Site Surveys for Coal Authority

Site Surveys for Coal Authority

Non-Exclusive Term Contract for Site Surveys, Tilt Analysis, Mining Reports, Borehole Setting Out and Litigation.

UK-Mansfield: architectural, construction, engineering and inspection services

2012/S 178-293135

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Coal Authority
200 Lichfield Lane
For the attention of: Steve Pilsworth
NG18 4RG Mansfield
UNITED KINGDOM
Telephone: +44 16236373209
E-mail: stevepilsworth@coal.gov.uk
Fax: +44 1623622072

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: The above mentioned contact point(s)

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

Environment
Other: Provision of service and information in respect of past coal mining
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

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

Non-Exclusive Term Contract for Site Surveys, Tilt Analysis, Mining Reports, Borehole Setting Out and Litigation.
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: UK.
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: 7
Duration of the framework agreement

Duration in months: 48

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

Contract covering the provision of site surveys, titlt analysis, advice on borehole setting out, mining reports analysis, litigation services and building surveys. Tilt analysis: assessment of tilt caused by coal mining subsidence leading to diminution in property values. Mining reports: Provision of advisory reports on how mining has affected certain structures and surface features, and on the likely impacts of future mining proposals. Borehole setting out: advice on the best locations for boreholes for water monitoring and for gas venting purposes. Site surveys: Including levelling, topographic and detail surveys, three dimensional electronic data capture for the production of plans, volumetric analysis and setting out of boundaries on plans. Litigation services: The Coal Authority is, on occasions, required to defend actions at litigation, in the form of arbitration, Lands Tibunal or in the Crown or other courts. The consultant would be required to advise on these matters and prepare written evidence. Evidence will include examination of mining records, calculated ground movements, geology and an opinion on the impact of mining as deemed appropriate to any particular case.
II.1.6)Common procurement vocabulary (CPV)

71000000, 71600000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 2.1.2012.

Information about lots

Lot No: 1 Lot title: Topographical and measured building surveys – Surface Hazards, Historical Liability sites and Mine Water Schemes

1)Short description

The Authority is required to site survey to be undertaken for works on measurement and monitoring of features created by collapsing of underground coal mining, (i.e. crown holes, subsidence etc), design and construction of Minewater Treatment scheme, and recording monitoring and refurbishment of historical liability sites.
1.1 Topographical and detail surveys specification
These surveys included detailed site survey of land (including Tips), detailed levelling surveys around properties, with measurements as necessary. Survey shall pick up all topographical features in area of interest.
1.2 Building Survey Specification
The Authority is required to undertake detailed building surveys of properties, including both internally and externally of properties, with measurements as necessary.
1.3 Provision of survey data Specification.
Survey drawing and data set.
1.4 Other works
2)Common procurement vocabulary (CPV)

71000000, 71600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 2 Lot title: Mining Reports.

1)Short description

The Coal Authority requires advice to be given on how mining may have affected structures and surface features including land drainage matters in the form of a written report. This may include the effects of ancient, shallow mine workings. Advice may also be required on the likely environmental impacts of mining proposals.
Mine plans (Coal and Non-Coal), including statutory abandonment plans where appropriate, and other information held by the Coal Authority, will be available for inspection, should be examined in order to identify which mining may have had an impact upon the subject property. The Coal Authority should be made aware of any problems which may arise because of the lack, or incomplete nature, of any recorded mining information.
2)Common procurement vocabulary (CPV)

71000000, 71600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 3 Lot title: Tilt Analysis

1)Short description

The Coal Authority is required, on occasions, to provide compensation for diminution in value due to tilt caused by Coal Mining Subsidence. In order to assess that diminution in value, it is necessary to know the magnitude of coal mining induced tilt and when that tilt is likely to have been caused.
Plans of past mine workings are required to be examined in order to identify which mining has affected a property. Calculations are then to be undertaken in order to identify the amount and direction of tilt.
2)Common procurement vocabulary (CPV)

71000000, 71600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 4 Lot title: Borehole Setting Out.

