Scope
Description
The project involves the establishment of a 60-place primary school brick built unit at Stubbin Wood, Burlington Avenue, with an operational deadline of 1st September.
This procurement aims to ensure the successful delivery of the facility by the specified date, which will meet the increasing demand for educational spaces in the area.
Total value (estimated)
- £1,050,000 excluding VAT
- £1,260,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2025 to 31 August 2025
- 3 months
Main procurement category
Works
CPV classifications
- 45214000 - Construction work for buildings relating to education and research
Contract locations
- UK - United Kingdom
Participation
Legal and financial capacity conditions of participation
1. Legal Capacity
• Company Registration: The bidder must provide proof of their legal registration as a company or business entity, such as a certificate of incorporation or equivalent document.
• Good Standing: Bidders must demonstrate that they are in good legal standing, meaning they are not under liquidation, bankruptcy, or subject to ongoing legal disputes that might
affect their ability to perform the contract.
• Relevant Licenses: Bidders may need to show proof of the necessary professional licenses,
permits, or approvals required to carry out the work or provide the goods/services being tendered for.
• Compliance with Local Laws: The bidder should demonstrate compliance with applicable local laws and regulations, such as tax, labor, and environmental laws.
• Non-Conviction Statement: A declaration stating that the bidder has not been convicted of any crimes (e.g., fraud, corruption) that would impair their ability to participate in the tender.
2. Financial Capacity
• Audited Financial Statements: Bidders should submit their audited financial statements for the past 2-3 years to demonstrate financial stability. This can include balance sheets, income statements, and cash flow statements.
• Financial Turnover Requirements: The tender may specify a minimum average annual turnover for the last few years (e.g., "Bidders must have a minimum annual turnover of £X
million in the last three years") to ensure they have the financial strength to handle the contract.
• Proof of Liquidity: The bidder might be required to demonstrate sufficient working capital or liquidity, such as a letter from a bank confirming the bidder's financial position or available credit lines.
• Creditworthiness: Some tenders require bidders to submit credit ratings or letters from financial institutions to prove their creditworthiness.
• Insurance: Bidders may need to provide evidence of relevant insurance coverage (e.g., public liability, professional indemnity, or workers' compensation insurance) to mitigate risks
during the contract's execution.
• Performance Bond or Guarantee: The contract may require bidders to provide a performance bond or guarantee, which acts as security in case they fail to meet the terms of the contract.
3. Other Requirements
• Tax Compliance: Evidence that the bidder is up to date with all tax obligations, such as a tax
clearance certificate.
• Bank References: A reference letter from the bidder's bank confirming financial standing or providing details of their financial transactions, such as a letter of credit.
• Litigation History: A declaration from the bidder regarding any past or current legal disputes or claims against them, which could affect their ability to perform the contract.
Technical ability conditions of participation
1. Relevant Experience
• Past Project Experience: Bidders must provide details of previous contracts or projects of a similar nature, scope, and complexity to demonstrate their ability to deliver the required
goods or services. This could include project descriptions, timelines, and client references.
• Specific Expertise: The bidder must demonstrate expertise in the specific area required by the tender (e.g., construction, IT, engineering, etc.), highlighting any specialized skills or
certifications.
2. Technical Qualifications
• Qualified Personnel: Bidders must specify the qualifications, experience, and roles of key personnel who will be involved in the project. This includes engineers, project managers,
technical experts, etc., and their relevant qualifications, certifications, and experience in similar projects.
• Staffing Plan: A description of how the bidder intends to staff the project, including the number of employees, the roles and responsibilities of each, and any specialized skills needed for the contract.
3. Equipment and Resources
• Availability of Equipment: Bidders may need to provide a list of key equipment, machinery, or technology required to complete the project, including details of ownership, leasing
arrangements, or planned procurement
• Infrastructure: Evidence that the bidder has the necessary physical infrastructure, such as offices, warehouses, or other facilities, to support the project.
• Technological Capacity: If the project involves specialized technology, the bidder should demonstrate their capability to deliver using up-to-date and relevant technologies (e.g.,
software tools, machinery, etc.).
4. Quality Assurance and Control
• Quality Management System (QMS): Bidders should demonstrate the implementation of a quality management system (e.g., ISO 9001 certification, or other relevant quality
standards) to ensure that the goods/services provided meet the required standards.
• Compliance with Technical Standards: Bidders must demonstrate that their goods, services, or work processes comply with the relevant national or international technical
standards, specifications, and regulatory requirements.
5. Technical Approach
• Methodology and Work Plan: The bidder should outline their proposed methodology for carrying out the project, including the steps, processes, timelines, and how they intend to
manage the project's execution. This can include risk management strategies, milestones, and deliverables.
• Innovation and Solutions: If applicable, the bidder may describe any innovative approaches, technologies, or solutions they plan to use to enhance project outcomes, reduce costs, or improve efficiency.
