The Park Development

1. We would like to know whether a landscape architect can form two design consultants with different architect firms in Hong Kong for this EOI for Prequalification of Design Consultant for The Park Development.

Each lead consultant ( i.e. either the qualified architects or the landscape architects or each of the joint venture partners of the aforesaid professionals ) of the design teams can only submit one EOI for prequalification of Design Consultant for the Park Development. However, sub-consultants may join one or more of the design teams.

2. We got an inquiry from the architecture firm to invite us as a sub-consultant to partner with them to submit a tender for the Park Development.  As we worked for the Authority on the assignment in early 2011, I am writing to see whether we will be eligible before we say yes to this inquiry..

Party, person, firm or advisor ( hereinafter referred to as " party" ) who has previously been involved in the WKCD project will not be automatically debarred from participating in the EOI for prequalification of Design Consultant for the Park development. If any party is doubtful whether a conflict of interest may arise, he should declare under 2 (b) in Form F and set out in full detail the circumstances which he considers may give rise to a conflict of interest for the Authority to determine his eligibility..

3.    We would like to know if as Lead Consultant or a Partner of a Joint Ventures for this EOI, can we still be prequalified as a sub-consultant in other Team(s) being submitted by other Lead Consultants/ JV Partners without jeopardising either prequalification"

"Lead Consultant or a Partner of a Joint Venture (hereinafter referred to as "Lead Consultant") is allowed to join other design teams as a sub-consultant provided that the Lead Consultant notifies the other design teams that he is a Lead Consultant in another EOI submission. The Lead Consultant is required to include in his EOI submission documents a copy of a "letter of notification" to prove that the other design teams have been duly informed of his role as Lead Consultant in another EOI submission. If the Lead Consultant fails to provide a copy of such letter of notification his EOI submission as Lead Consultant may be disqualified."

4.    In Section 7.4, you state that the submission must be in A4 Portrait format, while many of the forms are in landscape format. 1.Can the document be in A4 Landscape format? 2. If not, can the attachments be in landscape format to better accommodate these forms and other materials.

Please note that Only A4 portrait format with a minimum font size of 12 would be accepted, except for Form C - Past Experience and From D - Proposed Team Structure.  They can be extended to A3 size if you should desire.

5.     Does the 12 Point font rule apply to the Forms? When filling in the tables, 12 point font creates excess space that could be mitigated with 10 point font.

The font size of 12 does not apply to Forms A to H.

6.    Section 7.3 and some of the Forms overlap. b) Relevant experience for example, is also shown to an extent in Form C. Are you envisioning Form C to take the place of 7.3b, or will they be separate, with 7.3b being created by the consultant and then Form C as an attachment at the end.

When integrating project imagery into the EOI, would you prefer this to be in 7.3b or with Form C?

There is some confusion about the 30 page limit. -Will 7.3a, b, and c constitute these 30 pages, with CVs, org chart, letters, and Forms all in addition to those 30 pages?

Applicants are required to make a submission with no more than 30 pages printed double sided demonstrating their credentials as outlined in Clause 7.3.  Applicants are required to outline why they are appropriate for the project, a broad vision in the context of their work, innovation and application of the best practice, how the team perceives to work with potential artists.

Applicants are required to submit completed Forms A to H and relevant supporting documents. These Forms and relevant supporting documents are excluded from the said page limit. The supporting documents are letters of association, reference letters, CVs of key personnel (Maximum 2 pages per person) and organization chart (1 page), Certificate of Incorporation or its equivalent, Business Registration Certificate, JV or Consortium Data (if applicable) as specified.

7.    In Form D, it shows that Acoustic and Theater consultants are under the Project Leader. Is the Project Leader responsible for picking these or will the WKCDA appoint these?

According to Paragraph 4 of Clause 5, shortlised teams of design consultants will be provided with a list of nominated theatre planning sub-consultants and acoustic sub-consultants for their selection to collaborate in the later stage of "Request for Proposal". The nominated theatre planning and acoustic sub-consultants are allowed to join more than one shortlisted team of design consultants. If the design consultants are awarded the consultancy contract, the selected theatre planning and acoustic consultants will become its sub-consultants.

8.    For the 2^nd stage RFP (fee and technical proposal), will any design be required? 

No specific design input will be required.  The shortlisted design team should however demonstrate in the technical proposal their ideas, methodology and capability to handle the project.

9.    You require one Original, and Fifteen hard copies. As our team is from all across the world, getting original signatures on the document is difficult. Will it be okay for the Prime firm to sign the original copy and include electronic signatures for sub-consultants elsewhere where applicable?

Yes.  It is acceptable.

