Invitation to Tender. Supply of Furniture for Creative Workspaces. Broadway, Nottingham

Transcription

1 Page 1 of 13 Invitation to Tender Supply of Furniture for Creative Workspaces Broadway, Nottingham 31 July 2015 Broadway Broad Street Nottingham NG1 3AL Telephone: Company No Charity No VAT Registration No

2 Page 2 of 13 Introduction Broadway is inviting tenders for the supply of additional furniture for its newly refurbished creative workspaces. Celebrating 25 years in 2015, Broadway ( a non-profit charitable organisation in Nottingham, is recognised as one of the UK s leading independent cinemas and creative hubs, attracting 400,000 visitors per year Broadway has recently undertaken a refurbishment of previously under-utilised floor space. The refurbishment has been part funded by the European Regional Development Fund 2007 to 2013 (ERDF) and supported using public funding by Arts Council England. Aimed primarily at providing support for arts, culture and heritage organisations to use service design, digital technologies and the production of rich media in developing their business, the new creative workspaces will also house activities that encourage wider knowledge exchange between artists, technologists, universities and SMEs. Procurement and Timetable The procurement will be carried out according to the following outline timetable and tenderers are asked to pay particular attention when preparing their tenders to the date by which the supplied goods are to be delivered to Broadway. Tender documents issued Friday 31 July 2015 Deadline for submitting tenders 12 noon, Friday 14 August 2015 Supplier(s) appointed Wednesday 19 August 2015 Furniture delivered to Broadway Wednesday 23 September 2015 Tender Specification Broadway requires the furniture design to complement the aesthetic and colour palette of the creative workspaces and existing furniture, photographs of which are shown in Appendix C. Specific details of the items to be supplied are set out in the Furniture Schedule in Appendix B. This Schedule also summarises the anticipated key features and functions of each furniture item. The dimensions of the listed furniture in this Schedule are indicative only except where described as absolute.

3 Page 3 of 13 Budget and Pricing The indicative total budget for the supply of the items set out in the Furniture Schedule in Appendix B is up to 7,500 excluding VAT. Each item included in the Furniture Schedule should be fully priced, for example, including delivery, any associated management fee applied by the tenderer or warranty charges. A total cost summary of all items the tenderer is proposing to supply should also be included in the tender. Instructions to Tenderers These instructions are designed to ensure all tenders are given equal and fair consideration and should be read carefully to ensure tenders include all the information required. Tenders will be evaluated solely on the information supplied in response to this Invitation to Tender. The tender documents submitted to Broadway must be in the format of a completed Supply of Furniture Questionnaire, which may be supported by additional documentation such as furniture specification sheets. Appendix A provides the template of the questionnaire. A Word version of this questionnaire has also been issued with the Invitation to Tender to ease completion. The questionnaire has been divided into the following parts which relate to the Award Criteria: Part A - Proposed Furniture Part B - Pricing Part C - Delivery Timeframe Part D - Certification The information from the tenderer that is required for each part is detailed in the questionnaire.

4 Page 4 of 13 Tender Award Criteria The contract will be awarded on the basis of the most economically advantageous tender in accordance with the following award criteria. Award Criteria Component Weighting Quality The goods proposed demonstrates quality and durability of design 40% Price Value for money is demonstrated 40% Delivery Timeframe The proposed schedule ensures the delivery of goods within the required timeframe 20% Submission Requirements Tenders comprised of completed questionnaires and any supporting documentation should be returned to Tasha King by at t.king@broadway.org.uk. Tenders must arrive no later than the deadline of 12 noon on 14 August Broadway cannot consider tenders received after the deadline. Further Information Tenderers are required to keep tenders valid for acceptance for up to a period of 60 days from the date of the tender. Any queries you may have can be directed to Stephen Mapp at Broadway by at s.mapp@broadway.org.uk. All answers to queries will be circulated to all tenderers unless they deemed by Broadway to be of a commercially confidential nature. The issue of this Invitation to Tender does not commit Broadway to award any contract to any tenderers. Broadway reserves the right to amend, extend the scope of or cancel the tender process at any time. Tenderers are solely responsible for their costs and expenses in connection with the preparation and submission of responses to this Invitation to Tender and the consequent award processes.

5 Page 5 of 13 APPENDIX A TENDER QUESTIONNAIRE TEMPLATE

6 Page 6 of 13 Supply of Furniture Tender Questionnaire Note: A Word version of this document is issued with the Invitation to Tender to ease completion. The boxes can be expanded to suit individual answers, or separate supporting documentation can be provided, suitably referenced to each section of the questionnaire. PART A - Proposed Furniture Provide a brief description of each item of furniture (and any options of) that you are proposing. Also include briefly in this description: How it meets its specific Details / Key Features and Function set out in the Furniture Schedule in Appendix B (or Tenderer to identify where it does not meet these); Images of the proposed furniture; Actual dimensions; Actual colour(s); Materials and finishes including information on environmental considerations such as recycling; Relevant care instructions; and Name of manufacturer and its track record. You may include with your tender any additional supporting documents such as furniture specification sheets which may alternatively provide some of the details above.

