Geotechnical Professional Services Framework Contract

Geotechnical Professional Services Framework Contract

Forestry Commision. We are looking for Consultants who can provide solutions which allow us to mitigate the risks assessed within the budgetary constraints and provide an appropriate balance between cost and risk.

UK-Edinburgh: Geotechnical engineering services

2013/S 026-040325

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Forestry Commission
231 Corstorphine Road
For the attention of: Jenna Morrison
EH12 7AT Edinburgh
UNITED KINGDOM
E-mail: procurement.services@forestry.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.forestry.gov.uk

Electronic access to information: http://www.forestry.gov.uk/forestry/infd-7nrlsa

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Forestry Commission
231 Corstorphine Road
Edinburgh
UNITED KINGDOM
E-mail: procurement.services@forestry.gsi.gov.uk
Internet address: http://www.forestry.gov.uk/forestry/infd-7nrlsa

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Other: FORESTRY
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Natural Resources Wales
SY23 3UR
Aberystwyth
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Geotechnical Professional Services Framework Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: Scotland, England and Wales.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 4
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 200 000 GBP
Frequency and value of the contracts to be awarded: Not Known. Furthermore, due to the nature of this work, we cannot commit to spending this estimated value; it may be that our final spend under the framework could be either significantly less, or significantly more than this figure.

II.1.5)Short description of the contract or purchase(s)

Framework Contract for emergency, consequential and planned Geotechnical Consulting Engineering services across Scotland, England and Wales. We are looking for Consultants who can provide solutions which allow us to mitigate the risks assessed within the budgetary constraints and provide an appropriate balance between cost and risk.
II.1.6)Common procurement vocabulary (CPV)

71332000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments for work undertaken in connection with the Framework Contract will be made made within 30 days of invoice date.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the Invitation to Tender Document and associated appendices.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Suppliers must offer a team of people to support the Framework Contract to include Chartered Engineers/Chartered Geologists who are on the UK Register of Ground Engineering Professionals (or equivalent). Further qualifications required are listed in the Invitation to Tender document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: We have no requested any financial details within the ITT document, however we reserve the right to carry out financial checks at any time in advance of award of contract, and throughout the Framework Contract period, if we deem necessary, to ensure financial stability. If we consider your financial position to be high risk at any point, we will reserve the right to request further financial information, or to terminate your position on the Framework Contract.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As described in the Invitation to Tender document
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

CP2013/01.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 26.3.2013
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

