Section one: Contracting authority/entity
one.1) Name and addresses
The Coal Authority
200 Lichfield Lane
MANSFIELD
NG184RG
Contact
Peter Kobryn
Telephone
+44 7826874541
Country
United Kingdom
Region code
UKF15 - North Nottinghamshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.gov.uk/government/organisations/the-coal-authority
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Management, Operation and Maintenance of Mine Water Treatment Schemes and Monitoring Sites, Mine Gas Fan Stations and Land Drainage Pump Stations.
Reference number
CA18/2401
two.1.2) Main CPV code
- 45259100 - Wastewater-plant repair and maintenance work
two.1.3) Type of contract
Works
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKJ - South East (England)
- UKL - Wales
- UKM - Scotland
two.2.4) Description of the procurement at the time of conclusion of the contract:
The Coal Authority is a non-departmental public body responsible for the licensing of Coal Mining, historical coal mining liabilities and the provision of coal mining information for the UK.
The Coal Authority employs 140 staff, based mainly at the head offices in Mansfield with some field staff remotely based in order to respond quickly to incidents in the coal mining areas.
The Authority has a requirement for a 10 year contract to manage, operate and maintain its mine water, mine gas and other environmental assets/facilities. Mine Water treatment schemes treat from 5 l/s up to 450 l/s some of which are chemically dosed, pumping stations, mine gas venting infrastructure and monitoring sites.
The Authority may require the Contractor to take the responsibility for holding consents to discharge. The inclusion of this requirement in the contract will depend on the whole life cost and value that this approach will deliver for the Authority.
The management of these environmental assets will be split into 2 contracts:
Pumped mine water treatment sites - currently 62 schemes and circa 700-800 monitoring sites;
Passive mine water treatment sites - currently 20 schemes.
The majority of the portfolio of sites stretch from South Wales, through the Midlands, Yorkshire and Lancashire to the North East Cumbria and Scotland, but sites are also located outside of these regions.
Additional sites may be added to the portfolio as new schemes are planned, built and commissioned depending on funding.
There may be scope for additional subsidence pumping stations to be added to the portfolio of sites during the term of this Contract.
The scope may include both coal and non coal mine water and may also cover other responsibilities performed by the Authority.
The Contractor(s) for both contracts will collaborate in a partnership approach with the Coal Authority's Design and Construct provider and the Coal Authority on new scheme construction and refurbishment projects.
This partnership working will involve an integrated approach with the Design and Construct provider to align design and construction with operational asset management to deliver an efficient and seamless service to the Coal Authority which will also include decommissioning of existing sites prior to removal from the portfolio.
The Authority requires continuous improvement to asset management and operational efficiency, sustainable solutions, innovation and R&D investment to deliver year on year savings. The contract start date will be 1.1.2015 however there will be a handover period and full contractual responsibility will commence on 1.4.2015.
The services will also include the provision of the following:
- Supply and installation of replacement and new pumps;
- Ground water recovery tests;
- Power management;
- Pump overhauls and testing;
- Mechanical and electrical maintenance;
- Supply of chemicals;
- Sludge and waste management;
- Reed bed management;
- Landscape management;
- Supply of data loggers;
- Supply of gas analysers;
- Measuring, sampling and testing of water, gas and sludge;
- Research and development;
- Asset management;
- Telemetry;
- Electronic management reporting;
- Design of mechanical and electrical requirements;
- Maintenance of structures and site roads, tracks and paths.
The services will incorporate the following:
- Sludge and waste management;
- Reed bed management;
- Landscape management;
- Supply of data loggers;
- Supply of gas analysers;
- Measuring, sampling and testing of water, gas and sludge;
- Research and development;
- Asset management;
- Electronic management reporting;
- Maintenance of structures and site roads, tracks and paths.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2015/S 034-058458
Section five. Award of contract/concession
Contract No
CA18/2401
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
20 November 2014
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Severn Trent Services UK Limited
Birmingham
Country
United Kingdom
NUTS code
- UKG - West Midlands (England)
Companies House
04052522
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £40,000,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Coal Authority
Mansfield
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 45259100 - Wastewater-plant repair and maintenance work
seven.1.2) Additional CPV code(s)
- 45232430 - Water-treatment work
seven.1.3) Place of performance
NUTS code
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKL - Wales
- UKM - Scotland
seven.1.4) Description of the procurement:
The Coal Authority is a non-departmental public body responsible for the licensing of Coal Mining, historical coal mining liabilities and the provision of coal mining information for the UK.
The Coal Authority employs 140 staff, based mainly at the head offices in Mansfield with some field staff remotely based in order to respond quickly to incidents in the coal mining areas.
The Authority has a requirement to extend an existing 10 year contract to manage, operate and maintain its mine water, mine gas and other environmental assets/facilities for an additional 18 months.
Mine Water treatment schemes treat from 5 l/s up to 450 l/s some of which are chemically dosed, pumping stations, mine gas venting infrastructure and monitoring sites.
