Kelvedon Park Phase 3 – Workshops and associated buildings
Property Services Procurement Strategy
Contents
Page Section
3 Summary 4 Location 5 Existing site 6 Proposed site 7 Background 8 Lexden User Groups 9 Procurement Guide 10 Base process chart 11 Project responsibility profiles 12 Development Objectives 13 Development goals 14 Development benefits 15 Project objectives 16 Quality policy 17 Scope 18 Development Payment Stages 19 Assumptions 20 Procurement chain and anticipated timeline 21 EFA Team 22 QS/Project Manager/Contract Administrator/Lead Consultant 27 Design Family 30 Principal Constractor 31 Subcontractors 33 Contact list Essex County Fire and Rescue 2 Property Services 2016 Summary
• Essex County Fire and Rescue Service (ECFRS) are looking to replace their beloved although dated workshops facility at Lexden, Colchester with a new building at their Kelvedon Park Headquarters in Kelvedon. • This document outlines the processes to procure the necessary expertise the organisation requires to progress. • The construction plan is to confirm the building design with planners, apply and construct. Payment stages reflect this route. • ECFRS are affiliated to Constructionline and will be following their process to demonstrate compliance to PAS91 2013. • ECFRS will be using Delta e-sourcing to ensure best practice in the tendering process. • Procuring high level project expertise to manage the project and procurement through all stages the team will look to add design expertise and finally a contractor to complete the building. • The first milestone is to secure a planning view and report by September 2016.
Essex County Fire and Rescue 3 Property Services 2016 Location
The Site is located in north Essex at Colchester From M25 40 mins from Junction 28
Essex County Fire and Rescue 4 Property Services 2016 Existing Site
The Site comprises hardstanding, a main workshop with associated outbuildings on hardstanding with a historic woodland area to the north of the site.
Hardstanding area: 13,590 sqm (3.35 acres) approximately Woodland area: 21,400 sqm (5.3 acres) approximately Essex County Fire and Rescue 5 Property Services 2016 Proposed Site
• Located on the A12 London bound between Kelvedon and Witham • Braintree District Council are the Local Planning Authority
Essex County Fire and Rescue 6 Property Services 2016 Background
ECFRS
Our Mission: To save and protect lives, property and the environment.
With a patch covering 367,000 hectares and a population of more than 1.74 million, Essex is one of the largest non county fire services in the UK.
The County contains every conceivable risk - oil and gas terminals, a power station, two airports, docks, and arguably the country's busiest motorway, the M25 which runs through the heart of our ground.
That's why we continue to strive for operational excellence, doing more than we have ever done to keep Essex safe. With a modernisation agenda and a focus on providing an efficient, effective, value-for-money service, our efforts are firmly fixed on directing our resources in the areas where they can be best utilised.
As well as fighting fires, attending road accidents and dealing with major emergencies. We take this responsibility seriously and have embarked on a number of innovative schemes to educate and protect those most vulnerable in our communities. We will be doing more than we have ever done to make Essex safer.
Our 2015/16 budget provides for 733 wholetime and 514 retained firefighters, 34 control staff and 262 support staff.
Our 50 fire stations - 12 wholetime, 34 retained, 4 day crewed, plus one USAR station (Urban Search and Rescue) are sited to offer fire and rescue cover to every community within the county
Property Services
The Property Services team look after and maintain all the buildings for ECFRS. Our task is to ensure that all facilities are appropriate and fit for purpose.
The construction team are committed to ECFRS values of respect, accountability, openness and involvement. These values illustrate what ECFRS expect from all staff and what the community can expect of ECFRS.
The construction team are responsible for developing and maintaining property to sustain the positive perceptions of The Fire Authority’s Stakeholders.
This includes planned and reactive maintenance, capital improvement projects and redevelopment projects.
In order to achieve this a range of consultants are used to procure and manage building contractors to carry out a wide range of works to our sites.
Committed to Construction Excellence ECFRS are members of the Construction Clients Charter. Holding a design handbook with standards for most building works ECFRS are keen to ensure that value is driven from every part of itrs property developments, contract terms and outputs will need to reflect this.
