Modular ITT- Module A
Civil Engineering CECS
Forestry Commission
Northern Research Station
Roslin
EH25 9SY
Tel 0300 067 5930
Alan Dickerson
Head of CECS
19th Dec 2014
Dear Sirs
INVITATION TO TENDER (ITT) FOR RESERVOIR PROFESSIONAL SERVICES (NEC3 PSC Option E Time Based) – LOCHABER FD, GLENCOE LOCHAN
REF NO: Reservoir_2014_519_Glencoe
You are invited to submit a tender for the supply of the above to the Forestry Commission.
Please send your completed tenderand any enquires about this invitation to:
Alan Dickerson
Civil Engineering Central Services CECS
Forestry Commission
Northern Research Station
Roslin
EH25 9SY
Tel: 0300 067 5930
Email: (Email address provided for enquiries only)
Send completed tenders as:
- two paper copies by post or hand delivered, and
- one copy on disk or USB type storage device in a read only format
Please note we do not accept fax or email copies.
Please mark the envelope with the initials‘‘ITT’ forRESERVOIR PROFESSIONAL SERVICES, Reservoir_2014_519_Glencoe - Not to be opened until 30th Jan 2015, 1500hr.’
We must receive your completed tender by 30th Jan 2015, 1500hr. We will keep tendersthat we receive earlier and not open them until after the deadline. We reserve the right to not consider any tenders received after the deadline. Please be aware that we may copy your documents, but only for our own use.
Please send all enquiries in writing or by email, by the deadline stated in the tender timetable, quoting thecontract reference numberstated above. If we consider any question or request for clarification is relevant to all interested parties, we will circulate both the query and the response to all potential tenderers, although your identity will remain confidential.
This ITT is a modular document and you will only be supplied with the modules that are required to complete this tender. The document is made up of modules labelled A to D. (See table on Page 3 of this ITT)
All tenders will be evaluated objectively as detailed in the Evaluation Matrixwithin this ITT document.
You must follow these instructions:
- Any contract concluded as a result of this ITT shallbe governed by Scots Law and the Forestry Commission’s Standard Terms and Conditions of Contract for NEC3 New Engineering Professional Services, Main Option E, Time Based Contract, and any additional terms specified as attached to this ITT, will apply. Your terms will not apply.
- You must accept our terms and conditions as follows: Forestry Commission Standard Terms and Conditions for FC NEC3 Z Clauses. We will discuss any issues you highlight before any award. If you wish to qualify our Terms and Conditions in any way, you must append a description of the requested changes to your tender. Note that this may invalidate your submission if the Forestry Commission is unable to accept these proposed changes.
- Your tender and all accompanying documents are to be in English.
- All prices must be in sterling and exclusive of VAT.
- Costs remain the responsibility of those submitting a tender.
- We will not return any part of the documents forming your tender.
- We reserve the right to cancel or withdraw from the process at any stage.
- We do not undertake to accept the lowest priced tender, or part, or all of any tender.
- All information supplied to you by us must be treated in confidence and not disclosed to third parties.
- All details of your tender, including prices and rates, must be valid for our acceptance for a period of 90 days.
- Once we have awarded the contract, we will not accept any additional costs incurred which are not reflected in your tender.
- Offering an inducement of any kind for obtaining this or any other contract with us will disqualify your tender and may constitute a criminal offence.
- You do not need to provide supporting documents, certificates, statements or policies with your tender unless specifically requested to do so. However, we may ask you for these later. You may also be asked to clarify your answers or provide more details.
- Your organisation will only be evaluated based on the information in your tender. Please do not send any information that is general company or promotional literature, as this will not form part of our evaluation. Any additional documents you provide must refer to a question within the ITT and be easily identifiable as the answer.
- We have not asked for financial details in this document; however we reserve the right to carry out checks if we think it is necessary.
