Project Manager RIBA Stage 4+ required to manage the restoration of Plas Gunter Mansion

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-kuma6s-158401-2025-11-27T11:52:01Z",
    "date": "2025-11-27T11:52:01Z",
    "ocid": "ocds-kuma6s-158401",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-8",
            "name": "Plas Gunter Mansion Trust cyf",
            "address": {
                "streetAddress": "39A Cross Street, Abergavenny,",
                "locality": "Monmouthshire",
                "postalCode": "NP7 5ER"
            },
            "contactPoint": {
                "name": "Deborah Holland",
                "email": "administrator@plasguntermansion.org.uk",
                "telephone": "+44 7798610114",
                "url": "https://www.plasguntermansion.org.uk"
            },
            "roles": [
                "buyer"
            ]
        }
    ],
    "buyer": {
        "name": "Plas Gunter Mansion Trust cyf",
        "id": "org-8"
    },
    "tender": {
        "id": "ocds-kuma6s-158401-tender-158401",
        "title": "Project Manager RIBA Stage 4+ required to manage the restoration of Plas Gunter Mansion",
        "description": "Plas Gunter Mansion Trust Brief is seeking a Project Manager to manage the Delivery Phase of the Restoration of Plas Gunter Mansion.The Trust was awarded a Delivery Phase grant from the National Lottery Heritage Fund in early October 2025 contingent on securing matched funding of PS504,000. To date, we have raised PS365,500 and are on track to secure the remaining amount by the end of February 2026.PS300,000 of our matched funding must be spent by the end of March 2026 so we have confirmed the appointment of the existing Design Team who will undertake several discrete packages of work and the RIBA Stage 4 design.The Trust now wishes to appoint an experienced Project Manager to manage these works and continue onto the full delivery phase of the project, subject to the Trust securing the remaining fundraised income required.BudgetThe base build construction budget excluding VAT and consultant fees is PS2,288,634. This includes contingency and inflation.Schedule of Services* Provide the overall management of the construction project and, in consultation with the client, manage and coordinate all aspects of the project from the start of RIBA Stage 4 Detailed Design to completion of the base build construction project and up to the end of the defects liability period until all the works forming part of the project are satisfactorily completed.* Receive instructions from the client and relay them as necessary to the designers and contractor.* Manage the tender and appointment of any other consultants or specialists required for the completion of RIBA Stage 4 in accordance with the NLHF procurement rules, including building control and fire engineering.* Manage a PS300,000 grant, including VAT, which needs to be spent by the end of the financial year. Of this, approximately PS200,000 will be spent on Stage 4 fees. PS100,000 of works are proposed before the end of March 2026, including soft strip out, refurbishment and demolition asbestos survey, repair works to the first-floor structure above the decorative plaster ceiling and securing the ceiling, and community archaeology activities.* Maintain on a monthly basis a project Risk Register with input from the designers and client.* Maintain an overview of the programme and design of the Activity Plan which will include archaeological activities and hard-hat tours during the Construction and Exhibition Fit Out Phase.* Maintain an overview of the Interpretation / Exhibition Fit Out. Ensure that the Base Build Designers coordinate with the Interpretation / Exhibition Fit Out design.* Maintain an overview of the works to the Garden and its Landscaping. Works to the Garden are being funded and managed separately by a Project Coordinator and regular updates will be regularly provided for information. In the future, it may be beneficial for the Project Manager to take over the management of the garden development, but this will be under a separate contract and fee.Consultant appointments* Advise the client on the need for and make recommendations for the appointment of other consultants by the client if required.* Monitor the overall performance of consultants and contractors in the performance of their duties and the discharge of their responsibilities.* Check the insurances of those consultants if appointed.* Determine with the client the limit of the authority of the architect to issue instructions without obtaining the client's or Project Manager's prior approvalConstruction Stage 4 Detailed Design* Attend regular design team meetings set up by the Lead Designer/ Architect.* Monitor the completion of the Stage 4 design.* Check that the RIBA Stage 4 report is prepared by the Lead Designer/ Architect with input from the Quantity Surveyor and signed off by the client. The project programme and risk register are also to be included.* Check that consultants review buildability and technical design of proposals with specialist contractors.Tendering and Contractor appointment* Attend meetings with the client and design team to assist in the preparation of the tender documents.* In conjunction with the client and design team, prepare a list of suitable contractors to tender and conduct interviews if required.* Review, comment and score the tenders.* Co-ordinate the preparation of contract documents by the Quantity Surveyor and arrange for signature of parties to the contract.* Obtain copies of the contractor's insurance certificates (including professional indemnity insurance if required) and check renewal of insurance at renewal dates. Liaise with Administrator/Plas Gunter Manager to ensure buildings insurance is fit for purpose.* Assist in procurement of any warranties, parent company guarantees or performance bond.* Organise the pre-contract inception meeting with the appointed contractor.Activities* Involvement in planning or delivering onsite community activities (archaeological and hard hat tours) through the construction phase.Reporting and meetings* Establish appropriate channels of communication between members of the project team.* Establish meetings structures.* Set out a communication strategy including the client, designers and construction contractor.* Convene and chair all principal construction project meetings as necessary.* Set out a timetable for Stage 4 design team and construction progress meetings. Track progress and meeting actions.* Monitor communications and distribution of information.* Agree with the contractor their reporting and recording procedures.* In conjunction with the quantity surveyor provide the client with regular financial reports on estimated final cost including expenditure of PC and provisional sums.* Identify and communicate perceived risk in a timely manner, providing background information and potential solutions.* Report on progress regularly (usually monthly) to the trustees.Programming* Prepare and maintain a master programme with input from the designers and client team, from RIBA Stage 4 to the re-opening of the Mansion to record principal activities and identify critical dates ensuring at all times that the Programme includes meaningful and well-planned opportunities for the involvement of community groups and other stakeholders.