‘SeaMore: sharing the newest national collection’
PROJECT MANAGEMENT SERVICES – APPOINTMENT BRIEF AND
SCHEDULE OF SERVICES
Purpose of the brief
In April 2016 the National Museum of the Royal Navy (NMRN) received a Round 1 pass from
the Heritage Lottery Fund (HLF) to develop the transformative ‘SeaMore’ project.
This brief sets out the project management services which the NMRN now wishes to procure
for the project. The appointment for services will cover the Development Phase of the project
and the preparation of the documents and plans required for a successful Round 2 application
(currently anticipated for submission in July 2017). It is intended that upon successful
approval of the HLF Round 2 application, and subject to the approval of the HLF, the PM
Consultants and design team will be retained for the delivery phase of the project, leading to
the successful completion of the works and handover to the NMRN. The tender value
represents an appointment to the successful completion of the delivery and development
phases.
Project Summary
SeaMore is a project rooted in the epic story of the Royal Navy, a story of People, Purpose,
Power and Progress; a story of muddle and failure as well as triumph and achievement. The
project unites the tangible heritage of a national collection with the experience of the
intangible ethos of the Royal Marines; it unites the NMRN’s collections which are dispersed
and at risk at: the Fleet Air Arm Museum, the Royal Marines Museum, the Royal Navy
Submarine Museum, ‘Explosion!’ and the former Royal Naval Museum, to create the newest
national collection. It secures desperately-lacking public access and brings collections and
people together for the first time: in Museum: in Centre for Discovery: in virtual spaces.
SeaMore compliments the existing offer in Portsmouth Historic Dockyard (PHD) and is a key
stepping stone in the strategic masterplan for the site, leading it towards financial
sustainability. The project delivers a £3m, sustainable, annual, economic impact and will
attract 7-8% more visitors to PHD; we anticipate some 200,000 visitors to the new Royal
Marines Museum and 120,000 to the Centre of Discovery. The impacts are beyond the
economic; social impacts will build on the success of the NMRN’s existing programmes for the
HMS galleries, HMS M.33 and HMS Caroline. Audience insight, satisfying and exceeding their
needs from engagement with our heritage is at the heart of the development of the SeaMore
project. The project removes physical, emotional and academic barriers to access.
Cutting edge design, technology and operational approaches underpin the transformational
nature of the SeaMore project as we create experiences, both physical and emotional, around
discovering, exploring, researching, working, preserving, creating and sharing. Active
engagement is at the heart of our plans for the Royal Marines Museum. The development
phase will cost £548,726 and the delivery phase £17,021,237. The matching funding
requirement is £3.7m and we have already secured £2.1m cash. These figures include a
prudent approach to contingency, 5% for building costs and 7.5% for inflation over the life of
the project.
Project Objectives
The objectives of the ‘SeaMore’ project are:
a) To rescue our collections of international significance from risk, secure their future
and create a resilient model for their future preservation and management.
b) To transform access to our uniquely diverse and comprehensive heritage allowing
people to enjoy the newest national collection.
c) To create a New Royal Marines Museum that helps visitors understand the place of
the Royal Marines in this heritage, and understand its significance for the first time,
through high quality display and interpretation.
d) To create an exceptional Centre for Discovery with opportunities for all audiences to
deepen and enrich their understanding of this heritage.
e) To develop inspiring formal and informal learning programmes, based on our tangible
and intangible heritage, that will engage and enthral new and existing audiences.
f) To develop the financial resilience of the Museum, reducing fixed costs and improving
value for money.
g) To contribute to the sustainability of Portsmouth Historic Dockyard by providing a
distinctive offer that enhances visitors’ experience and strengthens the All Attractions
ticket.
Summary of physical works within the project:
A shell and core package of works principally to the ground and first floor of Boathouse 6
Grade II Listed) and the addition of visitor access ways across the Mast Pond (Scheduled
Ancient Monument) to create 3000m2 for the New Royal Marines Museum. This work in
preparation for the secondary exhibition fit-out phase.
Works to Storehouse 12 to create a new Centre for Discovery, comprising: repair package,
construction of a new link block to Storehouse 10 (Grade I listed), significant internal
structural works including creation of two mezzanine levels, new lifts and stairs . A
secondary fit-out phase of work will create the Centre which will provide 2000m2 of space
for discovery, mass display, open storage and research.
General Schedule of Services
The will deliver the following general project management services to the SeaMore project:
a) Deliver the project in line with the Project Execution Plan (PEP) and report progress
against the PEP baseline throughout.
b) Lead on risk identification and development of mitigation strategies.
c) Prepare and issue a monthly Project Status Report for the Client, and wider
stakeholders.
d) Attend Project Team meetings as required - normally on a monthly basis.
e) Attend Project Board meetings as required - normally on a quarterly basis.
f) Establish and maintain communication with: the Project Directorate, Client Project
Manager, and wider Project Team.
g) Provide input, advice and support to the Client and Project Team throughout the
design development and implementation process.
h) Provided appropriate information to the Client Project Manager and ensure that they
are aware of decisions required.
i) Establish and lead the professional Design Team
j) Lead Design Team meeting – normally on a monthly basis – and prepare report
detailing the project status under the following headings:
Works Undertaken
Forthcoming Actions
Information / Decisions / Key Actions Required
Risk Issues
Issued Information / Design Status.
k) Monitor the production of design information against the design programme and if
delayed take action to remedy.
l) Oversee and co-ordinate value engineering exercises as necessary to ensure VFM and
alignment with the budgetary parameters.
m) Establish robust cost control and change control systems.
n) Visit site as required to properly progress and monitor the works, mitigate any delays
or additional costs.
o) Undertake effective administration of the construction and Exhibition works
contracts. As Contract Administrators you will have the role of ensuring that every
element of the scheme is realised in the finished building, according to the agreed
design and specification, on behalf of the client. You will ensure that the built product
is of the highest possible standards.
p) Perform such other duties as may reasonably be required by the Client to secure the
completion of the Project.
q) Exercise reasonable skill, care and diligence in the performance of the Services.
