Great Exhibition of the North 2018

Invitation to Tender (ITT)

For Pontoon Systems

19.03.18

v.01.5

Contents

1. Background..............................................................................................................................3

1.1 Headline requirements....................................................................................................3

1.2 Great Exhibition of the North (GEOTN)............................................................................3

1.3 GEOTN Water Sculpture..................................................................................................3

1.4 ITT Timetable...................................................................................................................4

1.5 Clarification Process.........................................................................................................4

1.6 Clarification Process – Site Visit.......................................................................................4

1.7 Submitting responses.......................................................................................................4

1.8 Preparing your Tender: Some basic rules........................................................................5

1.9 Tender Checklist..............................................................................................................6

2. Specification............................................................................................................................7

2.1 Overview..........................................................................................................................7

2.2 Delivery requirements.....................................................................................................7

2.3 Key dates.........................................................................................................................7

2.5 Evaluation of Tenders......................................................................................................9

2.6 Tendering Organisation Requirements............................................................................9

2.7 Evaluating cost...............................................................................................................10

2.8 Quality evaluation methodology...................................................................................10

3. Schedules to complete..........................................................................................................12

3.1 Schedule 1 – Organisational details...............................................................................12

3.2 Schedule 2 – Mandatory Requirements.........................................................................13

3.3 Schedule 3 – Quality: Skills and Experience (40%).........................................................16

3.4 Schedule 4 – Quality: Delivery (40%).............................................................................18

3.5 Schedule 5 – Pricing Information (20%).........................................................................19

3.6 Schedule 6 – Signature Form.........................................................................................20

1. Background1.1 Headline requirements

Tender submissions are requested for the provision of a Pontoon for the Great Exhibition of the North. Detailed requirements are defined in Section 2 - Specification.

Any queries relating to this document and/or Invitation to Tender quotation (ITT) process should be sent to Marian Chapman, GEOTN Technical Producer marian@getnorth2018.com

Please note NGI will undertake due diligence checks on the selected provider prior to contract.

1.2 Great Exhibition of the North (GEOTN)

NewcastleGateshead Initiative (NGI) is working as the delivery organisation and accountable body for The Great Exhibition of the North (GEOTN) a three-month exhibition, running from the 22nd June until the 9th September, which will take place in NewcastleGateshead in 2018.

GEOTN will be England’s largest event in 2018 engaging with an online and offline audience of three-million and a game-changing moment for North of England. It will reveal to the world how the North of England's great art and culture, design and innovation has shaped all of our lives and is building the economy of tomorrow. GEOTN will be a true celebration and showcase of the best art, design and innovation across the North of England.

Plans for the GEOTN include using the whole destination of NewcastleGateshead as a stage, with newly created commissioned programme taking place in a range of venues and out on the streets of the City. Three walking trails will focus on arts design and innovation. Each trail will help to tell the story of the North and how its inventors, engineers, artists and designers create and export life – changing products and services across the world – not just on the past, but importantly today. The content along the walking trails will both inspire and be inspired by a major exhibition hub at Great North Museum: Hancock (curated by our partners at TWAM) and two hubs at the Quayside with major new works commissioned by Baltic, Centre for Contemporary Art and Sage Gateshead.

For further information about the GEOTN please visit: https://getnorth2018.com/

1.3 GEOTN Water Sculpture

The Angel of the North inspires the layout of the proposed Water Sculpture display with the wings spanning 75m. This Water Sculpture will bring the drama and spectacle never seen before onto the River Tyne. A choreographed display of 33 rocket jets will project vertical columns of water between 25m and 50m (equal to the height of the Gateshead Millennium Bridge) from discreet sockets within a floating pontoon to create a dramatic and powerful display. NGI are therefore seeking to appoint a supplier to provide a modular pontoon system to form part of the Water Sculpture. This large-scale installation in the River Tyne will be a key part of the content of the GEOTN Opening Event on the 22 June 2018 and will remain a feature for the duration of the exhibition (22 June – 9 September 2018)

