CIVIL and STRUCTURAL ENGINEERING PROFESSIONAL SERVICES NWCE- 8VTDJX. with the option to extend for up to a further 24 months. USER GUIDE Version 2

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1 CIVIL and STRUCTURAL ENGINEERING PROFESSIONAL SERVICES NWCE- 8VTDJX 2 nd September st September 2015 with the option to extend for up to a further 24 months USER GUIDE Version 2 SEPTEMBER

2 CONTENTS INTRODUCTION 3 SCOPE OF SERVICES 3 PROCUREMENT OF FRAMEWORK 3 TERM 7 COUNCIL ORDER SELECTION CRITERIA 8 APPENDIX A CONTRACT DATA PART ONE APPENDIX B CONTRACT DATA PART TWO APPENDIX C SUPPLIER SELECTION REPORT APPENDIX D ASSIGNMENT PERFORMANCE QUESTIONNAIRE

3 1. INTRODUCTION This guide is intended to inform clients about the Civil and Structural Professional Services Framework and how it can be accessed and used. The guide is accompanied by the relevant documentation that clients will need to inform themselves that the services have been properly procured and how they are structured; consultants on the framework; what the process is and how to use it. For further information please contact 2. SCOPE of SERVICES The framework provides for the selection of professional services relating to the following four specialist areas:- Lot 1) Traffic Schemes and Network Management Professional Services; Lot 2) Highways and Highway Structures; Lot 3) Building Structures; Lot 4) Transport Related Civil and Structural Professional advice and services including Investigation, Planning, Design, Operations and Maintenance. 3. PROCUREMENT of the FRAMEWORK The framework has been procured by Trafford Borough Council on behalf of Stockport Metropolitan Borough Council, Manchester City Council, Bolton Council and Transport for Greater Manchester. The framework is being let by Trafford Borough Council but may also be used by: AGMA (Association of Greater Manchester Authorities) and Associate Members/AGMA Partners listed at Transport for Greater Manchester including pteg Ltd, South Yorkshire Passenger Transport Executive; West Yorkshire Passenger Transport Executive; Tyne and Wear Passenger Transport Executive; West Midlands Passenger Transport Executive; Mersey Travel, and any of their successor organisations. The procurement process was via a full OJEU restricted procedure and there were no legal challenges to the process. 3.1 The Services Required are:- Lot 1) TRAFFIC SCHEMES and NETWORK MANAGEMENT PROFESSIONAL SERVICES: CDM audit of highway network development of community transport plans assessment, design and project management of traffic management proposals implementation of traffic regulation orders appraisal of traffic count information assessment of facilities for the disabled and vulnerable road users 3

4 tactical modelling of junctions and microsimulation accident investigation including feasibility analysis and site ranking area, junction and route assessment urban safety management initiatives road safety education, training, publicity, co-ordination and audit of school crossing patrols school travel plans car parking management including land use assessment, operational advice and economic viability production and assessment of Traffic Impact Assessments scheme financial assessment and cost / benefit analysis LOT 1 CONSULTANTS APPOINTED Consultant Ranking AECOM 1 ATKINS 2 WILDE 3 CONSULTANTS LTD HALCROW 4 WYG 5 Lot 2) HIGHWAYS and HIGHWAY STRUCTURES: CDM highway structure inspections highway structure assessments design, contract production and site supervision of highway structure schemes (including new highway structures / re-decking / reconstruction / painting ) design, contract production and site supervision of highway schemes (including traffic calming / bus and cycle schemes / junction improvements / new roads ) geotechnical advice topographical surveys acoustic assessments street lighting design quantity surveying drainage design and flood study work LOT 2 CONSULTANTS APPOINTED Consultant Ranking WILDE 1 CONSULTANTS LTD AECOM 2 HALCROW YOLLES 3 ATKINS 4 AMEY OW LTD 5 URS SCOTT WILSON 6 4

5 Lot 3) BUILDING STRUCTURES: CDM structural inspections structural designs structural alterations and repairs building regulation checking LOT 3 CONSULTANTS APPOINTED Consultant Ranking AECOM 1 URS SCOTT WILSON 2 WILDE 3 CONSULTANTS LTD MOTT MACDONALD 4 WATERMAN 5 TRANSPORT & DEVELOPMENT Lot 4) TRANSPORT RELATED CIVIL and STRUCTURAL PROFESSIONAL ADVICE and SERVICES:. The scope of the civil advice and services will include the following areas: Streetworks Drainage Earthworks Geotechnics including contamination Heavy Structures and materials LRT alignment Railway & LRT Trackwork Traffic and junction modelling Highways horizontal and vertical alignment CDM The scope of the structural advice and services include the following areas: Projects including construction and refurbishment of interchanges, bridges and rail-related structures. Bus, heavy rail and light rail projects and smarter travel options including: a. Bus stations b. Tram stops c. On highways work d. Bus priority infrastructure e. Rail station development f. Park and ride and g. Associated infrastructure e.g. bridges and viaducts Expertise in the following activities will be available: 5