Yours faithfully
Alan Dickerson
Head of CECS
1.ITT Composition
This ITT comprises of the following documents:
Module / Description / Action RequiredA / Letter including Tender Instructions / For Information Only
1. ITT Composition / For Information Only
2. ITT Timetable and Associated Stages / For Information Only
3. Statement of Requirements / For Information Only
4. Evaluation Matrix / For Information Only
5. Lots / Not Applicable
6. Organisation Details / Complete & Return
7a. Specific Gateway Questions / Complete & Return
7b. Specific Award Questions / Complete & Return
8. Pricing
9. Declaration
Additional appendices / Complete & Return as required
B / References / Not Used
C / Financial Information / Not Used
D / Health & Safety / Complete & Return
Module A is the core document and will require to be completed and returned.
Only additional Modulesmarked ‘Complete & Return’ will require to be completed for this opportunity.
Any Modulesmarked ‘Not Used’ will not have been sent to you for completion.
2. ITT Timetable and Associated Stages
Set out below is the proposed procurement timetable. This is intended as a guide, and, while we do not intend to depart from the timetable, we reserve the right to do so.
Stages / DatesClosing date and time for enquiries / 23rd Jan 2015, 1700hr
Tender Return Date and Time / 30th Jan 2015, 1500hr
Expected Notification of Intent to Award / 6th Feb 2015
End of Standstill Period / 23rd Feb 2015
Expected Start Date
And Pre commencement meeting (H&S) / 25th Feb 2015
3. Statement of our Requirements
NEC3 PSC option E (Time Based) ContractThe Forestry Commission will be awarding a New Engineering NEC3 PSC option E Time Based Contract for Consulting Engineering services (the Professional Services) for Reservoir DamDiscontinuance or Safety ImprovementsDesign and Works Supervision at Glencoe Lochan, Lochaber Forest District (GFD) in North West Scotland. We are looking for a Consultant including at least oneAll Reservoirs Panel Chartered Civil Engineer with Discontinuance experience and other competent specialists, who can provide solutions which allow us to mitigate the risks assessed within budgetary constraints and provide an appropriate balance between cost, risk and sustainable efficient use of resources.
In anticipation of the full implementation of the Reservoirs (Scotland) Act 2011 – it is expected that Glencoe Lochan could be Designated as ‘High’ or ‘Medium’ Risk. Attached is 1 no. Report (dated 2014) on an Inspection carried out according to Section 10 of the Reservoirs Act 1975. Also attached are topographical surveys.
Our intention is to award this Contract for a period of 2 years to include for final Certification and Commissioning of Works.There will be an option to extend the contract by up to a further 1 year in total. The decision on whether to use any or all of the extension option available will be at our discretion and we will base it on the following factors: works implementation.
The total fee value of this contract over the entire period, including any extension options, could be in the region of £90k.
The conditions contained in the NEC3 Contract, along with the NEC3 Contract Data for Professional Services (Appendix 1) and the Additional Conditions (Z Clauses, Appendix 2) will apply. These documents have been attached to the ITT.
Background
The Forestry Commission FC has 1no. Reservoirs called Glencoe Lochan near GlencoeVillage in Lochaber Forest District, North WestScotland at around OS grid reference NN104596.It is retained by 3 earth fill embankments and has a capacity of approximately 73,000m3. There is a sluice valve to lower the water level.It seems to have been created in the late 19th century for amenity. However now it is part of the heritage & landscape of the area and is used for recreation.
The reservoirneeds measures to be taken in the Interest of Safety especially by provision of protection to the main dam and sufficient spillway capacity to pass the design flood safely. Other improvements and repairs are needed too.
However the FC wishes to consider all options including discontinuance of the reservoir.
So the following professional services are required.
Scope of the Contract
The supplier must include at least one All Reservoirs Panel Chartered Civil Engineer, with experience of discontinuance, and will be required to provide risk based appropriate sustainable and resilient solutions forthe Reservoir by oneor more of the following services, together with such other services as the FC may require:
Site Inspection
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& reports (including FC supplied) and interviews to inform requirements for detailed site investigation and to 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. As directed by the FC, the supplier will be required to liaise with stakeholders and neighboursregarding any mitigation measures required 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 specialist contractor(s) (eg by application of Magnetic Induction for leakage), if required, and interpretation of their results. To include further topographical and bathymetric surveys and laboratory analysisas needed.
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 for reservoir safety. 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.
Design, including feasibility & comparative study
Carry out services to provide design solutions for discontinuance or retention, including but not limited to:
- Planning including environmental constraints and utilities searches
- Liaise with third parties
- Flood routemodelling
- Calculations
- Catchment assessment - hydrological,hydrogeological and hydraulic issues
- Specification for works
- Cost estimates (including whole life)
- Drawingsand sketches
- Feasibility & comparative study for discontinuance or retention; with impact on the environment, including silt management, habitat & landscape restoration/creation.
Procurement of Works Contractors
Provide tender documentation and advice to FC for procurement of Works Contractors (for retention or discontinuance) 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. The Consultant would be expected to work collaboratively with the FC and Provider.
CDM Co-ordinator
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 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 thecollaborative, reasonable and timely execution of the works.
Site Supervision/Technical Assurance
The 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. Undertake auditsand provide guidance on compliance and technical verification and assurance.
Certification and Commissioning
Carry out certification of completed dam works, including discontinuance if executed.
Common to all Services
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 (ie ESRI).
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. Including SEPA, SNH, Historic Scotland.
All Professional Services work is to be in accordance with current BS and UK Eurocodes (as amended), or equivalent, including for Reservoirs ICOLD, BNCOLD (BDS British Dam Society), ICE, CIRIA, BRE.
Tender evaluation - Price
In order to identify and select a competent supplier for the Contract, we have produced an example for the job (Appendix 3) which we will use for evaluation purposes. Suppliers submitting bids will be required to submit prices and written answers based on this example job where indicated.
Any information included in the attached Contract and associated appendices will also form part of the Statement of Requirements.
In carrying out this service 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. Also the Consultant is expected to have formal training schemes for graduates and apprentices as appropriate.
Note:
If we ask, you must provide documentary evidence establishing your eligibility to tender and your qualifications to fulfil the contract if we accept your tender. This may be in the form of literature, drawings or samples.
You must include details of any areas where you will not be able to comply with these requirements. If your tender does not meet these requirements we reserve the right to reject it completely.
4. Evaluation Matrix
Note – failure of any of the ‘Pass/Fail’ sections or modules will constitute an overall Fail of your bid.
Section/Module / Title / Weighting / Agreed Marking Criteria5 / Lots / Not Applicable / Not Applicable
6 / Organisation and Contact Details / Mandatory
Questions 6.10 & 6.11 – Pass/Fail
Question 6.12 – Pass/Fail
Question 6.13 – Pass/Fail / Completion of this Section is mandatory and is for our information purposes. We may confirm company identity and basic details with external bodies.
You must have a Health & Safety policy’ and must provide adequate levels of training as specified in the Statement of Requirements. If you do not have/provide these, you will fail this section. The answers to Module D (H&S) shall be taken as constituting the answer to qu 6.11
You must have the required levels of insurance requested at 6.12. If you do not have these, you must confirm that you will get them if successful, before the contract start date. If you cannot confirm this you will fail this section.
You must either be able to answer ‘no’ to the question posed, or if answering ‘yes’ have provided an explanation which is acceptable to the Forestry Commission. If you answer ‘yes’ to the question and do not provide an explanation, or if the explanation you provide is deemed unacceptable, you will fail this section.
7a
7a1
7a2
7a3 / Specific Gateway Questions
7a1Demonstrate experience and capability using previous example cases. Provide photographic evidence.
7a2Demonstrate experience and capability using previous example cases. Provide photographic evidence.
