CROSS LONDON RAIL LINKS
PROGRAMME PARTNER
OJEU Notice 2008/S 65-088136 Lot 1
(Contract No. C2072 Lot 1)
Invitation to Tender Part 2
Appendix 1 - Scope
This document contains proprietary information. No part of this document
may be reproduced without prior written consent from the Executive
Chairman of Cross London Rail Links Ltd.
Appendix 1 - Scope
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Contents
1.0
Introduction ................................................................................................... 4
PART A
Programme Partner Duties ................................................................... 6
2.0
Engineering.................................................................................................... 6
2.1 Assurance ....................................................................................................... 6
2.2
Design Management ....................................................................................... 6
2.3
Third Party Liaison and Interface Management .............................................. 7
3.0
Programme Controls..................................................................................... 7
3.1 Programme
Controls ....................................................................................... 7
3.2
Cost, Schedule and Estimating ....................................................................... 7
3.3 Change
Control ............................................................................................... 8
3.4 Risk
Management ........................................................................................... 9
3.5 Programme
Reporting ..................................................................................... 9
4.0
Programme Implementation....................................................................... 11
4.1 Procurement.................................................................................................. 11
4.2 Commercial ................................................................................................... 11
4.3 Strategic
Planning ......................................................................................... 12
5.0
Logistics....................................................................................................... 12
5.1 Logistics ........................................................................................................ 12
6.0
Health, Safety, Quality and Environment .................................................. 12
6.1
Health and Safety.......................................................................................... 12
6.2 Safety
Management ...................................................................................... 12
6.3 Quality
Management ..................................................................................... 13
6.4 Environmental
Management ......................................................................... 14
7.0
Human Resources....................................................................................... 14
7.1 Human
Resources......................................................................................... 14
8.0
General Obligations .................................................................................... 14
8.1
Compliance with the
Employer’s Procedures................................................ 14
8.2 Contract
Reporting ........................................................................................ 15
8.3 Meetings........................................................................................................ 15
8.4
Programme Partner’s Employees ................................................................. 16
8.5
Communications and Correspondence ......................................................... 16
8.6 Resource
Schedule ....................................................................................... 16
8.7
Electronic Data Handling............................................................................... 17
8.8
Contract Close Out........................................................................................ 17
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9.0
Service Delivery Plans ................................................................................ 18
9.1 General.......................................................................................................... 18
9.2
First Service Delivery Plan ............................................................................ 18
9.3 Advance
plans............................................................................................... 18
Part B Areas of Potential Assistance.................................................................... 20
10.0
Engineering.................................................................................................. 20
10.1 Assurance ..................................................................................................... 20
10.2 Design
Management ..................................................................................... 20
10.3 Utilities........................................................................................................... 21
10.4
Planning, Environment and Traffic & Highways Consents ............................ 21
10.5
Undertakings and Assurances and third party Agreements .......................... 22
11.0
Programme Controls................................................................................... 22
11.1 Planning ........................................................................................................ 22
11.2
Cost, Schedule and Estimating ..................................................................... 22
11.3 Change
Control ............................................................................................. 22
11.4
Information and Document Management ...................................................... 23
12.0
Programme Implementation....................................................................... 23
12.1 Delivery ......................................................................................................... 23
12.2 Stakeholder
Management ............................................................................. 24
12.3 Procurement.................................................................................................. 24
12.4 Construction
Management ............................................................................ 24
12.5 Commercial ................................................................................................... 25
13.0
Logistics....................................................................................................... 25
13.1 Logistics ........................................................................................................ 25
13.2 Supply
Chain ................................................................................................. 26
13.3 Security ......................................................................................................... 26
14.0
Health, Safety, Quality and Environment .................................................. 26
14.1
HSQE Policy and Management Systems ...................................................... 26
14.2 Quality
Management ..................................................................................... 27
14.3 Environmental
Management ......................................................................... 27
15.0
Human Resources....................................................................................... 28
15.1 Human
Resources......................................................................................... 28
16.0
Operations ................................................................................................... 28
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1.0 Introduction
1.1.1
This document sets out the scope of services for the
Programme Partner in
working with the
Employer to deliver the Programme to the functional,
technical, time, cost, safety, quality and environmental requirements as set
out in the Project Development Agreement (PDA), the Crossrail Act and the
Industry Partner Agreements. Terms in capitals in this document have the
same meaning as used in the PDA unless defined otherwise in this
contract.