NGI are therefore looking to appoint a supplier for the provision of modular pontoon system, as per GEOTN design and specification (please see below)

1.4 ITT Timetable

Please see set out below the timetable associated with this ITT:

Stage Date and time

Issue tender document 20 March 2018

Deadline for any queries 10 April 2018 by 5pm

ITT submission deadline 13 April 2018 by 5pm

Evaluation of responses 16 April 2018

Contract awarded 17-18 April 2018

1.5 Clarification Process

Any queries relating to this ITT should be sent to GEOTN Technical Producer, Marian Chapman, marian@getnorth2018.com.

The deadline for queries is 10 April 2018 by 5pm.

Please note: If you wish NGI to treat a query (and NGI's answer) as confidential, you must state this when submitting your query. If, in the opinion of NGI, the query is not confidential, NGI will inform you and you will have an opportunity to withdraw it.

If the query is not withdrawn, the response will be published on https://getnorth2018.com/get-involved/tenders/pontoon/

The name of the company raising the question will not be published.

1.6 Clarification Process – Site Visit

A site visit is recommended in advance of submitting the tender. This can be done with, or without accompaniment. If you would like to be accompanied by a member of the GEOTN team please contact Assistant Producer, Laura Hunter laura@getnorth2018.com to arrange an appointment.

Please note queries asked during a site visit will be treated in the same way as queries emailed in.

1.7 Submitting responses

The completed ITT should be uploaded to https://getnorth2018.com/get-involved/tenders/pontoon/.

Responses should be issued by as per the deadline in the ITT Timetable (1.4).

Responses should include the following information:

Schedule Information required

1 Organisation Details

2 Mandatory Requirements (Pass/Fail)

3 Quality: Skills and Experience (40%)

4 Quality: Delivery (40%)

5 Pricing Information (20%)

6 Signature

1.8 Preparing your Tender: Some basic rules

Your Tender must be written in English.

You must follow the format as set out in the Schedules for this ITT.

Only one Tender is allowed from each Tenderer. If a Tenderer submits more than one Tender, NGI will evaluate the one with the latest time of submission (provided it was submitted before the Tender submission deadline) and disregard the other(s).

The Tender (including price) should remain valid for a minimum period of 90 days.

Evaluators will not cross-reference responses between different questions. If you wish to cross refer to information given in response to a different question, please include a full cross reference stating where the information can be found in your tender response.

Any attachment submitted as part of your Tender must also be fully cross referenced in your answer to the relevant question, otherwise the information that the attachment contains will not be considered as part of your Tender.

Please do NOT embed documents into any other documents - this may result in the documents not being able to be opened and as such your Tender may be considered a non-compliant submission.

You are solely responsible for ensuring your Tender is received by NGI in accordance with the ITT's instructions. NGI is under no obligation to accept late tenders.

Please allow sufficient time to upload your tender submission. NGI recommend that your tender file size should be no bigger than 10mb.

For guidance, NGI recommend commencing the upload of your tender 24 hours prior to the deadline to ensure any technical problems can be addressed prior to the tender deadline.

1.9 Tender Checklist

Please note: if you do not provide all of the items in the checklist this may cause your Tender to be non-compliant and not considered further.

Schedule Item Included in Tender?

1 Completed Organisation Details

2 Completed Mandatory Requirements with additional information where relevant

3 Completed Quality questions on Skills and Experience (40%)

4 Completed Quality questions on Delivery with Project Plan (40%)

5 Completed Pricing Information (20%)

6 Signed and dated Signature form.

2. Specification2.1 Overview

As part of the Great Exhibition of the North, NGI are seeking to appoint a supplier to provide a modular pontoon system and all associated infrastructure in relation to the GEOTN Water Sculpture.

