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Llanelly House Restoration: Audio Visual Integrated Services

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Carmarthenshire Heritage Regeneration Trust (CHRT)
21-25 West End
For the attention of: Craig Hatto
SA15 3DN Llanelli
Telephone: +44 1554772857

Internet address(es):

General address of the contracting authority:

I.2)Type of the contracting authority
Other: Non- contracting Authority - Charitable Trust
I.3)Main activity
Recreation, culture and religion
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Llanelly House Restoration: Audio Visual Integrated Services
II.1.2)Type of contract and location of works, place of delivery or of performance
Design and execution
Main site or location of works, place of delivery or of performance: Llanelly House, Bridge Street, Lanelli SA15 3UF

NUTS code UKL14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
The Carmarthenshire Heritage Regeneration Trust
Carmarthenshire Heritage Regeneration Trust (CHRT) has acquired Llanelly House and is the lead body for its restoration and interpretation. The trust was formed to deliver the key objectives:
- To preserve the environmental heritage that exists in and around Carmarthenshire, which include:
o Buildings of historical or architectural interest
o Sites, areas and environments of historical or natural beauty
Llanelly House
The Llanelly House Project is a multi-million pound project to restore the Grade 1 listed Georgian Town House to its 18th century glory and into a major new community facility. Primarily funded by:
- Heritage Lottery Fund
With secondary funding from:
- Cadw
- Llanelli Town Council
- Carmarthenshire County Council
- Architectural Heritage Fund
The AV Integrated Services Contract is funded by:
- Heritage Lottery Fund
- Welsh Government - Digital Tourism Business Framework (DTBF)
The restoration of Llanelly House is currently being undertaken around a high quality programme of conservation and restoration that will draw from, interpret for and enrich the communities of Llanelli through restoring the House to its place in Llanelli's heritage.
The core objectives of the Llanelly House project have been set to ensure Llanelly House provides a high quality visitor experience:
- To sympathetically conserve, restore and interpret the building in its entirety to its original Georgian Grade 1 status (early 18th - early 19th century)
- Bring the building into full community, heritage and economic use
- To provide high quality learning opportunities for schools and other educational groups
- Create a facility which the entire community can utilise
- "Access for All”
- To engage the community in the projects development
- Give the building focus and function that is understood and utilised by the community locally and nationally
- To make the building financially sustainable through a carefully considered after-use programme that breathes and flexes with the community's needs
- The building instills and promotes local and national pride
CHRT is currently undertaking a £5.4m capital project known as Llanelly House. We are procuring the services of an experienced Audio Visual Contractor, who will be required to work with relevant internal and external teams to execute and install the Audio Visual Systems and contract the Digital Developers for the digital installations.
The goal of this tender is to appoint an experienced Audio Visual Contractor for the Llanelly House Restoration Project due to be completed by June 2013. The organisation should have the relevant experience of working and collaborating on multi-disciplinary heritage and museum projects within Grade 1 & 2 listed buildings and well adept at integrating cutting edge heritage/museum interpretation within visitor attractions within the last 3 years.
The restoration is set at between 3.75million - 4.1million and is already underway.
Target Competition Dates:
These are indicative dates only and subject to change:
- PQQ Notice & Response 20th Dec 2012 - 7th Jan 2013
- Assessment & shortlist: 3-6 Tenderers 8th Jan 2013
- Invitation to tender 9th Jan 2013
- Tender period 09 Jan - 04th Feb 2013
- Assessment and Evaluation: 3 -6 tenderers 05th -06th Feb 2013
- Interview: 3- 6 tenderers Week commencing 11th Feb 2013
- Decision to Award Notice/Stand Still Alcatel Rule 14th - 24 February 2013
- Contract Award 25th February 2013
Form of Tender
The tender will take the form of a restricted tender procedure. 3-6 tenderers will be selected from this PQQ to tender, which will be assessed and the tenderers will invited to interview. If only 2 tenderers return then we will apply a negotiated tender procedure.
Scoring / Assessment Criteria
The following assessment criteria will be used to select the short list for interview.
1. Ability to meet essential financial and business standards for the commission (30%). Used principally to assess section 1 and 2.
2. Overall experience Demonstration of understanding of the skills required to approach the commission (60%). Used principally to assess section 3.
3. References (10%). Used principally to assess section 4.
Community Benefits do not apply to this contract
II.1.6)Common procurement vocabulary (CPV)

92521100, 32321200, 32321000, 32322000, 32330000, 32340000, 79540000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 5-6 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
In the main tender document
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: DTBF conditions of Grant
HLF conditions of grant
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: Please see Pre-Qualification Questionaire
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Please see Pre-Qualification Questionaire
Minimum level(s) of standards possibly required: Please see Pre-Qualification Questionaire
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Please see Pre-Qualification Questionaire
Minimum level(s) of standards possibly required:
Please see Pre-Qualification Questionaire
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: yes
Reference to the relevant law, regulation or administrative provision: Integrated Audio Visual Services. Design, Fabrication, Installation, Digital Development
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Accelerated restricted
Justification for the choice of accelerated procedure: Due to project timescales being compressed into 6 months
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 3-6
Objective criteria for choosing the limited number of candidates: Chosen on the successful completion, receipt and scoring of a Pre-Qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 7.1.2013 - 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
7.1.2013 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s):
VI.3)Additional information
Upon receipt of notice of interest, a PQQ document will be issued, which is required to be completed and issued to the addressed party prior to 12:00 noon on 07.01.2013.
Buy4Wales Reference Number: 33178
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: CHRT will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from the CHRT point of contact.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: