CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Restoration and Re-use of Penarth Cemetery Chapel

2.2

Description of the goods or services required

Penarth Town Council wishes to convert the Chapel at Penarth Cemetery into both a flexible community space within lower Penarth enabling local community groups to hold meetings and classes and to see the Chapel restored and able to be used for Memorial Services, to celebrate the lives of those interred in Penarth Cemetery.

The cemetery chapel has remained largely unaltered and in regular use until 1985. At that date a Baptist congregation who used the chapel for their services moved to a new chapel on Elfed Avenue. Once the Baptists had left, the Town Council decided that the chapel should be converted into a machinery store and workshop. The interior fitted woodwork was stripped. The main west entrance was removed and replaced by a pair of metal doors within a new brickwork frame, and the south door and part of the window above were also taken out and a door for machinery to enter the building was created. None of the doors or stonework was retained though some of the stones from the south window were retained but moved. In 1994 the mortuary house on the opposite side of the narthex or covered way was converted into a mess-room and other facilities for council staff working at the cemetery and a public toilet block were made out of the vestry. The boiler house below the vestry was blocked off. In 2004, the chancel arch was walled up with blockwork and some of the wooden floor was replaced with mass concrete to carry new heavier machinery.

To facilitate this conversion of the Chapel, a modern building will need to be erected on the hard-standing area to the west of the chapel building to house the existing equipment in the chapel and to incorporate a workshop.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88264.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Outline schedule of repairs and itemised costs and timeline for the restoration of the external shell of the chapel:

i. The slating, ridge tiles, leadwork and any felting of the roof.

ii. The rainwater goods, louvres, soffits, bargeboards and the timbers of the covered way roof structure.

iii. The brick and masonry work (including the removal of any redundant metal fixings etc.), and the desirability of undertaking plastic mortar repairs to the Bathstone base of the tower and selectively elsewhere.

iv. The reinstatement of a new Bathstone south doorway and the missing parts of the window above, and associated new wooden door and ironmongery based upon the surviving north doorway and door, and the original drawings.

v. The design of a new entrance at the west end of the chapel, making use of the modern surround, which will be fully accessible and will provide a view of the interior.

vi. Selective repair of the ironmongery of the north doorway and the light fitting over the north entrance to the covered way.

vii. The replacement of the Perspex outer glazing with new or by substituting with hinged galvanized grills.

viii. A consideration of the immediate surroundings of the chapel and within the covered way including the hard surfaces, drain covers and drains.

Outline schedule of repairs and itemised costs and timeline for the restoration of the surviving original fabric of the interior of the chapel. This will consider:

i. The removal of the blockwork and making good of the chancel arch.

ii. The cleaning and resealing of the decorative tiles in the chancel.

iii. The necessary repairs to or if appropriate the renewal of the glazing.

iv. The cleaning and repair of all internal wall surfaces, ceiling, floor and doors, and the removal of any later fixings on the walls to leave the original fabric.

v. The removal of the modern primrose yellow paint from the dressed stonework to reveal the original surfaces.

vi. The clearing and cleaning out of the roof space and the exclusion of access for nesting squirrels.

viii. The consequential repairs to the interior from refitting the new west and south doorways.

ix. The mechanical and electrical services to the chapel building and to the former vestry.

Outline scheme with costs and timeline for the conversion of the chapel to a flexible meeting space

i. What modifications to the original fabric might be needed to meet current fire and access requirements and for securing the building and contents against intruders and during opening hours.

ii. The fitting of a low maintenance and cost-effective heating system (such as an air heat recovery system) into the building, and the need for any additional insulation in the main roof space and in the ancillary rooms.

iii. The distribution of services around the interior of the building to facilitate the proposed re-use.

iv. A review of the current lighting within the chapel and the recommendation of any changes.

v. The laying of a new, appropriate but hard-wearing floor surface to the internal nave floor.

vi. The redecoration of the interior using appropriate paints, based upon evidence for any original colour schemes.

vii. Whether any of the surviving architectural woodwork can be refitted or modified to provide new fittings, seating etc. for the chapel.

Outline scheme with costs and timeline to upgrade the existing facilities and re-decorate the former Mortuary, now the staff mess room. Penarth Town Council understands outbuildings are required and are open to suggestions on how this could best be achieved.

In addition to the above schedules, costs and timelines any planning applications required for the proposed works are to be prepared and completed by the successful tenderer and delivered in a format that can be submitted to the Vale of Glamorgan council by Penarth town council.

All waste must be removed from site.

Adhere to Health and Safety legislation and relevant Council policies and procedures and take reasonable care for the health and safety of themselves and other persons.

3 Conditions for Participation

3.1

Minimum standards and qualification required

i.Details of their practice’s experience and personnel, and at least three examples of similar projects to the Penarth Cemetery Chapel that they have undertaken.

ii. Copies of the practice’s insurance certificates.

iii. A fixed price tender for completing the work set out in section 2 of this brief, excluding VAT, and for the preparation of the planning application described.

iv. A schedule of fees and expenses for any work required by Penarth Town Council additional to that given in this brief.

v. RIBA Stage 3

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Evaluation Basis

Offers will be evaluated on the basis of 40% price and 60% quality. Quality comprises lead time, warranty period and all H&S documentation, insurances, risk assessment criteria.

Bidders acknowledge that the Council is not obliged to accept the lowest of any Quotation.

Costs

All costs, expenses and liabilities incurred by bidders in connection with the preparation and submission of any Quotation shall be borne by the bidder

Confidentiality

This Request for Quotation and all other documentation issued by the Council relating to the quotation shall be treated by the bidder as private and confidential for use only in connection with the quotation and any resulting contract, and shall not be disclosed in whole or in part to any third party without the prior written consent of the Council.

Bidders’ Obligations

Bidders must ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their Quotation is accepted and bidders agree that the Council may rely upon representations made in any Quotation.

Terms and Conditions

The terms and conditions under which an order will be issued to the successful supplier are based on the criteria specified. The successful supplier will be notified within one week from receipt of quotation and invited to meet with the client to discuss schedules of work.

It is the bidders’ responsibility to familiarise themselves with these terms and conditions.

The Council will issue a purchase order prior to work being undertaken.

Payment

Payment will be made within 30 days of receipt of invoice post commissioning

(WA Ref:88264)

5.2

Additional Documentation

5.3

Publication date of this notice