Strategic Regional Coastal Monitoring Programme Procurement Contract

Strategic Regional Coastal Monitoring Programme Procurement & Contract Management Chris Longmire Canterbury City Council Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Background • Overall Project Budget = £ 8. 1 million • Services over £ 154, 777 are required to be advertised in the European Union (The Public Services Contracts Regulations 1993) Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Three stages to Procurement • Application • Validation • Tendering Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 1 - Applications for Expressions of Interest were placed in: • Official Journal of the European Union (OJEC) • New Civil Engineer on 6 th June 2002 for response by 15 th July 2002 Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 1 - Application Expressions of Interest received: United Kingdom 72 Europe 11 Local Authorities/EA 10 Total 93 Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 1 - Application Local Authorities who previously carried out or expressed an interest in providing monitoring services were, having first passed a technical audit, contracted to provide those facilities under Service Level Agreements. Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 1 - Application All Consultants who returned an Expression of Interest were sent a comprehensive Pre-qualification Questionnaire to complete and return by 6 th September 2002. This requested information on: Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 1 - Application • • • Company details Finances References for completed Contracts General Information on Staffing, Quality, Insurance, Office Technology Equal Opportunities Health and Safety Professional Conduct Environmental Practices Proposals for carrying out the Work Packages Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 2 - Validation Between October 2002 and April 2003 comprehensive reviews were undertaken of the 34 submissions returned. This review took the form of: • • Assessment of the Quality and Capacity – Project Team Reference Evaluation – Project Team Financial Verification – Project Team Technical Audit – NFDC/EA National Survey Centre Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 2 - Validation All Consultants passing the Validation stage were put on the Project Select List of Consultants Topographic Surveys 17 Bathymetric Surveys 12 Wave Measurement 6 Tide Measurement 7 Aerial Photography 7 Li. DAR 6 Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 3 - Tendering Detailed Conditions of Contract and Specifications were drawn up between January 2003 and June 2003 with the first Tender package dispatched in early June 2003 Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 3 - Tendering Tenders were let to comply with the individual Procurement Authorities Standing Orders and EU Procurement rules i. e. minimum 40 day Tender period. On receipt of completed Tender documents all submissions were evaluated in line with the recommendations of HM Treasury - Procurement Guidance No. 3: Appointment of Consultants and Contractors. Southeast strategic regional coastal monitoring programme www. channelcoast. org

Procurement Stage 3 - Tendering Evaluation of the Tenders was on the basis of the most economically advantageous in terms of: • • Key Staff Method Statement Work Programme Health and Safety • Equipment • Data Processing/Presentation • Quality Plan and Management • Contract/Technical Management • Financial Submission Southeast strategic regional coastal monitoring programme www. channelcoast. org

Contract Management Conditions of Contract The Conditions of Contract chosen for the Strategic Regional Coastal Monitoring Programme are: The New Engineering Contract – Professional Services Contract. Southeast strategic regional coastal monitoring programme www. channelcoast. org

Contract Management Contracts New Forest District Council • Topographic – In House • 4 x Bathymetric – Contract/In House • Wave - Contract • Tide – Contract Current Status Currently underway 3 Awarded, 1 out to Tender shortly Worthing Borough Council • 1 x Bathymetric – Contract Current Status Currently Underway All Wave Buoys Placed & working Shortly to Tender Southeast strategic regional coastal monitoring programme www. channelcoast. org

Contract Management Contracts Canterbury City Council • 4 x Topographic – Contract • 2 x Topographic – SLA/In House • 3 x Bathymetric – Contract Current Status commenced August 2003 commenced June 2003 commenced September 2003 Environment Agency • ABMS – Contract • Li. DAR – Contract Current Status Tender Awarded Out to Tender end Oct 2003 Southeast strategic regional coastal monitoring programme www. channelcoast. org

The procurement process will be evaluated by the Project Team with a view to making recommendations to the Project Board on improvements that can be made for future projects Southeast strategic regional coastal monitoring programme www. channelcoast. org

Southeast strategic regional coastal monitoring programme www. channelcoast. org