Environment Agency Asset Maintenance Standards - Unit and Carbon Rates

Tender description

Why the Work is Being Done The Environment Agency has a set of maintenance standards that have been developed over time. These describe our maintenance activities and ensure we deliver consistently across our assets. Maintenance standards were first introduced in 2012; following the introduction of our AIMS: Planning IT system in 2015, they were translated into system rules. Our system uses the standards along with asset data to automatically assign maintenance activities, frequency and cost. Currently the standards provide standard hour values and unit rates; those rates are built up from plant, materials and labour. In response to the climate emergency, the Environment Agency has set ourselves the goal of becoming a net zero carbon emission organisation by 2030. That means that by then we will be taking as much carbon out of the atmosphere as we are putting into it, so that we are no longer contributing to climate change ourselves. We would like to refresh our maintenance standards so that in addition to updating the unit rate, we will also derive a carbon rate per activity, so that we can better understand the impact of maintenance activities and make smarter carbon choices in the future. Problem to Be Solved This will include a refresh, update and definition of new maintenance standards based upon our asset classification: • Update existing standards where applicable with improved unit rates. These rates will be based on actual data captured through our current systems and updated labour rate. • Alignment of our existing Civils and MEICA maintenance standards to the new asset classification. Producing a set of standards. • Provide a breakdown of all unit rates into plant, material and labour components. • Provide a carbon average unit rate for each maintenance activity, to be defined with chosen supplier. • Where practicable, benchmark our rates to industry standards. • Suggest further standards, rates and carbon rate based upon our asset classification, historic data and industry standards. The supplier will need to review, cleanse where needed, and analyse the raw data to derive the improved rates. Where data quality is insufficient to derive a rate, the chosen supplier will suggest mythologies of generating a rate. All work will require documenting and a summary report created, including the methodologies, assumptions and rationale for the new rates. At the end of the commission, any tools and calculations are to be handed over to the business. Who Are the Users Data is required in the existing format, where standards are driven by asset, element or attributed data. Outside of this commission, the standards will be configured into our new Enterprise Asset Management IT solution. Early Market Engagement N/A Work Already Done The Environment Agency will provide: • Current maintenance standards and documentation • Actual cost information on maintenance carried out from 2016 to present • Labour rates • Plant rates (Limited) • Indication of plant being used • Asset classification, asset, element and attributes available to drive the standards Existing Team This work will be led by Andrew Mandle, Project Executive and Subject Matter Expert. Based at Environment Agency, Sentinel House, Wellington Crescent, Fradley Park, Lichfield, WS13 8RR. Craig McAdie, the AIMS Upgrade Business Project Manager will provide project planning support, including oversight of financial forecasts and expenditures, monitoring project progress against milestones, and reporting out as and when required. Based at Kings Pool, Foss House, 1-2 Peasholme Green, York YO1 7PR. Current Phase Not started Work Location There will be small amounts of travel to meet the subject matter experts during the initial start-up phase, but it is expected that this work would delivered remotely, with catch ups via WebEx. Working Arrangments There will be small amounts of travel to meet the subject matter experts during the initial start-up phase, but it is expected that this work would delivered remotely, with catch ups via WebEx. Security Clearance Additional T&Cs Skills & Experience Experience in setting maintenance standards Background in Asset Management Experience statistical analysis Knowledge and experience of carbon valuations and driving carbon values Nice to Haves No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology Value for money Estimated timeframes for the work Cultural Fit Criteria Be transparent and collaborative when making decisions Share knowledge and experience with other team members so that we can take over maintenance of the spreadsheet Take responsibility for their work Can work as part of a team and also on their own Payment Approach Fixed price Assessment Method Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range £20,000 to £25,000