Development Phase – Schedule of Services
For the Development Phase the ‘approved purposes’ funded by HLF are:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
Produce and Sign-off Project Execution Plan
Procure and Appoint Professional Design Team
Procure and Appoint Exhibition Designer
Make all other Project Appointments
Capital Design Development to RIBA Stage 3
Exhibition Design Development to RIBA Stage 3
Progress all Required Consents
Produce and Sign-off Conservation Management Plan
Produce and Sign-off Management and Maintenance Plan
Conduct Carbon Footprint Assessment
Produce Business Plan
Undertake Activity Planning Work
Compile Activity Plan Document
Complete Costs Plan to RIBA Stage 3
Within the Development Phase (covering RIBA Stages 2-3: Concept Design, Developed Design)
the following specific services will be required for project management:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
Provide services in line with RIBA Work Stages 2 to 3
Prepare the Project Execution Plan
Prepare and maintain Risk Register and Issues Log
Prepare and maintain programme and budget including provision of cash flow
forecasts
Advise Client on procurement strategies, placing OJEU advertisements and
preparing tender documents as necessary.
Invite and assess tenders and appoint project team (architect, structural engineer,
mechanical and electrical engineer, quantity surveyor, and CDM co-ordinator)
Convene, chair and minute Design Team meetings
Co-ordinate and record Value Engineering meetings
Review insurance arrangements for access and security
Prepare and / or collate applications for planning, listed building, and landlord’s
consent and building regulations approval
Convene, chair and minute Project Team meetings
Support and co-ordinate the five client-led work streams as required including
appointment of consultants
Prepare and /or collate reports to the client and third parties including HLF –
progress and drawdown reports likely to be on a quarterly basis
Prepare end of stage Design Reports for client approval
Oversee and coordinate all elements of the Second Round application to HLF (and,
if successful, to negotiate the subsequent contract)
Delivery Phase – Schedule of Services
For the Delivery Phase the ‘approved purposes’ funded by HLF will be set out explicitly after a
Round 2 pass.
Within the Delivery Phase (covering RIBA Stages 4-7: Technical Design, Construction,
Handover, In Use) the following specific services will be required for project management:
a) Provide services in line with RIBA Work Stages 4-7
b) Prepare progress and drawdown reports for HLF – the latter likely to be on a
monthly basis
c) Complete technical design and pre-construction documentation to allow tendering.
d) Oversee production of Pre-Tender Health and Safety Plan (Undertaken by the CDM
Co-ordinator).
e) Advise on procurement strategy for Principal Construction Contractor, Exhibition FitOut Contractor(s), ensuring that the strategy conforms to EU requirements, HLF and
client standard.
f) Co-ordinate and manage tender process, recommending most suitable contractors.
g) Assist in contract negotiations towards appointment of Contractors and Suppliers.
h) Liaise with Statutory Bodies.
i) Examine contractors’ proposals, recommend any alternative proposals to Client.
j) Oversee preparation of contracts for the works for execution by the client or approval
by the Client.
k) Consider long lead items and ensure management of these by Design Team.
l) Monitor the procurement process and undertake corrective action where necessary.
m) Review buildability and technical design proposals with specialist contractors,
suppliers and end users as appropriate.
n) Agree detailed exhibition, construction, FF&E and Direct Works programmes and
decision gateways with contractors.
o) Oversee in conjunction with the CDM Co-ordinator the production of the Construction
and Exhibition Principal Contractors’ Health & Safety Plan.
p) Co-ordinate regular reports on Health and Safety matters.
q) Organise information required schedule production in line with detailed design
programme.
r) Establish Contractor meeting and reporting structures.
s) Monitor and record progress against the overall master programme.
t) Maintain a programme of key dates for information exchange that should enable a full
and appropriate Client response.
u) Establish disputes resolution policy and assist in resolution where necessary.
v) Oversee preparation of interim valuations by Quantity Surveyor.
w) Together with the Quantity Surveyor and the Design Team monitor fabrication of offsite components.
x) Oversee preparation of commissioning and testing programme(s) and schedule of
certificates required.
y) Monitor testing and commissioning programme.
z) Monitor test results, evaluate and agree measures to overcome any test failures.
aa) Check reports and certificates obtained.
bb) Determine Operation and Maintenance Manual requirements.
cc) Organise Client Staff training where necessary.
dd) Ensure user manuals are provided.
ee) Co-ordinate production and delivery to Client of Operation and Maintenance
Manuals.
ff) Ensure Client is provided with Health and Safety file.
gg) Oversee preparation of final measurement and valuation of accounts.
hh) Contribute to the development of the project assessment and evaluation report.
7.
Professional Fees
The appointment for Project Management Services will be in accordance with an industry
standard project management form of contract; the employer will be the National Museum of
the Royal Navy.
Procurement of services will be by competitive tender; the appointment will be on a fixed
price, lump sum fee basis. Please see the Invitation to Tender and Form of Tender for further
details.
8.
Payment Terms
Unless stated otherwise, payment terms will be 30 days from receipt of invoice. Invoices are
to be submitted to the Client, who will review and approve them for processing.
9.
Professional Indemnity Insurance
Consultants must carry a minimum cover of £5,000,000.
required.
10.
Confirmation of this cover is
Site Constraints
The Museum’s normal working hours are 8am to 5pm. Due to the site being part of a working
Naval Base, consultants and contractors will be expected to undergo security clearance to gain
full site access.