The management of these environmental assets :
Pumped mine water treatment sites - currently 62 schemes and circa 700-800 monitoring sites;
Passive mine water treatment sites - currently 20 schemes.
The majority of the portfolio of sites stretch from South Wales, through the Midlands, Yorkshire and Lancashire to the North East Cumbria and Scotland, but sites are also located outside of these regions.
Additional sites may be added to the portfolio as new schemes are planned, built and commissioned depending on funding.
There may be scope for additional subsidence pumping stations to be added to the portfolio of sites during the term of this Contract.
The scope may include both coal and non coal mine water and may also cover other responsibilities performed by the Authority.
The Contractor will collaborate in a partnership approach with the Coal Authority's Design and Construct provider and the Coal Authority on new scheme construction and refurbishment projects.
This partnership working will involve an integrated approach with the Design and Construct provider to align design and construction with operational asset management to deliver an efficient and seamless service to the Coal Authority which will also include decommissioning of existing sites prior to removal from the portfolio.
The Authority requires continuous improvement to asset management and operational efficiency, sustainable solutions, innovation and R&D investment to deliver year on year savings. The contract start date will be 1.1.2015 however there will be a handover period and full contractual responsibility will commence on 1.4.2015.
The services will also include the provision of the following:
- Supply and installation of replacement and new pumps;
- Ground water recovery tests;
- Power management;
- Pump overhauls and testing;
- Mechanical and electrical maintenance;
- Supply of chemicals;
- Sludge and waste management;
- Reed bed management;
- Landscape management;
- Supply of data loggers;
- Supply of gas analysers;
- Measuring, sampling and testing of water, gas and sludge;
- Research and development;
- Asset management;
- Telemetry;
- Electronic management reporting;
- Design of mechanical and electrical requirements;
- Maintenance of structures and site roads, tracks and paths.
The services will incorporate the following:
- Sludge and waste management;
- Reed bed management;
- Landscape management;
- Supply of data loggers;
- Supply of gas analysers;
- Measuring, sampling and testing of water, gas and sludge;
- Research and development;
- Asset management;
- Electronic management reporting;
- Maintenance of structures and site roads, tracks and paths.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£40,000,000
seven.1.7) Name and address of the contractor/concessionaire
Severn Trent Services UK Limited
Coventry
Country
United Kingdom
NUTS code
- UKG - West Midlands (England)
Companies House
04052522
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
We are intending to extend the current contract for the operation and maintenance (O&M) of mine water treatment schemes (MWTS) and associated legacy assets which was set to expire on 31 December 2024, for an additional 18 month period. The extension provides for the provision of the same services for this additional duration.
During this extension period an open market procurement exercise will be undertaken for a new contract which will commence in June 2026 after a six month mobilisation period starting in January 2026.
Immediately on publication of this notice a Prior Information Notice (PIN) will be published on Contracts Finder and Find a Tender Service to inform the market of the timetable for the procurement of the replacement contract which includes further market engagement sessions on week commencing 29 January 2024
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
The need for this additional term of the contract has occurred because of unforeseen challenges, necessitating an adjustment to our original timeline.
These challenges have included;
A severe, unprecedented incident in Wales which saw 78 properties flooded by mine water required the focus of internal resources.
This required a coordinated effort between the Coal Authority, Welsh Government, Natural Resources Wales, Local Council and contractors including the incumbent contractor.
A temporary reporting structure was put in place to prioritise the solution to the water flow and impact on residents. The incident required many of the same resources as the contract renewal and has taken 14 months to complete due to the complexity of the project.
Other unforeseen incidents requiring senior leadership focus to remedy and therefore re-prioritisation and focus on MWTS performance and projects also impacted resource capacity during this time.
The capacity of the Coal Authority, a relatively small organisation, had been effected by the impacts of Covid-19, with increased employee sickness, changes in working hours, adapting to hybrid working from multiple locations with an impact on workload and capacity of delivery.
The recovery from Covid-19 has also resulted in a challenging recruitment market. A number of resources were identified that were required to deliver different aspects of the contract renewal project and to provide governance.
For 2 new temporary roles there has been 5 recruitment campaigns. Challenges appeared to be both the skill set and experience the Coal Authority are seeking on the Term Service NEC4 contract and market forces increasing operational roles salaries.
Several employees attempted to work and move the project forward as well as continuing to deliver substantive roles but the demands of the project had to be balanced with the business priorities and management of operational activities.
At the end of 2022, key project team members were unavailable for several weeks due to unforeseen circumstances.
Immediately on publication of this notice a Prior Information Notice (PIN) will be published on Contracts Finder and Find a Tender Service to inform the market of the timetable for the procurement of the replacement contract which includes further market engagement sessions on week commencing 29 January 2024
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £91,000,000
Total contract value after the modifications
Value excluding VAT: £114,000,000