2.2 Delivery requirements

The appointed supplier will be required to provide:

A modular pontoon system as per the outlined specification above, inclusive of anchorage, mobilisation/demobilisation (x2), navigation aids, workboat, all personnel and associated equipment.

Qualified and experienced staff to carry out the works. All transport to and from the site All related H&S documentation associated with the pontoon system and its

installation mobilisation, demobilisation and de-rig. Project management and lead contact to work with Technical Producer and

production.

Please specify any additional technical requirements required and location needed.

2.3 Key dates

14 May 2018 Compound and infrastructure installed 15 May 2018 Pontoon Build 31 May 2018 Pontoon complete 01 June 2018 Install equipment and Pontoon Mobilisation19 June 2018 Install complete 20 June 2018 Tech run-through 21 June 2018 Rehearsals 22 June 2018 Event start 09 September 2018 Event end 11 September 2018 De-rig equipment and Demobilise Pontoon17 September 2018 De-rig complete 18 September 2018 Pontoon removed 21 September 2018 Remove compound and infrastructure 22 September 2018 Site clear

2.4 Specification

2.5 Evaluation of Tenders

Please note only those Tenders which have passed all of the Mandatory Requirements requested in Schedule 2 will go on to be further evaluated for Schedules 3, 4 and 5.

Any responses that are not deemed to be fully compliant may be discarded. Each compliant response will be evaluated on a weighted combination of price and quality.

The weighted combination will be: Quality: Skills and Experience at 40% + Quality: Development at 40% + Price at 20% = 100%.

All unsuccessful tenderers will receive an email from NGI with feedback on why their Tender was not selected.

2.6 Tendering Organisation Requirements

All tendering organisations must have availability to deliver the project on the required dates in 2.3.

They must also have knowledge and understanding of the following:

Current Health and Safety legislation and policies. Knowledge of CDM regulations and LOLER legislation. All current legislation and policies associated to the supply of pontoon systems as by

the HSE, MCA and MAIB or pertaining to construction Health & Safety in costal and maritime engineering.

The required insurances/documentation for this project are:

£10m Public Liability Insurance (and the ability to increase to £20m PLI for the delivery term)

£2m Professional Indemnity Insurance Employers Liability

The selected supplier must have experience of:

Providing modular pontoon systems and anchorage in tidal watercourses. Providing modular pontoon systems, anchorage and all associated infrastructure to

bespoke plans.

2.7 Evaluating cost

All tendering organisations are asked to provide a price estimate in Schedule 5 based on the delivery requirements in 2.4 and any additional anticipated costs (such as increased PLI insurance).

Prices shall be submitted net of VAT; however, you are required to indicate where such VAT will apply.

The cost will be evaluated in in terms of value for money. The Price percentage will be scored as follows: (Lowest compliant bid price ÷ Potential Provider's price) × 20%.

The weighted combination will be: Quality (Skills and Experience) at 40% + Quality (Development) at 40% + Price at 20% = 100%.

The quality score will then be added to the price score to give an overall score for that organisation.

2.8 Quality evaluation methodology

The following methodology will be used to evaluate answers in Schedules 3 and 4.

Description Score

Very Good Demonstrates a very good understanding of requirements in development and delivery of the solution and a very good level of relevant experience/ capability

Complete confidence in ability to develop and deliver a solution

Very good prospects for successful delivery

5 marks

Good Demonstrates a good understanding of requirements in development and delivery of a solution and a good level of relevant experience/ capability

High level of confidence in ability to develop and deliver a solution

Good prospects for successful delivery

4 Marks

Acceptable Demonstrates a level of understanding of requirements in development and delivery of a solution and a level of relevant experience/ capability that is acceptable but below

3 marks

Description Score

the ideal

Acceptable level of confidence in ability to develop and deliver the solution

Acceptable prospects of successful delivery

Poor Demonstrates a limited understanding of requirements in development and delivery of a solution with limited relevant experience / capability

Low level of confidence in ability to develop and deliver the solution

Low probability of successful delivery

2 marks

Very poor Demonstrates a very limited understanding of, or very limited relevant experience/capability

Very low level of confidence in ability to develop and deliver a solution

Very low probability of successful delivery

1 marks

Unacceptable No response provided / demonstrates no understanding of requirements in development and delivery of a solution of with no relevant experience / capability

No confidence in ability to develop and deliver a solution of this nature

No prospect of successful delivery.

