as deemed necessary by the consultant to supplement their own experience and satisfy all requirements of the brief. It is intended that, subject to performance and price competitiveness, the team would be retained for subsequent and ongoing works, however, Council reserves all rights to tender future stages. Scope The scope includes three separate and sequential phases aimed at implementation over various project areas as follows and marked on the attached plan: Item 1 - Short Term Works, o Infrastructure Reduction Strategy; o Style Guide; and o Beach Access Ramp and associated works. Item 2 - Summer Trials, o Car Park One; and o Marine Parade. Item 3 - Design Review. The program for this work is tight and in view of the volume of work already undertaken, the interaction with the Committee and the relative limited scope of physical short term works the consultant outputs should be light and fit for purpose. There should be no detailed reporting, rather informal visual presentations, with sufficient drawings including plans, elevations, details and 3D illustrations as necessary to clearly show design intent and detailed documentation only where required to support tendering needs and delivery quality. Page 5 of 14

6 The program of works is outlined below. Weeks one and two of June 2017 Weeks three and four of June 2017 Weeks one, two and three of July 2017 Week three of July 2017 Weeks four of July to week three of August 2017 Week four of August 2017 Weeks one, two and three of September 2017 Week four of September 2017 Weeks one and two of October 2017 Week three of October 2017 Week four of October 2017 Week one of November 2017 Week one of December 2017 Response to brief. Council decision and appointment. Complete audit and findings. Present audit findings and Style Guide to the Committee. Prepare Style Guide and draft Design Concept for the Beach Access Ramp and Structures. Committee sign off of Style Guide and Design Concept for Beach access. Community consultation, Design Concepts and Events Strategy for summer works and final package for Beach Access works. Committee sign off of Design Concepts and Events Strategy for summer works and final package for Beach Access works Tender for Beach Access works, Finalisation of Design Concepts and Events strategy for summer works commence Beach Access works Committee sign off of Final Design Concepts and Events strategy for temporary summer works. Tender Inspection and opening of Permanent and Temporary Works The scope of the various phases is outlined below. Short Term Works The short term works are aimed at prioritising areas in need of immediate improvement prior to the 17/18 summer and to ensure those and subsequent works are informed by a strong and consistent pattern language of design that rationalises the disparate range of previous works and aligns the various design studies undertaken by the Town over time. The key phases and expected works are as follows: Infrastructure Reduction Strategy (Marine Parade Eric Street to Groyne) The purpose of this portion of the brief is: An immediate reduction of unnecessary signage and other infrastructure clutter throughout the precinct; and Cataloguing of the landscape approaches, building materials and construction techniques (ie various limestone block design and laying methods, variety of hand rail treatments, scale and height of walls and seating, terrace design treatments) that should inform the Style Guide. The scope should include a detailed walk through of the study area with a member/s of the Committee, plan identification and photo cataloguing of various relevant items. Output Marked up plan and photos identifying items for removal; and Photo catalogue of existing materials and treatments to inform Style Guide. Page 6 of 14

7 Style Guide The purpose of this portion of the brief is to define a design language for the long term renewal of all infrastructure and new structures in the foreshore area. It should include both landscape and architectural input and effectively act as a design guideline for all future works including a recommended catalogue of standard design items and material selections necessary to undertake detailed design of the Beach Access Road and guide the Summer Trials. The recommendations should be an amalgamation of the audit outcomes, existing design reports and original research/design study. Output Style Guide including: Sense of Place statement; Visual Precedent - vernacular, species, materials, palette and construction methods; Architectural guidelines; Landscape guidelines; and Specification of all necessary Standard Infrastructure Items. Beach Access Road and Shelters Beach Access Road (Marine Parade to beach south of Indiana), resolution of the universal access path, beach path from beach access road to the groyne and shelters adjacent to the groyne. Compliance assessment of the existing universal access path and upgrade works as required. Continuation of the current universal access path such that universal access compliance is achieved to the foreshore groyne; Universal access ramp to allow people with disabilities to access the ocean adjacent to the groyne; and New beach shelters. Output Draft Concept Plan at 1:500 Photo Montage/3D Illustration/s Cost Estimate Final Concept Plan at 1:500 Working Drawings, Sections and Specification for Tender Works Supervision Summer Trials A series of trials will be designed and implemented to occur over the summer period to: Test facilities the public would most value, Identify seasonal events and activities appropriate to the area, including the integration of: o Existing major Cottesloe events including Sculpture by the Sea; o The potential to host Fringe Festival and Perth International Arts Festival events; o Summer performances; and o Other pop up food and market events. Measure the practical impact on the movement of pedestrians, cyclists and cars; and Inform the design brief and timing of permanent works and new Council policies for alfresco and pop up facilities. Page 7 of 14

