manchester cathedral west end development - lead architect tender document

Consultancy Tender

Lead Architect

www.dooleyassociates.co.uk

P0001/Consultancy Management/Tender/ Lead Architect

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Contact

David Thorncroft

Assistant Project Manager

Consultancy

Tender Lead

Architect

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Contents

Introduction .......................................................................................................................... 4

General Information .............................................................................................................. 4

Part 1 - Design Competition ................................................................................................. 5

1.1. Brief / Deliverables .................................................................................................... 5

1.1.1. Development Principles .......................................................................................... 5

1.2. Site Location and Boundary ........................................................................................ 8

1.3. History ..................................................................................................................... 10

1.4. Building Character and Structure.............................................................................. 13

1.5. Budget ..................................................................................................................... 14

2. Request for Proposal (RFP) ........................................................................................... 15

2.1. Supplier Questions and Information ......................................................................... 15

2.1.1. Design .................................................................................................................. 15

2.1.2. Deliverability ........................................................................................................ 16

2.1.3. Practicality ............................................................................................................ 16

2.1.4. Cost...................................................................................................................... 17

2.1.5. Further Information .............................................................................................. 17

Part 3 Tender Instructions ................................................................................................ 18

3.1. Overview of Tender Process ..................................................................................... 18

3.1.1. Clarifications ........................................................................................................ 19

3.1.2. Information and Surveys ....................................................................................... 19

3.1.3. Sub-Consultants .................................................................................................. 19

3.1.4. Bona Fide Tender .................................................................................................. 20

3.1.5. Acceptance of Tenders ......................................................................................... 20

3.1.6. Due Diligence Information and Liability ............................................................. 21

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3.1.7. Cost of Tendering................................................................................................. 21

3.2. Format of Submissions............................................................................................. 22

3.2.1. Compliant Tender ................................................................................................. 23

3.3. Submission Requirements ........................................................................................ 24

3.4. Evaluation Process ................................................................................................... 25

3.5. Project Time Table ................................................................................................... 27

3.6. Project Services Required ......................................................................................... 28

3.7. Contract & Fee Proposals ......................................................................................... 29

3.8. Deliverables to be returned with Fee Proposal ......................................................... 30

Appendix A......................................................................................................................... 31

SECTION 1 COMPANY PROFILE ...................................................................................... 31

SECTION 2 COMPANY PROFILE CONT ........................................................................ 33

SECTION 3 FINANCIAL INFORMATION ........................................................................... 34

SECTION 4 INDUSTRY REFFERENCES ............................................................................. 35

Appendix B ......................................................................................................................... 37

Appendix C......................................................................................................................... 38

Appendix D ........................................................................................................................ 39

Appendix E ......................................................................................................................... 40

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Introduction

Manchester Cathedral is embarking on a Stage One Heritage Lottery Fund (HLF) bid for an

extension to the west end of the building. The facility will make provision for learning,

teaching, volition, retail and for the practical provision of toilets and storage space. As part

of the bid a RIBA Stage 1 design document will be developed for anticipated submission in

April 2016. If successful, a RIBA Stage 2 and 3 design will be developed for submission to the

HLF in November 2016.

General Information

Manchester Cathedral invite you to submit your proposal for the West End Design Competition

in accordance with the information detailed below

Part 1 Design Competition

Part 2 Request for Proposal (RFP)

Part 3 Tender Instructions

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Part 1 - Design Competition

1.1. Brief / Deliverables

The Lead Architect will work with Dooley Associates, the client, their representatives, HLF,

Cathedrals Fabric Commission for England (CFCE) and specialist consultants to produce a

design that meets the regulatory, operational and aspirational requirements while

maintaining value for money for the clients investment. The Architect will be appointed to

undertake and complete the design work, which will then be used by a lead contractor in

formulating their tender for the works. The Architect will be retained by the Client in a post

contract advisory role, and will be required to review and approve the contractors work.

1.1.1. Development Principles

The general principles of the design are detailed below:

The design should be aspirational and symbolic whilst not just preserving, but

enhancing the heritage and character of the Cathedrals existing west faade, helping

the Cathedral become a more recognisable symbol of the City.