26.3.2013
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 2.4.2013 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: February 2017
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Our intention is to award this Framework Contract for a period of four years.
Break points within the Framework Contract are at the end of years two and three at which time we will decide on whether the Framework Contract will continue.
The decision on whether to use the break points or any or all of the extension options will be at our discretion and we will base it on the following factors: performance, budget availability and ease of operating the framework contract.
The total value of this Framework Contract over the entire period, including any extension options, will be in the region of £1.2 million. We estimate that the emergency work will be approximately 20% of this value, with the remaining 80% estimated to account for planned and consequential work. These percentages are indicative and the FC cannot commit to this or any exact split of the value. Furthermore, due to the nature of this work, we cannot commit to spending this estimated value; it may be that our final spend under the framework contract could be either significantly less, or significantly more than this figure, which has been estimated using previous spend data.
We intend to accept up to 4 suppliers on to the Framework Contract, although we reserve the right to take a more appropriate number where necessary.
This particular Framework Contract will operate as follows:
A) For planned and consequential work, all work will be awarded using the mini-competition process, where all Framework Suppliers will be invited to tender for what is known as a Time Charge Order. Suppliers will be given adequate notice of mini-competitions, and bids will then be assessed against the pre-determined criteria in the mini-competition paperwork.
The majority of mini-competitions will be awarded using the following weightings however we reserve the right to amend these:
Quality: 55%
Price: 45%
B) Emergency work and short term advice and consequent report (up to 5 man days work) will be offered to the highest ranking supplier on the Framework Contract as determined by this tender process. If the highest ranking supplier cannot carry out the work in the required timescale, then we will offer the work to the second highest ranked supplier and so on.
In some situations the Forestry Commission may require more than one Framework Supplier to work on a particular job. Where this happens, we will award to the next ranked supplier on the framework or the second highest scoring in the mini-competition as appropriate.
Time Charge Orders will be issued using a Call Off Document. The conditions contained in the NEC3 Framework Contract, along with the NEC3 Contract Data for Professional Services (Appendix 1) and the Additional Conditions (Appendix 2) will apply to all Time Charge Orders. Any further call-off specific instructions or conditions will be contained within the Call-Off Document at the time of issuing. These documents have been attached to the ITT for your information.
Background
The Forestry Commission has required the following professional services in recent years to deal with various emergency and planned geotechnical situations:
– Quarry Geotechnical Assessments (Quarries Regulations 1999)
– Rock-fall and landslide emergency site assessment and remedial action recommendations
– Rock crag stability assessment, feasibility reporting, remedial design and procure, supervise and manage works contractors
– Steep slope and other ground stability appraisal, assessment, feasibility reporting, remedial design and procure, supervise and manage works contractors
– Project Management of geotechnical contract works
– Lead mine tailings appraisal, manage GI investigation, analysis and remedial design
– River wash out, investigation and remedial design
– Lead mine underground portal collapse, investigation and topographical survey
– Bridge suspension cable anchor design
These have been dealt with using a combination of spot contracts and tendered work, however going forward the FC would like to bring this and other ongoing geotechnical services under one Framework Contract.
Scope of the Framework Contract
The supplier will be required to provide risk based appropriate sustainable and resilient solutions to geotechnical circumstances arising from the following (please note this is an indicative list and is not exhaustive):-
– Construction
– Quarries
– Mines (underground and surface)
– Dams (lagoons and tailings)
– Ground and Structural Stability (natural and constructed) including peat
– Slope Stability – landslides and landslips including rock crags
In the case of emergency call out, the supplier will respond and be on site within 18 hours of initial call.
Within the above areas, the specification for call off may include one of more of the following services, together with such other services as FC may require at any particular time in terms of the Framework Contract:
Site Inspection (emergency or planned)
Initial ‘walk-over’ inspection and assessment including limited intrusive ground investigation and tests, if appropriate. The supplier will arrange and manage all necessary Health and Safety support for the above. Report initial findings and recommend next steps.
Desk Study
Information gathering from all available sources such as maps, databases, published documents, aerial photography, previous surveys and interviews to inform requirements for detailed site investigation and supplement the information obtained from this.
Site Investigation
To include surveys, monitoring, ground investigation and testing, appraisals and assessments, as necessary, to verify and supplement desk study information. The supplier will be required to liaise with stakeholders and neighbours regarding any mitigation measures required e.g. arranging traffic management on public highways; and also arrange and manage these and all Health and Safety measures required for completion of the Site Investigation. Ground Investigation should include procurement and management of a specialist contractor, if required, and interpretation of their results. Appraisals and Geotechnical Assessments as defined in the Quarries Regulations 1999 may be required.
Reporting
Reports should be interpretative, with maps, drawings, sketches, photos, notes etc setting out any assumptions, hypotheses and conclusions, including identification and assessment of all hazards including their risk to FC and third parties with a priority ranking. All options for removal, mitigation, reduction or otherwise managing hazards should be presented with outline costs. Recommendations should be targeted on a value engineering approach with consideration given to novel and innovative solutions.
Full Design
Carry out services to provide design solutions, including but not limited to:
– Planning including environmental constraints and utilities searches
– Liaise with third parties including rail and highways as needed
– Slope and rock modelling
– Calculations
– Catchment assessment – hydrological, hydrogeological and hydraulic issues, including both clean and potentially contaminated water
– Specification for works
– Cost estimates (including whole life)
– Drawings and sketches
