July 2016

Museum of

Army Flying

Professional Services Brief: Quantity Surveyor

Memorial Wall Project and Heritage Lottery Fund Project

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Museum of Army Flying PROFESSIONAL SERVICES BRIEF FOR QUANTITY SURVEYING SERVICES

1 Introduction The Museum of Army Flying (MAF) wishes to appoint an experienced consultancy to provide quantity surveying services for two separate but overlapping projects at the Museum: Project 1: Memorial Wall. This will be a unique and dignified memorial to the 7,000 soldiers that have died in the service of British Army flying. Project 2: British Army Flying: Discovering stories of Courage, Comradeship & Innovation. This project will transform the museum and the visitor experience, placing British Army Flying back at the heart of the Museum’s exhibition, collections and activities. The project and has recently been awarded a First Round pass by the Heritage Lottery Fund. 2 The Museum The Museum of Army Flying at Middle Wallop with its unique collection of aircraft, artefacts and archive material is the only museum dedicated to telling the story of British Army Flying from pre-World War 1 adventurism to today’s modern professionalism. Approximately 5,000 soldiers have died in the service of British Army flying. Before the First World War, brave men experimented with aviation from balloons and kites in pursuit of operational advantage over their enemies, many losing their lives in the attempt. The First World War was the cauldron in which the culture of adventure, bravery, determination, skill, triumph and of course sacrifice in the cause of Army aviation was developed. Flying continues to provide a vital capability in contemporary British military operations and it is not only men that participate in present day conflicts; women play a full role in modern British Army aviation. Their story is powerful, inspirational and one that is told through the experiences of the men and women who have served the cause of British Army Flying. The Museum is also the regimental museum of the Army Air Corps. 3 Background The Museum of Army Flying is at a critical point in its history. Having been established for a number of years, it has become ‘tired’ and lacklustre in appearance with facilities that are no longer fit for purpose. Over the last two years it has undergone a period of change and reflection. Led by a new Director and revitalised trustee board it has developed a new vision and ambition. A major Development Project will transform the museum and place British Army Flying back at the heart of its stories, collections and vision by:

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Transforming the display of the collections and the visitor experience

Investing in the Museum’s infrastructure

Telling the story of British Army Flying for all people in a way that entertains, engages and inspires.

Reconnecting the Army Air Corps with its regimental museum.

Bringing the Museum of Army flying into the community 3.a Project 1: The Memorial Wall The proposal is to build a wall that, in addition to acting as a powerful memorial by recording the names of the fallen, will provide enclosure and act as a physical barrier between the Memorial Garden and the adjacent A343. As well as adding considerably to the poignancy and dignity of the Memorial Garden, the Wall would ideally also have the practical advantage of reducing the road noise, making the existing memorial garden more peaceful and increasing the potential for quiet reflection. The Wall will serve as a fitting marker to the 60th anniversary of the Army Air Corps and act as a catalyst for £3 million development project (see Project 2 below) and associated major fundraising campaign. The Memorial Wall project is fully funded through private donations. It is anticipated that the appointment will be made during in early August 2016. The Contract Administrator role will be undertaken by the Architect. 3b Project 2: British Army Flying: Discovering stories of Courage, Comradeship & Innovation This HLF-funded project will underpin future resilience by transforming the visitor experience and the Museum’s capabilities through remodelling of the internal spaces of the Museum to create:

high quality collection and archive storage;

a reordering and presentation of our interpretation;

a redesigned entrance space to the Museum with improved ticketing and retail;

brilliant and fun, formal and informal, learning and play spaces for school groups and families;

a fit for purpose conservation workshop;

two new break out spaces within the corporate/conference suite;

Relocate the existing admin offices to make room for the new archive. Alongside the capital works will be a 3 year programme of learning, outreach, engagement and volunteering activities. As with the Memorial Wall it is anticipated that the appointment will be made during in early August 2016 and that the Contract Administrator role will be undertaken by the Architect.

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Project 2: Key Work Packages The project has four key work packages: i. Building Redevelopment Redevelop existing Museum buildings in order to provide:

A new welcome and orientation space to the Museum, creating an engaging arrival and orientation experience, improved ticketing and retail facilities.

Refurbishment of the Learning Centre and linking corridor to create a bright and fun space for formal and informal education and play activities.

Two flexible conference breakout spaces to support a modern fully-equipped conference/corporate hire facility.

New archive and 3D collection storage facilities and research space, in line with best practice for archive and collection storage. Our archive will grow from circa 220 linear metres to circa 550 linear metres of storage capacity.

The existing workshop will be reconfigured, with a mezzanine inserted to increase working space and inclusion of storage racking.

The existing admin offices will be relocated to the space currently occupied by the archive.

Improvements to the existing hangars. ii. Interpretation and Exhibition The proposals for new interpretation and exhibition will include:

New introductory and orientation information and displays.

Improved wayfinding and exhibition layouts throughout the Museum to establish more coherent visitor routes.

Redisplay of aircraft from the collection including an iconic Apache combat helicopter to create a dynamic visitor experience explaining the role of Army flying in globally significant events up to the modern day.

Reordering of the hangars to better display and explain the current collection.

The new interpretation will make much greater, but carefully targeted, use of AV and technology to create a more layered, holistic and stimulating visitor experience.

The interpretation will draw on the results of an oral history project to collect the stories and memories of serving personnel and ex-AAC servicemen and women.

New Museum guide and themed trails. iii. Collections and Archive Conservation Anticipated outputs will include:

Collections Conservation Plan and associated Management and Maintenance Plan.

Conservation work to objects within the archive and collections, in line with recommendations set out in the Conservation Plan.

Reconfiguration of existing space will allow the archive and 3D collection to be moved from inadequate and sub-standard spaces to new, dedicated facilities.

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Reconfiguration of the workshop will create suitable separation between work areas allowing more than one type of conservation activity to take place at any time.

Improved archive / storage environments. iv. Activities The project will transform the way the Museum engages with local communities and build stronger bridges with audiences through a wide ranging 3 year outreach and volunteering programme. The project will also completely refresh our informal/formal learning offer and, in partnership with the Winchester Science Centre, add a new dimension to our interpretation and learning through development of a STEM programme. 4 Scope and Schedule of Services: Scope The appointment will initially be for the development and delivery of the Memorial Wall Project and for the Development Phase of the HLF-funded project ie through to the submission of the Second Round application to HLF at RIBA Stage 3. It is anticipated that the appointment will be made by August 2016 and that the Second Round application will be made to HLF in December 2017. However, all consultants should note that the timetable is indicative only and extension of the timeline will not result in additional fees. The intention (assuming the Second Round bid is successful and subject to satisfactory performance) will be to extend the appointment to cover the delivery phase of the works. It is envisaged that the Contract Administrator role for all building related works will be undertaken by the Architect. For interpretation build packages it is anticipated that the Interpretation Designer will act as Contract Administrator but this will depend on the final Procurement Strategy to be agreed in due course. Schedule of Services The consultant will be required to provide all services identified in the Schedule of Service included at Appendix A. In summary this includes: Attend project team meetings as required (generally on a monthly basis)

Attend HLF liaison meetings as required

Preliminary budget estimates

Cost planning

Cost checks

Preparation of RIBA end stage cost reports

Prepare Construction Cost Plan

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Prepare Tender Documentation including writing contract conditions and preliminaries for obtaining tenders from contractors for the building work and exhibition installations (based on information provided by the designers)

Develop and maintain cashflows

Contribute to the Risk Register

Contribute to change management

Fully contribute to Value Engineering exercise(s) as required

Value Change Orders and Instructions

Interim valuations

Compile and agree final accounts with contractors for the building work and the museum exhibition

The above points are particularly relevant to the HLF-funded project. The Memorial Wall is a simpler project and the reporting and meeting structure will reflect as much. 5 Experience and Qualities Required

The Quantity Surveyor should have: A proven track record of working on similar projects, including those with a significant

exhibition element. Previous experience of working in the heritage sector including providing QS services for

HLF funded projects and museum redevelopment schemes. The Consultant is expected to liaise fully and proactively with other Project Team members

and with the Client, to ensure a full understanding of all aspects of the projects and coordination of all design / exhibition elements.

The Consultant will be expected to liaise closely with the Project Manager, the basebuild and exhibition design teams and QS, external stakeholders as well as the HLF grants officer/monitor, as appropriate.

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In the tender return consultants should state the level of cover carried for Professional Indemnity; Public Liability and Employer’s Liability. 7 Budget In preparing the tender the consultant should take the following budgets into consideration. Memorial Wall - The cost of the memorial should not exceed £200,000 including VAT, where applicable. HLF Project - The budget for the capital elements of the project is approximately £1.5 million including building alterations, archive, fit-out and exhibition costs but excluding VAT, professional fees, educational, marketing and staff costs.

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8 Programme The Memorial Wall and any associated work (signage, landscaping, lighting etc) to be complete by mid August 2017 to mark the 60th anniversary of the Army Air Corps. Subject to form, cost, materiality and consultations it is anticipated that all design work should be complete and approved by MAF no later than the spring 2017. HLF Project- It is anticipated that the development work for the Second Round application will take up to 18 months to complete. It is anticipated that the Delivery Phase of the project will formally commence in April 2018 and all capital elements will complete by summer 2019. At this stage the programme is indicative only and MAF reserves the right to shorten or extend the programme as funding and circumstances dictates. Extension of the timeline will not result in additional fees. 9 Risks

Consultations may delay progress.

Fundraising progress could affect project progress.

The delivery phase of the HLF Project is dependent on securing Second Round HLF

funding.

10 Payment Terms Unless stated otherwise, payment terms will be 30 days from receipt of a valid invoice. An appropriate fee schedule will be agreed upon appointment.

11 Tender Timetable The timetable for the tender process is as set out below:

Date

ITT Issued 21 July 2016

Deadline for receipt of tenders 15 August 2016

Appointment date (indicative) 22 August 2016 12 Tender Assessment Criteria All tender submissions will be scored against the criteria below to determine the most economically advantageous tender to the Employer. The quality : price/resource ratio is 50 : 50

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Criteria Weighting %

Team structure, skills and experience 20

Experience of heritage sector and HLF-funded projects 20

Exhibition experience 10

Price 40

Resource allocation 10

Total 100%

The Employer reserves the right to interview only selected candidates after a desktop assessment.

The Employer reserves the right to reject any price it considers to be abnormally low if not satisfied by the justification submitted by the contractor following clarification. No qualifications are to be made to your tender. Any tender queries are to be raised before tender submission. The Employer does not bind itself to accept the lowest or any tender and will not be liable for any costs incurred by the tenderer in preparation of their tender. 13 Submission of Tender Proposals Tenders must be submitted no later than 3pm on 15 August 2016. Two hard copies and one electronic copy of the tender must be submitted by the deadline. The two hard copies should be sent in a plain envelope labelled only with the address below and clearly marked ‘Tender Proposal: Quantity Surveyor’. No other marks or wording which might indicate the identity of the sender shall appear on the envelope. The tender is to be addressed to:

Chris Munns

Chief Executive

Museum of Army Flying

Middle Wallop

Stockbridge,

Hampshire SO20 8DY

The electronic copy of the tender can either be submitted on memory stick or disk and should be submitted by email to:

jason.l@conservationplus.org The electronic copy must also be received by 3pm on 15 August 2016.

Tenders received after the deadline will not be considered

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Queries and clarifications: during the tender period any questions or requests for clarification should be submitted by email to jason.l@conservationplus.org

If the Museum considers any question or request for clarification to be of material significance, both the question and the response will be communicated, in a suitably anonymous form, to all Potential Providers before the closing date for the submission of the completed tender. Site visits: the Museum is open to the public from 10.00am to 4.30pm daily (no admission

ticket required if access arranged by prior appointment). During the tender period please

contact the Museum on 01264 784421 to arrange access.

14 Tender Response Summary of information to be included within the tender submission:

Details of the tendering organisation Name of company Legal status (eg limited company, partnership etc) Company registration number Head office address Address of office from which the work will be carried out Number of employees

Name and contact details of main contact for tender (including telephone number and email address)

Insurances: level of cover carried by you for:

Professional Indemnity Public Liability Employer’s Liability

Please do not send copies of certificates with the tender. They will be required later before acceptance of any tender.