7 Page 7 of 13 PART B - Pricing Provide full price details of each item of proposed furniture to include: Number of units proposed; Price per unit; Price for the number of units proposed, identifying any multi-purchase discount on the unit price. Provide a total price for all the proposed furniture, which must also detail: Any associated management fee applied by the tenderer; Delivery charges; Applicable VAT; and Warranty with details on the period and terms (which may alternatively be provided as a supporting document). PART C Delivery Timeframe Provide details of the delivery timeframe for the proposed furniture with reference to the expectation of it being delivered to Broadway by Wednesday 23 September. Also, identify any risks to achieving the proposed delivery timetable.

8 Page 8 of 13 PART D - Certification A Director or other senior authorised signatory of the company should provide this certification. I certify the information provided within this tender questionnaire is accurate and will remain valid for up to a period of 60 days from the date of this tender. Name: Position: For and on behalf of: Date:

9 Page 9 of 13 APPENDIX B FURNITURE SCHEDULE

10 Page 10 of 13 / Code Furniture Type Fixed/ Loose Indicative Quantity Details / Key Features Function Dimensions Room: QUIET SPACE (see photo) A waiting area for visitors, also used as a small break out space. FURN-A Corner Sofa Loose 1 Contemporary style corner sofa to seat up to 4 people. Along with armchair, to provide comfortable seating for visitors and as a additional break out space. FURN-B Armchair Loose 1 Contemporary style armchair. Along with the corner sofa, to provide comfortable seating for visitors and as a additional break out space. To fit into floor area 1500mm x 2500mm. The 1500mm dimension is absolute and cannot be exceeded. The 2500mm should be considered a typical dimension with scope for slight variation. Typically: W620 x D720 x H760mm Seating Height: 450mm FURN-C High Table Loose 1 Standing height table. For a person to stand while working. Typically: Table top 700mm Height to table top: 1000mm Room: MEETING ROOM A Board Room style meeting room FURN-D Table Loose 1 Contemporary Board Room style table. It is envisaged that the table will be curve-cornered rectangular in shape, accomodating four chairs on each of its longer sides and two chairs on each of its shorter sides. The table may be fixed or modular. The design of the table support should maximise leg space comfort. For users of the Creative Workspaces to have more formal meetings and presentations in a Board Room style setting. Table to accommodate up to twelve people. Table and chairs with people comfortably seated to fit into a designated floor area of no more than 3600mm x 2500mm within a larger room. FURN-E Chairs Loose 12 Contemporary Board Room style chairs. Rooms: STUDIO, WORKSHOP, LIBRARY, GALLERY (see photos) To provide comfortable seating for users of the Creative Workspaces while having more formal meetings and presentations in a Board Room style setting. Table and chairs with people comfortably seated to fit into a floor area of 3600mm x 2500mm. FURN-F Clock Loose 4 High-quality, stylish clock. Battery operated and wall mounted. For the users of the Creative Workspaces to keep an eye on the time. One clock in each of the Studio, Workshop, Library and Gallery - the style of which to complement the aesthetic of each space. FURN-G Waste Bin Loose 4 Smart, stylish, waste bin. May be combined with the FURN-H Recyclabe Waste Bin For the users of the Creative Typically litres Workspaces to dispose of typical office waste (non-recyclable). One bin of the same design in each of the Studio, Workshop, Library and Gallery - the style of which to complement the aesthetic of the spaces. FURN-H Recyclable Waste Bin Loose 4 Smart, stylish, waste bin. May be combined with the FURN-G Waste Bin For the users of the Creative Typically litres Workspaces to dispose of typical recyclable office waste. One bin of the same design in each of the Studio, Workshop, Library and Gallery - the style of which to complement the aesthetic of the spaces. FURN-I Coat Rack Loose 3 Free-standing contemporary style coat racks. For the users of the Creative Workspaces to hang their coats. One coat rack of the same design for each of the Studio, Workshop and Library - the style of which to complement the aesthetic of the spaces.

11 Page 11 of 13 APPENDIX C PHOTOGRAPHS OF CREATIVE SPACES

12 Page 12 of 13 Quiet Space White wall is the 1500mm dimension of the corner sofa Studio Library

13 Page 13 of 13 Workshop Gallery Studio, Library, Workshop and Gallery Photographs Martine Hamilton Knight