0 marks

3. Schedules to complete3.1 Schedule 1 – Organisational details

3.1.1 Name of your organisation:

3.1.2 A-2 Registered office (if applicable):

3.1.3 Trading address (if different from registered office):

3.1.4 Organisation Registration Number

(if applicable):

3.1.5 Is your organisation a: Sole Trader

Partnership

Public Limited Company

Private Ltd Company

Voluntary & Community Sector

Charity

SME (Small and Medium Enterprise)

OtherPlease specify:

3.1.13 If the Company is a member of a group of companies, please give the name and address of the ultimate holding company

3.1.14 Name of person to whom any queries relating to this tender should be addressed

3.1.15 Telephone

3.1.16 Email

3.1.17 Address(if different to the Address above)

3.2 Schedule 2 – Mandatory Requirements

Mandatory Requirements Delete as appropriate

3.2.1 Please confirm that your company can deliver all requirements within the timescales as detailed in the 'Key Dates' 2.3 in Section 2.

The following methodology will be used to evaluate the above quality requirement:

Pass – a Tenderer will be deemed to have passed this requirement if they confirm that they can meet the required timescales.

Fail – a Tenderer will be deemed to have failed this requirement if they do not confirm that they can meet the required timescales in the specification, or confirm that they can meet the requirements but not within the required timescales.

Yes / No

3.2.2 Grounds for Mandatory or Discretionary Exclusion

Please answer both questions a) and b).

a) Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in your organisation has been convicted anywhere in the world of any of the offences listed under the Mandatory Exclusion Grounds set out on this webpage. If your answer to any of those questions is 'Yes' please provide further details.

b) Please indicate if, within the past three years, anywhere in the world any of the following situations listed under Discretionary Exclusion Grounds set out on this webpage have applied to you, your organisation or any other person who has powers of representation, decision or control in your organisation. If yes please provide further details.

If there are grounds for exclusion, there is an opportunity to explain the background and any measures you have taken to rectify the situation (we call this self-cleaning).

A Tenderer will be deemed to ‘pass’ this question if in respect of both a) and b) above they answer “no”. Where a Tenderer answers “yes” in respect of either a) or b) above, NGI may deem the Tenderer to have passed this question where the Tenderer has provided sufficient evidence to NGI in accordance with the “self-cleaning” measures.

Yes / No

Yes / No

3.2.3 Are you in possession of all relevant licences and memberships where required by law, and documentation required relating to the disposing of Time Expired Pyrotechnics (TEPs) under this following legislation:

Yes / No

Mandatory Requirements Delete as appropriate

Explosives Act 1875, The Control of Explosives Regulations 1991 Road Traffic (Carriage of Explosive) Regulations 1989 UK Carriage of Dangerous Goods and transportable Pressure

equipment regulations 2011 UK Manufacture and Storage of Explosives Regulations 2011

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Pass – A tenderer will be deemed to have passed this requirement if they confirm that they are in possession of all relevant licences and memberships.

3.2.4 Is your company compliant to the Health and Safety at work Act 1974?

Pass – a Tenderer will be deemed to have passed this requirement if they confirm that are compliant.

Yes / No

3.2.5 Health and Safety Policy:

Do you hold OHSAS18000 accreditation?

Do you hold CHAS accreditation?

If you have answered no to both the above, please provide a copy of any Health & Safety policy you may have.

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Pass – A tenderer will be deemed to have passed this requirement if they confirm that they are in possession of the above policy, or can provide a copy of their Health and Safety policy.