8 The works need to include: Direct consultation with adjoining business owners to establish opportunities and interest for private investment in public space activation of the existing footpath and parking bays and sensitivities to public space works; Public ideas generation to inform design, facilities and events; Research with summer events coordinators, providers and mobile vendors; Design outcomes that provide a highly active demonstration of the public value of improvement to the spaces; Solutions that prioritise pedestrian and cycle movement and lower the speed of vehicles; Changes that still allow for the safe movement of vehicles through the area to existing businesses, residences and parking; Provide cost effective solutions that can be recycled or reused where appropriate include use on future trials; and Maintain activity and/or visual logs through social media or other means to gather feedback, identify opportunities and issues to inform the design brief contained in part three of the brief. The two areas for the works area as follows: Car Park One (temporary summer trials) Full or partial carpark closure with a range of surface painting, tree and flower planters, play space, seating and events. These temporary works are to inform the priorities for the long term permanent works. Marine Parade Footpath (temporary summer trials) Remove the existing parking on the east side of Marine Parade. Install temporary line marking, planter boxes and car park alfresco space. These temporary works are to inform the priorities for the long term permanent works. Output Draft Concept Plan at 1:500 Photo Montage/3D Illustration/s Event Program and Strategy Cost Estimate Final Concept Plan at 1:500 Working Drawings, Sections and Specification sufficient for Tender Works Supervision Events Management Design Review The Design Review should primarily summarise the learning s from the summer trials to: Review the existing masterplan and identifying the key changes and priority projects areas; and A recommended Design Brief for the design and implementation of permanent works over the summer trial areas. Output Presentation summarising summer trial data including summary of community and business feedback: Recommended Design Brief for Summer 2018/2019 works over trial areas. Critique of overall masterplan and recommended priority project areas for 2018/2019. Page 8 of 14

9 The project lead needs to attend monthly Committee meetings through to the completion and final reporting on Summer Trials at the end of March The purpose of attendance will be to present draft concepts for feedback, final concepts for approval to tender and report on progress and performance. The consultant will also need to present to at least two Council Briefing Sessions. The lead consultant should be supported at meetings by other members of the project team relevant to the stage of the project. Selection Criteria The project will be awarded to the team who best demonstrates the ability to provide quality services at a competitive price. This means that, although price is considered, the quote containing the lowest price will not necessarily be accepted, nor will the quote ranked the highest on the qualitative criteria. Submissions are to be limited in their content to the prescribed page limits for each of the selection criteria. They should be in succinct visual and tabular or table text form that illustrates the teams style of communication that will be applied to the brief. Additional profile, case study and team information may be appended but may not necessarily be formally considered in the assessment. The submissions should be in A4 or A3 format. The team is also required to provide a short 20 minute presentation to the Committee as part of their submission with ten minutes for questions. The Committee will individually rate and assess the submissions at the completion of all interviews and collectively recommend a preferred consultant to Council officers who will report to Council for adoption. Criteria Local Provide a summary of the key strengths of the bid with support images and diagrams if relevant that demonstrate the team has: A strong sense of place (the understanding what shouldn t change and the character needed for what should be added). a functional understanding of the beachfront opportunities and issues; and A track record with other Cottesloe projects and contributions to the local community. Collaborative Outline a project team and methodology that demonstrates the ability to collaborate and deliver the project on time. A team that has the unique blend of skills necessary for the brief and will work alongside the Committee with strong skills to communicate ideas and change with the Cottesloe community. Provide a team structure of roles and reporting and a short format CV for each member highlighting core skills, role, key project experience and strengths relevant to the project. The methodology should be in the form of a simple table program outlining the key milestone steps, including design input and sign off from the Committee, output delivery dates and the personnel involved in each phase. Assessment Weighting Max. Page Content 20% 4 30% 6 Page 9 of 14

