Tender Clarifications
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Project Manager / Major Bid Project Partner
Architect, Engineers & Cost Consultant Team Tender - Clarifications
Below is a consolidated Architect, Engineers & Cost Consultant Team section, with the earlier clarifications incorporated so you do not need duplicate entries.
Architect, Engineers & Cost Consultant Team - Tender Clarifications
How should the tender response be submitted?
Tender responses should be submitted electronically through the Council's Tender Submission page, as identified in the Find a Tender notice.
The deadline for receipt of tenders is:
11:59pm on Tuesday 1 September 2026
Is there a prescribed format for the tender response or a separate tender questionnaire?
No. The Commission Brief sets out the scope of the commission and submission requirements rather than providing a separate question-and-answer style Invitation to Tender.
There is no separate tender questionnaire or prescribed response template.
Tenderers should structure their submission around the requirements set out in the Commission Brief and the published evaluation criteria.
Submissions should provide sufficient information to demonstrate:
experience of comparable projects;
the capability and experience of the proposed team;
understanding of the commission and the proposed methodology;
the proposed programme and capacity to deliver the commission;
price and value for money; and
the proposed approach to collaboration, engagement and wider project outcomes.
Tenderers are free to determine the format and presentation of their submission, provided that the required information is clearly addressed.
Is there a maximum word count or page limit for the tender submission?
No. There is no prescribed maximum word count or page limit, either for the submission as a whole or for individual sections.
There is also no separate limit for supporting information such as:
CVs;
relevant project examples;
references; or
other relevant appendices.
Tenderers are encouraged to keep submissions proportionate and focused on the information required to demonstrate how they meet the published requirements and evaluation criteria. There is no advantage in providing material which is not directly relevant to the commission or its evaluation.
What are the evaluation weightings?
The evaluation weightings for the Architect, Engineers & Cost Consultant Team commission are:
Experience of comparable projects: 30%
Capability and experience of the proposed team: 20%
Quality of methodology and understanding of the commission: 20%
Programme, capacity and ability to meet the deadline: 10%
Price and value for money: 15%
Approach to collaboration, engagement and wider project outcomes: 5%
This represents an overall weighting of 85% for non-price criteria and 15% for price and value for money.
The Council is not seeking the lowest-cost submission in isolation. Tenderers should provide sufficient information to demonstrate that their proposed team, methodology, programme, surveys and investigations provide a credible and deliverable approach to the commission within the tendered fee.
Is there a prescribed format for the fee submission?
No. There is no prescribed pricing schedule or fee template.
Tenderers should provide a clear and transparent fee proposal identifying:
the overall fixed fee for Phase 1, excluding VAT;
a breakdown of fees across the principal disciplines and services;
allowances for surveys, investigations and testing;
any expenses or disbursements;
any assumptions or exclusions on which the fee is based; and
day rates or other rates applicable to additional services and potential continuation stages.
Tenderers should provide sufficient detail for the Council to understand how the overall fee has been constructed and what has been allowed for within it.
What must be included within the £120,000 Phase 1 budget?
The £120,000 excluding VAT is the total maximum budget for the complete Phase 1 commission and must cover all costs necessary to deliver the scope and outputs described in the procurement documentation.
For the avoidance of doubt, this includes both the professional fees of the integrated consultant team and the actual costs of all surveys, investigations, testing and associated works required for Phase 1.
This includes, where required:
Architect fees;
Structural Engineer fees;
Geotechnical Engineer fees;
M&E Engineer fees;
Quantity Surveyor fees;
marine, environmental and other specialist consultancy inputs;
ground investigations;
boreholes;
trial pits;
structural and concrete investigations;
concrete sampling;
laboratory testing;
other technical surveys and investigations;
third-party or subcontracted survey and testing costs;
travel and expenses; and
preparation of all drawings, reports, cost information and other required RIBA Stage 2 outputs.
There is no separate Council budget for surveys, investigations or testing.
The appointed Design Team will be responsible for determining the precise nature and extent of the investigations necessary to provide an appropriate technical evidence base for the RIBA Stage 2 proposals, and for leading, commissioning, managing or directly undertaking those investigations.
Tenderers should therefore make appropriate provision within their proposed fixed Phase 1 fee and clearly identify their survey and testing allowances, together with the assumptions on which those allowances are based.
Is there any flexibility in the £120,000 budget?
Tenderers should not assume that any additional budget will be available.
The £120,000 excluding VAT is the maximum available budget for the complete Phase 1 Architect, Engineers & Cost Consultant Team commission.
Tenderers should therefore develop a proportionate methodology, team structure and investigation strategy which they consider capable of delivering the required Phase 1 outputs within this overall budget.
The project programme reflects the need for different disciplines and workstreams to contribute at appropriate stages and does not imply continuous input from every member of the consultant team throughout the entire project period.
Is there a prescribed programme format?
No. There is no prescribed programme template.
Tenderers should provide a programme demonstrating how they propose to:
mobilise the consultant team;
undertake and coordinate the necessary surveys, investigations and testing;
manage dependencies between the architectural, engineering and cost consultancy disciplines;
engage with the Council and other appointed project consultants;
incorporate relevant heritage and community engagement findings;
develop and coordinate the RIBA Stage 2 proposals; and
complete the required Phase 1 outputs within the timescale set out in the procurement documentation.
Tenderers should identify any key assumptions, dependencies or information they would require from the Council in order to achieve their proposed programme.
How many Design Team Meetings and other project meetings should be included?
The Council has not prescribed a fixed number of Design Team Meetings or other project meetings.
Tenderers should make a reasonable and proportionate allowance for the meetings necessary to deliver their proposed methodology successfully and should clearly identify any assumptions regarding meeting attendance within their submission.
The Design Team should allow for:
the project inception process;
appropriate multidisciplinary design and coordination meetings;
liaison with the Project Manager;
liaison with the Heritage Consultant, Consultation & Engagement Consultant and other relevant specialists; and
attendance at relevant engagement, exhibition and design feedback sessions.
The Project Manager will coordinate the overall project meeting programme.
Online meetings should be used where appropriate to make efficient use of consultant time and project resources.
Is the Design Team required to undertake a formal pre-application process with the Local Planning Authority?
A formal pre-application submission to the Local Planning Authority is not specified as a mandatory Phase 1 deliverable.
However, given the Grade II listed status and heritage sensitivity of the site, the Council expects appropriate early liaison with relevant planning and conservation officers where this is necessary to inform credible RIBA Stage 2 proposals.
If a tenderer considers that a formal pre-application process is necessary or beneficial to deliver an appropriate Phase 1 outcome, this should be identified within the tender methodology, together with any relevant assumptions.
Any associated costs proposed as part of Phase 1 must be included within the overall £120,000 excluding VAT maximum budget.
The appointed Heritage Consultant will be expected to provide appropriate heritage and conservation input to relevant discussions, but the Design Team will lead the design and planning process.
What will the public engagement comprise and what is required from the Design Team?
A separate Consultation & Engagement Consultant will be appointed by the Council and will have primary responsibility for designing, organising, facilitating and reporting on the public and stakeholder engagement programme.
The anticipated programme comprises:
Engagement Round 1, October to November 2026: early engagement on community values, needs and aspirations, including an online survey, 1 to 2 public drop-in sessions and three facilitated stakeholder workshops;
Targeted engagement, November 2026 to February 2027: focused engagement with groups who may otherwise be underrepresented; and
Engagement Round 2, approximately April to May 2027: consultation on the emerging RIBA Stage 2 proposals through an in-person public exhibition and online engagement.
The Design Team is not responsible for organising or managing the overall engagement programme.
The Design Team will be expected to:
provide accessible drawings, visualisations and explanatory materials;
provide appropriate design material for engagement activities;
attend relevant public exhibitions, workshops or design feedback sessions;
explain emerging technical and design proposals to non-specialist audiences;
review relevant consultation findings;
consider relevant feedback as the proposals develop; and
demonstrate how engagement feedback has informed the final RIBA Stage 2 proposals.
The Design Team will work collaboratively with the Council, Consultation & Engagement Consultant and Heritage Consultant throughout this process.
Are there prescribed Council Terms & Conditions or may tenderers propose their own?