The relationship to the surrounding community should be developed with unimpaired

access and movement for all persons, including the elderly and disabled.

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The emphasis throughout should be on the creation of well-lit and welcoming spaces,

combining elegance with close attention to functionality and effective space

management and flow.

The design is to meet the aspirational requirements of the Cathedral, whilst not just

preserving but enhancing the heritage and character of the original building.

The facilities should cover:

Spaces to enable effective delivery of the Cathedrals five activity strands of volition,

education/music, radical outreach, visitor offer and heritage interpretation.

Spaces that are capable of use by a variety of ages and levels of mobility, are flexible

and attractive, have access to high quality information technology, are thermally

efficient and have plentiful storage space.

Provision for public access to the top of the tower, including viewing arrangements

and possible exhibition space at the base of the tower.

High quality retail space with flexibility of layout, to be combined with provision for

storage of stock and office space.

Gender-neutral toilet provision for up to 20 cubicles, plus changing room and disabled

toilet facilities.

Storage space to be provided for nave chairs and liturgical furniture, with an emphasis

on speed and minimum staff involvement.

Cathedral multi-purpose meeting space at nave level, with generous storage space, to

be made available.

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Multi-purpose learning and meeting spaces, offering a range of attendance numbers

between 6 and 35, in at least two venues.

Criteria for successful applications

The fulfilment of the general principles and of the provision of facilities as set out

above is fundamental.

Cost effectiveness and value for money shall be combined with imaginative solutions

and sustainable and easily maintained provision.

The scheme for the modification of a Grade 1 listed building must meet with the

approval of the Cathedral Chapter, the CFCE, Historic England, the Victorian Society,

and Manchester City Council.

The remodelled space must be well integrated with the main body of the Cathedral

and with the Cathedral Visitor Centre.

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1.2. Site Location and Boundary

Manchester Cathedral, Victoria Street, Manchester, M3 1SX

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1.3. History

Manchester Cathedral has a rich history with extensive refurbishment and developments since

the first Church was built on the site in 1215. The timeline below details the significant

structural developments.

1215 - The present church is built within the precincts of the Barons Court.

Before 1311 - The Gresley family build and endow the first Chantry, the St Nicholas Chantry.

1330-1360 - The delicately carved entrance arch into the Lady Chapel (1350), and the former

tower are built.

1426 - The Barons Hall is converted into the house-of-residence for the College Priests or

Fellows.

1422-1458 - The Quire, or chancel is built. In 1440 the carved screen to the Lady Chapel is

completed.

1465-1481 - The Nave is rebuilt, in a style harmonizing with the grace of his predecessors

architecture. The Chancel Arch is added, with two flanking staircases dividing the Nave and

the Quire.

1501 - The St George Chantry is built, located next to the St Nicholas Chantry.

1506 - The Jesus Chapel is built by the Bexwicke family. The Chapter House is rebuilt over

the former Sacristy. The north columnade of the Nave is moved two feet north and the

clerestory is added to let in more light.

1513 - Work on the St John the Baptist Chapel.

1515 - A small chapel, the Ely Chapel is built adjacent to the St John the Baptist Chapel.

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1617 - A gallery in the south aisle is erected.

1660 - Another gallery is erected across the west end of the Nave, with another one being

built on the north side.

1698 - The last gallery is erected to the north-west of the Nave.

1814 - North gallery re-erected.

1815 - South gallery re-erected.

1814-18 - All of the interior stonework is picked and then coated with Roman cement.

1860 - The Roman cement is cleaned off and the galleries demolished.

1864 - The tower, in a dangerous condition, is demolished and the foundation stone laid for

a new one.

1868 - The new tower, an exact replica but six feet higher than the previous one, is formally

opened. The outer face of the Cathedral is renewed.

1882-83 - The whole of the Nave interior is replaced, stone for stone under the direction of

Joseph Crowther.

1889 - A new North Porch is built to replace the original mediaeval one.

1891 - A new south porch is built.

1892 - The Baptistry extension is built.

