The Ragged School Museum
From Warehouse to School House
Cost Consultant
Invitation to Tender
RSM003 – June 2017
© Plann Limited 2017
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RSM003 – Cost Consultant - ITT
Contents
SECTION A – INSTRUCTIONS TO TENDERERS
Contents ....................................................................................... 3
1
Introduction ....................................................................... 4
2
Tender Documents ............................................................ 5
3
Tender Queries .................................................................. 6
4
Site Visits............................................................................ 6
5
Return of tenders............................................................... 7
6
Interviews .......................................................................... 7
7
Programme ........................................................................ 7
8
Documents to be submitted .............................................. 8
9
Procedure .......................................................................... 8
10
Assessment Criteria ........................................................... 9
SECTION B – FORM OF TENDER
SECTION C – METHODOLOGY AND APPROACH
SECTION D – FINANCIAL PROPOSAL
SECTION E – SCOPE OF SERVICES
SECTION F – DRAFT APPOINTMENT (To Follow)
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RSM003 – Cost Consultant - ITT
PART A – Instruction to tenderers
1
Introduction
The Ragged School Museum wishes to appoint a suitably experienced Cost Consultant to oversee the
development of a Heritage Lottery Fund (HLF) supported project for the repair, conservation and
development of its Grade II-listed site.
An email has been sent (with this document attached) confirming that you have invited to tender. All
additional information required to inform your bid is listed in Section 2 below and is contained in one file
“TENDER INFORMATION.ZIP” which is to be downloaded at the following link:
www.plann.co/tenders/rsm
All information issued to the media in connection with this project will be organised and/ or authorised by
the Client and any contact made with a tenderer by the media is to be referred to the Client.
Tenderers are to comply strictly with the provisions of these instructions in regard to the submission of
tenders; any failure so to comply may result in the summary rejection of tenders.
Any other approach, formal or informal, to any other party involved in the project, will entitle The Client to
immediately disqualify the tenderer who makes it. The Employer does not undertake to accept the lowest
tender or to pay any expenses incurred by the tenderer in the preparation of their tender.
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RSM003 – Cost Consultant - ITT
2
Tender Documents
Documents and information relating to this Tender (in addition to this ITT) are to be downloaded from
www.plann.co/tenders/rsm and comprise of the list provided below. This information is collectively to be
regarded as the Client Brief for this contract and, on appointment, it will be assumed that the consultant
has received, read, and understood it.
2.01
RSM – Strategic Development Plan – July 2013
2.02
RSM – CMP – July 2013
2.03
RSM – HLF Application – August 2016
2.04
RSM – Building History – August 2016
2.05
RSM – Building Images – August 2016
2.06
RSM – Catering Appraisal – Sept 2014
2.07
RSM – Master Programme – June 2017
2.08
RSM – Munday & Cramer Report – May 2009
2.09
RSM – Title plans – May 2016
This ITT has been issued with the following additional attachments
2.10
(Not used)
2.11
RSM – Form of Tender Template (In Word Format)
The bidder shall, within five working days, email [email protected] to confirm and provide the following
information:

The email and telephone details of the contact person for all communications during the tender
process.

Your intention and ability to submit a bona fide tender in accordance with stated conditions. Otherwise
the tenderer is to advise intention not to take part and return tender documents.

The contact details of your client for two previous projects from whom The RSM can request
references during the period of the tender.

Evidence of professional indemnity Insurance to the levels requested in this ITT.