No separate Council Terms & Conditions or prescribed form of professional appointment has been issued as part of the tender.
Tenderers may identify the standard form of appointment or terms they propose to use and may provide these with their tender submission.
Any contractual assumptions, qualifications or proposed departures from the requirements of the procurement documentation should be clearly identified.
Tenderers should not assume that their own standard terms will automatically be accepted. The final form of appointment will need to be agreed with the successful tenderer and must remain consistent with the scope, fee, programme and other requirements on which the procurement has been conducted.
The appointment must also accommodate the multi-phase structure and break clauses described in the procurement documentation. Continuation beyond Phase 1 will be subject to the provisions set out in the Commission Brief, including satisfactory performance, availability of funding and the necessary Council approvals.
Can a red line boundary plan for the project site be provided?
Yes. A plan identifying the project site boundary will be provided and made available to tenderers here: Site Plan.
Is there a deadline for submitting further clarification questions?
Yes. The deadline for submitting further clarification questions is:
12 noon on Friday 21 August 2026
The Council intends to publish responses to substantive clarification questions by:
Tuesday 25 August 2026
Clarification questions may be submitted using the contact details provided within the procurement documentation.
Where a clarification is considered relevant to other potential tenderers, the question and response will be anonymised and published on this page so that the same information is available to all potential tenderers.
The tender submission deadline remains:
11:59pm on Tuesday 1 September 2026
Heritage Consultant
Tender submission
Question: How should the tender response be submitted?
Response:
Tender responses should be submitted electronically through the Council's Tender Submission page, as identified in the Find a Tender notice.
The deadline for receipt of tenders is 11:59pm on Tuesday 1 September 2026.
Submission length
Question: Is there a maximum word count or page limit for the tender submission?
Response:
There is no prescribed maximum word count or page limit, either for the overall submission or for individual sections.
There is also no separate limit for supporting information such as CVs, examples of comparable work, references or other relevant appendices.
Tenderers are encouraged to keep submissions proportionate and focused on the information required to demonstrate how they meet the published requirements and evaluation criteria.
Contract terms and conditions
Question: Are there prescribed Terms & Conditions which tenderers must accept, or may tenderers propose their own?
Response:
No separate Council Terms & Conditions or prescribed form of professional appointment has been issued as part of the tender.
Tenderers may identify the standard form of appointment or terms they propose to use and may provide these with their tender. Any contractual assumptions, qualifications or proposed departures from the procurement requirements should be clearly identified within the tender submission.
Tenderers should not assume that their own standard terms will automatically be accepted. The final form of appointment will need to be agreed with the successful tenderer and remain consistent with the scope, fee, programme and other requirements on which the procurement has been conducted.
Site boundary
Question: Can a red line boundary plan for the site be provided?
Response:
Yes. A plan identifying the project site boundary will be provided to tenderers and is available here: Site Plan.
Flexibility in the Heritage Consultant budget
Question: Is there any flexibility in the budget given the extent of the work and length of the programme?
Response:
The £8,000 excluding VAT is the maximum available budget for the Heritage Consultant commission.
The fee must cover all professional time, research, meetings, travel, expenses and preparation of all required deliverables.
The programme reflects the stages at which heritage input will be required within the wider project and does not imply continuous consultant input throughout the entire project period.
Tenderers should therefore propose a proportionate methodology and allocation of resources which they consider capable of delivering the required outputs within the available budget.
Meetings
Question: How many project or Design Team meetings should the Heritage Consultant allow for?
Response:
The Council has not prescribed a fixed number of meetings.
Tenderers should make a reasonable and proportionate allowance for the meetings and workshops necessary to deliver their proposed methodology and should clearly state any assumptions regarding meeting attendance within their submission.
This should include appropriate liaison with the Council, Project Manager, Design Team, Consultation & Engagement Consultant and other relevant project partners, together with design integration and engagement-related meetings where heritage input is required.
Online meetings should be used where appropriate to make efficient use of consultant time and project resources.
Planning and pre-application discussions
Question: Is the Heritage Consultant required to undertake or lead pre-application discussions with the Local Planning Authority?