7a3Provide an example of Dams and Reservoirs advice which changed, describe how client’s expectations were managedandwhat mitigations were put in place to avoid reoccurrence. / Pass/Fail / 7a1. For Dams and Reservoirs - Discontinuance – you, especially including your All Reservoirs Panel Engineer, must provide details of your experience. By giving 2 distinctly different and clear examples you must show high competency across each of the 10 servicesub headings described in 'Scope of the Contract' (from ‘Site Inspection’ to ‘Certification’ in Section 3). Photographs must be limited to a maximum of 2 per example and must amplify the critical nature and critical criteria of the example.
7a2. For Dams and Reservoirs – retentionimprovements – you must provide details of your experience. By giving 3 distinctly different and clear examples you must show high competency across each of the 10 service sub headings described in 'Scope of the Contract' (from ‘Site Inspection’ to ‘Certification’ in Section 3). Photographs must be limited to a maximum of 2 and must amplify the critical nature and critical criteria of the example.
7a3. You must identify at least one piece of advice given in the past which resulted in a different course of action to that initially proposed. The example must relate to Dams and Reservoirs; you must explain the actions taken to manage the client’s expectation, and any mitigation you put in place thereafter. We will be looking to establish from your response that you have a satisfactory system in place to deal with such instances if they occur, and that the client is fully appraised throughout.
7b
7b1
7b2
7b3
7b4 / Specific Award Questions
Key people for the Contract,including the AR Panel Engineer (with discontinuance experience), contingencies, working managing in practice
Reservoir Glencoe Lochan discontinuance example
Reservoir Glencoe Lochan improvement example
Added value offered,
Quality assurance and monitoring / Weight %
25
15
20
15 / The following evaluation system will be applied:
0 – No response or totally inadequate response
No response or an inadequate response
1 – Major Reservations/Constraints
The response simplystates that the bidder can meet some of the requirements set out in the question or statement of requirements, but have not given information or detail on how they will do this.
2 – Some Reservations/Constraints
Bidder has provided some information about how they propose to meet most of the requirements as set out in the question or statement of requirements. There is some doubt in their ability to consistently meet the full range of requirements.
3 – Fully Compliant
Bidder has provided detailed information covering all elements of the question, detailing how they propose to meet all the requirements as set out in the question or statement of requirements. This gives full confidence in their ability to consistently meet the full range of our requirements.
4 –Exceeds Requirements
Bidder meets the required standard in all respects and exceeds some or all of the major requirements, which in turn leads to added value within the contract
8 / Pricing Schedule / Weight %
25 / “Price will be evaluated using the ‘standard differential method’ – each bidder receives 100% of the available marks less the percentage by which their tender is more expensive than the lowest; with 4 being the maximum score achievable.”
You must follow the instructions provided in the Pricing Section. This section also describes how the pricing evaluation will be undertaken.
9 / Declaration / Pass/Fail / You must sign the declaration specifying any area of the declaration with which you cannot comply. Details on mandatory and discretionary elements are contained within the Declaration.
Appendix 1 / NEC3 Contract Data Professional Services Contract / Mandatory / You must complete the following section of the Form:
“Contract Data Part 2 – Data Provided by the Consultant”
Your hourly rates will be evaluated as described in Section 8 – Pricing
Appendix 2 / FC NEC3 Z Clauses / For Information
Appendix 3 / Pricing Schedule / 25% / Complete Appendix 3.
Price will be evaluated using the ‘standard differential method’ – each bidder receives 100% of the available marks less the percentage by which their tender is more expensive than the lowest; with 4 being the maximum score achievable.
Appendix 4 / Report on an Inspection (S10)for Glencoe Lochan(June 2014) / For Information
Appendix 5 / Topographical surveys / For Information
Appendix 6 / Location Map / For Information
Appendix 7 / Risk Assessment Outline / For Information
Module B / References / Not Used / Not Used
Module C / Financial Information / Not Used / Not Used
Module D / Health and Safety / Pass/Fail / Complete & Return
5. Lots ‘Not Applicable’