Hydraulic Modelling and Risk Mapping Statement of Requirements and Outline Brief Template Technical Group www.sfrm.co.uk

1. Introduction Project title Ribble Catchment Model Update and Expansion Project reference tbc Project stage Main Environment Agency Region North West Environment Agency Area n/a Environment Agency Project Manager Mark Franklin Environment Agency Project Executive tbc Project Partner(s) n/a Address Richard Fairclough House, Knutsford Road, Contact details for Environment Agency Latchford, Warrington, Cheshire, WA4 1HT Project Manager Telephone 01925 542958 Email [email protected]

2. Health & Safety and environmental considerations The Environment Agency has a statutory duty to ensure that the employees and consultants it employs are competent in the tasks they perform with regard to health, safety, wellbeing and environmental responsibilities. Compliance with Health and Safety legislation was addressed when the SFRM2 framework was tendered for and general requirements for Health and Safety (such as working hours, site visit risk assessments, etc) are covered by this.

3. Description of requirements Objectives  There are 1.825 million properties at high-risk of flooding from rivers and the sea in England and Wales. We need to increase the number of properties that receive and take up our warnings to meet the aims of our corporate strategy  The project aims to improve real-time flood forecasting for the Ribble Catchment, specifically the and Calder catchments to support continuing expansion of our Flood Warning Service and to ensure continued delivery of timely and accurate Flood Warnings  The approach expected to be taken is to update the modelling, and provide guidance on model performance for Flood Forecasting Duty Officers  Key issues and risks include the urban nature and rapid response of the catchment, channel changes and the short data record at key sites Study area Maps showing the geographic location of the study area are included in Appendix A.  The project area lies in the Ribble Catchment to the east of Preston  The catchment is extensively urbanised with an area of about 330km 2 and several fast response tributaries (Pendle Water, Water, , Green Brook, River , ). Many sections are culverted or in engineered channels and there are significant areas of floodplain in the lower reaches and in parts of the upper catchment  Key urban areas include , Nelson, Colne and , with Flood Warning Areas at Whalley, Burnley, , Fulledge, Lomeshaye and , and further Flood Warning Areas planned for , Colne and Burnley during 2011/12  A number of models exist for the study area, the most applicable are:  Pendle Water, Upper Calder and Lower Calder Flood Forecasting Models ( Flood Forecasting Improvements Project, Atkins, 2006)  Burnley, , Green Brook, Lower Calder, Pendle Water, Swinden Brook and Flood Mapping Models (Burnley, Nelson, Colne Area Flood Mapping Update, JBA, 2010) Page 1 of 9 Last updated 31-Mar-11 Hydraulic Modelling and Risk Mapping Statement of Requirements and Outline Brief Template Technical Group www.sfrm.co.uk

 Modelling reports for PDMs developed at various sites inside and outside of the study area which may be suitable donors Deliverables The draft and final reports of the project must be agreed with the EA PM and should follow the principles of the SFRM performance scope (available from www.sfrm.co.uk .).

A detailed list of tasks required is provided in Appendix B.

 The main deliverable is an updated Flood Forecasting network suitable for configuration into the NFFS and for real-time use  To support real-time use of the model the project should deliver (concise) guidance on expected model performance and limitations for inclusion in the NW MFDO manual  The final modelling report should be a technical report aimed primarily at Flood Forecasting Technical Specialists  Calibration, verification and performance testing should be carried out to understand the model performance with observed flows, observed rainfall, and forecast rainfall  With reference to the above statement the consultant should clearly state in their response what capability they have for carrying out this testing, and what access they have to forecast rainfall data for use in this project  Offline calibration should be to current NW specification standards and, as such, a general minimum target accuracy of ±150 mm (more accurate where possible) with perfect ‘hindsight’ rainfall inputs are expected at all forecast locations Activities  Project management  Preparation of outline proposal  Fortnightly updates on progress, monthly updates on project progress and spend profile  Feed in to survey requirements (survey will be procured and delivered by the Environment Agency)  Preparation of suitable inputs for model  Review and improvements of existing hydraulic model – due to the urban nature of the catchment a hydrodynamic (HD) rather than flow routing approach is expected for the Pendle Water and Upper Calder models at least. Routing may be considered for the Lower Calder model, however the HD models for this reach are quick to run anyway  Agreement of a sensible and consistent naming convention for model nodes  Calibration of hydrological and hydraulic models and analysis of data against available information  Sensitivity analysis and discussion  Production of draft report  Quality assurance of all deliverables  Assessment of supplier performance measures (SPMs)  Production of final report following review of draft report and deliverables by the EA  Production of model outputs defined in Appendix B  Presentation of final outputs to client audience (tbc)  Post project appraisal