6 Initial design concept Input / output / set up and if required value and risk workshop Provide input to others in the general reporting and approval process Investigate feasibility options Produce feasibility studies Assist in identification of risk Produce product briefs Provide input to cost studies Provide input to life cycle costs Develop product design briefs Develop initial product briefs Assist in performance of risk management Assist in performance of change control Perform value engineering exercises Provide input to life cycle cost analysis Provide input to product design costs and cost plans Assist in developing contractual requirements Produce detailed product designs Produce product information Perform value management Provide input to procurement of resources Expand product information Provide records / as-built information Ensure design information is complete and active Input to post implementation reviews Input to process reviews Input to operations effectiveness workshops Assist client in preliminary / feasibility work Assist client in preparation of standard documentation Assist and / or advise client on establishing and operating record / information systems Hold, maintain, be responsible for computer models and data sets on behalf of the client The scope of services includes oversight of the procurement and report production for more specialist items of work, for example site investigations topographical surveys structural inspections/analysis. The extent of the services associated with the above, scope also includes planning, outline and detailed design in connection with transport-related capital programme works. These may vary from minor on street facilities to state of the art multi-modal transport interchanges. 6

7 LOT 4 CONSULTANTS APPOINTED Consultant Ranking ATKINS 1 AECOM 2 AMEY OW LTD 3 MOTT MACDONALD URS SCOTT WILSON JACOBS ENGINEERING LTD TERM The Framework Agreement shall commence on the 2 nd September 2013 and shall continue in force for 24 months ( Initial Term ) and may be extended for up to a further 24 months subject to agreement and performance over the past 24 months unless terminated in accordance with the provisions of the Framework Agreement. 7

8 5. COUNCIL ORDER SELECTION CRITERIA Call Offs (Tasks) from the framework will be effected by either:- direct allocation or a mini competition. Call Offs will be made utilising the NEC Professional Services Contract (June 2005) although each participating authority is able to vary this form of contract and choose an alternative form of contact if deemed necessary to suit their projects. 5.1 THE MECHANISM FOR THE CALL OFF OF TASKS Consultants will be selected as follows: 5.1.1Direct Allocation Direct Allocation will be effected by the participating authority issuing a Contract Data Part One (Task Order Form) Appendix A and blank Contract Data Part 2 Appendix B (which requires completion) for NEC3 Professional Services Contract. Eligible participating authorities may directly allocate Tasks to a supplier on the relevant lot where: Based on ranking and a cascade approach in the desired Lot i.e. highest ranked framework member is offered the work first. If the framework member refuses/cannot deliver the work it will be offered to the next ranked framework member. There is an identified specialism that no other Framework member within the relevant lot can fulfil. Each Authority should document their reasons for choosing this option for audit purposes Mini-Competitions Where the participating authority requires services, but does not wish to perform a Direct Allocation, a mini-competition will be held by inviting all of the Framework Members on the relevant lot. The mini-competition will be effected by the participating authority issuing a brief to all the framework members clearly detailing the requirements, with quality based questions specific to the project and a request for costed proposal. Suppliers will respond within the stated timeframe and the eligible participating authority will evaluate and score the proposals, see Section If, following evaluation, the eligible participating authority elects to award a contract it will do so with the supplier submitting the most economically advantageous proposal. The participating authority will effect the award by issuing Contract Data Part One (Task Order Form) Appendix A and blank Contract Data Part 2 Appendix B (which requires completion) for NEC3 Professional Services Contract. The Authorities reserve the right to hold a mini competition in accordance with each Authority s standing orders. 8