Completed Form of Tender including a Lump Sum Fee to include all reasonable

expenses and disbursements. Day rates for each grade of staff required. A team organisation structure identifying roles and responsibilities, and CV details of

the key team members who will work on this project, illustrating skills/qualifications and recent relevant experience of delivering projects of a similar type and nature to those at MAF.

Descriptions (no more than two sides each) of involvement in up to three museum/heritage sector projects. This should demonstrate previous experience working in the heritage sector including of providing QS services for HLF funded museum redevelopment projects with significant exhibition / interpretation elements. Please include names and contact details of the client lead, project manager or lead consultant to whom we may refer in connection which each of these projects.

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APPENDIX A: Scope of Service The Consultant shall include within their tender allowances for undertaking the following duties in connection with the appointment as Quantity Surveyor.

1.1 The scope of service for the Consultant can be summarised as follows:

1.1.1 In relation to the construction and exhibition costs:

Preliminary budget estimates Cost planning

Cost checks Cost in use studies Cash flows Co-ordinating the preparation of tender documents Post contract monitoring of variations including change control procedures Interim valuations Agreeing final accounts.

1.1.2 In relation to client side/specialist elements:

Budget advice Co-ordinating the preparation of tender documents for the contractor(s)/specialists

Interim valuations Agreeing final accounts

1.1.3 In relation to the total project budget:

Co-ordination of end stage cost reports Assist with co-ordinating a total project budget including fees, specialist surveys,

client direct costs, loose equipment, inflationary and contingency allowances and risk allowances.

1.1.4 In relation to funding:

Preparation of all cost reports or information required for funding; applications,

reporting, audits. Cost Reports for the RIBA end stage reporting.

1.1.5 In relation to management procedures:

Assist in developing the change management and control procedure (RIBA Stage 4

onwards)

1.1.6 The Consultant shall exercise all reasonable skill, care and diligence in the

performance of the Services.

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1.1.7 The Consultant shall attend meetings and visit the Site to properly progress

the works to ensure the successful completion of the Project and mitigate any delays or additional costs. Meetings will include, but not be limited to the client meeting, project and design team meetings and site progress meetings.

1.1.8 The Consultant shall issue monthly cost reports (RIBA Stage 4 onwards)

1.1.9 The cost report is to be produced in a format to be agreed with the Project

Manager detailing total project costs.

1.1.10 The Consultant shall be required to liaise and work in close collaboration with the Employer, Project Manager, and the Other Consultants to maximise the Project’s success.

1.1.11 Perform the Services necessary for completion of the works in line with the

project programme.

1.1.12 Monitor the production of design information against the design programme and if delayed advise the Project Manager so that action can be taken accordingly.

1.1.13 Provide input and support to the Employer and the other Consultants

throughout the design development and implementation process.

1.1.14 Liaise closely with the other Consultants throughout and ensure effective

demarcation of the exhibition and construction works to avoid gaps or duplication.

1.1.15 Support the exhibition and construction contract administrators in the effective administration of the works contracts.

1.1.16 Review drawings and specification produced by the other Consultants and

report on cost and programme implications.

1.1.17 Provide cost advice on maintenance, life cycle costing and prepare cost in

use studies accordingly.

1.1.18 Assist with risk identification and reduction strategies.

1.1.20 Assist with value engineering exercises to ensure alignment with budget.

1.1.21 Print, reproduce or purchase all documents, drawings, and other records necessary for the proper performance of the Services.

1.1.22 Provide information to the Project Manager, the other Consultants and to

the Contractors from time to time as necessary to enable them to carry out their

respective duties.

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1.1.23 Provide a pro-active cost advice service to support the Employer and the

other Consultants in considering the cost implications of design options/ alternatives or constructional approaches throughout.

1.1.24 Perform such other duties as may reasonably be required by the Employer to

secure the completion of the Project.

1.1.25 The Consultant shall, if requested to do so, assist the Employer in respect of any claims or proceedings made in relation to any of the other Consultants or the Contractors.