10 Innovative In case study format outline relevant project experience and what benefit it provides to the project brief. Note which members of the nominated team have been involved and include examples of: Design of high profile beachfronts/public spaces involving community input; Experience with successful activation and events management of trial spaces; and The ability to research, interpret and include appropriate ideas from design competitions, international/national case studies that may be from other practitioners not part of the team or optional value add specialist alliances with local/national/international expertise relevant to the brief. 30% 6 Price will account for the remaining 20% of the assessment weighting. Submissions Six hard copies and an sized PDF are to be submitted to the Town by close of business Monday 19 June No late submissions will be accepted. Interviews will be conducted between 4.00pm and 6.00pm on Thursday 22nd June. The consultant is to provide a lump sum fee for each of the three phases of the project (short term works, summer trials, design review) including all sub-consultant and disbursement costs. All quoted prices will be taken to include GST. Information provided by any person(s) other than those listed below should not be relied upon: Name: Nicholas Woodhouse Telephone: mes@cottesloe.wa.gov.au Page 10 of 14

11 Appendix One Relevant documents The detailed designs and tender specifications are to be developed with consideration of the following documents: Sense of Place; Cardo Draft Masterplan and Council Resolution to Appoint Committee and associated priority works; Cott+Plus Foreshore Design Principles and Masterplan; Cottesloe Foreshore Renewal Masterplan; Natural Areas Management Plan (Addendum 1); Vulnerability of the Cottesloe Foreshore to the Potential Impacts of Climate Change Report (2008); Town of Cottesloe Bike Plan (draft); Cardno Coastal Monitoring Survey; Coastal Hazard Risk Management and Adaptation Planning documentation; Beach Access Path Style Guide; Community feedback; and Other documents as specified by the Foreshore Precinct Implementation Committee. Page 11 of 14

12 Appendix Two Scope Details As part of the detailed concept design process, the consultant may need to work with Elected Members in the form of a workshop. The consultant will also need to work closely with staff of the Town. The consultant will be responsible for broad level consultation and will be expected to meet with interest groups and individuals and to assess the outcome of public consultation processes, in order to inform the design and make recommendations to the Town. The consultant will be responsible for preparing tender and contract documentation for the construction of the foreshore renewal. The Town will manage the tender process, in accordance with the Town s obligations under the Local Government Act On closing of the tendering period, the consultant will assess the tenders and make a written recommendation to the Town, advising of the consultant s opinion as to the most advantageous tender. On award of tender by the Town, the consultant will superintend the construction contract, including preparing all contract documentation for signing, and ensuring compliance with all requirements of the contract (e.g. insurances, safety management plan, quality, progress payments and retentions). Detailed Concept Plans Without limiting the scope of the documentation, it is expected that the detailed concept plan will include the following: Finalised universal access path and access road location and alignment; Typical cross-sections; Location and type of new shelters; Location and type of temporary treatments along the east side of Marine Parade; Location and type of temporary treatments for Car Park 1; Identification of redundant infrastructure and proposed solutions; Estimate to +/- 20%; and Construction schedule. Detailed Design and Specification Without limiting the scope of the documentation, it is expected that the detailed design, specifications and documentation will include the following: Detailed design of all project areas in accordance with all appropriate Australian Standards. Plans and specifications are to include all materials, all details, all products and all components. Accordingly, it is expected that the finished designs will include all details to allow all elements of the foreshore to be constructed true to design, without the need for additional information, clarification or interpretation. The specification is to detail all material quality requirements, including such things as material grading, material strength, material characteristics and the required standard of material finish (e.g. compaction and level tolerances). The detail required includes, in the case of proprietary products, name of the supplier and the supplier s product name. Such detail shall be provided to allow all structures etc to be constructed true to design, without the need for additional information, clarification or interpretation. Details of any revegetation methodologies, including site preparation processes, plant species, planting density and mix and ongoing maintenance regime. List of street furniture (including the supplier and the supplier s product name), details of custom furniture and artwork inlays, and standard construction/footing detail. All civil, structural and architectural construction drawings and specifications (including footing design). Page 12 of 14

