Section one: Contracting authority
one.1) Name and addresses
Lancaster City Council
Lancaster Town Hall, Dalton Square
Lancaster
LA1 1PJ
Contact
Dr Robert Boschi
Telephone
+44 1524582000
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/Advert/Index?advertId=43ce19cf-dda5-ef11-8132-005056b64545
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/Advert/Index?advertId=43ce19cf-dda5-ef11-8132-005056b64545
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Building Decarbonisation Projects at Williamson Park, The Storey and City Lab
Reference number
DN752184
two.1.2) Main CPV code
- 45000000 - Construction work
two.1.3) Type of contract
Works
two.1.4) Short description
Phase 1 – Pre-Construction Services (RIBA Stage 4)
The initial appointment will be for the pre-construction services, which encompass the completion of RIBA Stage 4 (Technical Design). The contractor will be responsible for providing detailed input on the buildability of the design, collaborating with the design team to ensure constructability, and contributing to cost estimation, planning, and risk identification during this phase.
Key Responsibilities for RIBA Stage 4:
• Provide buildability input to ensure the design can be practically constructed and meets the required performance specifications.
• Assist with detailed cost estimation, including providing open book pricing.
• Contribute to risk management by identifying potential risks and proposing mitigation strategies.
• Review and validate the design to confirm that it aligns with project requirements and is feasible for construction.
Phase 2 – Construction Works (RIBA Stage 5 and 6)
The ITT also includes the potential for the appointed Contractor to undertake the construction works, which cover RIBA Stage 5 (Construction) and RIBA Stage 6 (Handover and Close Out). However, the appointment for these stages is not guaranteed at this point. Upon the completion of RIBA Stage 4, a formal review will be conducted to assess the Contractor’s performance and the project’s requirements.
The Council reserves the right to proceed with the contractor for the construction works, subject to satisfactory performance during RIBA Stage 4, confirmation of costs, and overall project alignment. A break clause will be in place, allowing the Council to either proceed with the appointed Contractor or re-tender for the construction works.
The Council retains Intellectual Property over full design work specific to the sites of this project for use with another contractor if required.
Key Points for RIBA Stage 5 and 6:
• The ITT outlines the requirements for both pre-construction services and potential construction works, but the contractor is only guaranteed the work for RIBA Stage 4.
• Following the completion of RIBA Stage 4, the Council will review whether to appoint the contractor for RIBA Stage 5 and 6 based on performance, costs, and other considerations.
Deliver the goods and or provide services/deliver the works at Williamson Park, Quernmore Road, Lancaster LA1 1UX; The Storey, 2 Meeting House Lane, Town Centre, Lancaster, LA1 1TH; City Lab 406 Dalton Square, Lancaster, LA1 1PP.
The main contract is subject to obtaining all necessary planning consents. The responsibility for securing these consents will primarily rest with the Council. However, the appointed contractor will be expected to provide technical support and relevant information as required during the planning process.
The contractor must be aware that no construction works, particularly any equipment ordering or significant on-site activities, can commence until all planning permissions are secured. The timeline for the project may be extended if planning approvals are delayed. Coordination with external parties, may also impact the timing of planning approvals and should be factored into the project delivery plan.
The project is partially funded through the Public Sector Decarbonisation Scheme (PSDS), and the key funding condition is that the project must be fully delivered, reach Practical Completion (PC), and be signed off by the end of January 2026. This is the final deadline for the project, and all works must be completed, tested, commissioned, and handed over before this date to ensure compliance with funding requirements.
While an initial target of December 2025 has been identified for completion, this is flexible to avoid unnecessary risk. The Council prefers to extend the timeline if required to ensure quality and performance, rather than rush delivery.
two.1.5) Estimated total value
Value excluding VAT: £3,200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Phase 1 – Pre-Construction Services (RIBA Stage 4)
The initial appointment will be for the pre-construction services, which encompass the completion of RIBA Stage 4 (Technical Design). The contractor will be responsible for providing detailed input on the buildability of the design, collaborating with the design team to ensure constructability, and contributing to cost estimation, planning, and risk identification during this phase.
Key Responsibilities for RIBA Stage 4:
• Provide buildability input to ensure the design can be practically constructed and meets the required performance specifications.
• Assist with detailed cost estimation, including providing open book pricing.
• Contribute to risk management by identifying potential risks and proposing mitigation strategies.
• Review and validate the design to confirm that it aligns with project requirements and is feasible for construction.