1.1.2 The
Programme Partner will work with the
Employer to form a seamless
and highly professional, integrated Programme delivery team. This
integrated team will work together to manage the delivery of the
Programme including those elements being delivered by other parties. The
Programme Partner and the
Employer will have common aims and
objectives, and will work to a common management plan to enable the
successful delivery of the Programme.
1.1.3 The
Employer is also procuring the services of a Project Delivery Partner
who will be responsible for the successful delivery of the central section
Project. This document needs to be read in conjunction with the scope of
services for the Project Delivery Partner to ensure that the split of
responsibilities between the two Partners is understood and that the
interface between the two is managed effectively and efficiently without
duplication. The
Programme Partner will be required to work in a supportive
and collaborative manner with the Project Delivery Partner.
1.1.4 The
Programme Partner will provide the additional resources needed to
ensure that the integrated team has the overall capability and capacity
needed to fulfil its role in delivering the Programme. Key aspects of the
integrated team’s role are:
i)
the organisation and management of the various elements and related
interfaces;
ii)
ensuring the effective integration of all parts of the Programme to
deliver the railway transportation system;
iii)
the provision of a single point of responsibility for the delivery of the
programme by the due date and within the budget set; and
iv)
managing safety, quality and the environment.
1.1.5
Part A of this Scope sets out the duties and support services to be
undertaken by the
Programme Partner from the outset of the contract and
that must be covered in the first Service Delivery Plan. In summary, the
key areas for which the
Programme Partner is required to take
responsibility are:
i)
Development and implementation of Programme controls;
ii) Planning;
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iii) Schedule monitoring and analysis (design, procurement,
implementation, testing and commissioning);
iv)
Costs monitoring and analysis;
v) Risk
management;
vi) Change
management;
vii) Systems
engineering;
viii) Interface management; and
ix) Reporting
1.1.6
Part B sets out further activities that the
Programme Partner may be
required to provide assistance to the
Employer during the course of the
contract. In defining these activities, the
Programme Partner should note
that the Project will be delivered by the Employer assisted by the Project
Delivery Partner. Therefore, the scope for the Programme Partner on the
Project is, at the outset, limited to oversight of their activities, along with
those of the other Industry Partners and their respective delivery partners
(including those for Rolling Stock and Depots).
1.1.7 The
Programme Partner will not have direct responsibility for managing the
activities of the Project Delivery Partner other than by providing staff to
work under CLRL’s control.
1.1.8 The
Programme Partner will only potentially become directly involved in the
delivery of the Project in exceptional circumstances where the
Employer takes back, in full or in part, responsibilities contracted to the Project
Delivery Partner.
1.1.9
In developing Crossrail to the current position the
Employer has established
some organisational arrangements, strategies, systems, and processes to
support the ongoing delivery of the Programme and Project. The
Employer has also established effective working arrangements with a wide range of
stakeholders and interested parties. Where the existing arrangements and
relationships will be continuing, the
Programme Partner will be required to
provide a fully supportive and committed approach in taking them forward.
The
Programme Partner will also be required to identify any gaps in the
current arrangements and systems and to set out proposals for ensuring
the successful delivery of the Programme.
1.1.10 The resource requirements of the Programme delivery team in terms of
skills and capacity will vary over the duration of the Programme delivery.
The
Programme Partner will need adequate flexibility in its management of
resources to ensure that the appropriate resources will be available at the
right time.
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PART A Programme Partner Duties
This Part A of the Scope sets out the duties and support services to be undertaken
by the
Programme Partner from the outset of the contract. These duties and
services will form the basis of the Resource Schedule in the First Service Delivery
Plan. The duties and services may vary over the duration of the contract and
changes will be reflected in subsequent Resource Schedules.