13 Anything else required to complete construction of hard and soft landscape elements in accordance with best practice, true to design, safety and within budget. All approvals required to construct the work in accordance with the design, including all required heritage approvals, planning approvals, building permits (this may be included in the construction contract). Detailed estimate +/- 5%. Detailed construction schedule. All elements of the design shall comply with all applicable Australian Standards. Contract Documentation and Administration Preparation of a bill of quantities and detailed estimates (+/- 5%) for each contract or element of works. Preparation of contract and tender documentation in a form of contract agreed to by the Town (on recommendation of the consultant). Prior to tendering, provide written confirmation that all elements of the applicable design comply with the relevant Australian Standards, and any applicable codes and regulations. Through the tender-open period, respond to contract and specification queries. On close of tender, assess each submitted tender, and, on the basis of an assessment against agreed selection criteria, and the consultant s professional judgement, make a recommendation to the Town as to the preferred contractor. Review and, in consultation with the Town, approve the engaged construction contractor s management plans, including quality, safety and construction schedule, prior to the commencement of works. Administration of on-site construction works through regular site inspection, site meeting, measurement and review of quality certificates (e.g. compaction certificates). Provide all information required to construct the works under contract. Report fortnightly to the Town on construction, with regard to programme, quality and cost. Assess contractor s progress claims and issue payment certificates, in accordance with the procedures agreed with the Town and the requirements of the contract. Review requests for time extension, variation, and in consultation with the Town, approve or reject each request. Coordinate the services of work by utility authorities or other contractors, including interface management. Monitor and enforce the implementation of the contractor s quality and safety management plans, and general site safety and the safety of the general public transiting the worksite. In consultation with the Town, complete practical completion inspections and approvals, including preparation of defects lists. Arranging for preparation and certification of any as-constructed drawings required as part of any works or design approvals. Ensure defects occurring within the defects liability period are promptly repaired. Undertake a final inspection of the works, after the defects liability period, and in accordance with the requirements of the applicable contract, arrange for the payment of retained funds at the time/s stipulated under contract. General Duties of the Consultant The Town does not have the resources to complete this project in-house. For this reason, the Town desires to engage a consultant to act as agent for the Town in attaining approvals, meeting with members of the public, participating in public consultation processes and meeting stakeholder groups, to consult on aspects of the project, and to liaise with other consultants and contractors. The consultant is required to act in the Town s best interests, at all times, and to manage the processes of detailed concept design, detailed design, contract preparation and contract Page 13 of 14

14 management/construction management, in the best interests of the Town, and as if the consultant was the Town. The consultant is expected to provide progress reports to the Town at least once each fortnight, with regard to progress, time, problems, risks, and cost/expenditure. Within ten business days of the contract being awarded, the consultant will meet with the Town to confirm timelines for project implementation, to confirm processes and timelines for public consultation and to agree on processes for design. General The Town owns all copyright over all original design and documentation works created under this contract. The Town grants the consultant the right to reuse elements of any design or specification in any other future work of the consultant, provided the overall look of the landscape or building construction works are not reproduced. That is, the consultant has the right to reuse any details, novel ideas or mixture of materials, among other things, provided the sum of the reuse at any location does not result in a finished overall look or feel that a reasonable person would consider being similar to that achieved under this contract. At the end of each phase of the project, the consultant is to provide to the Town, electronic copies and hard copies of the design and documentation (electronic copies will include survey information and design drawings in a recognised and modifiable drafting format). Quality Engineering drawings to be certified by an appropriately qualified engineer; and All elements of the design and construction shall comply with all applicable Australian Standards. Sustainability Implications The design approach for the Foreshore Masterplan has covered issues such as sustainability and the long term maintenance and management of the precinct. The detailed design will need to include selected materials that have been chosen to ensure sustainability, longevity and ease of maintenance. Page 14 of 14