Phase 2 – Construction Works (RIBA Stage 5 and 6)
The ITT also includes the potential for the appointed Contractor to undertake the construction works, which cover RIBA Stage 5 (Construction) and RIBA Stage 6 (Handover and Close Out). However, the appointment for these stages is not guaranteed at this point. Upon the completion of RIBA Stage 4, a formal review will be conducted to assess the Contractor’s performance and the project’s requirements.
The Council reserves the right to proceed with the contractor for the construction works, subject to satisfactory performance during RIBA Stage 4, confirmation of costs, and overall project alignment. A break clause will be in place, allowing the Council to either proceed with the appointed Contractor or re-tender for the construction works.
The Council retains Intellectual Property over full design work specific to the sites of this project for use with another contractor if required.
Key Points for RIBA Stage 5 and 6:
• The ITT outlines the requirements for both pre-construction services and potential construction works, but the contractor is only guaranteed the work for RIBA Stage 4.
• Following the completion of RIBA Stage 4, the Council will review whether to appoint the contractor for RIBA Stage 5 and 6 based on performance, costs, and other considerations.
Deliver the goods and or provide services/deliver the works at Williamson Park, Quernmore Road, Lancaster LA1 1UX; The Storey, 2 Meeting House Lane, Town Centre, Lancaster, LA1 1TH; City Lab 406 Dalton Square, Lancaster, LA1 1PP.
The main contract is subject to obtaining all necessary planning consents. The responsibility for securing these consents will primarily rest with the Council. However, the appointed contractor will be expected to provide technical support and relevant information as required during the planning process.
The contractor must be aware that no construction works, particularly any equipment ordering or significant on-site activities, can commence until all planning permissions are secured. The timeline for the project may be extended if planning approvals are delayed. Coordination with external parties, may also impact the timing of planning approvals and should be factored into the project delivery plan.
If planning consent is not obtained within a reasonable time, the Council reserves the right to activate the break clause and re-tender the works if necessary.
The project is partially funded through the Public Sector Decarbonisation Scheme (PSDS), and the key funding condition is that the project must be fully delivered, reach Practical Completion (PC), and be signed off by the end of January 2026. This is the final deadline for the project, and all works must be completed, tested, commissioned, and handed over before this date to ensure compliance with funding requirements.
While an initial target of December 2025 has been identified for completion, this is flexible to avoid unnecessary risk. The Council prefers to extend the timeline if required to ensure quality and performance, rather than rush delivery.
Failure to meet the end of January 2026 deadline will result in the loss of funding, and the contractor must plan their work accordingly to avoid any delays that could jeopardise the project’s completion within the required timeframe. It is essential that any bids received are compliant with the Council’s time constraints
[The Council estimates that the value of the contract, including any extensions, is estimated to be no more than £3,254,773 (three million two hundred fifty-four thousand seven hundred seventy-three pounds) excluding VAT.
Ridge & Partners LLP has been appointed by Lancaster City Council as the MEP consultants for the decarbonisation and energy efficiency upgrades at Williamson Park, The Storey, and City Lab. R&Ps role encompasses design, contract administration, and overall project management, ensuring that the project is delivered to the highest standards in terms of sustainability, energy efficiency, and quality.
As the MEP consultants and contract administrators, responsibilities include:
Design Leadership: Ridge will oversee the technical design aspects of the project, particularly the replacement of existing boilers with Air Source Heat Pumps (ASHPs), installation of new radiators, pipework modifications, and LED lighting upgrades. While the contractor will not assume formal design responsibility, they are expected to provide buildability input during the design process to ensure that all elements can be practically constructed.
Contract Administration: Ridge will manage the contract administration duties throughout the project lifecycle. This includes overseeing the procurement process, ensuring compliance with the contract terms, managing performance specifications, and acting as the primary point of communication between Lancaster City Council and the appointed contractor.
Project Management: Ridge will lead on coordinating the project programme, ensuring timely delivery of key milestones, and monitoring the contractor’s adherence to the agreed programme. This includes liaising with the Council and contractor to manage risk, control costs, and ensure that all project outputs align with the overarching goals of decarbonisation and energy efficiency.
Quality Control: Ridge will be responsible for checking that all works meet the required standards of quality, including compliance with Building Regulations, relevant MEP standards, and performance specifications set out in the contract.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £3,200,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
12
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 March 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
13 March 2025
Local time
12:05pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Lancaster City Council
Lancaster
LA1 1PJ
Country
United Kingdom