Consultancy Brief to provide Design Services RIBA 4-7 The Beonna at All Saints Benington Client: Benington Community Heritage Trust Date: 4 April 2016 Design Services Brief The Beonna at All Saints Benington - 04/04/16 Page 1
Contents 1. Contract details 3-4 2. Scope of works 4-5 3. The brief 5 4. Scope of services 6-7 5. Consultant instructions and selection criteria 7-9 6. Appointment and Management 9 7. Interviews 9 8. Documents to consult 9 Appendix 1 10-11 - The project - Audiences to target - The building - Websites to consult Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 2
1. Contract details 1.1 Site location All Saints Church, Benington. 1.2 The client Benington Community Heritage Trust (BCHT) is a registered charity and Company Limited by Guarantee. BCHT was formed in 2007 to preserve for the benefit of the people of Benington village and the nation the historic, architectural and constructional heritage that exists in and around Benington village. The regeneration of All Saints church is the first project in the Trusts portfolio. 1.3 Clients address Benington Community Heritage Trust 16 Lagonda Close Bracebridge Heath Lincoln LN4 2QH 1.4 Client representative Kevin Pinner Chairman Benington Community Heritage Trust Judy Crowe Trustee Benington Community Heritage Trust 1.5 Contact for contract enquires Isabel Assaly Beonna Project Manager iassaly@thecct.org.uk 020 7841 0421 07831 875 161 1.6 Project Team The project team includes the following consultants - Project Manager the Churches Conservation Trust - Design Services Team to be appointed - Principal contractor to be appointed 1.7 Capital contract value The contract value is 1,007,083 + VAT. A breakdown of the capital costs relating can be found in the RIBA 3 Cost Plan. Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 3
1.8 Professional Indemnity Insurance The minimum level of PI insurance the Design Services Team should hold is 5,000,000. 1.9 Invoicing schedule To be agreed at point of appointment. Final payment will be made at the end of the defects liability period (12 month period). 1.10 Indicative contract programme The following target dates have been set: Date May 2016 July 2016 July 2016 July - September 2016 September - November 2016 September 2016 December 2016 January 2016 January 2016 August 2017 August 2017 August 2018 November 2018 August 2018 Action Appointment of professional team Design specifications and costs to RIBA Stage 5 PQQ circulation Production of tender documentation Tender period PQQ deadline Award of contract Mobilisation RIBA Stage 6 (Construction) Defects and testing Period RIBA Stage 7 (Beonna opens) End of Rectification Period 2. Scope of Work 2.1 Works include: - Programme of repair and conservation to the masonry, timbers, roof and windows; - Installation of new facilities to permit wider use (heating, lighting, power, toilets, kitchen facility); - Creation of enclosed space within the tower; - Improved security and access. The full scope of works can be found in the RIBA 3 Cost Plan. Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 4
2.2 Considerations All Saints is the responsibility of the Diocesan Board of Finance. BCHT will be leasing the site form the Board of Finance for a long-term lease (99 years) from April 2016. The churchyard is owned and managed by Butterwick and Benington Parochial Church Council (PCC). Faculty consent is currently being obtained for external works relating to access improvements and the installation of new power and water lines. 2.3 Wider development schemes BCHT obtained planning consent to develop land to the south of All Saints to convert into a carpark. Consent was obtained in December 2013. The carpark development is outside of the scope of works of this contract. Planning consents obtained are provided in the Design Specification. 3. The brief 3.1 BCHT require the services of an experienced design team to support the delivery of RIBA stages 4-7. The appointed design team will be responsible for: - Managing the development and production of technical design specifications and project cost plan for RIBA 4-5; - Co-ordinating the wider technical team (Quantity Surveyor, Mechanical & Electrical Engineer, Structural Engineer, Archaeologist, Principal Designer, Contract Administrator and other consultants as required) to deliver the contract to RIBA Stage 7; - Preparing the project Bill of Quantities; - Preparing monthly cost reports, providing advice on cost variations and making recommendations for interim payment and release of retention; - Managing pre commencement planning conditions and building control approval; - Managing the procurement process, providing advice on the appointment of the principal contractor and attending contractor interview; - All elements of the Contract Administration function. 3.2 BCHT is looking for full team proposals but will contract individually with the primary consultants, namely design team lead consultant / architect, QS, M&E consultant and principal designer. Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 5
