Secretariat Support for Design Panels

The objective of the HS2 Design Panels will be to support the design leadership at HS2 Ltd and DfT in meeting the required quality of HS2’s design. The Secretariat will support the Design Panels to deliver this objective in timescales required by the design programme.

The Design Panels Secretariat will be required to provide secretarial services under the following general headings:

o Resource management o administration of recruitment and standing down of Panel Members o management of Panel Members’ payments, expenses o maintaining records in relation to the above o Implementation o Organisation of meetings, reviews, workshops etc o Preparation of papers, reports, meeting minutes, notes, etc o Organisation of meeting logistics – venues, rooms, etc o PA and secretarial support to the Chair of the Panel, and others as required.

The Design Panels Secretariat shall support and service the HS2 Design Panels by undertaking the following tasks: -recruitment, induction and management of panel members; -management of the design review programme in co-ordination with key stakeholders; -organisation and servicing of Review Sessions, site visits and other related events, -preparing and maintaining the Design Panels’ relevant policies and procedures for its operation -maintaining the Design Panels’ Terms of Reference; -ensuring panel members are briefed on the work being reviewed; -drafting the reports which provide the basis of the panel’s advice; -maintaining regular liaison with HS2 Ltd and the Panel Chairs; and -assisting the panels to operate in an open and transparent manner.

The contract will be awarded for 36 months extendable to 60 months

Additional information: HS2 Ltd will host this tender opportunity using its own e-sourcing portal powered by BravoSolutions. In order to access the tender documents, suppliers must undertake the following steps.

Registration If your organisation is not already registered on the HS2 eSourcing Portal, please follow the following steps: a) Follow the link: https://hs2.bravosolution.co.uk/web/login.html b) Click the ‘Register now!’ link. c) Click “I agree” on the User Agreement, followed by “next”. d) Enter your business and user details. e) Note the username you use and click ‘save’ when complete. f) You will then receive an e-mail with your unique password.

For noting, it is possible for your organisation to register more than once and therefore it may be worth double checking with your sales team that you are not already registered.

Confidentiality Undertaking: At the same time as registering on the eSourcing Portal, please register your interest by emailing [email protected], clearly stating “Project_355 Secretariat Support for Design Panels” in the subject field. Please mark the email FAO Sarah Dixon. HS2 Ltd will then send you a confidentiality undertaking which you must sign prior to getting access to the tender documents on the HS2 eSourcing Portal.

Accessing the tender documents: Once you have registered on the HS2 eSourcing Portal, and HS2 Ltd has received your signed confidentiality undertaking, please follow the following steps to access the tender documents: a) Login using your unique username and password. b) Click on the ‘My ITTs’ link. c) Click on the ITT code. You can now access any attachments by clicking the ‘settings and buyer attachments’ in the actions box. d) Download the documents relating to the ITT. Click ‘attachments’ on the left hand side. The number in brackets refers to number of documents that need to be downloaded. Click on the bold and underlined filename. Select ‘save’ and store on your PC.

Please note that when full access to the eSourcing Portal has been received, all communications must take place through this mechanism.

Instructions on completing the ITT through the HS2 eSourcing Portal are contained in the ITT Guidance documents. If you need any further assistance in reference to the system, please contact the BravoSolution helpdesk which is available Monday to Friday (8:00 am to 18:00 pm) GMT via email – [email protected] or by telephone on +44 8003684850.