Property Services Procurement StrategyOur 2015/16 budget provides for 733 wholetime and 514 retained firefighters, 34 control staff and 262 support staff. Our 50 fire stations - 12

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

2 Essex Fire Authority Property

Services 2016

Summary

• Essex Fire Authority (EFA) 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.

• Essex Fire Authority are affiliated to Constructionline and will be following their process to demonstrate compliance to PAS91 2013.

• EFA 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.


Services 2016

Location

The Site is located in north Essex at Colchester From M25 40 mins from Junction 28


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


Services 2016

Proposed Site

• Located on the A12 London bound between Kelvedon and Witham

• Braintree District Council are the Local Planning Authority


Services 2016

Background

Essex County Fire and Rescue Service (on behalf of Essex Fire Authority) 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.


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.


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.


Services 2016

Base Process Chart

Essex Fire Authority agree funding to pre

planning advice

Internal team for Property and Client

groups in place

OJEU Procurement process initiated for QS/Project manager

and Planner

OJEU process for Design family for pre

planning advice procured

Pre planning advice gateway

Further design family procured if required

Full planning Application

Specification and tender paperwork completed to OJEU

Pre tender estimate gateway

Works package tendered in accordance

Contractor appointed

Works completed Gateway

Post tender estimate agreed by the Essex

Fire Authority


Services 2016

Project Responsibility Profiles

Service/role ECFRS QS/PM/CA/CC

Design Family

Contractor

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 consultant

X

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


Services 2016

• 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

Development Objectives


Services 2016

• 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

Development Goals


Services 2016

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

Projected Benefits


Services 2016

• Structure

• Spend

• Maximise value

• Supplier strategy

• Procurement tools

• Risk Management

• Project boundaries

• Benefits Realisation

Project Objectives


Services 2016

• 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.

Quality Policy


Services 2016

• 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

Scope


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 Fire Authority and will be handed to the Authority on demand.


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 assumed PM/QS role

% Payment assumed design team role

1 Pre Planning Advice

15 20

2 Full Planning application Submitted

15 20

3 Construction contract let

20 30

4 Construction handover

45 25

5 Defects completion

5 5


Services 2016

Procurement Chain


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 Workshops Programme Board

• Members of the Essex Fire 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.


Services 2016

QS/Project Manager/Contract Administrator/Lead Consultant


• 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 Workshops Transformation Board

• EFA


• 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


Services 2016

• 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.


Specification


Services 2016


First Stage PQQ criteria

Score Area Criteria Pass Addition points

General items Assessment to Constructionline standard

Yes

Valid SSIP accreditation Yes

Interview qualifications

SSIP Accreditation via Chas yes

Blue light sector experience Yes

Experience in vehicle workshop design and delivery

Yes

Three corporate references Yes

Project team proposal Yes

Understanding of the brief to be limited to 2 pages A4

Yes

Pricing evaluation to include cost per hour per representative with post title, estimated hours, pricing structure for delays, construction cost under and over budget expectation

Yes


Services 2016


Interview Stage evaluation criteria

Score Area Weighting

Team identification and certainty 10%

Procurement knowledge 10%

Project management technique 10%

Problem solving capabilities 10%

Change management capacity 10%

Cost Control awareness 10%

Quality control technique 10%

Risk control technique 10%

Understanding of EFA as a construction client

10%

Benefits of engagement 10%

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


Services 2016

• Contract notice to be posted by the end of February 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 April

• 10 day standstill period

• Anticipated application pack for design team June 2016

• Confirmation of pre planning advice prior to February 2017


Services 2016


outline procurement timetable

Design Family


• 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


• Value denotes a full OJEU process as a single entity

EVALUATION CRITERIA:


• SSIP Accreditation essential; via Chas is desirable.


• GC Works terms and conditions

• As per tables


Services 2016

Design Family First Stage

evaluation criteria


Services 2016

Score Area

Criteria Pass Addition Points

General items

Assessment to Constructionline standard

Yes

Valid SSIP accreditation Yes

Interview Selection

SSIP accreditation via Chas

Yes

Background Blue light sector experience Yes

Experience in vehicle workshop design and delivery

Yes

Three corporate references Yes

Project Project team proposal Yes

Understanding of the brief to be limited to 2 pages A4

Yes

Evaluation criteria subject to the agreement of QS/PM/CA/LC

Design Family Second Stage

outline evaluation criteria

Score Area Pass Sub Criteria

Second Stage (Specific Weighting to follow on notice)

Quality 40%

Submission 15% Quality, resources, Equality and Diversity, Health and Safety, 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


Services 2016

Criteria subject to the agreement of QS/PM/CA/LC

Principal Contractor


• 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


• 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:


• SSIP accreditation essential; via CHAS desirable


• GC Works terms and conditions

• As per tables

• To be published once agreed by design team


Services 2016

Nominated Sub contractors


• Similar to main contractor

• Other duties as instructed

RESPONSIBLE TO:

• Main Contractor


• As required


Services 2016

Domestic Sub contractors


• Similar to main contractor

• Other duties as instructed

RESPONSIBLE TO:

• Main Contractor


• As required


Services 2016

Contact List

• General enquiries - [email protected]

• Procurement enquiries – [email protected]

• Construction or project related- [email protected]


Services 2016

mailto:[email protected]






Documents

Property Services Procurement StrategyOur 2015/16 budget provides for 733 wholetime and 514 retained firefighters, 34 control staff and 262 support staff. Our 50 fire stations - 12