6. Health, Safety, and Environmental Standards
• Health and Safety Plan: Bidders must demonstrate their commitment to health and safety standards, particularly if the project involves construction, engineering, or other potentially
hazardous work environments. This may include providing a health and safety management plan or certifications (e.g., ISO 45001).
• Environmental Considerations: If the project has environmental implications, bidders should provide an environmental management plan or proof of compliance with relevant
environmental regulations (e.g., ISO 14001).
7. Testing and Maintenance
• Testing Capabilities: If applicable, the bidder should outline their ability to conduct testing or trials on the goods, services, or works being provided to ensure they meet the required
specifications.
• Maintenance and Support: For projects that require ongoing service or support after the delivery of the product or service (e.g., IT services, equipment maintenance), bidders should
outline their plans for maintenance and after-sales support, including response times and service level agreements (SLAs).
8. Certifications and Accreditations
• Industry Certifications: Bidders should provide evidence of any relevant industry certifications, accreditations, or memberships in professional organizations that demonstrate their expertise and adherence to recognized technical standards.
• Compliance with Standards: If the tender involves specific technical or safety standards (e.g., EN standards, local building codes, industry-specific regulations), the bidder must
demonstrate compliance with these standards.
9. Subcontracting and Partners
• Use of Subcontractors: If the bidder intends to subcontract parts of the project, they should outline the areas of the project to be subcontracted, provide details of the subcontractors' qualifications, and demonstrate how they will manage subcontractor performance.
• Partnering Arrangements: If the bidder plans to partner with other companies to fulfill the tender's requirements, they should describe the partnering arrangements, including roles,
responsibilities, and how they intend to collaborate to achieve project success.
10. References and Testimonials
• Client References: Bidders should provide references from previous clients that speak to their technical abilities and past project successes. This may include client contact details,
project summaries, and testimonials.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Tender submission deadline
16 May 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 May 2025
Award criteria
| Name | Type |
|---|---|
| Project Delivery | Quality |
| Communication | Quality |
| Health and Safety/ Safeguarding | Quality |
| Value for money | Price |
| Cost | Cost |
Weighting description
Scoring Matrix
Other information
Payment terms
A payment schedule should be agreed in advance with milestones for achievements. All invoices should be sent to finance@teameducation.org
The process for disputed invoices is as follows:
1. Review the Invoice and Agreement
• Check the original terms: Ensure that both you and the client are clear on the payment terms specified in the contract or agreement (e.g., net 30, 60, or specific dates).
• Verify the details: Double-check the invoice for accuracy - the amount, the items or services billed, the dates, and any applicable discounts or promotions.
• Assess if there are any errors: Determine whether any errors on your part could have led to the dispute (wrong amounts, incorrect products/services listed, etc.).
2. Contact the Client
• Start with a friendly inquiry: Contact the client (preferably by phone or email) to understand the reason behind the dispute. Sometimes, it's just a misunderstanding, and the conversation can resolve the issue quickly.
• Ask specific questions: For example, "I see there seems to be a discrepancy regarding the payment terms. Could you help clarify your concern?"
3. Clarify the Disputed Payment Term
• Understand the disagreement: Whether they believe the payment term was different, they're asking for an extension, or they dispute the service/product, understanding their
position will guide your response.
• Provide evidence: If the payment terms were clearly laid out in the contract, provide the documentation to support your case.
4. Negotiate a Resolution
• Listen to their perspective: If the dispute is about the payment terms themselves (e.g., timing, conditions), try to negotiate a solution that works for both sides. For example, if they need more time due to financial issues, consider offering a partial payment plan.
• Be flexible if possible: If you're in a good relationship with the client and they're generally reliable, consider offering a compromise (e.g., an extended payment deadline or a payment plan).
5. Document the Agreement
• Put any new agreement in writing: Once an agreement is reached (even if it's an adjustedpayment term), document everything in an email or a formal letter. This ensures that both parties are on the same page and avoids future disputes.
6. Follow up
• Stay on top of the revised payment schedule: If an extended payment term or partial payment plan is agreed upon, keep a record of all communication and send reminders as needed.
• Monitor the situation: If payment isn't made according to the revised terms, follow up promptly and professionally.
7. Escalation (if needed)
• Seek legal or mediation assistance: If the dispute cannot be resolved and the payment is significant, consider involving a mediator or seeking legal counsel. However, this should be a
last resort to avoid escalating the relationship unnecessarily
Description of risks to contract performance
Delays in Construction
• Risk: Delays may arise from weather, labor shortages, supply chain disruptions, or subcontractor issues.
• Impact: Extended project timelines affecting the opening date and additional costs.
• Mitigation: Develop a realistic schedule with buffers, communicate with contractors and suppliers, and have a contingency plan for delays.
3. Budget Overruns and Financial Issues
• Risk: Project may exceed the allocated budget due to cost underestimation or unforeseen complications.
• Impact: Financial strain or additional funding may be needed, compromising quality.
• Mitigation: Create a detailed budget with contingencies, regularly review expenses, and control costs through effective procurement and project management.