Response:
No. The Heritage Consultant will not be responsible for leading the planning or pre-application process.
A formal pre-application submission is not currently specified as a mandatory Phase 1 deliverable.
The Design Team will lead relevant design and planning liaison. The Heritage Consultant will be expected to provide appropriate heritage and conservation advice to support relevant discussions with planning and conservation officers where required.
Public engagement and the Heritage Consultant's role
Question: What will the public engagement programme comprise and what specifically is required from the Heritage Consultant?
Response:
A separate Consultation & Engagement Consultant will be appointed by the Council and will have primary responsibility for designing, organising, facilitating and reporting on the public and stakeholder engagement programme.
The anticipated programme comprises:
Engagement Round 1, October to November 2026: early engagement on values, needs and aspirations, including an online survey, 1 to 2 public drop-in sessions and three facilitated stakeholder workshops;
Targeted engagement, November 2026 to February 2027: focused engagement with groups who may otherwise be underrepresented; and
Engagement Round 2, approximately April to May 2027: feedback on the emerging RIBA Stage 2 proposals through an in-person public exhibition and online engagement.
The Heritage Consultant is not expected to design, organise or manage the overall engagement programme.
The Heritage Consultant's role is to provide specialist heritage input which supports the engagement and interpretation work. This includes:
identifying historical stories, themes and accessible heritage narratives;
providing heritage content for engagement materials;
supporting the two consultation rounds with heritage input where appropriate;
preparing short heritage summaries suitable for public exhibitions;
developing interpretation themes and storylines for future use;
ensuring that relevant heritage significance, sensitivities and conservation considerations are communicated clearly; and
working collaboratively with the Consultation & Engagement Consultant, Design Team, Council and St Barbe Museum & Art Gallery.
Further clarification questions
Question: Is there a deadline for submitting further clarification questions?
Response:
Yes. The deadline for further clarification questions is:
12 noon on Friday 21 August 2026
The Council intends to publish responses to substantive clarification questions by:
Tuesday 25 August 2026
Relevant questions and responses will be anonymised and published on this page so that the same information is available to all potential tenderers.
Evaluation weightings
Question: What are the evaluation weightings for the Heritage Consultant tender?
Response:
The evaluation weightings are:
Quality and clarity of proposed methodology: 25%
Relevant heritage expertise: 20%
Price and value for money: 20%
Experience of comparable projects: 15%
Understanding of the brief and project context: 10%
Ability to meet the programme and collaborate effectively: 10%
This represents an overall weighting of 80% for non-price criteria and 20% for price and value for money.
The Council is not obliged to accept the lowest-priced tender. Tenders will be assessed on the basis of the most advantageous tender taking account of the published evaluation criteria.
Project Manager / Major Bid Project Partner
Are the Comparator Study, Market / Regional Profile Review and Business Options Appraisal included within this commission, or will they be commissioned separately?
The Comparator Study, Market / Regional Profile Review and Business Options Appraisal are all included within the Project Manager / Major Bid Project Partner Phase 1 commission. They will not be commissioned separately by the Council under individual briefs. Tenderers may deliver the specialist workstreams using their own in-house team and/or appoint suitably qualified named subconsultants. Where subconsultants are proposed, tenderers should identify them within their submission and provide details of their relevant experience, role, fee and any assumptions. The appointed Project Manager / Project Coordinator will remain responsible for the management, coordination, quality assurance and integration of all specialist outputs, whether delivered directly or through subconsultants.
The £28,000 excluding VAT is the maximum total budget for the complete Phase 1 commission and includes:
Project Management / Project Coordination;
Comparator Study;
Market / Regional Profile Review;
Business Options Appraisal;
any subconsultant costs; and
expenses and other costs associated with delivering the Phase 1 commission.
There are no separate Council-funded allowances in addition to the £28,000 for these specialist workstreams.
Tenderers should nevertheless show the following elements separately within their Phase 1 fee proposal:
Project Management / Project Coordination;
Comparator Study;
Market / Regional Profile Review; and
Business Options Appraisal.
This breakdown is required to provide transparency and allow comparison of tender submissions. The combined Phase 1 fee must remain within the overall £28,000 excluding VAT maximum budget.