1897 - The Victoria Porch is built to celebrate the Diamond Jubilee of Queen Victoria.

1904 - Library Annex is built.

1934 - Refectory and Choir School are built.

1940 - A German bomb destroys most of the north-east of the Cathedral and causes

extensive damage to the rest of the building.

1941-1960 - Restoration takes almost 20 years.

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1976-1995 - The West Windows are replaced in stained glass by the artist Antony Hollaway.

1996 - An IRA bomb explodes close to the Cathedral and causes further damage.

2009 Manchester Cathedral Development Project Commences.

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1.4. Building Character and Structure

Section and Elevation drawings of the existing building are included in Appendix B.

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1.5. Budget

The approximate project cost for the West End development is 7,000,000.

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2. Request for Proposal (RFP)

2.1. Supplier Questions and Information

All Tenderers will have to deliver all the documents and information mentioned below. All

questions are mandatory and responses should be labelled sequentially to replicate as below.

Responses should not exceed 350 words unless stated otherwise:

2.1.1. Design

(i) Please provide a design proposal for Manchester Cathedrals West End that will

provide the basis for a RIBA Stage 1, 2 and 3 design. Submissions should be limited

to no more than 5no A3 size PDF Drawings.

(ii) Please detail how your concept was formed.

(iii) Please identify the key areas your design addresses.

(iv) Please detail the design approach employed.

(v) Please identify how the design integrates with the current building.

(vi) Please identify how the design responds to its immediate and wider setting.

(vii) Please provide details of the typical quality principles that your organisation will

introduce to ensure that the design is best in class.

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(viii) Please identify how the design complies with the general principles as set out in

Development Principles 1.1.1. (500 word maximum).

2.1.2. Deliverability

(ix) Please detail how the proposal is deliverable both practically and financially (500

word maximum).

(x) Please demonstrate your capability to deliver the design service/s required.

(xi) Please provide details of any innovative approaches you adopt which supports

quality of service and how you would apply these to the west end development.

(xii) Please describe the activities you would undertake from potential appointment to

the commencement of the contract.

(xiii) Please provide visual examples for similar size and type projects where you have

provided the required services (maximum 5no).

2.1.3. Practicality

(xiv) Please identify how the design complies with the Facilities as set out in

Development Principles 1.1.1. (500 word maximum).

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2.1.4. Cost

(xv) Please identify how the proposal demonstrates Value for Money.

(xvi) Please see the attached Pricing Document (Appendix C) which contains the services

you are required to quote against. Complete all mandatory elements and submit

as part of your formal tender response.

2.1.5. Further Information

(xvii) Please detail any further information you feel would be beneficial to your RFP

submission. Please keep to a maximum of 500 words.

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Part 3 Tender Instructions

3.1. Overview of Tender Process

Manchester Cathedral are adhering to EU and HLF Procurement Regulations and thus a notice

has been sent to the Official Journal of the European Union (OJEU) via the MyTenders

eProcurement Service.

Dooley Associates have been appointed to assess Pre-Qualification Information and

Tenderers must note that design proposals and RFP submissions will only be considered upon

successful completion of the Pre-Qualification Questionnaire (Appendix A). The Tenderer is

to confirm in their submission that the information contained in the Pre-Qualification

Questionnaire (PQQ) is true and accurate. The Tenderers completed PQQ must be titled

accordingly and attached separately to the main Tender submission. If throughout the tender

and evaluation period there is any change to the information provided, the Tenderer must

advise the Cathedral accordingly. Upon successful compliance of the PQQ a Competition Panel

will score the various design proposals and RFP submissions and make a recommendation to

award the Contract.

In line with EU Regulations and for the purposes of anonymity, Tenderers are not to use any

identifying mark, logo, company name or reference on the tender submission. Each Tenderer

will be provided a unique reference number which must be used on all correspondence with

the Cathedral and Dooley Associates.

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Manchester Cathedral may (at its absolute discretion) issue amended Tender Documents prior

to the date of submission and which will be deemed to supersede any previously issued

Tender Documents. All tenderers are to be advised that no variant tenders will be accepted.

