Procurement of a Contractor to provide Compound Refurbishment Works for the British Embassy, Tokyo

Concepts

• construction work
• fcdo
• british embassy
• compound refurbishment works
• retained compound
• compound of the british embassy
• main embassy office
• elements of the remaining compound
• ambassador’s residence refurbishment
• tokyo

Location

Tokyo

Description

The Foreign Commonwealth and Development Office (“FCDO”) intend to engage the market in relation to this project as part of early market engagement activity in accordance with Regulation 40 of the Public Contracts Regulations 2015. The purpose of this PIN is to initiate market engagement and is not being used as a call for competition. This PIN is intended to: 1. Engage with and inform the market of the FCDO’s requirements, enabling potential contractors to better understand the scope of the requirement and the approach to the procurement process; and

Total Quantity or Scope

The FCDO has disposed of excess land within the compound of the British Embassy, Tokyo, and intends to refurbish all elements of the remaining compound in a phased approach. Enabling works are already underway to divide the sold & retained land, including forming of the new boundary walls and diverting existing services. A temporary office (Block T) will be constructed in June 2023 to provide accommodation for staff, of which in turn will facilitate the contractor possession of Phase 1. The project is anticipated to be phased over a four-year period, with contractor mobilisation predicted to commence on-site in early 2024. The construction phasing intent is: Phase 1 Entrance & Gatehouses new fitout (Block A), Main Embassy Office Building new fitout (Block B), Repurpose Garages & New FM Suite (Block E), Seismic strengthening to retaining walls (Block G) (Block A must be staged to stay live) Phase 2 Chancery Building extension & new fitout (Block H) Phase 3 Ambassador’s Residence refurbishment (Block C), Multi-purpose facility (storage, plant, sports, parking) (Block F), Site wide streetscape / landscaping (Block Z) Both the land disposal area and the retained compound will be detailed at the market engagement event, alongside detail of the Blocks referred to above. Please note, the “New Building” (Block B) is not new. This building was built in 1987 by Shimizu Corporation and is the newest building on the compound. Thus, it has retained the name of ‘New Building’. The estimated value of each Phase is as detailed below: Value including VAT: £69m (¥11,000,000,000) Phase 1 - £25m (¥4,000,000,000) Phase 2 - £12m (¥2,000,000,000) Phase 3 - £32m (¥5,000,000,000) Please note that the value stated is an estimate at this stage and will be finalised following further analysis and confirmed within the Contract Notice. The form of contract is anticipated to be an NEC4 Engineering and Construction Contract, Option A: Fixed Price contract with Activity Schedule. However, this is subject to change. The procurement is planned to commence in September 2023, with an anticipated award date of January 2024, please note at this stage these are anticipated dates and are subject to change.

CPV Codes

• 45000000 - Construction work
• 45300000 - Building installation work
• 71200000 - Architectural and related services
• 71300000 - Engineering services
• 71315200 - Building consultancy services

Other Information

2. Provide detail of the upcoming early market engagement event which will be held in Tokyo, at the British Embassy on 28th February 2023. Details on how to register for this event is provided in section VI.3 (Additional Information). Please refer to section II.2.4 Description of the Procurement for details in relation to the requirement. ** PREVIEW NOTICE, please check Find a Tender for full details. ** FCDO is seeking feedback from the market on our procurement approach and wish to understand capacity and interest to provide Compound Refurbishment Works for the British Embassy, Tokyo. This notice is being published to advertise a forthcoming early market engagement event, which will be held on 28th February 2023 in Tokyo at the British Embassy, address, 〒102-8381, No 1 Ichiban-cho, Chiyoda-ku, Tokyo, Japan. The event is scheduled run from 10:00am (Japanese Standard Time, JST) until 12 noon, FCDO will introduce the project requirements, followed by a site walk round. Potential contractors are kindly requested to provide the names of those who wish to attend, please note that due to capacity, FCDO may be required to limit the number of attendees per contractor. Contractors wishing to attend the forthcoming market engagement event should register their interest by email to lauren.leitch@fcdo.gov.uk. Following the market engagement event, FCDO may issue a questionnaire and or offer follow up 1-2-1 engagement sessions with relevant contractors who are interested in the requirement and or have useful market information to share. The contracting authority will consider the feedback received to help inform its procurement approach and further decision making. For the avoidance of doubt, this market approach is not part of a formal procurement process, and the contracting authority is not committing, at this stage, to carrying out such a process. The FCDO reserves the right to change the process at any stage and to undertake this procurement using alternative routes. Participation or non-participation in this market engagement exercise shall not prevent any supplier participating in a potential future procurement, nor is it intended that any information supplied as part of this exercise shall place any supplier at an advantage in a potential procurement process. No formal assessment of capability or down selection of bidders will be carried out in relation to any responses received as a result of this. The requirement will be procured via the Foreign, Commonwealth and Development Office's e-procurement portal: https://fcdo.bravosolution.co.uk. Suppliers, not currently registered on the portal, who are interested in being considered for this opportunity must self-register on the site in order to participate — registration is free and instantaneous. Please note, the information contained within this Prior Information Notice (PIN) is subject to change. His Majesty’s Government (HMG) will also be looking to highlight the UK’s participation in the World Expo taking place in Osaka, Kansai, in 2025. HMG, led by the Department for Business & Trade is in the process of procuring its contract for International Content Design Services (ICDS) for the UK Pavilion (UKP) at Expo 2025 Osaka (as advertised here: Find-a-Tender Service Notice / Contracts Finder Notice). The initial outputs of the IDCS contract (due in Summer 2023) will deliver the UK’s proposed concept and visitor experience and will lead the UK to then procure the contract for full architectural Design, Build & Operation (DBO) of the UKP. During the market engagement session on 28th February led by the FCDO, you will be given some information on the UK’s participation in Expo 2025 Osaka. If this is of interest to you, and if you would be interested in talking with us, the HMG Team leading on the UK’s participation in Expo 2025 will be in Osaka from Monday 27th February – Friday 3rd March 2023 to speak to in-person. Please contact: MajorWorldEventsCommercial@trade.gov.uk to schedule a meeting.