School feasibility study procurement pack
A paste-ready ITT, an evaluation matrix, a governor agenda block, and a procurement timeline for a UK school feasibility study. Designed to drop into a trust governance pack with minimal editing.
ITT core block
A paste-ready ITT. Fill the bracketed fields, attach an Annex A with the funding route and project detail, and issue it under your standard procurement covering letter. The fee envelope from the calculator should sit in the covering letter, not in the ITT (so consultants quote against scope, not against budget). PPN PN 01/25
INVITATION TO TENDER School feasibility study 1. Background [Trust name] invites tenders for a multidisciplinary feasibility study supporting a [CIF / SRP / SCA / VAP / R&R] bid for [project description] at [school name and address]. 2. Scope (RIBA Stage 0-2) (a) Site survey package: topographical, measured, condition, R&D2 asbestos (HSG264), M&E adequacy. (b) Options appraisal: do-nothing / repair-in-kind / refurbish / rebuild (Green Book aligned). (c) Area schedule cross-checked against BB103 / BB104. (d) Cost Plan A under RICS NRM1. (e) Planning pre-application submission and feedback (where applicable). (f) Programme to construction handover. (g) Risk register on Orange Book principles. (h) Governor pack and [funding-route] application-ready text. 3. Programme Kick-off no later than [date]. Final deliverables no later than [date]. 4. Fee Submit a fixed fee against the scope above. Variations to be priced separately and agreed by the Trust in writing. 5. Evaluation Tenders will be evaluated against the matrix below, weighted as shown. 6. Submission Tenders to [email] by [date]. Format: PDF, maximum 20 sides A4 plus appendices.
Evaluation matrix
Score each tender 0-5 against each criterion; the weighted score determines ranking. PPN 06/20 social-value weighting is built in at 10%. Adjust weightings to suit your scheme; if you do, document the rationale in the ITT.
| Criterion | Weight % | Notes |
|---|---|---|
| Quality of proposed approach | 25 | Clarity of method, scope coverage, RIBA stage mapping. |
| Relevant project experience | 15 | Three named comparator schemes within 24 months. |
| Team resource and CVs | 10 | Named individuals, day-rate transparency, chartered status. |
| Fee | 20 | Fixed fee against scope; variations to be priced separately. |
| Programme and method | 10 | Gantt against governor sign-off date. |
| Risk management | 10 | Top five risks identified with mitigations. |
| Social value | 10 | PPN 06/20 compliant, local employment commitment. |
| Total | 100 |
Governor agenda block
A governance-pack-ready agenda item to put the appointment in front of governors. The annex structure mirrors what the trust board needs to make the decision; the chair should not need to read the full feasibility brief to vote.
GOVERNORS' AGENDA ITEM - FEASIBILITY STUDY APPOINTMENT 1. Purpose To approve the appointment of [consultant] for the feasibility study supporting [project]. 2. Recommendation Governors approve the appointment of [consultant] for a fee of £[X] +VAT against the scope at Annex A, with delivery by [date]. 3. Funding The fee will be funded from [trust reserve / SCA / DfE allocation] pending [funding-route] outcome. CIF and VAP recoveries are post-award only. 4. Risks Top risks documented in the risk register at Annex B (planning, asbestos, site access, funding outcome). 5. Reporting Project board to receive fortnightly updates; chair to receive any material change to fee, scope or programme in writing. ANNEXES A: Scope of work (ITT scope clause) B: Risk register C: Programme Gantt D: Cost Plan A summary
Procurement timeline
Standard timeline: advert two weeks, ITT three weeks, evaluation two weeks, appointment one week. Total seven to nine weeks from advert to kick-off. Procurement Act 2023 applies for above-threshold engagements; below-threshold trusts may follow their own standing financial instructions. Construction Playbook
Contract form
The RIBA Standard Professional Services Contract 2020 is the canonical instrument for an architect-led appointment. Multidisciplinary appointments may use the RIBA Multidisciplinary form or the trust's own template; either works provided liability caps, IP rights and termination clauses are properly negotiated. Construction Playbook