3.1.1. Clarifications

Any clarifications and enquiries are to be submitted via the MyTenders service no later than

10 working days prior to the close of tender. Responses to inquiries and clarifications will be

displayed to all applicants. All queries must be made anonymously.

3.1.2. Information and Surveys

It is the responsibility of each Tenderer to ensure that they have all the information they

require, including site inspections, investigations and surveys to effectively prepare their

tender submissions. Included is a requirement to familiarise themselves with the Cathedral

and surrounding area.

3.1.3. Sub-Consultants

It is the responsibility of the Tenderer to provide all necessary information about any sub-

consultant services they plan to utilise. The Tenderer is to remain fully liable for all works

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undertaken by any sub-consultant. Any sub-consultant will be bound by the same obligations

as apply to all tenderers.

3.1.4. Bona Fide Tender

All Tenderers are to sign and submit with their submission the bona fide tender certificate as

per Appendix E.

3.1.5. Acceptance of Tenders

Manchester Cathedral is not bound to accept the financially lowest, highest scoring or any

Tender. The Cathedral reserves the right to accept a Tender in whole or in part. Tender

submissions to bring the design to RIBA Stages 1, 2, 3 and completion of the RIBA Plan of

Work can be accepted in part, stages or whole. The Cathedral reserves the right to disqualify

any bidder that makes material changes or misrepresentation to any aspect of the submission.

All Tender offers are to remain, at the submitted rates for a minimum 12 months post

submission. There is no obligation on the part of Manchester Cathedral to proceed with

appointment should the HLF Bid be unsuccessful.

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3.1.6. Due Diligence Information and Liability

Whilst the content of this document has been prepared in good faith, it does not purport to

be comprehensive or to have been independently verified. The Cathedral and Dooley

Associates does not accept any liability or responsibility for its adequacy, accuracy, or

completeness. Any party seeking to rely on this document should make its own independent

assessment and verification of the accuracy of its content and take such professional advice

as necessary in this regard.

3.1.7. Cost of Tendering

Manchester Cathedral or Dooley Associates will not be responsible for, or reimburse any

Tenderer for costs or expenses incurred either directly or indirectly in the preparation of and

submission of their bid.

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3.2. Format of Submissions

Tender returns are to be submitted electronically via MyTender (Tenders Direct) eProcurement

Portal and comprise of the following information:

Completed Pre-Qualification Questionnaire.

A Design proposal demonstrating how the Cathedrals space arrangements and

activity requirements will be met.

Individual fixed fee proposal for works associated with completing RIBA Stage 1 in

partnership with Manchester Cathedral.

Individual fixed fee proposal for works associated with completing the design to

RIBA Stage 2.

Individual fixed fee proposal for works associated with bringing the design to RIBA

Stage 3.

Individual fixed fee proposals are required for works associated with completing the

design in line with the RIBA Plan of Work 2013.

An additional Schedule of Fees, as per Appendix D is required for time-based

services.

Evidence of Heritage and Conservation experience.

Signed Bona Fide Tendering Certificate.

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3.2.1. Compliant Tender

The Tenderer should ensure that its submission is fully compliant with the requirements set

out in this document and is for the whole service and not part of the service required. The

Tender shall not contain conditions or qualifications. If a Tender is deemed not compliant

with the document requirements, the Cathedral may reject the tender submission. All

responses to the RFP questions and supplementary information are to be in English. All pricing

information is to be submitted in the pricing document and is to be in GBP Sterling. The

proposal, its contents or any section thereof, shall not be disclosed to any third party not

directly involved in the submission of the proposal. The bidder must submit a fully compliant

proposal. Failure to submit a compliant submission may result in the tender being removed

from consideration. All documents submitted must be done so electronically via the MyTender

(Tenders Direct) portal by the submission due date and time. Documents are to be in Microsoft

Office format, but may be converted to pdf for ease of submission. No hard copy documents

are required to be provided. Tenderers are wholly responsible for ensuring that their

submission is received by the due date and time as outlined. Late submission will not be

accepted unless there is justifiable evidence to suggest that the documentation was submitted

electronically by the deadline date and time. Tender submissions should adhere to the layout

indicated and the order of the information requested.