Data Data available  General data available from the Environment Agency (with licence) including topographic survey, LIDAR (from geomatics group website), OS Mastermap and tiles, HiFlows UK, FEH CD- ROM data, etc Page 2 of 9 Last updated 31-Mar-11 Hydraulic Modelling and Risk Mapping Statement of Requirements and Outline Brief Template Technical Group www.sfrm.co.uk

 Hydrometric data and rating curve reviews – see attached table  Rainfall forecasts may be made available by the Environment Agency (with licence) – the consultant should clearly state in their response what access they have to forecast rainfall data for use in this project Data management plan For this project the EA PM will produce the data management plan. Intellectual property There are clauses in the Contract Data Template (Option X9 and Option Clause Z4) related to IPR which help us ensure we manage Intellectual Property properly. Data security The usual data security requirements apply for the project in respect of the handling, storage and transmission of personally or commercially sensitive data. Licensing Any data supplied to the consultant as part of this study will be done so in accordance with Environment Agency policy, and appropriate data licences. Any other data requested by the consultant will be provided and licensed for the duration of the study. Metadata Any new data or information that is created as part of a commission must be submitted to the Environment Agency with associated metadata.

4. Project management Outline budget n/a Outline programme  There are a number of key milestones that must be agreed and met, namely: draft PDM parameters and supporting files, draft rating models and reporting, draft river models, draft performance results, draft guidance, draft final report, final report – these should be clearly identified as such in your programme  Ideally the project will commence during late April or early May 2011, the estimated duration of commission of the commission is around six months so final delivery is expected during December 2011  Good communication will be key to successfully completing the project. As a minimum, short (less than 10 minutes or a few bullet-points) fortnightly updates by email and/or telephone are expected, along with monthly updates on project progress and spend profile  At least 10 working days should be allowed in the programme for the EA to review any draft material Pricing Option - NEC3 Professional Services Contract (PSC) Option A: Priced contract with activity schedule This is the preferred option, alternatives may be considered where there is justification i.e large potential cost savings. Contract strategy  Response time for return of initial proposal: two weeks (extra days added as EA PM on leave)  Allocation approach: mini-competition  Quality: price basis: 50:50 quality : price  Consultants being approached: Halcrow, JBA Tender return information  All bid information to be returned as password protected electronic submissions via e-mail to mark.franklin@environment–agency.gov.uk and copied in to carol.caddick@environment- agency.gov.uk  For technical questions please contact Mark Franklin 01925 542958 (Mark will be on annual leave 1 st -8th April inclusive) Page 3 of 9 Last updated 31-Mar-11 Hydraulic Modelling and Risk Mapping Statement of Requirements and Outline Brief Template Technical Group www.sfrm.co.uk

 For procurement questions only contact Carol Caddick from the regional procurement team  Submissions to be returned by 12 midday on Tuesday 19th April  Late or non-compliant submissions may not be considered

5. Consultant’s response The consultant must provide a technical / quality / price proposal (including programme / costs / risks) of a maximum of 3 sides of A4 + CVs (where key staff have already worked with the EA PM it is not necessary to provide their CVs).

The proposal should consist of the following information: Key project personnel Describe the key people to be used in the project and their roles.  Organisation and roles To include organisation and governance of the project team and locations / logistics.  Technical experience, qualifications and experience To include qualifications, relevant experience, technical quality and communications (reporting and consultation with the Environment Agency and partners) The consultant should provide CVs of key project staff including the Project Manager as an appendix to their proposal and should not exceed 2 sides of A4 paper per person / CV (where key staff have already worked with the EA PM it is not necessary to provide their CVs) Programme, risks, resources and contingency Refer to ‘Appendix 13: Contract Options and Risk – keeping it simple’ (available from www.sfrm.co.uk ) for guidance. Method and approach  Demonstrate an understanding of the aims and objectives of the study  Evaluate most appropriate methods and techniques to achieve desired outcomes  Identify aspects considered to be of key importance to the study and how any challenges might be addressed;  Make an initial assessment of data available and identify any high level data quality or availability issues and how these might be addressed  Comment on the provided draft schematisation and provide any alternative proposed solution  Make an initial review and discussion of the proposed model and how a risk-based approach will be applied to ensure cost savings  Include brief resume of similar projects where the consultant has delivered successfully (no more than 3 examples required)  Consider appropriate quality assurance procedures to test and document the product’s suitability for its intended purpose Innovation and value added  Demonstrate any added value and/or innovative techniques provided within the project to reduce costs or increase efficiency. Additional services at additional cost to the project do not provide added value.