9 5.1.3 Receive and Evaluate Proposals Proposals should be evaluated on a 60/40 basis with 60% of the score related to the quality and 40% related to cost. This is consistent with the evaluation of the framework. The following formula will apply to the cost element: Maximum Points awarded to lowest cost = 40 P Points awarded to other tenderers = Where: T is the tendered cost T low is the lowest tendered cost T low T * 40 Prior to applying the above formula tendered costs should be reviewed to ensure that all the proposals are evaluated on an equal basis and, where appropriate, the tendered cost should be adjusted (or normalised ) if cost elements are missing or understated. All day rates quoted should be equal to or should not be more than the not to exceed day rate The consultant with the highest overall score will be selected to provide the services based on being the Most Economically Advantageous Tender. 5.2 Report Consultant Selection to Trafford Council Trafford Procurement must be informed when a supplier is selected. Appendix C provides a simple report which should be ed to corporate.procurement@trafford.gov.uk 5.3 Account Management and Performance Management Account Management It is planned to hold 6 monthly meetings with the Suppliers Framework Account Managers for the following purposes: Bid performance feedback on unsuccessful bids Assignment performance - feedback on performance on assignments Gather market information Agree value added activities The meetings will be led by Procurement and will be supported by managers within Trafford Council. Participant organisations are welcome to feed into or be part of this process and should contact to corporate.procurement@trafford.gov.uk Performance Monitoring A performance monitoring regime will be introduced. This will enable Trafford Council to give constructive feedback to its suppliers to enhance their performance and address any poor performance issues. In support of the feedback process client satisfaction questionnaires should be completed by the Trafford Council Project Manager at the end of each assignment or, for long assignments, at key stages; and sent to Procurement. 9

10 If Participant organisations wish to inform the Performance Monitoring process they are welcome to do so and should complete the assignment performance questionnaire at Appendix D and it to corporate.procurement@trafford.gov.uk 10

11 APPENDIX A- CONTRACT DATA PART ONE EXAMPLE ORDER FORM This Order Form is comprised of two parts; Contract Data Part One and Contract Data Part Two. Completion of both parts of the Order Form by the parties will result in an Order for Services. MODEL ORDER FORM (This form may be amended by the Employer) For the avoidance of doubt any Orders placed by the Employer shall be in accordance with the Framework Terms and Conditions and any Services delivered by the Consultant shall be in accordance with the terms and conditions of the relevant NEC 3 Professional Services Contract as identified in this Order Form. CONTRACT DATA PART ONE (To be completed by the Employer) The terms and conditions of contract are the core clauses and the clauses for main Option (Insert Option Reference), dispute resolution option (Insert Option Reference), and secondary options (Insert Option References) of the NEC3 Professional Services Contract (June 2005) Contract Date: (Insert date Contract is to commence) Employer: (Insert name, registered address and company number) Consultant: (Insert name, registered address and company number) Adjudicator: (Insert name, registered address and company number) Order Ref: Scheme No: File Ref: Scheme Title: Service Start Date: (Insert date Services are to commence) Description of Services Required: Order Specification Scope Services to be delivered in accordance with the following documents: Framework Agreement NEC 3 Professional Services Contract (June 2005) (Others if applicable.) 11

12 Period for Reply: (Insert period, i.e; weeks) Period for Retention: (Insert period) years following completion or earlier termination Nominated Tribunal Body: (insert details) Quality Quality policy statement to be provided within (insert period) of the Contract Date. The defects date is (Insert date) weeks after completion of the whole of the Services.. Indemnity, Insurance and Liability The amounts of insurance and the periods for which the Consultant maintains, as in accordance with the Framework, unless amended as below. Event Cover Period following completion of the whole of the services or earlier termination Failure of the Consultant to use the skill and care normally used by professionals providing services similar to the services Death of or bodily injury to a person (not an employee of the Consultant) or loss of or damage to property resulting from an action or failure to take action by the Consultant) Death of or bodily injury to employees of the Consultant arising out of and in the course of their employment in connection with this contract in respect of each claim, without limit to the number of claims.. in respect of each claim, without limit to the number of claims.in respect of each claim, without limit to the number of claims The Employer shall provide the following insurances (Insert details if applicable).. Programme Activity Duration Investigations Works Costs (Insert detail) (Insert detail) (Insert detail) Employers Budget 12

13 Statutory Undertakers Fees Others Total Payment The assessment interval is (insert interval) The interest rate is. % per annum (not less than 2) above the. Rate of the bank Optional Clauses (these should be included in accordance with the Option used) MODEL SCHEME BRIEF (Optional Section for completion, where relevant, by the Employer) PROJECT TITLE: LOCATION Purpose of Project Initial Preferred Option 13