4. Scope of Services 4.1 Design team lead consultant/ architect The lead design consultant will be expected to provide the following scope of services (as set out in the RIBA Standard Agreement 2010 [with 2012 revision]): - Selection and co-ordination of project team members; - Agreeing specifications/scope of services for other members of the professional team; - All elements of the Contract Administration function; - Attendance at client, design, project, site and other meetings as required; - Prepare design drawings, tender information and post contract duties; - Services in connection with value engineering (if necessary); - Services in connection with risk management; - Managing pre commencement planning conditions, building control approval and any other relevant statutory consents; - Providing advice on the appointment of the principal contractor and attending contractor interview; - Review and update 10 year management and maintenance plan; - Electronic document control; - Site inspections; - Overseeing production of maintenance and operational manuals. BCHT are in the process of obtaining the CAD drawings from the HLF Round 1 architect. Should BCHT not be able to obtain these we will require the design consultant to provide a price for creating a new set of CAD drawings. A separate price should be provided for this service. CAD files produced as part of this contract will be the intellectual property of BCHT. 4.2 Cost consultant The cost consultant will be expected to provide the following scope of services (as set out in the RICS Short Form of Consultants Appointment (2008): - Attendance at client, design, project, site and other meetings as required; - Obtain technical drawings and specifications from the professional team; - Prepare tender documentation for principal contractor appointment (including Bill of Quantities and other pricing documents); - Undertake due diligence on prospective tenderers; - Prepare tender and recommendation report for client approval; - Advise on performance bonds; - Prepare, maintain and develop a cost plan and cash flow forecast; - Prepare monthly cost reports, provide advice on cost variations and make recommendations for interim payment and release of retention; Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 6
- Prepare the final account and facilitate agreement between principal contractor and the client. - Prepare recommendations for the payment of Liquidated and Ascertained Damages. - Services in connection with value engineering; - Services in connection with risk management; - Ensure principal contractor insurance is in place. Any further contract requirements or amendments will be agreed with the preferred design team at the point of appointment (RIBA Standard Agreement/ RICS Short Form of Appointment will be used to formalise contracts). 4.3 Additional design team services BCHT also requires a team that can provide the following services, as necessary: Mechanical and electrical engineering services Principal designer service Structural engineering services Archaeological services The scope of work for each will need to be agreed once the lead consultant has been appointed and work has begun on Stage 4. 5. Consultant instructions and selection criteria 5.1 Experience We are looking to appoint a design team with a successful track record of developing and delivering adaptation projects to RIBA Stage 7. Core knowledge and competencies should include: - Understanding of the brief and the context; - Experience of delivering low cost, high quality creative solutions to complex adaptation schemes within the historic environment; - Experience of co-ordinating technical teams and managing the delivery of overall work programmes; - Sound understanding of planning policy and guidance relating to the historic environment; - Experience and familiarity of working on and with HLF funded projects and processes. The proposed design team must include the services of a Conservation Accredited architect. 5.2 Tender assessment Tenders will be assessed against the following criteria and weighting: Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 7
Assessment criteria Weighting (%) Scope and experience of proposed 20% project team. Experience of proposed project 20% team working together to successfully deliver schemes RIBA 4-7. Cost/ Value for money 40% Proposed methodology 20% Tenders must demonstrate relevant experience and how they meet the assessment criteria. Tenders should demonstrate how any changes in the team allocated to this project will be managed with minimum impact to the project should changes occur. The top five scoring design practices will be invited to interview. The same assessment criteria will be used during the interview to validate initial assessment scores. 5.3 Proposals and Fee breakdown Proposals should include: An outline of how the design team meet the relevant assessment criteria; Details of other relevant projects (at least two relevant projects); Full details and CVs for the project team; Full breakdown of fees proposed for RIBA 4-7 for the design team (including hourly rates charged). Fees should include VAT and general expenses such as travel and subsistence; Specific expenses excluded should be clearly identified together with a budget estimate. 5.4 Return of tenders Tenders should be returned by email to Isabel Assaly, Construction Project Manager, the Beonna iassaly@thecct.org.uk 020 7841 0421. Submissions sent by e-mail must not exceed 8MB in size. Submissions that exceed this size should be sent via Dropbox. 5.5 Tender deadline The deadline for submissions is Wednesday 4 May at 12 noon. 5.6 Clarifications during the tender period If tenderers require answers to contract enquiries they must be emailed in writing to the Construction Project Manager. Answers to individual queries will be circulated to all tenderers in writing. Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 8
