RSUA meets with Education Authority on Dynamic Shortlisting

08/06/2020

Damian McCarroll, Senior Category Manager for Minor Works at the Education Authority delivered a presentation to RSUA members on Wednesday 3 June on the EANI Dynamic Shortlisting System and an update of the meeting is presented below for those unable to attend.

Application Process 

  • Is NEC form of contract experience required? Experience of NEC forms of contract is only required if the experience provided is that of a fully operational education environment. Practices can demonstrate experience of similar projects which do not have to have been completed under NEC forms of contract. The application form states clearly ‘or the like’ in reference to the type of experience, which gives flexibility to practices who want to apply to tender. 
  • Is there a minimum construction line category value? No – but you can only be awarded a job up to your construction line category value.
  • Does jurisdiction/geographical location matter when demonstrating experience? No, your experience can be that of a school in the Republic of Ireland, in England, or anywhere. 
  • Are larger projects considered as relevant experience? Yes – very much so.
  • Does Design and Build experience count? This is more relevant to Major Works, but if in doubt, email the query through the eTender portal. 
  • Do all team members need to be unique to the application?  The architect must be unique to the application, the other team members do not need to be exclusive.
  • Can EA project managers be included on an application as a reference? Yes, if the Project Managers listed as referees are not on the evaluation panel.
  • If you fail the application process, when can you reapply? You can apply again as soon as you fail. 
  • What if I have a query about the application stage? All queries should be submitted to the eTender portal. EANI aim to answer all queries within one week.

List Rotation & Expression of Interest

The full list of architects/practices on the list has already been randomly rotated in preparation for the launch in May 2020. The process for expression of interest is as follows:

  • An expression of interest email is issued to all architects/practices on the list. architects/practices have three days to return their expression of interest via email. 
  • If an architect/practice is not interested in putting themselves forward for a project, they do not have to do anything, and they will retain their place on the list. 
  • If an architect/practice confirms their expression of interest and is one the top six architects/practices on the list, then they will be offered the opportunity to tender.
  • At the end of the cycle, the six architects/practices who were offered the opportunity to tender will go to the bottom of the list and the process starts again.  
  • Are there any Health and Safety requirements? There are mandatory questions, which result in immediate pass/fail
  • When does the rotation take place? It has already taken place and will only take place once. New entrants go on to the bottom of the list. 
  • How do you submit a query? Put a query through the eTender portal
  • Can a subconsultant sit on more than one design team? Yes – there is no limit to the number of design team a subconsultant can work for, and any conflict of interest needs to be managed by each architect/practice.
  • How much detail will be given during at the expression of interest stage and how do practices make their submission strategic when it is often difficult to estimate the cost at the business case stage? EANI has tried to offer as much information as possible for architects to build an adequate business case and where possible, have introduced estimated construction prices to allow architects to estimate an appropriate fee. It was reported that at times, this can be very vague and the estimated fee in the business case is disproportionate to the amount of work actually involved. Whilst this would often be a case for compensation events, where there are substantial differences in the estimated costs and the actual costs and a clear model in place to address this. 

Damian encouraged architects to be strategic with their expressions of interest and to only return an expression of interest in projects that they want to win.