The Consultant will be appointed as “Designer” under the Construction (Design and Management) Regulations 2007, and will be expected to fulfil their responsibilities in relation to Health and Safety, as required of this role by the Regulations. Regular CDM Design Review meetings are to be held, involving the FC and/or contractors, as required. All design risks that cannot be satisfactorily “designed out” are to be presented in a Design Risk Assessment (DRA) which is to be kept up to date throughout the works. Liaison with potential contractors through the design phase may be required to enable various needs and processes to be incorporated into the design of works, including construction risk reduction measures.
Procurement of Works Contractors
Provide tender documentation and advice to FC for procurement of Works Contractors to include preparing specifications, schedules and bills of quantities to NEC3 models so the FC can obtain the most appropriate and economic solutions; give advice on procurement processes and contractor submissions.
CDM Co-ordinator
Where required the consultant shall perform the role of CDM Coordinator under CDM Regulations 2007 as appointed by the FC.
Project Management
Undertake the role of NEC Project Manager for the works. Manage the collaborative risk sharing approach, including processes for:
– early warnings
– notifications
– instructions
– risk reduction
– solutions and costs
– compensation events
– evaluation
– programme acceptance and change
– measurement and assessment of works for payment, including compensation events
– produce, monitor and maintain risk and other registers and schedules
The Project Manager shall, in giving effect to Clauses 60 to 65 inclusive of the NEC3 Contract, consult with the FC in relation to any and all potential Compensation Events which may have the consequence of increasing the cost and or the duration of the particular NEC3 Contract. Such consultation shall be carried out within the timescales as detailed in Clauses 60 to 65 so that the proper implementation of the NEC3 Contract is not delayed. The purpose of this consultation process is to ensure that FC is fully aware of and is in agreement with all Compensation Events that the Project Manger is minded to award.
The Project Manager is to attend site at least monthly for project management meetings and Health and Safety meetings. As befits the NEC approach of mutual trust and co-operation, contact between the Consultant and the FC’s internal project manager; and contact and communication between the Contractor and the Consultant (as external Project Manager) shall be regular by phone and or by email and or by meetings as required for the collaborative, reasonable and timely execution of the works.
Site Supervision/Technical Assurance
Level of site supervision required will be based on the complexity of the works and the programme for delivery. Supervision should allow for ongoing collection of information (including additional inspections) and assessment which may result in design modifications or requirements for further remedial works. Carry out certification of completed works.
Audit and Guidance
Undertake technical and health, safety and welfare audits and provide guidance on compliance and technical verification and assurance. The work may also include review of quarry designs and documents in accordance with the Quarries Regulations 1999.
For all of the above services, third party liaison and/or attendance at meetings/workshops may be required.
All documentation must be in a format acceptable to the Forestry Commission. GIS outputs must be compatible with the Forestry Commission GIS system.
All assessments, recommendations and reports to take cognisance of Health and Safety matters, and include impact on the environment (including ecology, biodiversity and heritage) and the issues of Regulatory and other Planning Authorities, Utilities and other Statutory Undertakers as appropriate.
All Professional Services work is to be in accordance with current BS and UK Eurocodes (as amended), or equivalent, including the following:
1. British Standards Institution. 1999. BS 5930: 1999, Code of Practice for Site Investigations. British Standards Institution, London, UK.
2. British Standards Institution. 2002. BS EN ISO 14688-1:2002, Geotechnical investigation and testing – Identification and classification of soil. Part 1: Identification and description. British Standards Institution, London, UK.
3. British Standards Institution. 2004. BS EN ISO 14688-2:2004, Geotechnical investigation and testing – Identification and classification of soil. Part 2: Principles for a classification. British Standards Institution, London, UK.
4. British Standards Institution. 2003. BS EN ISO 14689-1:2003, Geotechnical investigation and testing – Identification and classification of rock – Part 1: Identification and description. British Standards Institution, London, UK.
5. British Standards Institution. 2004. BS EN 1997-1:2004, Eurocode 7 – Geotechnical design – Part 1: General rules. British Standards Institution, London, UK
6. British Standards Institution. 2007. BS EN 1997-2:2007, Eurocode 7 – Geotechnical design – Part 2: Ground investigation and testing. British Standards Institution, London, UK.
7. British Standards Institution. 2007. NA to BS EN 1997-2:2007, UK National Annex to Eurocode 7: Geotechnical design – Part 2: Ground investigation and testing. British Standards Institution, London, UK
In addition Professional Services in respect of testing methods shall be carried out in accordance with ISRM. 2007. The Complete ISRM Suggested Methods For Rock Characterisation, Testing And Monitoring: 1974-2006. Ulusay, R. and Hudson, J.A. (Eds.). Commission on Testing Methods, International Society for Rock Mechanics or any subsequent or equivalent guidance.
In addition Professional Services in respect of Landslides shall be carried out in accordance with Cruden, D.M., and Varnes, D.J. (1996), Landslide Types and Processes, in Landslides. Investigation and Mitigation, Editors AK Turner. and RL Schuster. Special Report 247, Transport Research Board, National Research Council, Washington D.C. or any subsequent or equivalent guidance. (or delete this whole sentence)
In order to identify and select competent suppliers for the Framework Contract, we have produced an example of a typical job (Appendix 3) which we will use for evaluation purposes. Suppliers submitting bids at this stage will be required to submit prices and written answers based on this example job where indicated.
Any information included in the attached Framework Contract and associated appendices will also form part of the Statement of Requirements.
In carrying out this service framework suppliers will be coming into contact with Forestry Commission stakeholders and staff, and we will therefore expect suppliers to be completely compliant with the Equality Act when carrying out the service, and to ensure they eliminate discrimination, advance equality of opportunity and foster good relations between different stakeholders while undertaking the services.
To tender for this opportunity, please use the following link to access the Forestry Commission advert, Invitation to Tender documents and associated appendices – http://www.forestry.gov.uk/forestry/infd-7nrlsa. Expressions of Interest must be received by 26/03/13 to be eligible to tender.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Eric Holmes, Head of Procurement, Forestry Commission
Silvan House 231 Corstorphine Road
EH12 7AT Edinburgh
UNITED KINGDOM
E-mail: procurement.services@forestry.gsi.gov.uk

Body responsible for mediation procedures

Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
UNITED KINGDOM
Internet address: http://www.ciarb.org/

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.2.2013