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

2. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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) Background

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

4. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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 Stage 1 - Application

5. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement Expressions of Interest received: United Kingdom 72 Europe11 Local Authorities/EA10 Total93 Stage 1 - Application

6. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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. Stage 1 - Application

7. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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: Stage 1 - Application

8. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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 Stage 1 - Application

9. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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 Stage 2 - Validation

10. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement All Consultants passing the Validation stage were put on the Project Select List of Consultants Topographic Surveys17 Bathymetric Surveys12 Wave Measurement6 Tide Measurement7 Aerial Photography7 LiDAR6 Stage 2 - Validation

11. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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 Stage 3 - Tendering

12. www.channelcoast.org Southeast strategic regional coastal monitoring programme Procurement 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. Stage 3 - Tendering

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

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

15. www.channelcoast.org Southeast strategic regional coastal monitoring programme 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 All Wave Buoys Placed & working Shortly to Tender Worthing Borough Council 1 x Bathymetric – Contract Current Status Currently Underway

16. www.channelcoast.org Southeast strategic regional coastal monitoring programme 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 LiDAR – Contract Current Status Tender Awarded Out to Tender end Oct 2003

17. www.channelcoast.org Southeast strategic regional coastal monitoring programme 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

18. www.channelcoast.org Southeast strategic regional coastal monitoring programme