10. Could you make all of the Forms available in editable versions? E.g. Word or Excel?

The editable format of Forms A - H has now been uploaded to the relevant website for use

11. When you say "30 pages double sided" - do you mean that there will be 30 pieces of paper, making a total of 60 numbered pages, or 15 pieces of paper, making a total of 30 numbered pages?

The Submission document should consist of no more than 30 pages printed double sides (i.e. not more than 30 numbered pages or 15 sheets of paper).

12.   Point 5 on page 10, second paragraph, where it mentions "include qualified architects, landscape architects (either one...", does qualified architects and landscape architects that is mentioned here equal to HKIA and HKILA qualified architects?

Regarding your enquiry on paragraph 2 of Clause 5, please note that members from HKIA, HKILA and qualified architects/ landscape architects from the overseas will be considered. 

13.   Further to Response 1 by WKCDA, if a consultant is a Joint Venture partner in one Design Team, can they also be a sub-consultant in other Design Teams?

Please refer to our response no. 3

14    Paragraph 7.4, Submission Format, of the RFEOI states:  ..."Please note that no attachment, except attachment for curriculum vitae of the key personnel to be employed on the Project (max. 2 pages per person), the organization chart (1 page), the letters of association and reference letters. Forms A,B, C, D, E,F, G and H with supporting documents should be included in the submission".

The full stop and capitalization of the text in the paragraph, highlighted in green above, renders the WKCDA's requirement unclear. Please can you confirm that the intended meaning is as shown below:

"Please note that no attachment, except attachment for curriculum vitae of the key personnel to be employed on the Project (max. 2 pages per person), the organization chart (1 page), the letters of association and reference letters, forms A,B, C, D, E,F, G and H with supporting documents should be included in the submission".

Specifically we would be grateful for WKCDA's confirmation that the forms A,B, C, D, E,F, G and H are supporting documents that are to be attached to but not form part of the 30 page Expression of Interest.

Paragraph 1 of Item 7.4 in page 15 should be :  ..."Please note that no attachment ..... the organization chart (1 page), the letters of association and reference letters, Forms A,B, C, D, E,F, G and H with supporting documents should be included in the submission".

As for the 30 pages requirement, please refer to the above response no. 6. 

15.   What is the envisaged role of the cost consultant given that a Quantity Surveyor is being hired separately by WKCDA. Is it intended that it is a performance venue cost specialist?

Cost planning and estimation are part of the scope of consultancy services included in this EOI. The design consultant team will be required to work with the Authority's independent QS consultant to ensure that the design is cost effective and will be within budget. However, a performance venue cost specialist is not compulsory and it is for the design consultant team to decide whether this part of the services will be taken up by the team itself (i.e. by architects, engineers or other sub-consultants) or by a separate cost consultant.  

16.   Why is a Retail Consultant required as the amount of RDE in the Freespace amounts to 300sqm only. Is it expected to have some input into retail interfacing with the park ie the MPV and the Hotel development?     

According to the master landscape plan, the Park will also accommodate retail and dining facilities. As such , RDE consultant is required to provide services relating to retail, dining and entertainment strategy. However, input into retail interfacing with the MPV and the hotel development is not required in this EOI exercise. 

17.   In the EOI brief page 15of19 it is mentioned that the submission should not exceed 30 pages printed double sided and with no attachment except CV of key personnel (2 pages /pers. max), the organization chart (1 page) and the letters of associations and reference letters.

However the next line suggests that forms A, B, C, D (organization chart), E, F, G (letter of association) and H should be included in the submission.  

Does this mean forms A, B, C, D, E, F, G and H need to be counted towards the 30 pages?

Please refer to our response no. 6

18.   As a French firm we are currently working on our EOI for the Park Design of West Kowloon Cultural District. We have a few questions about the submission :

Do we have to submit a full design team including all the Hong-Kong registered specialists at this stage ?  

Do each member of the team have to fill the A to H forms individually at this stage ?

Do the A to H forms have to fit in the 30 pages ? If yes it appears impossible to this forms to fit in the 30 pages.

Yes

Yes

Please refer to our response no. 6

19.     Is the requirement on both BEAM and LEED for this consultancy applied only to the Music Box, Freespace Theatre and the ancillary facilities buildings in the consultancy only?  

No, the requirement will apply to all buildings within the Park development, the Freespace, and any other ancillary facilities buildings in this Project. A detailed and comprehensive brief on building requirements will be issued to the Stage 2 shortlisted design consultant teams in due course. 

They are Calendar days.

21.     Do all parties, including all sub-consultants, have to sign the Form of Declaration individually?

Yes.

22.     The application shall submit THREE reference letters. Would the applicant mean anyone the whole Consultant Team or just the Lead Consultant? Would it be acceptable for the lead consultant, lead landscape consultant and the local landscape architect to provide one reference letter each?

