Lending a New Lease of Life to Walkley Library: Brief for Design Team Services

Lending a New Lease of Life to Walkley Library

Brief for Design Team Services


1.1 The Walkley Library Partnership is working towards submitting a second-round application to the Heritage Lottery Fund (HLF) Heritage Enterprise grant programme for £1.3 million to support the delivery of the ‘Lending a New Lease of Life to Walkley Library’ project.

1.2 The project brings together a unique creative partnership between a community group and commercial enterprise to achieve a sustainable future for Walkley Carnegie Library and make a positive difference to the local economy and community. This will be achieved through a programme of conservation repairs undertaken to a high standard and a small element of new build in order to bring the building into good condition and transform it for use as a library and café/bar.

1.3 The Walkley Library Partnership consists of representatives from Walkley Carnegie Library (WCL), a charitable incorporated organisation set up to run the library independently of the Council; and True North Brew Co. Limited (TNB), an expanding café/bar/restaurant operator. WCL is the HLF applicant but the project is being taken forward by the Partnership, for which a legally-binding partnership agreement has been drawn up.

1.4 Opened in 1905, the grade II-listed Walkley Carnegie Library building is located on the junction of South Road and Walkley Lane, and is the only suburban library in Sheffield to have received funding from the Scottish-American Philanthropist Andrew Carnegie. It is significant within the city as it was the first to allow open public access to the shelves and it also pioneered many new library systems, such as the introduction of a separate children’s library and BBC radio listening groups. Despite some mid-century alterations and its poor state of repair, the original Tudor revival design remains largely intact externally and internally. It is also significant that it has been a library throughout its history, albeit with some interesting temporary uses, for example as an emergency maternity unit in the war.

2. The project

2.1 The capital works include:

  • repairs to the roof, including the lantern roof light over the library;

  • repair of rainwater goods;

  • replacement of metal window frames to conservation standards and repair of timber windows to rear of property;

  • repointing of stone masonry;

  • internal repairs to existing plaster and replacement of parts of the ceiling;

  • installation of mezzanine floors to the library area and the café-bar area;

  • a small extension to the rear of the property;

  • installation of mechanical and electrical services;

  • external landscaping; and

  • redecoration and fitting out of the library and café-bar areas.

2.2 The ‘activity strand’ of the project includes delivery of a programme of training throughout the capital works in conjunction with the contractor, and opportunities for people to learn about the history of the building and its role in the community through interpretation and activities.

2.3 This work is being funded through the first-round HLF grant awarded to Walkley Carnegie Library. A sum of up to £22,200 (+VAT) has been set aside to cover this development work. Contractors submitting quotations are asked to demonstrate what they can deliver within the confines of the guide price.

The contract sum for the delivery phase will be approximately £1.1million (+VAT) plus an additional 10% contingency allowance.

2.4 The Walkley Library Partnership will hold copyright for all the documents produced by the Design Team as part of this contract.

3. Overview of Heritage Enterprise application process

3.1 For information, the following outlines the key stages of the Heritage Enterprise application process:

  • First-round application - applicants submit a first-round application with plans to RIBA work stage 1/2, and if needed a development-grant request (to cover the cost of developing designs/plans). WCL have successfully secured this stage.

  • Development phase - if successful, the project enters the development phase and the project is developed to RIBA work stage 3 for the more detailed second-round application, using the development grant.

  • Second-round application - applicants submit a second-round application with the final delivery-grant request. The deadline for submitting our second-round application is the end of February 2019.

  • Delivery phase - if awarded a grant, successful applicants enter into their delivery phase and start constructing the project using the delivery grant.

4. Services required

4.1 We are inviting tenders for the appointment of full Design Team services through to completion.

4.2 A full schedule of services required is included in Appendix A. General services extend to:

  • the establishment and maintenance of effective lines of communication and procedures, using best endeavours to ensure the co-ordinated exchange of information between all parties involved in carrying out the project;

  • a review of the RIBA Stage 2 design prepared to date and amendment as necessary;

  • attendance at meetings with the Project Coordinator and Walkley Library Partnership, and facilitation of, and attendance at, meetings with client and end-users, in order to develop the design;

  • attendance at meetings with the HLF Case Officer as necessary, to review design and progress;

  • a detailed survey of the building to enable the design to progress;

  • preparation of a RIBA Stage 3 report and technical drawings to supplement the HLF Stage 2 Application, to include full landscaping designs and mood boards showing interior design proposals;

  • the provision of CDMC services;

  • the provision of QS/ cost consultant services;

  • due attention to statutory requirements for disabled access; and

  • the provision of advice to ensure the proposed design satisfies building controls.

4.3 It should be noted that we have only secured funding to take forward the development phase of the project to the submission of the second-round HLF application. There can therefore be no guarantee at this stage that the team will be appointed to progress the project beyond RIBA work stage 3.

5. Tender submissions and timescales

5.1 The tender submissions will be assessed and judged on both quality and price basis: quality (60%), price (40%). The client does not undertake to accept the lowest of any tender submitted.

5.2 Please submit the following information in way of tender:

5.2.1 A fixed fee proposal to undertake all necessary design works as outlined in this document for full design services. You should clearly identify any services which are not included within your fee proposal; otherwise it will be assumed that all services are included. Financial submissions are to be spilt by discipline and RIBA work stage and should be exclusive of VAT, but must include all expenses and disbursements. Time charge rates should also be provided in the fee proposal.

5.2.2 The CV’s of key members of staff who will be providing services under this contract including details of their qualifications, and relevant experience.

5.2.3 Details of previous experience of projects of similar size and nature, particularly those related to historic building conservation projects and experience of working with the Heritage Lottery Fund or other similar funding bodies.