If the tenderer wishes to visit the site, the preferred date/time slot as set out in Section 4
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RSM003 – Cost Consultant - ITT
3 Tender Queries
Tender queries should be addressed by email to Jack Tilbury at [email protected]. If you require a phone
conversation, please request a call back via email with a brief description of your query. Unsolicited phone
calls to the office will not be accepted.
Plann will send to all tenderers a list of all queries received (without attribution to source) with the formal
replies given. The deadline for queries is 17:00 on Friday 23rd June. Final responses will be issued by 17:00
on Wednesday 28th June for tenderers to incorporate into their offers.
4
Site Visits
Visits are not mandatory, but can be arranged on request. Please email your preferred time slot to
[email protected]. Available time slots are listed below.
You will be escorted for up to 1 hour by a member of the Museum staff who will be happy to discuss the
history and operation of the museum, but they will not be in a position to answer any questions about the
capital project and no attempt should be made to elicit such information.
If no response has been received within 5 working days we will assume you do not intend to make a site
visit.
Available visiting slots:
2:00pm – 4:00pm every day between Mon 19th June and Friday 30th June, excluding the 21st June.
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RSM003 – Cost Consultant - ITT
5
Return of tenders
Tenderers are required to return their tenders in a sealed, un-marked envelope addressed as follows:
RSM003 – TENDER
Plann Limited
40 Mortimer Street
London
W1W 7RQ
Tenders are to be received by no later than 17:00h on Thursday 6th July 2017. If posting a tender, you are
strongly advised to use registered post and email a confirmation of posting to [email protected]. One hard
copy should be provided and one electronic version on CD. Tender opening will be witnessed by
representatives of Plann and The Client.
6
Interviews
Following review of the tenders, two bidders will be invited to interview which will take place during the
week of the 17th July.
7 Programme
A detailed programme is included in the Tender Documents, but can be summarised as follows:
Sept 17 – Dec 17
RIBA Stage 2 Design
Jan 18 – Apr 18
RIBA Stage 3 Design
May 18
Submission of LBC & Planning Application
June 18
Submission of HLF Round Two application
Sep 18
HLF and Planning determination
Oct 18 – May 19
RIBA Stage 4 and main contractor procurement
July 19 – August 2020
Construction, Client Fit-out and Open
The programme may vary depending on the chosen procurement route.
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RSM003 – Cost Consultant - ITT
8
Documents to be submitted
The following documents are to be submitted:
8.1
Form of Tender
Complete the PART B Form of Tender issued in Word format with this ITT.
Provide one signed paper copy.
8.2
Cost Consultant Questionnaire
Complete the questions provided in Section C.
Provide 1 paper copy and one PDF version on a CD.
8.3
Team CVs and Project Profiles
Provide the information requested in the Questionnaire.
Provide one printed version and one PDF version on a CD.
8.4
Financial Proposal
Complete the PART D Financial Proposal template.
Provide 1 paper copy and one PDF version on a CD.
8.5
Resources
Provide a resources projection against the Master Programme (as provided with the Tender
Documents) giving a proposed number of days of work per month for each member of the team.
Provide one paper copy and one version (any format) on a CD.
9 Procedure
This ITT seeks information concerning the situation of the service provider and information and formalities
necessary for the evaluation of the economic, financial and technical capacity. All completed applications
will be treated as confidential. However, The Client may be requested to supply information to third parties
in accordance with the Freedom of Information Act 2000. Unless the exemptions set out in the Act apply,
The Client will not be able to refuse a request for information. Wherever possible, the Applicant will be
consulted prior to release of the information if this can be done within the statutory time periods. The
