Project Management Service

The objective of the support provided by the appointed consultancy is to:

● Establish a consistent condition dataset across all schools in the Trust.

● Prioritise maintenance and lifecycle investment works in a transparent and evidence-based manner.

● Support Trust budget planning, compliance obligations, and strategic estate decision-making.

In addition, the appointed consultancy will provide a range of project management and consultancy services to support our capital programme.

It is envisaged a single supplier will be appointed to fulfil both the asset management support requirements and the project and consultancy services.

As specific projects are not yet defined and subject to allocation of funding from the DfE, there is no commitment to particular volumes of business under the Trust's contract with the supplier.

All support required will be provided by suitably qualified staff within the appointed organisation to provide the following services within the total percentage fee submitted in Appendix B:

● Prepare Scope of Works or Design Brief

● Work up a programme to deliver projects by agreed dates with the Estates Manager

● Develop detailed design

● Provide a list of contractors (names & email contact details) who should be alerted to the project for bidding purposes

● Prepare draft tender documents including detailed evaluation criteria and liaise with the Trust to reach a final version which will be advertised to the open market

● Respond to any project specific tender clarifications

● Evaluate all the tender bids, documenting your analysis, scoring and commentary against the evaluation criteria, providing a tender evaluation report and recommendation on which contractor(s) should be appointed and why and providing detailed feedback for those contractor(s) who were unsuccessful and communicating this feedback to those contractors

● Following endorsement or agreement of the preferred contractor(s), draft a contract using an appropriate JCT format; The Trust will need to endorse and sign the contract, but the appointed organisation is responsible to issuing to the contractor(s) and following through on signatures

● The appointed organisation will be required to operate independently of CLT staff but be accountable to the Estates Manager

● The appointed organisation will liaise and deal with the Estates Manager to deliver the agreed programme of work on time and on budget to the satisfaction of all

● Risk management and analysis and develop and maintain a project risk register

● Management and liaison with sub-consultants appointed separately as necessary by CLT, including:

Building surveyor

Cost management

Town and Country planning advisers

Building Control advisers

M&E engineering

Structural and Civil Engineering

Clerk of work

Principal Designer duties under CDM2015 and Building Regulations/Building Safety Act

● Manage the works until handover

● Chair and minute meetings with CLT, stakeholders and contractors

● The appointed organisation will communicate regularly with the Estates Manager updating regularly in writing and through onsite meetings.

● Carry out regular site inspections during the works and provide progress updates to the Estates Manager

● Carry out monthly valuations and monthly predicated final accounts

● Final account preparations for approval by Estates Manager

● Issuing all contractual certification

● Prepare snagging lists and chair handover and commissioning meetings

● End of defects period final inspection meetings

● Act as Contract Administrator, where required

Other survey work

Occasionally the Estates Manager may have requirements for survey work to be undertaken and other ad hoc advice and guidance so unit costs for these should also be provided in the tender exercise:

● Building/area condition survey report incl M&E

● Measured survey

● Schedule of accommodation and BB103 comparison

● Drainage survey

● Due diligence survey

Support in applying for DfE and other grants related to projects will be commissioned as necessary and a quote will be invited from the supplier based upon the day and hourly rates of relevant specialists required.

Total value (estimated)

£700,000 excluding VAT

£840,000 including VAT

Above the relevant threshold