Essex County Fire and Rescue 7 Property Services 2016 Lexden User Groups Fleet Workshops • Fleet Services are responsible for the design, specification, purchase, maintenance repair and disposal of Fleet Assets. • Assets total 390 vehicles (Type ‘B’ appliances, specials, cars, vans, Boats/Engines,) and 9639 items of operational and Workshop equipment. • The maintenance and repair service is 24/7 365 days a year on site at Lexden or through provision of Technicians attending stations and carrying out safety inspections and repairs at any location in Essex. • Fleet Service Technicians carry out over 35,000 hours labour each year. • Fleet Service responded to 332 urgent defects in 2014/15 (228 out of hours) in total 2106 defects were reported in 2014/15. • The on site Service provides on accident and repair including spray paint, fabrication and welding including the ability to produce custom engineered items on a mill/lathe . • Highly Skilled electricians carry out installs including vehicle emergency lighting and CCTV. • An MOT test lane also means a cost effective way of ensuring compliance and also generating an income for 3rd party MOT. • The skill levels of Fleet technicians and Fleet Management means a diverse Service can be offered and has the ability to offer Fleet Management to 3rd parties. Stores/Logistics • Goods, materials and repair orders for the organisation for all sundries such as stationery, uniform, catering and cleaning items. • Distribution involves 3 long wheel base vans dispatching to all stations, ensuring a secure internal postal service. On site machinery includes fork lift and pallet lifters • Core hours are 08:15 to 16:45 weekdays but operational support sometimes means out of hours working is essential.
Essex County Fire and Rescue 8 Property Services 2016 Procurement Guide
• Invitations from groups so long as all disciplines are covered within one single submission and that accountability is clear • Will be using the Delta e-sourcing to manage enquiries and processes allowing access to an extended market place to include local and SMEs. • Suppliers must read and follow the instructions issued with the appropriate notice to respond to opportunities. ECFRS has adopted Constructionline, the UK’s leading procurement and supply chain management service to reduce the administration burden on suppliers wishing to apply for this opportunity. • Registered with Constructionline? Simply supply your Constructionline membership number and complete the LPP specific questions on the PQQ. • Please ensure you log onto your Constructionline profile and ensure your information is appropriate and up to date. Please ensure you do this by the date in the advert. • Not Registered with Constructionline? Suppliers not registered are not precluded from this opportunity although they will need to demonstrate that they meet the pre- qualification requirements through the completion of the full PAS 91 questionnaire, alternatively, you could always register with Constructionline.
Essex County Fire and Rescue 9 Property Services 2016 Base Process Chart
Essex Fire Authority Full planning agree funding to pre Application planning advice
Internal team for Specification and Property and Client tender paperwork groups in place completed to OJEU
OJEU Procurement process initiated for Pre tender estimate QS/Project manager gateway and Planner
OJEU process for Works package Design family for pre tendered in planning advice accordance procured
Post tender estimate Pre planning advice agreed by the Essex gateway Fire Authority
Further design family Contractor procured if required appointed
Gateway Works completed
Essex County Fire and Rescue 10 Property Services 2016 Project Responsibility Profiles
Service/role ECFRS QS/PM/CA Design Contractor /CC Family Project manager X Cost manager X Employers agent X Contract Administrator X Lead Consultant X Lead Designer X Project architect X Structural engineer X Electrical engineer X Mechanical engineer X Public health/drainage X Acoustic/noise engineer X Traffic /civil engineer X Planning consultant X Interior layout designer X Building Control X consultant BREEAM consultant X Catering Consultant X ICT Designer X Audio visual consultant X Moves manager x Principle designer X Principle contractor X Clerk of works X Essex County Fire and Rescue 11 Property Services 2016 Development Objectives
• To provide an appropriate, lean and fit for purpose building, plant and machinery to deliver fleet and equipment services • To minimise the environmental impact of such a development on Kelvedon Park • To ensure the maximisation of existing facilities • To incorporate logistics within the site in the safest way • To create a safe and pleasant working environment • Creation of a successful design and construction team with clear and agreed dispute resolution • To reflect Essex Fire Authority design responsibilities as a local authority constructor • To provide a building with a minimum 25 year life • To ensure that capital investment into the building would be repaid within 25 years based on an average 3 year saving plus Lexden disposal costs
Essex County Fire and Rescue 12 Property Services 2016 Development Goals
• Relocation of our fleet workshops facility to our HQ site at Kelvedon Park • Clearance of our Lexden site to allow vacant disposal • A building that reflects the current design and aesthetics of our HQ facility • Clear and safe traffic management for vehicles and people • Minimised annual running costs lower than current costs • BREEAM assessment of good or better • Delivery to published timescales • Delivery to published and agreed costs with no hidden extras
Essex County Fire and Rescue 13 Property Services 2016 Projected Benefits
Tangible Benefits • Reduced running costs • Intensified use of core facilities • Reduced maintenance costs compared to existing • Improved maintenance bay access and use • Reduced vehicle holding time • Reduced support facilities • Minimal days lost to relocation • Reliable plant and machinery Intangible Benefits • Improved working conditions • Improved working environment • Improved location
Essex County Fire and Rescue 14 Property Services 2016
Project Objectives
• Structure • Spend • Maximise value • Supplier strategy • Procurement tools • Risk Management • Project boundaries • Benefits Realisation
Essex County Fire and Rescue 15 Property Services 2016 Quality Policy
• Quality control is to be inherent within all aspects of the build and facilitated by all involved in any level of the construction. • Definition of test – All systems, electrical and mechanical and all structures will be tested in accordance with appropriate British or European standards and a test document is to be compiled during the design stage. • Definition of ready – All elements are to have an agreed ready state within the testing document to confirm when handover can take place. No Handover can take place without ready state being agreed. • All consultancy works to be secured through GC works structures.
