Original Tender Description
Holmes Chapel Parish Council owns the Holmes Chapel Community Centre and its daily operation is managed by Everybody Health & Leisure.
The existing external cladding to the studio area of the Community Centre is deteriorating with flaking of the external coating and some signs of surface rusting in patches. Although there is currently no evidence of water ingress, the condition of the cladding is visually unsightly and remedial works are required to protect the building fabric over the longer term.
The Parish Council is seeking quotations for the refurbishment of the external façade of the studio building. It is anticipated that only the sides of the building most significantly affected will require refurbishment rather than the entire building.
Due to the building's close visual relationship with the neighbouring residential estate, the proposed solution should be sympathetic to the surrounding area and provide a positive visual enhancement to the locality.
Due to the proximity of the building to the boundary, and neighbouring houses, we require proposals to identify the planned method of access to carry out the works. Should scaffolding be required, the Parish Council requests that this is identified and costed as a separate item within the quotation.
1. The supplier(s) should provide options and costings for a suitable solution to the above.
2. The supplier should detail the proposed solution in the response submitted.
3. The supplier will need to provide a method statement and risk assessment prior to any works being carried out.
4. The Holmes Chapel Community Centre is in use every day and the supplier will be expected to work with Everybody Health & Leisure (EH&L) and the parish council to agree all Health & Safety aspects to allow users to continue to use the centre. It is accepted that pedestrian movements may need to be temporarily altered or restricted during the work.
5. The quotations must include an indication of when the work could commence and how long it will take to complete.
6. It is expected that suppliers will visit the site to provide the quotation and satisfy themselves that they have all the information required. By arrangement, either the Clerk/Deputy Clerk and a parish councillor will attend to discuss any questions the supplier may have in assessing the work.
7. In view of the possibility that suppliers may offer differing or alternative solutions then suppliers may be individually called to a meeting to discuss potential solutions. These will be confidential, and any information received will not be shared with other bidders.
8. Suppliers must demonstrate they hold the relevant competencies for completing the work proposed.
9. Details of a suitable performance guarantee/warranty should be included with the finished work subject to agreement of terms.
Terms & Conditions
a. Holmes Chapel Parish Council's Financial Regulations allow that in a tender process all responses can be sent by email to studiobuilding@holmeschapelparishcouncil.gov.uk A written submission can be sent to "The Clerk, Holmes Chapel Parish Council, 1 Church Walk, Holmes Chapel, Cheshire, CW4 7AZ." If posted, please indicate on the envelope 'Studio Building Tender'.
b. All submissions must include completion of the Quotation Certificate found in the uploaded file.
c. Quotations need to be provided by 12:00 noon on 20th July 2026 Any quotations submitted after this date and time will not be considered unless there are any agreed extenuating circumstances.
d. Canvassing and Quotations excluded
i. No quotation will be considered for acceptance if the supplier has indulged or attempted to indulge in any corrupt practice or canvassed the quotation with any member or officer of Holmes Chapel Parish Council. If a supplier has indulged or attempted to indulge in such practices and the quotation is accepted, then grounds shall exist for the termination of the contract and the claiming of damages from the Supplier.
ii. It is unlikely that any quotation will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions and (b) is delivered out of time or in a manner other than specified in these Instructions.
e. Representations
i. A supplier may contact the nominated Officer identified at the front of this document to obtain any further information about the requirements of the contract or the quotation procedures if these are not evident or clear from the documents supplied to Suppliers.
ii. No representation by any Officer or Councillor of Holmes Chapel Parish Council which has a bearing on the contract for this work made outside this requirement shall constitute a term or condition of the contract nor a representation which gives the supplier grounds for rescinding the contract or claiming damages for misrepresentation.
f. Quotations will be assessed on their quality and completeness with the requirements. This will include Design, Safety of Design and Construction detail.
g. Suppliers should note that once a preferred supplier is identified, under financial due diligence there may be an assessment of financial stability of that supplier.
h. Price is important but not the only requirement and the Parish Council is not obliged to accept the lowest quotation. Offers will be assessed based on the most advantageous tender. Fixed prices are required from Suppliers. These prices to be held for six months from the time of contract agreement to the completion of work.
i. The payment arrangements for the project will be within 10 days of receipt of a correct invoice after successful completion of the work, with 5% retained for 6 months.
j. Suppliers must have the minimum levels of insurance (£5M Public Liability, £5M Employer's Liability and £1M Professional Indemnity Insurance). The Parish Council reserves the right to request proof that this level of insurance is held.
k. The Parish Council reserves the right to request references prior to any works being awarded.
l. A contract is to be signed by both parties prior to any works being carried out.
m. Meetings with the Parish Council and supplier both before, during and after the works will be scheduled.