* Verify and incorporate consultants' programmes for the production of detailed design information.* Check that applications for statutory consents, are submitted in accordance with the master programme. Check that consultants apply for amendments to statutory approvals granted when required.* Check that the consultants are providing adequate and timely information for the preparation of tender documentation.* Advise the client on the need to place early orders in respect of long delivery components.* Obtain from the contractor a detailed construction programme for the works and monitor actual v planned progress. Seek clarification of contractor's programme proposals if necessary.Contract management* Establish a management system to deal with client required changes.* Establish procedures for checking compliance with designs and specifications and the monitoring of standards of workmanship and materials.* Establish a management system for the design team to comment on and/or approve contractor's drawings.* Establish and monitor procedures to secure the provision of information to contractors in an appropriate timescale.* Visit the site as appropriate to inspect generally the progress of the work.* Arrange for a Risk Management workshop to be conducted by the Consultants with key risks identified, owned and reviewed on a monthly basis.* Check that consultants are providing adequate supervision in accordance with their terms of appointment and undertaking regular site inspections.* Check that variations and instructions are being issued and correctly circulated.* Check that the consultants fulfil their contractual obligations in assessing and dealing with extensions of time and issuing the appropriate certificates.* Check that the consultants fulfil their contractual obligations in confirming completion and issuing appropriate certificates of making good defects and final certificate.* Offer general advice on the validity of any claims received from the contractor including requests for extensions of time.* Notify the Trust in a timely manner of any potential delays, disruption or extensions of time.* Assist with the preparation of snagging and defects schedules and clearance of defects.* In conjunction with the quantity surveyor, negotiate settlement of final account.Cashflow and Liaison with Funders* With assistance from the Trust, create and maintain a project cashflow forecast from the beginning of Construction Stage 4 to the end of the Construction and Exhibition Fit Out Defect Liability Period.* With assistance from the Trust, lead the drawdown of funds from the National Lottery Heritage Fund and other Funders.Building management, commissioning and handover* With consultants and contractors, arrange hand-over to the client after operational tests and full commissioning of services. Handover to include training for staff and volunteers.* Arrange for contractors' and consultants' maintenance and cleaning information maintenance manuals, test certificates, guarantees, operating instructions, 'as built' drawings and 'as-installed' diagrams to be forwarded to the client.A full brief for the role is attached to this notice, along with the RIBA Stage 3 report.NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=158401. A full brief and other relevant documents are provided here. However, more documentation on the project is available. Please contact us if there is something specific you would like to see which isn't provided.(WA Ref:158401)",
        "procurementMethod": "open",
        "mainProcurementCategory": "services",
        "tenderPeriod": {
            "endDate": "2025-12-08T12:00:00Z"
        },
        "eligibilityCriteria": "A proposal for undertaking the work should include:* CV and contact details, including a short summary demonstrating suitability, qualifications and experience.* A summary of the work you will deliver, covering services required as set out in the Schedule of Services.* Details of track record and relevant experience.* Proposed approach and methodology.* Proposed formats for presentation of findings, recommendations and outputs.* Confirmation you are able to comply with all project timelines described in this document.* Any comments you have on the proposed services.* References of two referees for work of a similar nature (Appendix 1).* Total cost for professional services, including VAT (Appendix 3).* VAT status.* Details of Public Liability Insurance and Professional Indemnity Insurance cover (Appendix 2).* Details of appropriate qualification - RICS or equivalent.",
        "awardPeriod": {
            "endDate": "2025-12-15T00:00:00Z"
        },
        "documents": [
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-1",
                "title": "Project Manager brief",
                "datePublished": "2025-11-27T11:52:01Z",
                "dateModified": "2025-11-27T11:52:01Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-2",
                "title": "Appendix 1 - Referee details",
                "datePublished": "2025-11-27T11:52:01Z",
                "dateModified": "2025-11-27T11:52:01Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-3",
                "title": "Appendix2 - Insurance details",
                "datePublished": "2025-11-27T11:52:01Z",
                "dateModified": "2025-11-27T11:52:01Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-4",
                "title": "Appendix 3 - Pricing schedule",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-5",
                "title": "Appendix 4 - Declaration",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-6",
                "title": "Appendix 5 - RIBA Stage 3 report",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-7",
                "title": "Appendix 6 - M&E Stage 3 report",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-8",
                "title": "Appendix 7 - Structural Stage 3 report",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-9",
                "title": "Appendix 8 - Interpretation Plan",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-10",
                "title": "Appendix 9 - Stage 4 Programme",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-158401-document-158401-NOV565567-11",
                "title": "Appendix 10 - Stage 5+ Programme",
                "datePublished": "2025-11-27T11:52:02Z",
                "dateModified": "2025-11-27T11:52:02Z",
                "format": "application/pdf"
            }
        ],
        "additionalClassifications": [
            {
                "id": "71541000",
                "description": "Construction project management services",
                "scheme": "CPV"
            },
            {
                "id": "72224000",
                "description": "Project management consultancy services",
                "scheme": "CPV"
            },
            {
                "id": "92520000",
                "description": "Museum services and preservation services of historical sites and buildings",
                "scheme": "CPV"
            }
        ]
    },
    "noticetype": "S2W Notice - Website Invitation to Tender Notice"
}