Essex County Fire and Rescue 16 Property Services 2016 Scope
• Design, Planning Permission and Construction of a building or series of buildings to replace the current fleet facility at Lexden • To understand and report against agreed budgets and timescales to achieve the development • To relocate agreed services with minimal disruption to service • To assist in delivering the most effective environment to deliver fleet and logistic services • A BIM strategy with associated sponsorship requirements • Effective engineered environmental benefits to reduce running costs or improve whole life costing
Essex County Fire and Rescue 17 Property Services 2016 Development Payment Stages
The following stages will be used for payments and should be priced for, other payment frameworks such as Riba will need to be adapted to fit as required by the tenderer:- • Pre planning advice completion • Completion of full Planning Application • Construction contract let • Construction Handover • Defects completion certificate Abortive fees cannot be charged any further than the stage in progress. Additional fees can only be agreed at the stage outset and the Authority reserves the right to terminate the service at any time. All papers, records, files are the property of Essex County Fire and Rescue and will be handed to the Authority on demand.
Essex County Fire and Rescue 18 Property Services 2016 Assumptions
• Total Project cost circa £8m with a construction cost of circa £7,000,000 • Professional fee percentage will vary according to role • Total project professional fees circa £1,000,000 on the following payment plan
Stage Description % Payment % Payment assumed assumed PM/QS role design team role 1 Pre Planning 15 20 Advice 2 Full Planning 15 20 application Submitted 3 Construction 20 30 contract let 4 Construction 45 25 handover 5 Defects 5 5 completion Essex County Fire and Rescue 19 Property Services 2016 Procurement Chain
Essex County Fire and Rescue 20 Property Services 2016 EFA Team
CORE RESPONSIBILITIES: • Owner • Client group • Users • Designers • Responsible person for adjacent site and users • Budget Holder • Local Authority and design Advocate • Emergency Service provider • Informed user • Quality Assurer to all aspects of the construction, processes and teams • Objective setter • Provision of the EFA Construction Team • Construction Clients Charter guide • Pre development survey works RESPONSIBLE TO: • Members of the Fleet Transformation Board • Members of the Essex County Fire and Rescue Authority • Members of the Public and other stakeholders
PROCUREMENT PROCESS:
Staff teams directly employed and responsible to ECFRS consisting permanent and contract employees.
Secondments from other sections for the period of the build or as and when required.
Essex County Fire and Rescue 21 Property Services 2016 QS/Project Manager/Contract Administrator/Lead Consultant
CORE RESPONSIBILITIES: • Design family procurement • Budget planning • Cost, risk and change management • Project reporting • Quality policy • Benefits analysis • Whole life reporting decision information • Objective tracking • KPI tracking • Design Family procurement assistance and management • Construction agreement terms and conditions • Contract Administration RESPONSIBLE TO: • ECFRS Team • Fleet Transformation Board • EFA PROCUREMENT PROCESS: • Tender process based on Constructionline pre-qualifying listings • GC Works – Consultants terms and conditions EVALUATION CRITERIA • Constructionline • Valid SSIP • Indemnity and public liability insurance • As per tables
Essex County Fire and Rescue 22 Property Services 2016 QS/Project Manager/Contract Administrator/Lead Consultant Specification
• The bidder to price for the duties as identified within the strategy for the above roles • For the avoidance of doubt these roles are detailed with GC/Works/5 (1998) as amended • The bidder is to price for the project to completion, broken down in the stages identified on P.16 of this document. Note, there is no automatic progression to the next stage until due authorisation is given. See also assumptions page 17. • Specific detail is to be provided for the fee element allocated to stage 4 to cover either increase or decrease to the budget construction cost.