Yes / No

Yes / No

3.2.6 In the last three years, has your organisation been the subject of an investigation by the Health and Safety Executive or similar competent authority?

Pass – a Tenderer will be deemed to have passed this requirement if they can confirm that they HAVE NOT been the subject of an investigation by the Health and Safety Executive or similar competent authority.

Fail – a Tenderer will be deemed to have failed this requirement if they confirm that they HAVE been the subject of an investigation by the Health and Safety Executive or similar competent authority.

Yes / No

Mandatory Requirements Delete as appropriate

3.2.7 In the last three years, has your organisation been convicted of any Health and Safety related offence by any Court or Tribunal?

Pass – a Tenderer will be deemed to have passed this requirement if they can confirm that they HAVE NOT been the subject of an investigation by the Health and Safety Executive or similar competent authority.

Fail – a Tenderer will be deemed to have failed this requirement if they confirm that they HAVE been the subject of an investigation by the Health and Safety Executive or similar competent authority.

Yes / No

3.2.8 Please confirm if you currently hold the following insurance.

£10m Public Liability Insurance (and the ability to increase to £20m PLI for the delivery term)

£2m Professional Indemnity Insurance

Employers Liability

Pass – a Tenderer will be deemed to have passed this requirement if they can confirm that they have all of the necessary insurances outlined above.

Fail – a Tenderer will be deemed to have failed this requirement if they confirm that they do not have all of the necessary insurances outlined above.

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Yes / No

Yes / No

Yes / No

3.3 Schedule 3 – Quality: Skills and Experience (40%)

3.3.1 Do you have experience of successfully delivering modular pontoon systems and anchorage in tidal watercourses? Yes / No (delete as appropriate)

If yes, please provide case studies that illustrate the above (2 examples max.)

3.3.2 Do you have experience of successfully delivering modular pontoon systems and all associated infrastructure to bespoke plans? *delete as appropriate Yes / No

If yes, please provide case studies that illustrate the above (2 examples max.)

3.3.3 Please provide details of 2 references relating specifically to the examples cited above

3.3.4 Do you hold ISO9001 accreditation? *delete as appropriate Yes / NoIf no, please provide details of any quality management policy you may have. If your tender is selected we will require evidence of all relevant documentation before commencing contract

3.3.5 Do you hold ISO140001 accreditation? *delete as appropriate Yes / NoIf no, please provide details of any quality management policy you may have. If your tender is selected we will require evidence of all relevant documentation before commencing contract

3.4 Schedule 4 – Quality: Delivery (40%)

3.4.1 Please provide a summary of how your company intends to fulfil and respond creatively to the brief (500 words max).

3.4.2 Please provide a top line project plan which outlines how your company would deliver the project in relation to the requirements and your proposed approach.

3.5 Schedule 5 – Pricing Information (20%)

3.5.1 All tendering organisations are asked to provide a price estimate based on the specification provided.

3.5.2 Please insert your costs for the full activity requirements in 2.3. Prices shall be submitted net of VAT; however, you are required to indicate where such VAT will apply.

3.5.3 As indicated, pricing will amount for 20% of the evaluation to decide which tender to accept. The cost will be evaluated in in terms of value for money. The Price percentage will be scored as follows: (Lowest compliant bid price ÷ Potential Provider's price) × 20%.

Organisation Name Price exclusive of VAT

3.6 Schedule 6 – Signature Form

Tender for: GEOTN Pyrotechnics

I the undersigned hereby declare by marking an X in the box:

that the information provided in this tender submission is complete and accurate;

that the price is our best offer;

that no collusion with other organisations has taken place in order to fix the price;

to be subjected to the terms and conditions set out in Appendix 1;

that no works/goods/supplies/services will be delivered or undertaken until both parties have executed the formal contract documentation as identified in Appendix 1 and an instruction to proceed has been given by NGI in writing.

Name ...........................................................

Position Held.....................................................

Signature.....................................................

Dated ..........................................................