IOW NHS Trust Building Controls Proposal

Confidential

April 7, 2023

IOW NHS TrustSt Mary’s Hospital BMS Project

Ryan Outsource Engineering Services21 Andover DownHANTS SP11 6LJ

Tel: 01264 361652www.ryan-oes.co.uk

Private and confidential

Dear Sir,

Isle of Wight NHS Trust, St Mary’s Hospital BMS ProjectI would like to thank you for providing us with the opportunity to submit our proposal for services for the development of the BMS engineering detail and additional services you may find of use during the life of the tender stage and project delivery.

We would be pleased to provide both the engineering proposal documentation and subsequent tender return management assistance. In addition, we would be delighted to offer project delivery management for the BMS proposal. We believe that we have the expertise and practical experience to provide both the content of the engineering proposal documentation and delivery of the project to meet your specific needs. In particular, our participation in your project will make use of our 25 years in HVAC with 10 years in BMS design, engineering, commissioning and delivery.

The key aspects of our services and our approach to carrying out the work are set out in this document, including:

► Our relevant experience

► Our proposed technical output

► Our proposed delivery mechanism

► Our fee.

We look forward to discussing our proposal in more detail with you and are excited at the prospect of working with you on this project. In the meantime if you have any comments or questions then please do not hesitate to contact me.

Kind regards,

Kieron Ryan07775 105689ROES

April 7, 2023

Isle of Wight NHS Trust St Mary’s Hospital BMS Project 3Confidential – All Rights Reserved – Ryan Outsource Engineering Services

ContentsSection Page

1 Executive summary

2 Our understanding of your needs

3 Addressing your needs

6 Proposal Framework

7 Benefits of using ROES

8 Fees

9 About us

4

5

6

7

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9

10

Covering letter & contents


Executive summaryBackgroundIOW NHS Trust are currently moving through the process of preparing for a BMS refit commencing Q3/4 2009.

In order to prepare the proposal, you need to ensure that you have a satisfactory internal control framework, incorporating an overall risk management framework, that will fully satisfy all new regulatory and technical requirements. Without this you will be unable to proceed with the project and the risk of variations and deviations is increased.

Objectives of this piece of work► Validate and expand the existing proposal to incorporate

consideration of BMS best practice to more fully explore the existing and future requirements.

► Clarify the future state model, to ensure that it reflects the appropriate and relevant best practice elements.

► Prepare a realistic and pragmatic action and implementation plan► Prepare a report and executive presentation that summarises the

overall findings and the implementation steps.

Our understanding of your needs► IOW NHS Trust needs to gain a rapid understanding of the demands

of installing a new BMS. This knowledge can then be used to develop an appropriate internal risk management framework, avoiding the common problems and difficulties encountered by NHS Trusts undertaking such refits.

► ROES will use our analytical methodology, that incorporates best practice implementation, combined with our knowledge of the NHS Trust through out the UK to develop a pragmatic implementation plan.

► Over an expected period of 2-3 months, ROES will work closely with nominated NHS personnel to combine the expertise of our risk management and BMS expertise, and the information generated will form the core data on which to construct the definitive proposal.

Benefits► Engaging our experience will accelerate the development of the

proposal considerably, in our experience more than halving delivery time. A well defined proposal facilitates a clear and concise return.

► Our collaborative approach will ensure that your management team develop the necessary skills and knowledge to maintain the new BMS going forward with a full understanding of how components work at the local level and how these items come together as a site wide operation.

Key deliverables► A proposal that incorporates all elements of best practice.► A risk management framework (program of works) which incorporates

an internal control framework (mitigation process’).

Fees► ROES resources will commit 30 man days of effort to form the core

proposal, and a further 10 man days to manage and confirm the compliance statements with the subcontractors.► The proposal could be ready for shipping to tenders in 6 weeks

► The estimate of fees is £24,609.00 exclusive of VAT and expenses.► Our fees will be mitigated by identified energy savings designed into

the BMS.► Our fees will be further mitigated by savings in project delivery risk

avoidance.

Project duration► We would expect the complete proposal and project framework

agreements will be completed within 3 months commencing in Late March we could complete by early July for a project start date of late September.