Applicant shall not make any claim for compensation as a result of any information being released. Your
submission must be in the English language and financial information in £ sterling.
NO INFORMATION WILL BE ACCEPTED AS PART OF THE EVALUATION OTHER THAN THE DOCUMENTS
SPECIFICLY REQUESTED IN SECTION 8.
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RSM003 – Cost Consultant - ITT
Assessment Criteria
RSM-003 Cost Consultant Assessment Criteria
0
Company Details
1
Probity and Insurance
1.1
Fraud, corruption etc.
Pass/ fail
1.2
Minimum insurance levels
Pass/ fail
2
2.1
3
3.1
3.2
3.3
Not Scored
Economic and Financial Standing
Confirmation statement.
Technical and Professional Ability
Relevant experience and professional qualifications for those that would be
carrying out the work
Relevant experience of high quality cultural, public and heritage buildings and
sensitive renovation projects
Pass/ fail
55%
25%
20%
Approach
10%
4
Fees
45%
4.1
Fee
30%
4.2
Resources
15%
100%
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RSM003 – Cost Consultant - ITT
PART B – Form of Tender
This document is supplied in Word format with the Tender Documents. It is to be completed in Word,
printed out, signed and included with your tender.
To be returned by:
17:00h on Thursday 6th July 2017
To:
RSM003 - TENDER
Plann Limited
5th Floor
Mortimer Street
London, W1W 7RQ
TENDER for:
Ragged School Museum – COST CONSULTANT
We have examined the documents provided to us and have provided to you, together with this completed
Form of Tender, the following documents:
 Cost Consultant Questionnaire
(Completed questionnaire in printed and PDF format)
 CVs and Project Profiles
(Printed and in PDF format)
 Financial Proposal
(Completed Template in printed and PDF Format)
 Resources Projection
(Printed and in PDF format)
1. In accordance with the terms and conditions contained in the documents provided to us and the
documents provided by us with this tender, we offer to carry out any Services instructed for the rates
and sums set out in the Financial Proposal which forms part of this tender.
2. This tender remains open for consideration for twelve weeks from the deadline submission date.
3. We have not disclosed or will not disclose to anyone else, even approximately, what our tender price is
or will be before the deadline for delivery of tenders. We understand that the only exception is if we
need an insurance quotation to calculate our tender prices; we may then give our insurance company
or brokers any essential information they ask for, so long as we do so in strict confidence. We have not
attempted and will not attempt to obtain any information about anyone else’s tender or proposed
tender before the deadline for delivery of tenders. We have not made and will not make any
arrangements with anyone else about whether or not he should tender, or about his or our tender
prices.
4. We agree that the proper law of this Contract shall be English law.
5. We agree that we are prepared to enter into agreement with The Ragged School Museum Trust on the
terms outlined in the tender documents.
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RSM003 – Cost Consultant - ITT
Signed
In the capacity of
Duly authorised to sign tenders for and on behalf of (BLOCK CAPITALS)
Postal Address (including postcode)
E-mail Address
Telephone No
Date
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PART C – Cost Consultant Questionnaire
Complete this questionnaire in Word format and print to paper and PDF.
0
Company details of the Cost Consultant
(Not scored – for information only)
Lot being applied for (insert bidder name and
lot applied for in footer)
0.01
Full legal name of Company (and Parent
Company, if applicable)
0.02
Trading Name if different from above
0.03
Registered Office Address
0.04
Legal status of the company including any
relationship with any parent, holding or
subsidiary companies or any related
companies
0.05
Company Registration Number
0.06
Date of Registration
0.07
Address of Office from which this contract
will be managed
0.08
Office Tel No.
0.09
Contact Person with respect to this Bid
0.10
Position
0.11
E-mail Address
0.12
Tel No
0.13
Location of other UK Offices
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RSM003 – Cost Consultant - ITT
RSM-003 Cost Consultant
1
1.1
