Purpose

Purpose / background:

At 19th June 2025 Executive, the below delegated decision
recommendation (No.5), was approved:

Approve for the Head of Property Services, in consultation with the
Deputy Chief Executive, Chief Finance Officer, and the Portfolio
Holder for Finance, Assets and Governance, to appoint a client
design team to prepare to
implement option 2 (Proceed with RAAC removal and all essential
works to allow reopening of theatre at previous capacity, without
bringing forward the planned maintenance programme or wider
modernisation)

Following this decision, officers reviewed the procurement options
available to deliver the above outcomes and entered into a
competitive procurement process for the appointment of the Client
Design Team.

The tender objectives, scope and key deliverables are outlined
below and were shared with bidders as part of the competitive
procurement process, which was a Further Competition under Lot 07
(Multi-disciplinary services) of the NHS SBS Healthcare Planning,
Construction Consultancy and Ancillary Services (HPCCAS)
Framework.

Reasons for the decision:
A formal procurement process has been completed seeking to appoint
the full Client Design
Team.

The tender was issued on the 31st July 2025 with 5 bidders
submitting responses on the 28th August 2025.

A detailed evaluation exercise of quality and price of the tenders
was completed by officers with support from the procurement team,
which were scored against the Evaluation Criteria set out in the
Invitation to Tender (ITT), weightings that were used to evaluate
the Tenders was 60% Quality & 40% Price. A summary of the
findings from the moderation of the five tenders can be found
within Annex 1 (confidential exempt).

While as part of the tender submission, we requested costs for RIBA
Stages 1–7, the price evaluation covers RIBA Stages 1–3
only for consultancies other than the Project Management Consultant
and Cost Consultant. Costs, beyond this stage these costs are
expected to be received as part of the main contractor's
submission, included within the novation process.

The Council have therefore evaluated the total cost for all
disciplines except for the Project Management Consultant and Cost
Consultant up to RIBA Stage 3 only and the Project Management and
Cost Consultancy evaluated up to RIBA Stage 7, with all other costs
beyond RIBA Stage 3 being for information purposes only at this
stage.

The evaluation has identified Bailey Partnership (Group) Ltd as the
preferred bidder.

Decision

Approve the appointment of Bailey Partnership
(Group) Ltd as the lead Project Management Consultant of the full
Client Design Team, for the removal of RAAC and essential works at
the Harlequin Theatre, following the now completed competitive
procurement process, with any subsequent requirement for additional
consultancy services identified or an amendment in scope of works
being managed via a variation to the contract, subject to this
being compliant with procurement rules.

Alternative options considered

A competitive procurement process has been
required to effectively engage specialist consultancies to deliver
the works required to enable the Harlequin to re-open.

The only alternative option would be not to proceed to appoint a
Client Design Team and therefore not to progress preparatory work
to bring the Harlequin back into use.