1.1.26 Provide cost information to support analysis and interpretation by VAT/

accounting specialists. 2.0 RIBA Stages 2 to 4

2.1 Prepare cost reports on the outline design proposals (RIBA Work Stage 2)

2.2 Work closely with the Project Manager to produce an outline Procurement Strategy covering the various packages, including advice on forms of contract.

2.3 Assist with co-ordinating a total project budget including general repairs and

conservation works, construction works and interpretation / exhibition works, the intention being to identify areas of uncertainty or exclusions at an early stage and then work towards eliminating them.

2.4 Provide advice on inflation allowances. 2.5 Prepare an updated cost plan in accordance with the scheme design information. 2.6 Assist with value engineering exercises to achieve value for money and focus on

delivery of the project within approved budgets.

2.7 Prepare summary report incorporating a construction and cost summary for the Scheme design report.

2.8 Assist the other Consultants as requested by the Employer in making and negotiating

with statutory undertakers all approvals, agreements, leases and consents necessary for the installation, removal and/or relocation of their services and for the provision of supplies.

2.9 Keep the Employer constantly informed of the cost involved in any such negotiations,

applications, approvals, etc. referred to above.

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2.10 Advise on the pre-purchasing by the Employer of items of plant, materials or goods which are on long delivery periods.

3.0 Production Information and Bills of Quantities 3.1 On the basis of the drawings and documents prepared by the other Consultants prepare

preliminaries, bills of quantities, schedules of rates and other pricing documents for inclusion in the tender enquiry documents. Assemble invitations to tender for review by the Project Manager, the other Consultants and the Employer. Prepare pre-tender estimates for works packages to check the adequacy of the budget and assist the team in re-aligning aspirations where necessary.

3.2 Provide cost information to assist the other Consultants to submit plans for proposed

building works for the approval of funders or others as requested by the Employer. 3.2.1 With others, input the tender short listing process including attending interviews. Tender Action 3.3 Discuss and agree with the Project Manager and the other Consultants, the split of the

work packages and the various tender lists. With the Project Manager, receive and take account of the comments of the other Consultants on the invitation to tender documents.

3.4 With the Project Manager, interview tenderers (where appropriate in conjunction with

the other Consultants) and negotiate prices with the tenderers as authorised by the Employer.

3.5 Analyse the tenders and programmes received in collaboration with the other

Consultants and assist the Project Manager to report to the Employer with recommendations for acceptance.

3.6 Where required by the Employer, ensure that the contracts entered into with the

Contractors include all ancillary documents: bonds, guarantees and collateral

warranties as referred to in the contract. 3.7 Assist the Employer, the other Consultants and the Contractors in the selection and

appointment of specialist sub-contractors and suppliers prior to commencement of works on Site.

3.8 Advise on all insurance matters arising in relation to the Project and assist the

Contractors in the submission of and settlement of any claims pursuant to such insurances.

3.9 Prepare contract documentation for execution by Employer/Contractor for the various

work packages.

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4.0 Post-Contract Services Through to Completion (RIBA Stages 5 to 6) 4.1 Make such visits to the Site as may be necessary for the proper performance of the

Services. 4.2 Prepare valuations, as may be required by the provisions of the contracts; advise on the

cost implications of any proposed variations and on other matters relating to the Services as requested by the Employer; assist the Project Manager to report to the Employer on and approve all applications for payment, invoices and other like documents submitted by the Contractors.

4.3 Ensure that all “daywork” claims under the contracts are properly settled and agreed. 4.4 Monitor and report to the Employer at monthly intervals until the issue of the final

certificates under each of the contracts on expenditure and progress in relation to the master cost plan and the master programme. Inform the Council immediately if the expenditure or progress has or may reasonably be anticipated as likely to exceed the master cost plan and/or the master programme.

4.5 Advise on the desirability of making payment for off-Site goods and materials. Assist

the other Consultants in valuing the same.

4.6 Negotiate and agree the final accounts under the contracts with the Contractor. 4.7 Do all that may reasonably be required by the Employer to monitor the costs of work to

be executed by others outside of the base build and the exhibition contracts. 4.8 Provide such assistance as the Employer may reasonably require in pursuing each and

every remedy which the Employer may have against any of the Contractors. 4.9 Provide such assistance as the Employer may reasonably require in defending any claim

made against it by any of the Contractor.