5.2.4 Details of how you propose to deliver the services required under this appointment to ensure that the project is successfully delivered on time and within budget

5.2.5 Certificates of Professional Indemnity Insurance and Public and Employers Liability Insurance

5.2.6 A summary of those areas of the project you see as key issues and risks to be managed, relevant to your discipline and how you would propose to mitigate them

5.3 The second-round bid must be submitted to HLF by the 28th February 2019. In order to meet this deadline the following timescales must be met:

Evaluation of tenders and interviews August/ September 2018

Appointment of Design Team By 7th September 2018

Mid development review with HLF (RIBA Stage 3) December 2018

Second-round HLF application submitted By 28th February 2019

Confirmation of HLF grant approval July 2019

Develop detailed design September 2019

Contractor tender period October 2019

Contractor selection/ mobilisation November 2019

Start on site January 2020

Completion August 2020

5.5 Please submit your tender to newlease@walkleylibrary.org.uk by 5pm on Friday 31st August.

If you have any queries relating to this opportunity, please email Anita Hollinshead, Project Coordinator, on: anitahollinshead@hotmail.com


Stage 2 Concept Design

  • Receiving Client’s instructions and information about the project

  • Providing information for a review of the project budget

  • Contributing to the project programme and assembling the project team.

  • Visiting the site and carrying out an initial appraisal

  • Undertake surveys of the building to enable design to progress (including structural surveys, site investigations and an asbestos survey)

  • Review previously prepared Stage 2 concept design. Consider alternatives and agree with Client.

  • Prepare design information including specification

  • Preparing and submitting applications for Planning Permission and Listed Building Consent

  • Contribute towards the preparation of the Management and Maintenance Plan prepared by the Project Coordinator

  • Assisting with third party consultations, updating of the Project Execution Plan, preparing of the Construction Strategy and Health and Safety Strategies.

  • Progressing design to completed RIBA Stage 2, to prepare design for review with HLF.

Stage 3 Developed Design

  • Incorporate landscaping design throughout the stages

  • Work with other consultants employed on the project to ensure that the whole project is fully co-ordinated, including critical corridors and zones for services and checks for clashes between structures and finishes with services and in accordance with the CDM regulations

  • Developing the approved Concept Design to show spatial arrangements, type of construction, materials and updated outline specifications in sufficient detail to co-ordinate the structural and building services design of the project.

  • Investigating effect of statutory standards and construction safety on Concept Design.

  • Consulting statutory authorities.

  • Preparing Stage 3 Report in accordance with agreed Information Exchanges

  • Reviewing the Project Execution Plan and Risk Assessments and the Sustainability, Maintenance and Operational, Handover, Construction and Health and Safety Strategies.

  • Undertaking Third Party Consultations as required.

  • Pass relevant information to the CDM Co-ordinator for incorporation in the Pre-Construction Information Pack and continue to provide information as necessary throughout the design stages of the project, including post tender and contract variations

  • Submit any amends with regard to the Planning Applications and assist discharge of any conditions attached to Planning Consent and Listed Building Consent

Stage 4 Technical Design

  • Preparing technical designs, calculations and specifications sufficient to construct the project in accordance with the Design Responsibility Matrix and agreed Information Exchanges.

  • Prepare production drawings, specifications, schedules, outline specifications where necessary or if an element of contractor design is agreed and detailed room data sheets

  • Consulting statutory authorities on developing design.

  • Providing information for updating estimate of Construction Cost.

  • Reviewing the Project Execution Plan and Risk Assessments and the Sustainability.

  • Maintenance and Operational, Handover, Construction and Health and Safety Strategies

  • Undertaking Third Party Consultations as required including preparing and making submissions under building acts and/or regulations or other statutory requirements

  • Reviewing design information provided by contractors or specialists to establish whether that information can be co-ordinated and integrated with other project information

  • Giving general advice on operation and maintenance of the building

  • Prepare and make submissions under building acts and/or regulations or other statutory requirements

  • Prepare production information including specifications in sufficient detail to enable a tender to be obtained. A full design is required to be included with the tender documents

  • Provide full design information for preparation of tender document

  • Provide information for updating estimate of construction cost

  • Contribute to appraisal and report on tenders/negotiations. Report prepared by the Quantity Surveyor

  • Attend contractor interviews

  • Where required, provide the Client with drawings or other documents necessary for entering into a contract.

Stage 5 Construction

  • Making visits to construction works as Designer

  • Prepare a written monthly report on the nature and quality of works, outstanding issues etc.

  • Attend project and progress meetings as required

  • Responding to site queries as reasonably required for construction.

  • Complying with the requirements of the handover strategy including agreement of information required for commissioning, training, handover, asset management, future monitoring and maintenance and on-going compilation of "As Constructed Information"

  • Assisting with the updating of the Construction and Health & Safety Strategies.

  • Providing record drawings showing the building and main lines of drainage and other information, where applicable, for the Health and Safety File

  • Reviewing compliance with statutory and contract requirements

  • Review the advice received from other consultants of the works designed by other consultants and sub-contractors

  • Review design information from contractors or specialists to establish whether that information can be co-ordinated and integrated with other project information.

  • Provide drawings showing the building and main lines of drainage and other information, where applicable, for the Health and Safety File and the building log book

  • Giving general advice on operation and maintenance of the building

  • Advise on resolution of defects and provide information for agreeing final account

  • Inspect the relevant works upon completion in conjunction with other consultants

  • Advise on remedial works and acceptability of same. Confirm that the relevant works are completed in accordance with the contract. Carry out all necessary visits and inspections that are necessary to ensure the snagging is completed without undue delay

Stage 6 Handover and Close Out

  • Inspect the works upon completion in conjunction with other consultants

  • Carry out necessary site visits to advise on resolution of defects

  • Providing information for agreeing final account.