The Lead Consultant or the Partners of a Joint Venture should each submit THREE reference letters.

23.     Please clarify if a cost consultant is required in this consultancy and if yes, what is the scope of services required?

Please refer to our response no. 15.

24.     "cost planning and estimation" is part of the consultancy scope in paragraph 4.1(a) but not mentioned in paragraph 5 regarding composition of the Design Consultant, please clarify if sub-consultant on "cost planning and estimation" is required to be submitted with the response to EOI and if so what is the required competency and qualification

Cost planning and estimation are part of the scope of consultancy services included in this EOI. The design consultant team will be required to work with the Authority's independent QS consultant to ensure that the design is cost effective and will be within budget. However, it is up to the design consultant team to decide whether this part of the services will be taken up by the team itself (i.e. by architects, engineers or other sub-consultants) or by a separate cost consultant.

25.    Please clarify the required competency and qualification, and any tentative scope of the "RDE consultant"

Please refer to our response no. 16

26.     It is mentioned in paragraph 5 that sub-consultancies in "lighting design" and interior design" are required, but they are not included in the Proposed Team Structure in Form D. Please clarify if sub-consultants on "lighting design" and "interior design" are required to be submitted with the response to EOI

Yes, please specify under "other" in Form D.

27.     Referring to paragraph 7.4, please clarify if the prescribed Forms A-H and supporting documents (except for CV, o-chart, letters of association, and reference letters), would be included in the 30 pages limit of the submission

Please refer to our response no. 6 

28.     Also, further to the response to enquiries recently published, we would like to seek further clarification as to whether a Landscape Architectural Practice can be the Lead Consultant for one team and at the same time be the sub-consultant for another team.

Please refer to our response no. 3 

29.    Will WKCDA provide a complete land survey including contours, spot levels and existing vegetation (trees) or will that be part of the Design Consultant's scope to provide?

A detailed and comprehensive brief on the requirements will be given to the Stage 2 shortlisted design consultant teams in due course. 

30.    Will a public consultation specialist need to be part of the Design Consultant's team?

Please see the last sentence in the second paragraph on page 10 of 19 of the EOI document : the composition of the Design Consultant should include ......" and any other professionals needed, as part of the teams,  to carry out all of the design, the documentation and the administrative work necessary for the satisfactory completion of the Project." Please specify the name of such consultant in Form D under "others" if it will be a part of your proposed team. 

31.     We understand that the WKCDA will appoint independent QS (page 3 of the EOI), however, the scope of the Design Consultant includes cost planning and estimation.  Please expand on the anticipated scope of the cost consultant and the interface with the WKCDA's appointed QS.

Please refer to our response no. 24. 

32.     Page 4 of the EOI states, "To avoid any conflict of interest, design teams in this EOI exercise will be barred from participating in the Non-Executive Project Manager selection and vice versa."  Does this preclude the Design Consultant's company from submitting for the project manager role or just participation in the actual selection of the project manager? Alternatively, should this prohibition apply only to the successful design team and not to all team's participating in this EOI.

Only the winning Design Consultant for the Park development will be debarred from participating in the selection of Non-Executive Project Manager (for Park development ) and vice versa. 

33.     As the Design Consultant will work closely with the artists, please clarify the scope of the artists.  For example, will they only be responsible for individual pieces or more overall art systems such as way finding and signage? 

Past experience in collaboration with artists is required for this EOI exercise . More detailed briefing in this area will be provided to Stage 2 shortlisted design consultant teams in due course. 

34.     Should the Design Consultant's team include a security expert or will the WKCDA appoint one independently?

Security expert is not required in this EOI exercise. 

35.    Will an environmental assessment be required as part of the Design Consultant's scope? Have any EIA studies already been carried out for any part(s) of WKCDA? 

Please refer to our response No. 29. 

36.     Have demand modeling and usage studies already been conducted and will they be provided to the Design Consultant?

Please refer to our response No. 29. 

37.     We understand that key firms should be identified as part of this EOI stage, however, is it required to designate and name specialist consultants, e.g. Lighting, water specialist, signage designer etc.  

Please refer to our response No. 26 and 30. 

38.     Will the Pedestrian Modeling Analysis be required for the Park Development especially for Freespace or other facilities within the park development ? 

Please refer to our response No. 29. 

39.     Font size 12 only required for the main text? Can the font size be smaller for the CVs?

Font size 12 applies to all submission materials save and except for Forms A - H. Please refer to our response No. 5. 

40.    Would horticulturists be accepted as a planting specialist and also whether the planting specialist can be a group of different people from different companies each with a special skill on planting?

