Contract Surveillance Services Panel

Early Tender Advice

Contract Surveillance Officers Panel Arrangement

1. Background

The Contract Surveillance Services are required by Public Transport Authority (PTA) to support its construction activities. The majority of procurement covered by this Procurement Plan will be undertaken by the Major Projects Unit (MPU) Division which manages the delivery of high-value, high-risk complex public transport infrastructure for PTA. MPU works closely with other divisions and external stakeholders in the planning, delivery and handover of public transport infrastructure.

As part of the construction phase of these Projects, the MPU requires contract surveillance advice to mitigate commercial risks. It is essential that MPU obtains the best available Service Providers to provide each Project with strategic advice, contractual correspondence and risk identification and mitigation.

Contract Surveillance Officers with suitable experience and knowledge are not readily available within the PTA and as such MPU require engaging these officers on Panel Contracts. A selection of Contract Surveillance Officers with suitable qualifications, experience and knowledge are required to be available to support MPU on a Panel Contract basis. Due to the varied demands of the different projects to be undertaken by MPU over the next five (5) to ten (10) years, it is necessary to establish a ‘pool’ of available Contractors to enable effective and expedient engagement of services to meet project needs.

1. Scope

This procurement is to incorporate/consolidate all the contract surveillance services noted to date and now required on behalf of PTA Divisions by MPU for relevant Projects during the next five (5) years.

The Contract Surveillance Officer may provide a range of services across all PTA Projects, including but not limited to:

2.1 Works Management:

• Inspect civil and structures works, including but not limited to bored tunnel and/or rail station construction works, on major transport infrastructure projects.
• Review and assesses Contractors’ construction plans.
• Report on Contractors’ progress on a day to day basis and maintains accurate records including weather conditions, manpower, plant disposition and traffic management.
• Report on the quality of work delivered by Contractors (within the person’s area of expertise) and produces comprehensive reports.
• Ensure that safe working conditions are implemented for Contractors and investigative teams working on site on behalf of the PTA.
• Review the implementation of Contractors’ Safety Plans and ensures Contractors and other staff are performing in accordance with the PTA’s safety requirements.
• Identify potential risks associated with the delivery of the Contract and assists with risk mitigation measures.
• Review and assesses inspection and test plans and coordinates multidisciplinary railway commissioning activities.
• Report conformance to and variance against contractual requirements and progress of works by verbal, written and electronic means and issues non-conformance reports to Contractors.
• Conduct inspections for the release of hold points as identified in the Contract.
• Witness and formally releases hold points as directed by the PTA’s Representative.
  
  2.2 Business Support:

• Provide recommendations on Contractor progress payments.
• Coordinate and assist in the provision of information/statistics for the Contract monthly report as required.
• Participate in contractual meetings and discussions as required.
• Manage records relating to the Contract, undertaking routine scheduling analysis and compiling periodic reports.
  2.3 Other Services:
• Carry out other tasks and functions that are within the limits of the CSO’s skills, competence and training as required.

3. Service Areas

The range and broad categorisations of the Specialist Engineering/Architectural/Discipline Areas required for Contract Surveillance Services required are listed below:

1. Key Procurement Dates

Estimated Tender Advertising Period: May 2019

Estimated Tender Evaluation Period (including negotiations): May - July 2019

Estimated Contract Commencement Date: August 2019

Key Procurement Dates are based upon PTA Procurement Division Base Timeline and will continue to be further reviewed and advised during progression of the Request process.

1. Number of Contractors

For each of the Project Disciplines, PTA hopes to award a minimum of three (3) Panel Contracts, to provide a broad and diverse number of Contractors.

1. Contract Utilisation

Multiple business areas in PTA will be accessing the Contracts. It is anticipated that the majority of the work undertaken on these Contracts will be for MPU,however the Panel Contract does not preclude services being undertaken for other Divisions such as N&I and IPLS.

MPU will be the Contract Manager for all the Panel Contracts in consultation with relevant PTA stakeholders. The MPU Contract Manager will be the Authorised Officer of the Contract responsible for confirmation of scope and funding allocation.

The Project Contract Manager will have responsibility for confirming and – as required - arranging the allocation of work. Each Contract Panel member and each Contract Period will be allocated a Purchase Order (PO) number. Panel members will be advised in the Contract Particulars that work will only be arranged by the Authorised Officer of the Contract or nominated Representative under the applicable Buyers Guide.

1. Contract Period

Three (3) years, with two (2) options to extend for one (1) year each such that the maximum Contract period does not exceed five (5) years at the absolute discretion of PTA.

8. Industry Briefing:

Further clarification on attendance at the industry briefing will be provided in the Request documents.