6. Evaluation of consultant proposal Assessment criteria The Environment Agency Project Manager and Procurement Officer will evaluate the consultants’ proposals. The scores will be weighted in the following way:

Quality 50% comprising: 1) Key Project Personnel

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2) Programme, risks, resources and contingency 3) Method and approach 4) Innovation and value added

Price 50% comprising: The total priced contract (Option A) for carrying out the services in this assignment including the estimate of consultant owned risk. Survey costs to be included and assessed within contract value. No (a small budget may be made available for survey at some sites i.e where rating curve work is required, but in this case it is envisaged the EA will procure and deliver the survey).

7. Attachments Attachments Attachments included that you have provided with the Statement of Requirements:  Appendix A – Map(s) showing the study area;  Appendix B – Detailed specification of required outputs;  Appendix C – Proposed Schematic;  Appendix D – Flood Forecasting team notes on existing models;  Appendix E – Relevant Gauging stations

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Appendix A: Maps showing the study area

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Appendix B: Detailed specification of required outputs from project Format Hard copy and electronic formats required For verification with ISIS / CEH Model Calibration Suite / Tuflow / ArcGIS Version control All deliverables will be subjected to a suitable form of version control. Any revisions to documents or output should be accompanied by suitable incremental change in reference number. Model deliverables The following tasks are required:

Derive PDMs for: Trawden Brook (1 years data) Carry Bridge (1 years data) Barden Lane (35 years data) Oxford Road (12 years data) Thompson Park (0.75 years data) Dryden Street (2.5 years data)

Derive rating curves for: Carry Bridge Thompson Park Dryden Street

Improve/update river reaches: Pendle Water Upper Calder Lower Calder * Target for 3 model network including PDMs and any error correction to run in less than 1 minute for a 48 hour run on an ‘EA standard PC’ (Dual core, 2.33GHz processor, 2GB RAM).

Performance Testing at: Carry Bridge Trawden Brook Reedyford Lomeshaye Barden Lane Oxford Road Active Way Thompson Park Dryden Street Padiham Town Centre Whalley Weir * It is envisaged that we will require analysis for at least the 10 biggest events in relevant data record, for at least 1, 2,and 3 hour lead-times.

Reporting To be in the format of a short summary report with appendices, target audience is Flood Forecasting Technical Specialists, so repetition and regurgitation of basic principles not required.

Project Management Usual project management with short fortnightly updates and monthly updates on spend profile etc.

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As a minimum each model should come with: 1.Georeferencing information for model (GXY); 2. All shape files used for creating (sub)catchments; 3. IED’s / IEF’s / IIC / ZZS / INP / F1I (i.e all files to run models in CEH/ISIS) Model log Future use of model will require Environment Agency staff to understand the model. The model should be supplied with appropriate reporting that explains modelling decisions and details methods, values and approaches applied. Comments should be inserted wherever the model is edited. Metadata The Environment Agency populates a metadata database called the Information Asset Register (IAR). It is a requirement that all information produced by modelling work is appropriately tagged with metadata. The Environment Agency project manager will supply an IAR spreadsheet (and any supplementary local metadata requirements if appropriate) where all relevant metadata can be recorded and handed over on project completion. Model datasets 1. Any DTM used in the model 2. Boundaries 3. Database 4. Calibration 5. Raw results files from all model runs 6. Processed results from performance testing 7. Appropriate file structure 8. Path / file length (kept to below 50 characters where possible, whilst ensuring meaning or logical structure is not lost) 9. Ratings (in a format acceptable for NFFS)

Appendix C: Draft Schematic Supplied as PDF attachment

Appendix D: Review of Ribble Flood Forecasting Model Supplied as PDF attachment

Appendix E: Relevant Gauging Stations Hydrometric Gauges

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Raingauges

Note – there may be Telemetered raingauges in NE region that may be used for calibration, this will be confirmed at the start of the project.

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