Yes, horticulturist is accepted as planting specialist and the planting specialist can be a group of different people from different companies. However, past experience and track record in providing design input by the planting specialist rather than maintenance and planting skills is emphasized in this EOI exercise. If the planting specialist is a group of people from different companies, particulars of each company have to be provided in the EOI submission.

41.    Can the EOI submission document be submitted in landscape format?

All submission should be in A4 portrait format as stated in clause 7.4 of the EOI document.

42.     Would text be allowed to be overlaid over images in the EOI submission?

So long as the information intended to be conveyed by the applicant is clear, text overlaid over images is allowed in the EOI submission. Applicants are responsible for providing legible and clear information in their EOI  submission materials. 

43.    My firm is about to apply to your EOI for the pre- qualification stage to determine a design consultant for The Park development. If selected, is there a fee for further design development for stage 2?

Please noted that "further design development" is not required in the second stage.
Please also refer to our response No. 8. 

44.    Would you please clarify the 7.4 Submission Format regarding page numbers?  Is the submission 30 pages with additional pages for attachment for curriculum vitae of the key personnel to be employed on the Project (max. 2 pages per person), the organisation chart (1 page), the letters of association and reference letters?  OR is it 30 pages including these documents?

Please refer to our response No. 6. 

45.    What is the anticipated scope for interior design consultancies?

Please refer to our response No. 29. 

46.    Is a copy of the Masterplan document available for review? 

Please refer to Appendix 3 of our EOI document and further information is available at our website http://www.wkcda.hk. 

47.    On page 7 of the EOI brief you outline the general scope of the consultancy. You mention that "planting design" should be included in the consultancy services. Could you please explain whether this signifies a local horticulturalist / botanist or whether you mean planting design (as part of the landscape architectural design)?

We mean planting design (as part of the landscape architectural design) here and please also make reference to our response No. 40. 

48.    We plan to engage in a joint venture with an overseas architectural firm (both are from Europe). We have asked a local architect, local engineer, and local landscape architect to join the team, and they have agreed. Our question is then, who then is the actual joint venture between?

The composition of a joint venture is a business decision and it should be decided by the applicant. However, as stated in the second paragraph of Clause 5 of the EOI document : either the qualified architects or the qualified landscape architect or a joint venture of the aforesaid two would be expected to be the leader of the consultancy  team. 

49.    How do we name a LEAD for the joint venture if there is more than one company involved? Would it be us, the Landscape Architect, or the Architect, or the local groups? This will be crucial for our Form D- Proposed Team Structure Form.

"Landscape Architect Company"/ "Architect Company" JV will be the leader of the consultancy team 

50.     What does the abbreviation in Form D- Proposed Team Structure mean - RDE Consultant?

Here it means : "Retail, Dining and Entertainment" 

51.     We would like to know if it is necessary to include also all forms A-H into the 15 copies of 'hard copies' apart from the original package of the submission. 

Yes. 

52.    Do you have an estimated fee that will be awarded to winners of the design development stage of your competition? Do you have a rough estimate for the cost of the park or is this to be determined by the tender component of stage 2?

Please be reminded that this is an EOI exercise instead of a competition and that "design development" is not required in the second stage.  Please also refer to our response No.8 .

No estimate for the cost of the Park would be provided at this stage. 

53.   Do each of the teams require an Architect and a Landscape Architect, or may a Landscape firm apply with the full support of technical consultants?

According to Clause 5 of the EOI documents, composition of the Design Consultant team should be led by either a qualified architects OR a qualified landscape architects OR a joint venture of the two, with appropriate sub-consultancy firms set out in Clause 5. 

54.     Is Form C required of all sub-consultants, or just the Prime/JV Partners?

Form C is required for the Prime/JV partners and all sub-consultants. 

55.     Is a prime/sub-consultant relationship possible for the international/local architect or landscape architect, or does the form of collaboration need to be a joint venture?

Joint venture /partnership/ other form of collaboration are acceptable.  In any event, Form G - Letter of Association should be submitted by each sub-consultant. 

56.    You stated in response 9 that sub-consultants can submit electronic signatures. Can an overseas lead consultant also submit electronic signatures (reprint of scanned original signed document)?

No, original signature(s) of the Lead Consultant(s) will be required. 

57.    You stated in response 18 that each member of the team should complete forms A to H. Should each team member complete forms D and E for their own respective discipline only, leaving other entries blank, or should each team member submit identical and fully completed forms D and E? Alternatively, can the the lead consultant consolidate all information and submit a single set of fully completed forms D and E for the whole team?

The Lead Consultant should consolidate all information and submit one set of fully completed forms D and E for the whole team.