Archived decisions

HAMPSHIRE COUNTY COUNCIL

Decision Report :

EXECUTIVE SUMMARY

1) Summary of Decision Area:

1.1. Approval is sought to tender a framework contract to facilitate the supply of geotechnical services for site investigation works to sites in and around Hampshire.

2) Issues Covered in Report:

2.1. The need for a geotechnical services framework and the services included in a framework

2.2. Background and current arrangements with the existing contract.

2.3. Proposed arrangements including procedures.

3) Recommendation:

3.1. That approval be given to tender a framework contract to facilitate supply of geotechnical services for site investigation works to sites in and around Hampshire for the period 2009-13.

MAIN REPORT

1) Purpose of the Report:

1.1. This report summarises the reasons behind the Environment Department seeking to provide new framework arrangements for geotechnical services involved with site investigation works.

2) Contextual Information:

2.1. There is a current framework arrangement for supply of geotechnical services and site investigation works that expires on 31 March 2009. Six service suppliers are included in the framework and carry out instructions that range from small soil investigation studies to larger site analysis and desk top studies. In addition, the suppliers are required to provide technical reports that give recommendations on site contamination issues and ground bearing capacity analysis.

2.2. The value of work ordered through the existing framework varies according to demand, but has historically been approximately £150,000 per annum.

2.3. There will be a future need for geotechnical services because site investigation is an integral part of the design for any new construction project or alteration to an existing facility.

3) Key Issues:

3.1. Geotechnical services are required at an early stage of a project in order to establish ground conditions and other parameters at a particular location. Information gained during a site survey is analysed to produce a report used by designers in the construction process. The information is a critical part of design and has a significant effect on design choices and solutions.

3.2. Geotechnical services encompass site topography and a number of features by using established methods. Depending upon the nature of the project, boreholes can be drilled, samples taken and laboratory tests required. These demand specialist resources on an occasional basis and are therefore best provided by sourcing from a number of suppliers with the capacity and technical expertise to supply.

3.3. The proposed arrangement is to establish a framework of up to 10 suppliers which are capable of providing all or part of the services detailed in the tender documents. Each supplier will be required to price a detailed list of services which will directly relate to specifications contained in the documents. A selection procedure contained in the framework contract will determine which supplier is awarded particular work packages or services.

3.4. It is estimated that the total value of services placed through the framework will be approximately £150,000 per annum, but this is dependent upon service demand and workload requirements. There is no commitment to place a minimal value of services through the framework and the Council does not have a liability for future values.

3.5. Expressions of interest are currently being sought through the European Journal and local advertisement, with the intention of issuing tenders in January for return in February 2009. The suppliers will be assessed against pre-defined criteria of quality with the successful suppliers being notified in March. The framework is expected to be operational and ready for use on 1 April 2009.

4) Outline of Options:

4.1. Option 1:

`In house' delivery of geotechnical site investigation services.

The Council could choose to develop an `in house' section to undertake site investigation studies and reports. This would require significant resources and expertise to carry out site operations and analyse results. The number of sites requiring investigation and level of tests will vary according to future construction programmes and this could not guarantee a sustainable amount of work for the `in house' section. By having a number of selected geotechnical specialists, the Council can obtain resources at short notice without any guarantee or commitment of future workload. The specialist suppliers have other work streams that enable investment in equipment and resources that would not be economic to the Council. This option has therefore been rejected.

4.2. Option 2:

Single source supplier.

The extent and requirements involved with a particular study can vary according to the site and its intended use. Some suppliers can provide a particular area of expertise or have specialist equipment available. It is doubtful if one supplier could deliver all of the wide range of services without recourse to sub-contracting and consequential additional costs. The framework is intended to provide a flexible resource to the Council with suppliers at source and this option has therefore been rejected.

4.3. Option 3:

Framework with up to 10 suppliers.

Each supplier will offer some or all of a range of services that will be pre-defined within the tender documents. Selection of a particular commission will be determined by the selection procedure contained in the documents and these will relate to economic considerations, suitability for the work and availability of resources.

A framework has been recommend because it provides the ability to select flexible and economic resources without imposing a degree of liability for values ordered through the contract.

5) Conclusions:

5.1. Of the three options considered, the option provided by the framework is the most suitable for procurement of geotechnical services. It provides a flexible resource but ensures that suppliers meet the standards required by the tender documents in delivery of the service.

6) Recommendation:

Please see the Executive Summary for the recommendation.

1827Rpt/395/KG

CORPORATE OR LEGAL INFORMATION:

IMPACT ASSESSMENTS:

Equalities Impact Assessment

Assessment of the Race Relations (Amendment) Act has been considered in this decision but no adverse impact has been identified in terms of race, creed or gender.

Impact on Crime and Disorder

The provisions of the Act have no impact on this proposal.