14 Items to be included on the Risk Register: The Employer provides access to the following: Access to: (Insert details if applicable) Access Date: ACTIVITIES: Topographical Survey Investigation Works Geotechnical Survey Initial Consultation Feasibility Study Public Consultation TRO Output Site Investigation report Survey data and plans Report(s) on investigations carried out Site Investigation proposal Consultation report Feasibility study proposals Issues Report Draft Options report Final Options report Consultation proposal and programme Public consultation letter Consultation leaflet and questionnaire Public consultation report Detailed Design brief Draft TRO consultation letter and TRO consultation plans Required Yes / No Design of Works Procurement Construction Supervision Review of Completed Scheme CDM Co-ordinator Duties Summary of TRO consultation process Design Calculations Drawings Contract documents Street lighting design UTC design Tender assessment report Supervision of the works Agreed final account Project Review report Pre-Construction H & S Information 14

15 Principle Inspection report Assessment Pack H & S File including as built drawings Principle Inspection report Detailed Calculation Assessment report 15

16 APPENDIX B - CONTRACT DATA PART TWO Contract Proposal (For completion by the Consultant) Key persons/job Title Responsibilities Qualifications Summary: Schedule of Activities Activity Cost of Activity Total Cost Staff Rates Activity: Name Position and Designation Hours Rate Cost Cost of Activity Expenses Total Activity: Name Position and Designation Hours Rate Cost Cost of Activity Expenses Total Activity: Name Position and Designation Hours Rate Cost 16

17 Cost of Activity Expenses Total Additional Documents to be Submitted by the Consultant:- (a) Documents to Form Part of the Consultant s Offer: (Insert details) (b) Documents for Information Only (Will Not Form Part of the Consultant s Offer): (Insert details) Items to be included in the Risk Register: Additional Clauses: these should be included in accordance with the Option used) AUTHORISATION For the avoidance of any doubt the Parties agree that by signing this Order Form, they are entering into a legally binding Contract under which the Employer has placed an Order under the Framework Agreement and the Consultant has accepted that Order. The Parties further agree that provision of the Services pursuant to the Contract shall be in accordance with the terms and conditions of the relevant NEC 3 Professional Services Contract as identified in this Order Form (THE EMPLOYER SHOULD INSERT THE REQUIRED ATTESTATION CLAUSES FOR SIGNATURE BY BOTH PARTIES) 17

18 APPENDIX C SUPPLIER SELECTION REPORT Participant Organisation: Participant Contact Name: Participant address: Participant phone number: Title of Project/Engagement: Selected supplier: Value of engagement: Start date: Planned end date: Please complete the above form and to corporate.procurement@trafford.gov.uk 18

19 APPENDIX D ASSIGNMENT PERFORMANCE QUESTIONNAIRE External Consultants/Suppliers (to be completed by PM for each Consultant / Supplier insert as many responses as completed) Name of Organisation Project/assignment title Point of Contact Please indicate how satisfied you are with each of the following elements of consultant / supplier performance, using a scale of 1 to 10 where: 1 = Totally dissatisfied 5 = Neither satisfied / dissatisfied 10 = Totally satisfied 1. How do you rate their understanding and awareness of our needs? Comments: 2. How satisfied are you that they adhered to the brief? Comments: 3. How satisfied were you with how you were kept informed of progress and expenditure? Comments: 4. How well were alternative approaches/design solutions and their implications on cost and maintenance (if a construction based assignment) explained to you? Comments: NA 19

20 5. How satisfied are you that their point of contact was approachable and your concerns accommodated? Comments: 6. Were you satisfied with the level and quality of resources allocated to the project? Comments: 7. How satisfied are you with the way the project was managed by their point of contact? Comments: 8. How closely was the project delivered to the agreed Schedule? Comments: NA time and materials up to a maximum 9. Delivery of project within budget? Comments: NA time and materials up to a maximum 10. How satisfied were you that the level of service represented value for money in terms of fees? Comments: Please comment on :- attitude/relationship with client and other stakeholders relationship with other designers/suppliers/consultants attitude in negotiating fees/expenses/claims quality of output would you use again? 20

21 11. How satisfied are you with the way changes and variations were managed? Comments: 12. Were you satisfied with the continuity of staff involved in this engagement? Comments: 13. Did the consultant work effectively with the authority and other partners? Comments: 14. How satisfied were you with the manner in which disputes were handled? Comments: Questions 15 and 16 to be answered for projects related assignments only 15. How satisfied are you that ease and cost of maintenance have been considered in the design? Comments: Any other comments: 21

22 Overall satisfaction with contract performance: Lessons learned: 22