Economic and Financial – Probity and Insurance
1.1 Fraud and corruption
Pass / Fail
1.2 Minimum insurance requirement
Pass / Fail
Evidence that the operator or its directors or any other person who has powers of
representation, decision or control of the operator is not unsuitable on grounds of
conviction of offences detailed in paragraph 23(1) of the Public Contracts Regulations
2006.
1.1.1
Have you or any of your directors been
convicted of any offences under Regulation
23(1) of the Public Contracts Regulations
2006? Answer Yes/ No.
1.1.2
If Yes, provide details.
1.1.3
Do you hold relevant qualifications and meet
all industry legislation / regulations with
references to the services detailed? Answer
Yes/ No.
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RSM003 – Cost Consultant - ITT
1.2
Insurances of Bidder
The minimum requirements for this contract are detailed below. Evidence of cover (or in the case of
Professional Indemnity Insurance ability that you are able to obtain the necessary level if you do not
currently have it) will be required if you are shortlisted to interview.
a) Employer’s Liability Insurance (minimum £10 million cover for any one occurrence or series of
occurrences arising out of one event).
b) Public Liability Insurance (minimum £10 million cover for any one occurrence or series of
occurrences arising out of one event).
c) Professional Indemnity Insurance (minimum £5 million cover for any one occurrence or series of
occurrences arising out of one event).
The Client may reject the Tender where bidders do not have or cannot obtain the required minimum
levels of insurance.
1.2.1
Employer’s Liability Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
1.2.2
Public Liability Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
1.2.3
Professional Indemnity Insurance:
Insurer
Policy No
Expiry date
Limit of indemnity
In aggregate or each and every claim?
Will you be able to evidence that you are able to
obtain the required minimum level of indemnity
if you are shortlisted to tender? Answer Yes/ No.
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RSM003 – Cost Consultant - ITT
2
Economic and Financial Standing of the Bidder
2.1 Confirmation of good financial standing and
adequate resources to fulfil the contract
2.1.1
We confirm that, to the best of our
knowledge, the key personnel listed in
this proposal will be available to
undertake the full length of this contract.
Answer Yes/ No.
2.1.2
We confirm that the company is in sound
financial health and has the required
resources and financial stability to
undertake this long term project.
Answer Yes/ No.
2.1.2
If asked, we will be able to provide a copy
of our most recent accounts for the last
three years.
Answer Yes/ No.
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RSM003 – Cost Consultant - ITT
Pass / Fail
3
Information as to technical or professional ability
55%
3.1
Individual experience of the proposed key team
25%
Excellent – highly experienced with extensive experience of this project type = 20% / 25%
Good –
experienced with good experience of this project type = 15% / 19%
Average – a mixed level of experience with some relevant project experience = 10% / 14%
Marginal – a low level of experience with little relevant project experience = 5% / 9%
3.1.1
Cost Consultant
(1)
Please name here with job title or
position within the company and attach
separately CVs not exceeding two A4
pages each for the proposed key team
members (not more than two) that would
be responsible for carrying out the
services under the contract.
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RSM003 – Cost Consultant - ITT
(2)
3.2
Relevant project experience
20%
Excellent – an excellent range of high quality cultural, public buildings and heritage projects
including refurbishments and new builds relevant to this contract = 16% / 20%
Good –
a good range of cultural projects including public and heritage buildings = 12% / 15%
Average – a good range of projects, but not all directly relevant = 8% / 11%
Marginal – experience of limited relevance = 3% / 7%
3.2.1
List here relevant projects carried out in
Project 1
the UK by the proposed team members (at
Client:
least two and not more than four) and
Location:
attach project profiles to include the
Project 2
following information:
Client:

Project name and location
Location:

Value
Project 3

Completion date
Client:

Client
Location:

Brief description of Project
Project 4

Services provided
Client:

Relevance to this project
Location:

Names of key team members listed
above who were involved in the project

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RSM003 – Cost Consultant - ITT
3.3
Approach
10%
Describe why your company is particularly suited to this appointment, and why you are keen to work with
The Ragged School Museum. Include details of the relevant experience of the key personnel and how
recent projects will inform your approach. Briefly describe the key challenges that you perceive will need
to be addressed.
Excellent Response = 8% / 10%
Average Response = 5% / 7%
Poor Response = 1% / 4%
3.3.1 Approach. (To be contained within the space provided below)
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RSM003 – Cost Consultant - ITT
4
Fee Proposal
45%
An Itemised fee proposal is required for both development and delivery phases, including a priced
resource schedule with a proposed schedule of payments
4.1
Fee
30%
Complete the fee table in PART D
4.2
Resources
15%
Provide, on a separate sheet, a priced monthly resource schedule, split out for each individual performing
the service.
Good level of senior resource = 11% / 15%
Adequate level of resource = 7% / 10%
Poor level of resource = 1% / 6%
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PART D – Financial Proposal
An Itemised fee proposal is required for both development and delivery phases.
The Contract Sum is estimated as follows:
Construction Budget
Construction Budget
Design Development
Inflation (@ 4%p.a for 18 months)
Construction Risk Allowance
£2,500,000
£150,000
£150,000
£2,800,000
£280,000
£3,080,000
6%
6.0%
Subtotal
10.0%
Contract Sum
Please complete the fees template below.
Cost Consultant Fees
RIBA Stage 2
RIBA Stage 3 & submission of LBC & HLF Applications
Planning & HLF determination period
RIBA Stage 4 & Main Contractor procurement
RIBA
RIBA Stage
Stage 2
5&6 Mobilisation, site works, client fit-out and open
End of defects period
£
£
£
£
£
£
TOTAL FEES
£
+ VAT
The fee is considered to be fixed and is to contain all reasonable expenses and exclusive of VAT
which will be applied at the applicable rate. The fee will not be considered as a percentage of
the construction value of the project and the fee will not be varied up or down with changes
to the construction value unless this exceeds 20% above the value stated above.
The procurement route is currently unknown. The fee must cover either a single stage or two-stage
route under a Traditional or Design and Build contract. We will consider revising the fee schedule
to recognise any significant changes in resource requirements under the varying options.
RSM003 – June 2017
© Plann Limited 2017
PART E – Scope of Service
Below is a draft Scopes of Service for review.
The bidder has 2 weeks from issue of this ITT to write to the client with any questions or proposed
amendments to these scopes.
The scope of service is intended to include all services and advice generally expected of the
professional consultant. All exclusions of any description must be brought to the attention of the
client prior to submittal of the financial proposal. There will be no allowance within the Tender
return to list exclusions or caveats to the fee offer.
The client will gather all comments, make amendments where it deems these to be reasonable, and
issue out a final version to all bidders within 1 week of the ITT return deadline.
Your questions or amendments are to be emailed to [email protected] with the subject line
“RSM003 – ITT Scope of Services”. No telephone correspondence will be entered into in regards to
this document.
RSM003 – June 2017
© Plann Limited 2017
Introduction
The Ragged School Museum wishes to appoint a suitably experienced Cost Consultant to oversee the
development of a Heritage Lottery Fund (HLF) supported project for the repair, conservation and
development of its Grade II-listed site.
History of the Ragged School Museum
A group of disused warehouses at 46-50 Copperfield Road were converted in 1877 by Dr Thomas
Barnardo to be the largest free school for the children of the many destitute families barely surviving
in the East End. Rescued from demolition and listed Grade II in 1982, these buildings now form the
Ragged School Museum (RSM) and they are the most substantial survival of Barnardo’s pioneering
work in East London. The Museum was founded by community activists to make the history of the
Ragged School and the social history of the East End accessible to all.
At present the principal charitable activities of the Museum are:

A permanent display of the history of the building and of its use as a school by Dr Barnardo

Victorian lessons and Kitchen handling sessions for primary schools which immerse pupils in
Victorian education and domestic life. These are extremely successful, and much appreciated by
teachers as an excellent way to open the historical imagination of their pupils as well as by the
children themselves

Holiday Activities, around twenty five free, drop-in holiday activities are offered every year.
Aims of the Project
To develop the underused areas of the RSM presents an unparalleled opportunity to bring the entire
building into productive use. Over 50 % of the potential floor space is currently underutilised and
few small museums have the opportunity of so much space to develop. Exhibition space is limited in
size and ambition, and does not do justice to the history of the building and the extraordinary
breadth of Dr Barnardo’s achievement and the social history of the Victorian East End.
To carry out all necessary repairs and initiate a programme of maintenance for the future. On the
advice of officials from LB Tower Hamlets, the Trustees commissioned a condition report from
Munday & Cramer which was produced in May 2009. The report grouped repairs into high, medium
and low priority but did not uncover any unexpected damage.
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A refurbished building will offer greatly improved services to the public, raise the profile of the RSM
and create opportunities to generate additional income. When fully repaired over 618m2 of floor
space will be available for public use, to extend the education service and to develop the capacity to
create new permanent museum displays. The development of the buildings offers great
opportunities to inspire new generations of visitors and to draw wider audiences to the Museum
who can engage, in an authentic setting, with the human stories which were the inspiration for
Dickens and Doré.
The key elements of the Project Brief issued to the Design Team will be:

To assess the unused areas and demonstrate how they might best be brought into use to meet
the above aims, also taking into account the areas currently in use (for some of which alternative
uses may be suggested)

To assess the space and function of the entire building in order to meet the requirements of the
disabled taking into account the access audit

Using the 2009 condition survey carried out by Munday & Cramer, to identify and include in the
project repairs needed to the existing fabric. The staff and Trustees are aware that this must
include re-roofing No.46, renewing the heating system and rewiring the whole building

To provide a set of design options for consideration

To provide a design brief for the chosen preferred option, with appropriate plans and drawings
to RIBA Work Stage 3. The brief should address issues such as: circulation, visitor flow and way
finding; planning and conservation restrictions; logistics of the building work; and neighbour and
third party issues

To provide a cost estimate for the project

To provide an indicative programme for the project

To provide structural and mechanical engineering consultancy for the preferred scheme

To produce an outline conservation statement which underpins the proposed designs

To prepare a presentation of the plans to staff, trustees and supporters of the Museum.
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The Commission
The appointment is from commencement of RIBA Stage 2 through to project completion. All
appointments will contain a break clause after the successful submission of LBC and HLF Second
Round Application. Appointment of the team beyond RIBA Stage 3 will be subject to the successful
outcome of the HLF Round Two funding application and associated match funding.
The HLF first-round development grant has been awarded to fund the following work during the
development phase:

Building design to RIBA work stage 3

Interpretation Plan to RIBA work stage 3

Conservation Plan update

10 year Management and Maintenance Plan

Activity Plan

Project Business Plan update

Carbon Assessment

Access Audit update
The client is intending to appoint (but not limited to) the following consultants to the project.

Project Coordinator

Project Manager

Architect Lead Team (including Architect, Structures, Services and Acoustician)

Cost Consultant

Access Consultant

Catering Consultant

Activity plan consultant

Interpretation Plan consultant

Exhibition designer

Business Plan consultant

Approved Inspector
The services of a Contract Administrator or Employer’s Agent as will be carried out by the Project
Manager and are excluded from this scope.
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Particulars of Appointment

The draft appointment contract will be issued to shortlisted tenderers for comment prior to
interview.

The Cost Consultant and CA/EA will be required to provide all services identified within the
appended Schedule of Services.

Unless stated otherwise, payment terms will be 30 days from receipt of invoice. Invoices are to
be submitted to the Client.

The Cost Consultant will be required to carry a minimum Professional Indemnity Insurance cover
of £5,000,000 each and every claim. Confirmation of this cover will be required prior to
appointment.

The Cost Consultant should ensure adequate resource provision to deliver the requirements of
this appointment, within the timescales stipulated above.

The Museum has appointed a Project Coordinator to work with the Director and staff to ensure
that all elements of the Museum’s second-round application are completed to HLF
requirements. The Project Coordinator will report to the Director, who is supported by a Board
of Trustees.

The Cost Consultant will report to the Project Coordinator and will work with the Director, staff,
Project Coordinator, Project Manager, Trustees, Professional Team and other appointed
consultants.
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Schedule of Services
General Duties
Review all extant documents as provided by the Client including, inter alia, Project Brief, structural
reports, condition surveys, conservation reports and site investigations; comment on these as
appropriate and advise the Client of any consequences on the design.
In relation to the construction cost:

Preliminary budget estimates

Cost planning

Cost checks

Cost in use studies

Cashflows

Co-ordinating the preparation of tender documents

Post contract monitoring of variations including change control procedures

Interim valuations

Agreeing final accounts.
In relation to the furniture, fittings and equipment (FF&E) and/or Client direct purchases:

Budget advice

Co-ordinating the preparation of tender documents

Interim valuations

Agreeing final accounts.
In relation to the total project budget:

Co-ordination of end stage cost reports

Assist with co-ordinating a total project budget including exhibition, constructions, fees, direct
costs, FF&E and loose equipment, inflationary and contingency allowances and risk allowances.
In relation to funding:

Preparation of all cost reports or information required for funding; applications, reporting,
audits.