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3.3. Submission Requirements

The Tenderer is to provide a written proposal and concept designs that will be assessed and

scored based on demonstration of the criteria set out in 1.1.1 Development Principles and

the corresponding criteria below

Whether the proposal is deliverable both practically and financially.

Whether the proposal demonstrates Value for Money.

Whether the proposal is sustainable.

How the design responds to its immediate and wider setting.

The Tenderers approach to stakeholder consultation and communication.

The Tenderers approach to public consultation.

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3.4. Evaluation Process

The aim of the evaluation process is to select the design proposal that will best meet the

Cathedrals requirement for an aspirational, symbolic design that enhances the character of

the building whilst providing facilities to effectively undertake the Cathedrals five activity

strands. The evaluation process used to select the successful tender submission is set out

below.

Tender submissions will, in the first instance, be subject to a compliance check of the Pre-

Qualification Questionnaire and tender checklist. The Tenders will then be evaluated as to

how they are deemed to achieve the requirements set out in 1.1.1 Development Principles

and 3.3 Submission Requirements. The scoring will be solely undertaken by the Competition

Panel with scores apportioned to the three strands as detailed below:

Design Aesthetics 50%

The Competition Panel will assess the overall aesthetics with particular consideration to the

existing building, heritage and surrounding environment.

Deliverability 20%

The Competition Panel will assess whether the design is buildable within the proposed budget

and programme. Disruption to existing activities will also be considered.

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Practicality 20%

The Competition Panel will assess whether the design incorporates and promotes the delivery

of the Cathedrals five activity strands.

Cost 10%

The Competition Panel will evaluate the Tenderers fees for the delivery of the service.

Upon completion of the evaluation process the Competition Panel will select a shortlist of

Tenderers to interview.

Upon completion of the process, Manchester Cathedral reserves the right (but is not obliged)

to award the contract to the selected Tenderer.

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3.5. Project Time Table The project timetable provides an indication only of the timetable for completing the

appointment and design period

Issue Tender Document to Consultant September 2015

Return date for design proposal

Interview Panel

October 2015

November 2015

Appoint Consultant November 2015

Complete RIBA Stage 1 February 2015

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3.6. Project Services Required

The schedule below provides a list of services considered to be needed for the project, the

consultant must identify any other services required or not required as part of the fee proposal.

Generally

All services to be supplied in accordance with the RIBA plan of work.

Lead a design team to develop a symbolic, deliverable, cost effective design solution.

Identify surveys required to deliver the design to RIBA Stage 3.

Lead on gaining approval from regulatory authorities including Manchester City Council

Planning Department, HLF, CFCE and Historic England.

Ensure the design is practical and facilitates the Cathedrals 5 activity strands as stated

in the HLF bid.

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3.7. Contract & Fee Proposals

The Consultant will be appointed in accordance with the RIBA Standard Agreement

2010 (2012 revision) Architect, issued by the Cathedral with agreed appendices

Dooley Associates Ltd will act as Project Manager

The client will be The Deans & Canons of Manchester Cathedral

The Consultant must provide a copy of their Professional Indemnity Insurance.

The works stages will be in accordance with the RIBA Plan of Work 2013.

All reasonable disbursements must be included or clearly excluded

Individual fixed fee proposals are required for works associated with completing RIBA

Stage 1 and 2 and bringing the concept to a RIBA Stage 3 design.

Individual fixed fee proposals are required for works associated with completing the

design in line with the RIBA Plan of Work 2013.

An additional Schedule of Fees, as per Appendix D is required for time-based services.

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3.8. Deliverables to be returned with Fee Proposal

A statement of acceptance of the terms & conditions of appointment and any contract

conditions.

An initial proposed Design that can be developed in RIBA Stage 1 and 2.

Completion of the commercial Pre-Qualification Questionnaire.

Completion of all questions in the RFP.

Demonstration of Heritage / Conservation Experience.

Proposed project team with CVs.

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Appendix A Attach separately to Tender submission and title accordingly.

