Construction Project Management Services
Puffin Produce Limited | Published March 31, 2017
Puffin Produce Ltd is Wales’ largest premier Potato and Vegetable packing firm. Based in Haverfordwest, Pembrokeshire and established in 1995 the business is wholly owned by the farmers and growers who supply them. The company has grown year on year over the last five years. Puffin Produce Ltd’s growth has been built on proactive engagement with the major retailers and their ability to secure contracts with Asda, Tesco, Sainsbury’s, Morrison’s, Waitrose and M&S. In order to secure and maintain supply contracts with these leading retailers, Puffin Produce has been at the forefront of continuous development that include expansion of its facilities and infrastructure as well as the development of a range of products to motivate increased sales and product marketability. Puffin Produce plan further investment to increase scale, efficiency and infrastructure of the current potato operation and future vegetable processing operations. This invitation to tender is aligned to securing the necessary project management services to help facilitate the ongoing development and construction of additional storage and processing facilities at Puffin Produce Ltd’s site in Withybush, Haverfordwest. This project is supported with European Union funding secured through Welsh Government’s Food Business Investment Scheme. In so doing, Puffin Produce Ltd have a requirement to adhere to EC Procurement Directives in testing the open market and also demonstrating value for money. Scope of Project Management Services 1.1 Planning Stage. 1.1.1 Assist Puffin Produce in the development of clear project goals for time, cost and scope of the achievement of the Project. In conjunction with Puffin Produce, develop realistic milestones and a budget for total project costs including construction, equipment, furniture, design fees, etc. 1.1.2 Recommend for selection by Puffin Produce contractors and consultants including architects, designers and engineers. Prepare RFP documentation and conduct interviews, evaluations and recommendations for selection of contractors. A selection matrix summarising the proposals will be assembled to identify pricing, alternatives, and other criteria for selecting the successful bidder. A formal recommendation to award a bid will be submitted to Puffin Produce for approval, which recommendation will be based upon pricing, experience on similar projects, personnel assigned to the Project, level of trust, and overall ability to perform the Project. 1.1.3 Negotiate agreement with Contractors within predefined parameters. 1.2 Design Stage. 1.2.1 Direct and coordinate all Contractors, authorities, and service organisations related to the Project including, without limitation, the supervision and management of architects, designers and engineers involved in the Project. Arrange and chair regular coordinating meeting. 1.2.2 Direct and coordinate the architect, engineer and Contractors throughout the Project in the preparation of the Project program and the design from schematic through working drawing stages. Review the design schematic periodically and give direction as required to coordinate and achieve the Project goals. 1.2.3 Develop Project time schedules for the design stage and coordinate the activities with the Puffin Produce Project manager and design team. 1.2.4 Recommend the purchase and procurement of long lead time items to arrange for delivery of strategic materials in conformance with the Project schedule. 1.2.5 Provide a summary construction schedule for inclusion with the bid documents. 1.2.6 Receive and analyse design consultant/contractor bids, make aware recommendations including conducting if necessary pre-award conferences and negotiate and prepare construction contracts per Puffin Produce direction. 1.3 Procurement Stage. 1.3.1 Prepare “front end” documents including General and Special Conditions, contract formats, temporary secifications, guidelines for action programs and if necessary special contractor supplements. 1.3.2 Provide a construction time schedule for inclusion in the bid documents and develop for Puffin Produce a cost value for each activity, based upon the schedule, for use in preparing a forecast. 1.3.3 Develop bid packages, unit pricing, and alternates for inclusion in Contractor bid proposals. 1.3.4 Work within European procurement rules that are intrinsic to Welsh Government’s RDP Food Business Investment scheme (FBIS). 1.3.5 Receive from Contractors the trade bids and report in bid tabulation form to Puffin Produce, together with a recommendation for the award of the work. 1.3.6 Implement value engineering for all aspects of design and construction with selected bidders prior to contract award. 1.3.7 Upon receipt of Puffin Produce approval, award such work. 1.4 General Management and Coordination. 