Cost Reports for end stage reporting.
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In relation to management procedures:

Assist in developing the Change Management and Control Procedure

Contribute to the completion of the project definition documents, end of stage reports, project
execution plan and agree the lines of communication, reporting structure and information flows.
In general

Exercise all reasonable skill, care and diligence in the performance of the services.

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.

Issue monthly project progress reports detailing the project status.

Produced the cost report in a format to be agreed with the Project Manager detailing total
project costs, but to include as a minimum elemental analysis comprising: current forecasts
against approved budgets and identifying changes in period with explanations why; expenditure
to date; commitments and balances uncommitted; anticipated future changes; contingencies
remaining compared with overall risk quantum; and forecast cash flow.

Liaise and work in close collaboration with the Project Manager, the Client, and other
consultants to maximise the project’s success.

Perform the Services necessary for completion of the works in line with the project programme.

Monitor the production of design information against the design programme and if delayed
advise the Project Manager so that action can be taken accordingly.

Provide input and support to the Client and other consultants throughout the design
development and implementation process.

Liaise closely with other consultants throughout and ensure effective demarcation of the
exhibition and construction works to avoid gaps or duplication.

Support the construction contract administrator in the effective administration of the works
contracts.

Input into development of the master programme and project element programmes for the
project and support the team in regularly reviewing these.

Review drawings and specification produced by the other consultants and report on cost and
programme implications.

Provide cost advice on maintenance, life cycle costing and prepare cost in use studies
accordingly.
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
Assist with risk identification and reduction strategies; maintain with the input of the Project
Team a quantified risk register and update as a minimum quarterly.

Assist with value engineering exercises to ensure alignment with budget, and maintain a VE
register and wish list.

Print, reproduce or purchase all documents, drawings, and other records necessary for the
proper performance of the Services.
Provide information to the Project Manager, the other consultants and to the contractor from
time to time as necessary to enable them to carry out their respective duties.

Give to the Client reasonable prior notice of, and invite the Client to, attend all meetings called
by the Consultant in relation to the project; attend all meetings called by the Client, the Project
Manager and other consultants in relation to the project as appropriate.

Keep full and proper records of all key meetings and negotiations attended or conducted by the
Consultant and make the same available for inspection by the Client forthwith on request.

Deliver the project in line with the Project Execution Plan (PEP) and report progress against the
PEP baseline throughout.

Assist the Client and the Project Manager in preparing information for funders and primary
stakeholders, e.g. grant drawdown documentation.
Provide a pro-active cost advice service to support the Client and the other consultants in
considering the cost implications of design options or constructional approaches throughout.

Perform such other duties as may reasonably be required by the Client to secure the completion
of the Project.
RIBA Stage 2 - 4

Assist the Project Manager to prepare a report for the Client on the procedures to be adopted in
inviting tenders from contractors for the project and the contract conditions to be used.

Provide cost information to the other consultants for the purposes of establishing initially the
outline design proposals and then the scheme design.

Prepare the master cost plan for the project based on the design prepared by the other
consultants in consultation with the Project Manager and in a form to be approved by the Client.

Agree the master cost plan with the Client and Project Manager.

Provide cost information to the other consultants for the purposes of consultation and liaison
with planning authorities, building control authorities, fire authorities, environmental
authorities, licensing authorities and statutory undertakers.

Provide cost information for consultation with those identified by the Client and for special
presentational information to be used by the Client.
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
Review with the Client and the other consultants alternative design and construction approaches
and cost implications.

Prepare cost reports on the outline design proposals and the scheme design for the project.

Support the Client and Project Manager in the preparation of funding applications.

Assist the other consultants by the provision of cost advice in making and negotiating all
necessary applications for and giving all notices required to be given for detailed town planning
and listed building consents, building bye-law, building act, building and fire regulations
approvals and all other statutory approvals and consents required for the project.