Executive summary


Your NeedsBackground and scope► IOW NHS Trust is running a large project in order to change out the

existing BMS (Johnson Controls) across all Hospital facilities. A review of the changes to the existing systems will be identified, scheduled in to the program of works and deemed critical, important and non critical to St Mary’s Hospital regulatory compliance and operational effectiveness. Sub sets will be identified and the program will be further disseminated so that delivery can be managed in to measurable, isolatable segments (milestones). It is assumed that IOW NHS Trust will require to implement a robust quality assurance plan within that program as a priority. Delivery planning across the site is therefore a top down planning requirement with IT infrastructure supporting the interconnected services.

Objectives of this piece of work► To undertake a focused quality assurance assessment of the IOW

NHS Trust which

► identifies and confirms the key regulatory, execution, technology and business change risks faced by the project.

► provides an independent and objective view of the project.

► enables the production of a tailored quality assured plan which complements existing quality assurance processes

► is capable of being rolled out across all of the IOW NHS Trust BMS projects.

► Once the best practice Quality Assurance approach has been developed in the IOW NHS Trust project, it can be propagated across all of the IOW NHS Trust projects for future use. This aspect is not within the scope of this assignment.

Our understanding of your needs► Based on your requirements, we have split the IOW NHS Trust

quality assured work into four phases

► Please see page 7 of this document for more detail on our project proposal framework.

Benefits ► The key risks relating to the IOW NHS Trust project will have been

identified and a plan in place to manage and mitigate them.

► The defining advantage of using ROES to manage this information is the completeness with which the information allows tenderers to return a compliant proposal.

► Minimised disruption to your project and team during tender. In support of our proposal documents, during the tender stage we shall engage with all of the subcontractors to remove any risk of assumptions and consequent deviations. We have included 10 man days for this.

► Minimised risk to Hospital services and minimised risk through planning and organisation from the tender stage through to delivery.

Understanding Your Needs


How ROES Can Address Your NeedsYour agenda

• Understand and address key issues surrounding the tender package

• Adopt a successful tender strategy

• An efficient tailored process

• Identify and engage with bidders

• Maximise transaction value and secure an attractive partner for IOW NHS Trust

• Understand how each the IOW NHS Trust thinks and their priorities and requirements.

Your satisfaction

• In-depth, objective and independent analysis and advice

• Facilitated collaboration, working together as one team

• Regional reach in bidder identification and assessment

• Focused approach to potential investor

• An efficient and well-managed tender package to drive value from the tender issue

• Successful completion of tender issue with appropriate partners

• An efficient and timely tender proposal

• Successful identification of acceptable delivery partners

• Favorable negotiation of commercial agreements relevant to the various delivery partners.

Industry insight and expertise• Extensive network and access to industry insight to benefit the

process

• Market knowledge will enable the transaction to proceed expeditiously

• ROES connections in the BMS market will help identify appropriate contractors and address their concerns during and post tender process.

• Structure a proposal document that is timely, efficient and will attract interest from bidders.Transaction Process and execution

excellence• Deep understanding of relevant controls, NHS Trust and HVAC

issues

• Extensive experience in successful bidding execution.

• Ongoing independent advice and guidance on all matters of the transaction

• Support the negotiation process in order to help maximise value from the bidders

Industry network and local presence• Strong network with BMS industry companies

• Draw on ROES market knowledge, contacts and extensive transaction experience to identify the appropriate delivery partners

• Local on-the-ground team to act in a client facing role and addressing any issues promptly

Qu

ality

an

d v

alu

e

Addressing your needs


Proposed Project Framework

Phase 1 - 1 to 2 weeks review and initial planning of the project► A health check review of the IOW NHS Trust existing services which will;

► confirm key areas of risk

► confirm status of IOW NHS Trust deliverables

► confirm IOW NHS Trust QA requirements

► deliver a summary of our findings and recommendations

► deliver an initial quality assurance program for the remainder of IOW NHS Trust project which addresses the identified risks.

Phase 2 - 2 to 3 weeks Construct quality assured program► Based on the findings of the initial checks, we will work with your personnel and Change Management Team to finalise and

confirm the activities in the quality assured program.

Phase 3 - 3 to 4 weeks Construct proposal documents and issue Tender► The program milestones defined by findings of the initial check in phase 1 and 2, will enable use to construct the proposal

documents detailing the scope for the BMS project in cooperation with any mechanical and electrical works in the same time period.