1)Short description

The Coal Authority requires advice to be given on the best surface location for boreholes for reasons including water monitoring information, gas venting and for investigative purposes.
Mine plans (Coal and Non-Coal), including statutory abandonment plans and where appropriate, information held by the Authority, will be available for inspection, which should be examined in order to identify mining positions and any assessment made of the best surface location, taking into account any potential errors (for example plotting) on the plans. The Coal Authority should be made aware of any problems which may arise because of the lack or incomplete nature of any recorded mining information.
2)Common procurement vocabulary (CPV)

71000000, 71600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 5 Lot title: Litigation.

1)Short description

Where differences of opinion exist and cannot be resolved, the Coal Authority is, on occasions, required to defend actions at litigation. This can be in the form of arbitration, Lands Tribunal or in the Crown or other courts.
The Coal Authority has a requirement to be advised on these matters and for written evidence to be prepared. Where litigation is proceeding in the Lands Tribunal or in court, oral evidence in the form of examination-in-chief and cross-examination is also required.
Evidence will include examination of mining records where available, together with calculated ground movements, the effects of geology and an opinion on the impact of mining as deemed appropriate to any particular case.
Full consideration will also be given to the case prepared by the claimant and assistance given to the Coal Authority’s legal representatives, where employed, in the handling of the case.
2)Common procurement vocabulary (CPV)

71000000, 71600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

No special deposits or guarantees are required other than those implicitly required in the performance of the services and financial liability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The main financing and payment arrangements will be set out in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No specific legal form is required.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Detailed within the Tender documentation.
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 Instructions How to Express Interest in this Tender~:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://coal.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of 2 years accounts, where publication of the accounts is required under the law of the country in which the economic operator is established;
(c) a statement undertaking’s overall turnover and where appropriate, of turnover in the area covered by the contract for a maximum of the last 2 financial years available depending on the date on which the ndertaking was set up or the economic operator started trading. See relevant prequalification questionnaire available from: Http://www.coal.bravosolution.com

Minimum level(s) of standards possibly required: As detailed in the Tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary required on the technical and professional ability for evaluation for the delivery of the services covering skills; efficiency, experience and reliability. See the relevant questionnaire available from: http://www.coal.bravosolution.com.

Minimum level(s) of standards possibly required:
As detailed in the Tender documentation.

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

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:

CA18/2376
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

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: 23.10.2012 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

23.10.2012 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

13.9.2012
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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2016.
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

The Contracting Authority intends to use an eTendering system in this procurement exercise. Participants must express interest and submit a completed Pre-Qualification.
Questionnaire (PQQ) using the Coal AuthorityeSourcing portal that can be accessed at http://www.coal.bravosolution.com. Instructions to Express Interest:

1. Log onto the the Coal Authority eSourcing Portal: http://coal.bravosolution.com.

2. Click the Click here to register link.
3. Accept the terms and conditions and click continue.
4. Enter your correct business and user details.
5. Note the username you chose and click Confirm when complete.
6. You will receive an email with your unique password.
7. Login to the portal with the username/password.
8. Click the Open Access ITT’s link.
9. Click on the name of the ITT to display information about this opportunity.
10. Click on the Express Interest button (NOTE: This will move the ITT from the open area into your My ITTs section.
11. Click the name of the ITT to display information about this opportunity.
12. You can now access any attachments by clicking the Attachments button.
13. You can now choose to Reply or Reject.
14. Note the deadline for completion, then follow the onscreen instructions to complete the ITT.
If you require further assistance, please contact our Helpdesk operated by BravoSolution. Help desk is available on: email: help@bravosolution.co.uk, freephone +44 8000112470.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that informationhas to be provided a minimum 3 working days before the expiry of the standstill period. Such additional information should required from the address stated in PartI.1. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) & the Public Contracts (Ammendments) Regulations 2009 (SI 2009/292) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Norther Ireland and Wales). Any such action must be bought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:12.9.2012