Prepare any special cost reports or financial appraisals for the use of the Client or reasonably
required in connection with the approvals and consents referred to in the foregoing paragraph
or for negotiations with adjoining owners, public authorities, licensing authorities, financing
bodies, adjacent tenants and others.

Assist the other consultants as requested by the Client 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.

Keep the Client constantly informed of the cost involved in any such negotiations, applications,
approvals etc. referred to above.

Provide cost advice and assist the other consultants and the Project Manager as required by the
Client in making and negotiating all other applications and approvals necessary for the project
such as those for licences and negotiations in connection with party walls.

Advise on the pre-purchasing by the Client of items of plant, materials or goods which are on
long delivery periods.

Assist the Project Manager to prepare the master programme and agree the same with the
Client.

Support and assist the Project Manager in preparation of a Project Execution Plan (PEP) and the
project definition documents for the project.

Carry out any of the general services which may be reasonably necessary or required.
Contractor Procurement

With the Project Manager, advise on tendering and contractual procurement options. Prepare
recommendations for the Client’s approval.

Liaise with the Client’s insurance advisers and advise on construction related insurances
(excluding the administration of claims).

Liaise with the Client’s legal advisers and advise on warranties/third party rights etc.

Liaise with the Client’s legal advisers and advise on bonds for performance and other purposes.
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RSM003 – Cost Consultant - ITT

Liaise with the Client’s legal advisers and advise on use and/or amendment of standard forms of
contract or contribute to drafting of particular Client requirements.

Obtain tender drawings and specifications from the Client and the Professional Team.

Liaise with the Client and the Professional Team and prepare tender documentation.

Prepare pricing documents, for inclusion in tender documents. (BoQ exclusded).

Advise on suitable tenderers for the Building Contract. Prepare recommendations for the Client’s
approval.

Investigate prospective tenderers and advise the Client on their financial status and technical
competence. Prepare recommendations for the Client’s approval.

Attend pre- and post-tender interviews.

Arrange delivery of tender documents to selected tenderers.

Check tender submissions for errors, omissions, exclusions, qualifications, inconsistencies etc.

Liaise with the Professional Team and advise on errors, omissions, exclusions, qualifications and
inconsistencies between the tender documents and the tenders received. Prepare
recommendations for the Client’s approval.

Advise on the tenderers’ design and construction programmes and method statements.

Liaise with the Professional Team and prepare a tender report. Prepare recommendations for
the Client’s approval.

Conduct negotiations with tenderers. Prepare documentation to confirm adjustments to the
tender sums. Prepare recommendations for the Client’s approval.

Liaise with the Client and the Professional Team and advise on methods of progressing design
and/or construction works prior to the execution of the Building Contract.

Obtain confirmation that required Contractor insurances are in place prior to commencement of
works on the Site.

Obtain contract drawings and specifications from the Client and the Professional Team. Liaise
with the Client’s legal advisers, prepare the contract documents and deliver to the Client and the
Contractor for completion.

Maintain and develop the cost plan and the cash flow forecast.
RIBA Stage 5 - Construction

Visit the Site periodically and assess the progress of the Project for interim payment purposes.

Prepare recommendations for interim payments to the Contractor.

Advise on the cost of variations prior to the issue of instructions under the Building Contract.

Agree the cost of instructions, excluding loss and expense claims, issued under the Building
Contract.

Advise on the rights and obligations of the parties to the Building Contract.
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RSM003 – Cost Consultant - ITT
RIBA Stage 6 – Use

Prepare recommendations for interim payments and release of retention funds.

Prepare the final account or similar financial statement. Facilitate agreement to the final account
or similar financial statement from the parties to the Building Contract. For the purposes of this
clause the final account or similar financial statement excludes the assessment of loss and
expense claims.

Prepare recommendations for the payment of liquidated and ascertained damages.
Excluded from the scope

Acting as the Contract Administrator or Employer’s Agent.

Directly managing the client’s budgets for FF&E and exhibition design and fit-out.

Direct reporting to HLF.

A bill of quantities.
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END
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