Essex County Fire and Rescue 23 Property Services 2016 QS/Project Manager/Contract Administrator/Lead Consultant First Stage evaluation criteria
Score Criteria Essential Desirable Area General Assessment to Constructionline Yes items standard Valid SSIP accreditation Yes
SSIP Accreditation via Chas yes
Public Liability Insurance Yes
Employers Liability Insurance Yes
Background Blue light sector experience Yes
Experience in vehicle workshop Yes design and delivery Three corporate references Yes
Project Project team proposal Yes
Understanding of the brief to be Yes limited to 2 pages A4
Essex County Fire and Rescue 24 Property Services 2016 QS/Project Manager/Contract Administrator/Lead Consultant Interview Stage evaluation criteria
Score Area Team identification and certainty
Procurement knowledge
Project management technique
Problem solving capabilities
Change management capacity
Cost Control awareness
Quality control technique
Risk control technique
Understanding of ECFRS as a construction client
Benefits of engagement
Quality assessments from first and second stages will account for 40% of the total scoring criteria with 60% disseminated by % of the lowest bid/price
Essex County Fire and Rescue 25 Property Services 2016 QS/Project Manager/Contract Administrator/Lead Consultant outline procurement timetable
• Contract notice to be posted by 28 January 2016 • 35 days for application pack submission (25 days notice period plus 10 days) • Shortlisting within 15 days • Interviews for QS/PM/CA/LC end of February • 10 day standstill period • Anticipated application pack for design team May 2016 • Confirmation of pre planning advice prior to December 2016
Essex County Fire and Rescue 26 Property Services 2016 Design Family
CORE RESPONSIBILITIES: • Principal Designer • Structural Designer • BREEAM lead • Building Regulations design and approval • Mechanical and electrical design and development • Architecture and design • Planning consultation and delivery • Highways design, planning and consultation • Clerk of Works and quality assurance • Fitting out design and consultation • Statutory services design and co ordination RESPONSIBLE TO: • EFA construction team • Cost/Project manager PROCUREMENT PROCESS: • Value denotes a full OJEU process as a single entity EVALUATION CRITERIA: • Constructionline • CHAS • Indemnity and public liability insurance • GC Works terms and conditions • As per tables
Essex County Fire and Rescue 27 Property Services 2016 Design Family First Stage evaluation criteria
Score Criteria Essential Desirable Area General Assessment to Constructionline Yes items standard CHAS Membership Yes
Public Liability Insurance Yes
Employers Liability Insurance Yes
Background Blue light sector experience Yes
Experience in vehicle workshop Yes design and delivery Three corporate references Yes
Project Project team proposal Yes
Understanding of the brief to be Yes limited to 2 pages A4
Evaluation criteria subject to the agreement of QS/PM/CA/LC
Essex County Fire and Rescue 28 Property Services 2016 Design Family Second Stage outline evaluation criteria
Score Area Criteria Sub Criteria
Quality 40% Submission 15% Quality, financial standing, project team, resources, Equality and Diversity, Health and Safety, financial capacity, insurance provision, personnel, contract capability Interviews 25% Methodology, workplan, communication strategy, service provision, Quality assurance, interpretation of brief, experience, Price 60% Price % x lowest price/bid price
Evaluation criteria subject to the agreement of QS/PM/CA/LC
Essex County Fire and Rescue 29 Property Services 2016 Principal Contractor
CORE RESPONSIBILITIES: • Construction • Health and Safety • Budget constraint • Contractor assigned design detail • Quality management • Site supervision • Site security • Statutory services provision • Safeguarder of Clients charter to sub contractors • Programme confirmation RESPONSIBLE TO: • EFA Team • Cost/project Manager PROCUREMENT PROCESS: • Value denotes a full OJEU process • JCT works contract as agreed by the cost/project manager • Value denotes a full OJEU process as a single entity EVALUATION CRITERIA: • Constructionline • CHAS • Indemnity and public liability insurance • GC Works terms and conditions • As per tables • To be published once agreed by design team
Essex County Fire and Rescue 30 Property Services 2016 Nominated Sub contractors
CORE RESPONSIBILITIES: • Similar to main contractor • Other duties as instructed
RESPONSIBLE TO: • Main Contractor
PROCUREMENT PROCESS: • As required
Essex County Fire and Rescue 31 Property Services 2016 Domestic Sub contractors
CORE RESPONSIBILITIES: • Similar to main contractor • Other duties as instructed
RESPONSIBLE TO: • Main Contractor
PROCUREMENT PROCESS: • As required
Essex County Fire and Rescue 32 Property Services 2016 Contact List
• General enquiries - [email protected] • Procurement enquiries – [email protected] • Construction or project related- [email protected]
Essex County Fire and Rescue 33 Property Services 2016