4. Regulatory Compliance and Permitting Delays
• Risk: Delays in obtaining permits or meeting regulatory requirements (e.g., zoning laws, environmental regulations • Impact: Project delays, penalties, or costly redesigns.
• Mitigation: Engage early with local authorities, ensure compliance, and allocate time for permit approval.
5. Quality Control Issues
• Risk: Defects or substandard materials can compromise the building's safety and quality.
• Impact: Safety, longevity, and usability issues, potential costly repairs or legal disputes.
• Mitigation: Implement strict quality control, regular inspections, and vet contractors with a strong track record.
6. Health and Safety Risks
• Risk: Inherent risks on construction sites and within the building's design.
• Impact: Accidents, safety violations, and legal liabilities.
• Mitigation: Ensure compliance with safety regulations, implement safety protocols, and train workers.
7. Environmental and Sustainability Risks
• Risk: Environmental issues such as soil contamination or sustainability requirements.
• Impact: Delays and increased costs for remediation or design modifications.
• Mitigation: Conduct environmental assessments early and incorporate sustainable design practices.
8. Supply Chain and Material Shortages
• Risk: Disruptions in material delivery or shortages of key construction materials.
• Impact: Delays, increased material costs, and missed milestones.
• Mitigation: Secure materials early, maintain relationships with suppliers, and use local suppliers when possible.
9. Contractor and Subcontractor Performance
• Risk: Poor performance by contractors or subcontractors, such as missed deadlines or disputes.
• Impact: Delays, compromised quality, and potential legal issues.
• Mitigation: Vet contractors thoroughly, set clear performance expectations, and include penalties for missed milestones.
10. Stakeholder Disputes
• Risk: Conflicts may arise between stakeholders (e.g., owner, contractors, authorities).
• Impact: Delays, litigation, and increased costs.
• Mitigation: Foster transparent communication, set clear expectations, and resolve conflicts quickly.
11. Technological Challenges
• Risk: Integration of advanced technologies (e.g., smart systems, HVAC, educational tech).
• Impact: Impacted functionality, energy efficiency, or safety.
• Mitigation: Ensure experienced providers, test systems thoroughly, and assure quality before finalizing.
12. Reputation and Public Perception
• Risk: Delays, cost overruns, or quality issues may damage the project's reputation.
• Impact: Loss of future business, legal claims, or loss of stakeholder trust.
• Mitigation: Maintain clear communication, address issues proactively, and be transparent about challenges.
13. Post-Construction Issues
• Risk: Issues during handover such as defects or incomplete work.
• Impact: Delays in the opening and disruption in operations.
• Mitigation: Conduct thorough inspections, ensure work meets standards, and provide warranties and procedures for post-completion issues
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Reduced tendering period
Yes
State of urgency - minimum 10 days
Documents
Associated tender documents
25021-EPC-Document Issue Sheet.pdf
25021-EPC-XX-00-DR-M-1001 (S3-P01).pdf
25021-EPC-XX-00-DR-M-1101 (S3-P01).pdf
25021-EPC-XX-00-DR-M-1201 (S3-P01).pdf
25021-EPC-XX-00-DR-M-1401 (S3-P01).pdf
25021-EPC-XX-00-DR-M-4001 (S3-P01).pdf
25021-EPC-XX-XX-SP-M-0002 S3 P01 - Mechanical Specification - SEN Nursery, Burlington Ave.pdf
24-108-DIS-04.04.2025.pdf
7556_Rev0-A1_Sc_1-200_Topo & Utility Survey.pdf
0530891 - Calculation - 1-TC-250331-124539-973(U-value).pdf
0530891 - Tapered Design - P-1066633 SA-1.pdf
BT.pdf
Electric.pdf
Gas 1.pdf
Gas 2.pdf
Gas Overview.pdf
INCO-24-108-(04)-001-T01-Fire Stratgey Layout.pdf
INCO-24-108-(22)-001-T1-Proposed GA Layout.pdf
INCO-24-108-(22)-002-T1-Proposed Elevations.pdf
INCO-24-108-(25)-001-T1-Proposed Section A-A.pdf
INCO-24-108-(40)-001-T1-Proposed Wall and Floor Finishes Layout.pdf
INCO-24-108-(31)-001-T1-Proposed Door and Window Schedule.pdf
Legend.pdf
Invitation to tender - Stubbin Wood Primary Build (Burlington Ave).pdf
Sewer Inverts.pdf
Sewers.pdf
Virgin.pdf
Water.pdf
2025-10734-5001-P02_Proposed Drainage Layout.pdf
2025-10734-5002-P01_Drainage Construction Details.pdf
Contracting authority
T.E.A.M EDUCATION TRUST
- Companies House: 12280998
- Public Procurement Organisation Number: PDLP-1633-RPLR
Stubbin Wood School Common Lane
Mansfield
NG20 8QF
United Kingdom
Email: c.peach@teameducation.org
Website: https://www.teameducation.org/
Region: UKF12 - East Derbyshire
Organisation type: Public authority - sub-central government