Phase 4 – 1 week Review tender returns and agree final delivery dates► We will review the best tender return packages and confirm compliance and achievability before discussing any final outstanding

issues arising with your team. You will then be in a position to select the best proposal for you and your customers needs.


Why ROES

Quality and

value

Delivering

► Focused outputs

► Concise deliverables that concentrate on validating the areas that generate value

► Providing comfort on the quality of the underlying content.

► Speed and efficiency

► An efficient and well-managed process

► Prompt communication and resolution of any issues that may impact the process (tender or project delivery)

► Cost effectiveness

► Fee transparency

► Competitive fee

► Review fees against potential variation and deviation costs

You said you wanted

► Understanding of technical expertise from the industry to create a tender issue package.

► Our scope of work to cover:

► Technical diligence –understanding of the underlying requirements and the effectiveness of the BMS as a platform for future projects and development.

► Assessment of the systems for operational rationalisation and project development.

► Complete BMS design and IT infrastructure fit for purpose.

► Pragmatic approach to reflect complete technical scope.

► Close cooperation with your team.

We will provide

Technical expertise

► ROES has substantial experience working in the BMS and specifically NHS, pharmaceutical and business sectors; for end users, main contractors and M&E.

Hands-on approach

► We work to achieve an integrated fit for purpose system, our BMS, operational and IT insights are reflected in our design.

► We expect to concentrate and coordinate our efforts with you and your team, each and everyday, as required and promptly.

Ever detail possible

► Our tender package will contain detailed drawings of networks. panels, plant, wiring, controllers, field devices.

► Each section of the package can, at your discretion go directly to installers and panel makers. Reducing BMS bidders costs and creating a lower capital expenditure for the project.

Pragmatic Cooperation

► Hands-on analysis and cooperation, team integration and review process’ working through the detail creating the complete agreed and concise project definition.

Benefits of using ROES


Proposed feesWe are very keen to work with IOW NHS Trust in this project. We understand that this would be our first engagement with IOW NHS Trust and we want to deepen and strengthen our relationship. Furthermore, we recognize that in the current environment there is a need to be flexible in respect of fee arrangements, allowing a sensible return for both yourselves and us; this is why we are offering our fees at discounted rates of approximately 15% on our standard fee rates.

As such, our fees for the services to be provided will be of £24600.00, as follows:

AssumptionsIn providing our fees we have made the following assumptions:

► the format of the deliverables will be in MS Word, MS Visio, MS Excel or similar.

► the scope does not cover the analysis of the energy savings as payback periods, these can be supplied separately if required.

For additional services we are able to provide you with, we offer our assistance at discounted (15%) hourly rates based on the actual time to be incurred by us involved in each of the relevant areas. Standard rates Discounted rates

Stage 1 £5790.40 £4921.84

Stage 2 £8685.0 £7382.76

Stage 3 £11580.80 £9843.68

Stage 4 £2895.20 £2460.92

Contingency (TBA:- not in total) 1000 £1000

Total £28951.40 £24609.20

Section X

Fees

We shall demonstrate energy savings that will exceed our fees.


► Honeywell Control Systems, Estimating Manager London & South East district

► TAC UK Ltd, Sales Executive Wessex, MOD (various), NHS Trust Dorset, Sussex Police.

► Johnson Controls Design Engineer major projects. London► University of Reading Cybernetics and Controls Engineering► Project Engineer supermarkets, industrial plant, Air Conditioning► 15 years as a Refrigeration Engineer► Apprenticeship Refrigeration Engineer

Kieron Bradley Ryan

Direct Tel: +44 (0)1264 361652Mobile: +44 (0)7775 105689Email: [email protected]

► Kieron Ryan► 30 years experience in HVAC.► 12 years in the Controls and building

services sector.► Degree: Cybernetics and Controls

Engineering BSc Hon

► Worked for 3 of the 4 OEM’s in the BMS industry

► Honeywell, TAC and Johnson Controls► Extensive training in each.► Practical hands on controls engineer.

Background Experience

Skills

Kieron Ryan BSC Hon MIET

IOW NHS Trust Building Controls Proposal

Technology

Transcript of IOW NHS Trust Building Controls Proposal