1.4.1 Review the work performed by the Contractors through to completion and require that the materials furnished and the work performed are in accordance with the drawings, specifications and contract documents. 1.4.2 Coordinate with the Contractor the implementation of construction information systems, Project time control schedules and resources analysis as they relate to materials, manpower and costs. 1.4.3 Provide construction audits, status updates and other reports for each Project on a monthly basis. 1.5 On-Site Management. 1.5.1 Establish with the Contractor on-site organisation and lines of authority in order to carry out Puffin Produce’s overall plans in all phases of the Project on a coordinated and efficient basis. 1.5.2 Require the Contractor to maintain an on-site record-keeping system which will be sufficient in detail to satisfy an audit by Puffin Produce. Such records shall include, but shall not necessarily be limited to, daily logs, progress schedules, manpower breakdowns (daily by trade), financial reports, quantities, material list, shop drawings, and the like. 1.5.3 Coordinate the obtaining of all legally required permits, licenses, and certificates. Coordinate through the Contractor aspects of the work with all local authorities, governmental agencies, utility companies, etc., who may be involved in the Project. 1.5.4 Coordinate through the Contractor the work of all subcontractors until final completion and acceptance of the Project by Puffin Produce. In the event that the interpretation of the meaning and intent of the contract documents becomes necessary during construction, ascertain the architect’s and Puffin Produce’s interpretation, make recommendations as appropriate, and transmit such information on the appropriate subcontractor(s). 1.5.5 Attend job meetings when necessary, along with the Contractor, subcontractors, the architect and Puffin Produce’s representative to discuss procedures, progress, problems, scheduling and open items. 1.5.6 Coordinate through the Contractor all testing provided by others as required by the technical sections of the specifications, and as required by the building code. 1.5.7 Coordinate the review, for compliance with the contract documents, of shop drawings, materials and other items submitted by the Contractor. 1.5.8 Review and approve, in accordance with Puffin Produce’s procedures, all applications for payments submitted through vendor(s) in accordance with established procedures. 1.5.9 Receive and review change order requests from Contractors or from Puffin Produce. Review unit prices, time and material charges and similar items. Monitor and advise upon request for changes required by field conditions and progress of the work, and obtain approval from Puffin Produce and the architect. 1.5.10 Review Contractor’s scheduling system to expedite materials and equipment deliveries through the course of construction. 1.6 Post Construction. 1.6.1 At the appropriate time, coordinate the preparation of snag lists indicating the items of work remaining to be accomplished, and require that these items are completed in an expeditious manner. 1.6.2 Assemble all guarantees, warranties, etc., as required by the contract documents and forward them to Puffin Produce. 1.6.3 Receive from the Contractor, check and forward to Puffin Produce all releases of claims required prior to issuance of final certificate of completion and final payment to the Contractor. 1.6.4 Expedite the Contractor’s preparation of “as-built” drawings of the entire Project in accordance with the terms of the specifications. 1.6.5 After completion of Project, monitor and follow-up and correction of all punch list items. 2. Additional Services. In conjunction with the Project Management Services previously outlined, shall provide such other services as are reasonably requested by Puffin Produce, subject to the Parties’ mutual agreement as to the scope of, and pricing for, such other services. 3. Document Ownership . Review all Project documents, including plans and specifications, architect agreements, construction contracts, certificates, draw requests and budgets, and require such changes as are necessary so that all such documents are in the name of Puffin Produce and all warranties run in favour of Puffin Produce. 4 Professional Services. Exercise due care in the selection of skilled and qualified Contractors with demonstrated expertise in their respective fields necessary to further the interests of Puffin Produce. 5 Contract Conditions: Liquidated Damages - £2,000 per week or part thereof Rectification Period - 6 Months Retention Percentage - 3% Contractor’s Insurance Cover - £5,000,000 Insurance Liability of Employer - £10,000,000 Contract Period - Variable, dependent upon performance on differing construction projects. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=64819.