Project Manchester Cathedral West End

Client Dean and Cannons of Manchester Cathedral

SECTION 1 COMPANY PROFILE

1 Company Name

2 Registered Address

4 Company Registration No

5 VAT Registration No

6 Operating Address for this project

3 Telephone No

4 Fax No

5 Contact

6 Range of contract value undertaken to

7 Total Number of Employees Directly Employed Self Employed Sub Contract

Management

Technical

Support

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8 Geographical limits of operation

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SECTION 2 COMPANY PROFILE CONT

9 Present company Formed in

10 Predecessor Companies

11 Type of Organization (i.e. sole trader,

limited company etc..)

12 Year of registration

13 Name of Parent company if applicable

14 List the directors of the company

Name Position Years in this Capacity

15 Does your company operate an equal opportunities policy

(Provide copy of certificate if applicable YES NO

16 Does your company operate a quality management System relevant to

ISO standards (Provide copy of certificate if applicable) YES NO

17 Is your company currently in legal dispute on any UK construction

project YES NO

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SECTION 3 FINANCIAL INFORMATION

Bank Details

Name :

Address :

State your company turnover for each of the last 3 years in respect of construction activity for the previous three

financial years.

Year Year Year

Turnover

Profit / Loss before Tax

Does you firm hold a Tax Exemption Certificate under the Construction Industry

Tax Deduction Scheme or other equivalent schemes? YES NO

Can you provide a summary of the last 3 years audited accounts for your

company YES NO

Employers Liability Details

Name of Insurer :

Policy Number

Renewal date :

Limit of Liability ; Excess

Public Liability Details

Name of Insurer :

Policy Number

Renewal date :


Professional Indemnity Insurance Details

Name of Insurer :

Policy Number

Renewal date :


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SECTION 4 INDUSTRY REFFERENCES

Please note that the references listed below may be contacted prior to contract award

No 1

Name :

Position :

On Behalf Of :

Address :

Relationship :

No 2

Name :

Position :

On Behalf Of :

Address :

Relationship :

No 3

Name :

Position :

On Behalf Of :

Address :

Relationship :

Provide examples of similar project experience over the past five years

Project Client Value

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I certify that the information provided within this questionnaire is accurate. (This form should be signed by a

Director or other senior member of the Company who should state his position within the Company).

Signed :

Date :

Name :

Position :

On Behalf Of :

Address :

To be completed by Dooley Associates

Assessor :

Assessment delete as

appropriate : Excellent Good Satisfactory Unsatisfactory

Comments :

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Appendix B

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Appendix C

FEE BUILD

UPTender Project

Estimated Project

value Date

Title D irecto r Leader Co -o rd Senio r Engineer Assist T ech

Day rate

RIBA Stage 1 D irecto r Associate Leader Senio r Assist T ech

Feb-16 - - - - - - -

Sub Total - - - - - - - -


Jun-16 - - - - - - -

Sub Total - - - - - - - -


Oct-16 - - - - - - -

Sub Total - - - - - - - -

Completion of RIBA

Stages D irecto r Associate Leader Senio r Assist T ech

2020 - - - - - - -

Sub Total - - - - - - - -

Total - - - - - - - -

Fee Percentage -

Comments

Prepared By

Cost to include disbursements & inflation allowance

Approved By

Manchester Cathedral West End Options

7,000,000 Estimated Duration 51 months

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Appendix D

Time Based & Hourly Rates

# Date rate based upon a seven and one half hours working day.

Hourly Rate Day Rate #

Director

Associate

Leader

Senior

Assistant

Technician

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Appendix E

Certificate of Bona Fide Tender

1. I/We understand that Manchester Cathedral or Dooley Associates are not bound to

accept the lowest or any tender you may receive.

2. I/We understand that Manchester Cathedral or Dooley Associates will not be responsible

for, or reimburse any Tenderer for costs or expenses incurred either directly or

indirectly in the preparation of and submission of their bid.

3. I/We certify that this is a bona fide tender.

Signature

Title..

Print name in full..

On behalf of (name and address of company)

.

.

.

Date