5.7 Site visits Arrangements for site access can be made by contacting the Construction Project Manager. 5.8 Tender acceptance The client is not obliged to accept the lowest of any tender submitted. 5.9 Tender validity period Tenders will be valid for a period of 90 days beyond the submission date. 6. Appointment and Management 6.1 Appointment We expect the design team lead to recommend a team to deliver the project and the client will then enter into contract with the primary consultants individually. We expect the lead consultant to recommend a team to appoint and will enter into a contract with that team. If we are not satisfied with the recommended team we will not appoint them. 6.2 Duration of appointment Appointment will be to the completion of RIBA stage 7. 6.3 Contracting bodies Individual appointments and contracts will be made between the design team and the client (Benington Community Heritage Trust). The appointment will be overseen by Benington Community Heritage Trust, with instruction from the Construction Project Manager. 7. Interviews 7.1 Interviews will be held in Benington on Tuesday 17 May 2016. 8. Documents to consult 8.1 The following documents have been made available at this link: https://www.dropbox.com/sh/egzyrd453hjvpae/aacevoflay0ajldgr- Q8pGXCa?dl=0 - Design Specification submitted with round 2 HLF bid (includes RIBA 3 design specification, plans and elevations, consents obtained and project visuals); - Guidance note on RIBA 3 Cost Plan and full Cost Plan; - Programme. Design Services Brief The Beonna at All Saints Benington 04/04/16 Page 9
Appendix 1 1. The project BCHT were awarded a Stage 2 grant from the Heritage Lottery Fund in September 2015 to fund a programme of repair, conservation and adaptation to bring to life The Beonna. This project will conserve and adapt the Grade I at risk church of Benington All Saints which closed to the public in 2003. Reopening as a community and events centre will also bring back much needed services to the village. These services will be located within one easily accessible space to be known as The Beonna at All Saints Benington. A wide and varied event and activity programme for the site will attract a broad number of users, contribute to the tourism offer for South Lincolnshire and generate sufficient income to provide a sustainable future for this wonderful building. An innovative model of delivering much needed rural services within one space will be developed and the project will act as an exemplar for how other at risk churches can meet 21st Century needs and be saved for the benefit of future generations. 2. Audience to target We wish to deliver a project that will benefit a range of groups from the local and wider community. Particular groups we have identified that will benefit from our project include: Educational groups (in primary, secondary or higher education or those enrolled on short-term courses and/or apprenticeship programmes); Local business entrepreneurs; Young people; Tourists - providing interpretation, trails and information; The growing migrant population of Eastern Europeans who we want to build relations with and welcome to the Benington community. 3. The Building All Saints consists of a nave with north and south aisles, a chancel, a south porch and a choir vestry. The earliest parts of the church date to c.1200 and share similar stone mason marks to those found at Lincoln Cathedral. Despite Victorian upgrading, the structure of All Saints remains largely medieval and consists of: An Early English chancel; A six bay arcade nave carried on 14 th Century octagonal piers with clerestory windows on the north and south sides; 15 th Century oak roof with arch-braced collars and intermediate angels holding shields; 19 th Century lean-to pine aisle roofs; Design Services Brief The Beonna at All Saints Benington 04/04/16 10 Page
Lady Chapel in the north aisle and piscinae in the east walls of both aisles; 19 th Century stained glass windows in the west and east end which incorporate medieval glass; Late medieval octagonal font made of ironstone; 19 th Century elaborately decorated stone pulpit. At the entrance to the chancel there is a late medieval oak screen which has been partially reconstructed. The chancel is Early English and was intended to be vaulted: the presence of vault-springs between the lancet windows suggests this and represented at the time innovative, cuttingedge design (if completed). The chancel would have been part of a sexpartite vaulting system, similar to that seen at Lincoln Cathedral (it is here that mason marks similar to those found at Lincoln Cathedral can be seen). The fact that the vault-springs were left in situ despite chancel roof re-design demonstrates the high value placed on this architectural design feature by the local community. The tower at the west end is a two stage 14 th Century structure. There are six bells; the oldest is dated 1686 and the youngest 1759. In 1929 these bells were re-hung in the timber frame which dates from 1759. The tower has a 20 th Century clock by John Smith and Sons, installed in 1930, which is still in good working order and wound regularly. The roof is a 19 th Century pine wagon roof and the church floor is covered by Minton tiles. 13 th Century All Saints benefited from the wealth generated by the wool trade and from its close proximity to the major sea port of Boston. Although there is no evidence of monastic appropriation or benefaction of the church during the medieval period, it is clear that All Saints was the recipient of major funding from c.1200 through to the Reformation. The spatial changes undertaken in the church in the 14 th, 15 th and 19 th Century (various additions, expansions and service upgrades) demonstrate the changing needs of the community: the population has fluctuated around 500 for the last five centuries. 4. Websites to consult http://www.beningtonallsaintschurch.co.uk/ Design Services Brief The Beonna at All Saints Benington 04/04/16 11 Page