2.0 Engineering
2.1 Assurance
The
Programme Partner shall:
2.1.1
Provide support to the
Employer in ensuring that the detailed design meets
the Crossrail Project Functional Requirements (“CPFR”);
2.1.2
Ensure that the conventional interoperability regulations are applied where
appropriate in the delivery of the Programme;
2.1.3
Participate in the development of the system assurance strategy and assist
in the management of submissions to the Compliance and Assurance
Group in conjunction with the Project Delivery Partner or corresponding
Industry Partner;
2.1.4
Implement and manage progressive assurance throughout the planning,
management and implementation of the Programme;
2.1.5
Work with the Project Delivery Partner and Industry Partners to ensure that
systems engineering management is applied to control the integration risk
between various elements of the Programme;
2.1.6
Work with the Project Delivery Partner, Industry Partners, the Rolling Stock
and Depot Contractors, and the passenger services operator to agree an
overall Programme schedule.
2.2
Design Management
The
Programme Partner shall:
2.2.1
Develop and manage the Programme level processes for ensuring design
is continually checked against technical standards, the CPFR and the PDA;
2.2.2
Ensure that the Programme wide requirements address all necessary
interfaces and interdependencies at a Programme, project and contract
level;
2.2.3
Develop the Programme wide management framework for documenting the
strategic operational engineering requirements and standards for the
Programme and all its constituent projects;
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2.2.4
Provide support to the Employer in developing and managing the
Programme wide framework for securing all necessary stakeholder
approvals for designs whether required by legislation or not.
2.3
Third Party Liaison and Interface Management
2.3.1 The
Programme Partner shall provide Programme level liaison and
interface management and assist in the preparation of procurement and
management strategies with Network Rail, Rail for London, London
Underground, the passenger services operator, the Depot Contractor, the
Rolling Stock Contractor and other third party stakeholders such as the
Canary Wharf Group and Berkeley Homes.
3.0 Programme
Controls
3.1 Programme
Controls
The
Programme Partner shall:
3.1.1
Define and implement Programme control systems and procedures,
including ensuring that any new software or system requirements are
communicated to the
Employer’s IT function to maintain of software and
protocols across the Programme;
3.1.2
Develop and manage the
Employer’s overall strategy for Programme
controls, including the implementation of all necessary supporting electronic
and physical management systems;
3.1.3
Produce key Programme management documents, processes and reports
to satisfy the Sponsors, statutory and other
Employer requirements.
3.2
Cost, Schedule and Estimating
The
Programme Partner shall:
Cost
3.2.1
Manage the Programme costs, including the performance by Others, to
minimise the Anticipated Final Cost in accordance with best value, as set
out in the PDA;
3.2.2
Verify and validate the resource plans for the Programme;
3.2.3 Support to the
Employer’s financial management and accounting
procedures;
3.2.4
Provide programme-level aspects of cost planning, budgeting, estimating,
forecasting, reporting, managing and controlling of all the costs, assets and
liabilities associated with and arising from the planning, design,
procurement, construction and commissioning process;
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3.2.5
Provide timely and accurate information to the
Employer on cost, based on
sound cost management and control, including the management of any
contingency provision agreed by the
Employer;
3.2.6
Provide regular forecasts and re-forecasts of cost as required by the
Employer;
3.2.7
Provide monthly update reports for the
Employer’s cost management
reviews, providing detailed analysis of expenditure to date and the latest
cost forecasts;
3.2.8
Specify requirements and manage the administration of payments and
purchasing systems;
Schedule
3.2.9
Manage the adoption of the
Employer’s existing work breakdown structure
(WBS) throughout the Programme and undertake further development
where appropriate;
3.2.10 Organise, manage and co-ordinate the scheduling of each of the different
elements of the Programme so as to promote the efficient, timely and cost
effective delivery of the Programme as a whole, in accordance with the
PDA;
3.2.11 Develop and maintain an integrated master schedule for the Programme,
including reports on schedule variances and corrective action as required;
3.2.12
Develop and manage the establishment, maintenance and updating of time
schedules (including key milestones) for design, procurement, construction,
manufacture, installation and commissioning, including all necessary
approvals and access requirements, railway possessions, etc;
3.2.13 Undertake schedule analysis, planning and monitoring for design,
procurement, logistics, construction, testing and commissioning, and
handover;
Estimating
3.2.14 Develop and implement the Programme wide estimating methodology,
including pre and parallel tender estimates, trend and value engineering
estimates;
3.2.15
Prepare Programme level estimates where required;
3.2.16
Check estimates carried out by Others.
3.3 Change
Control
The
Programme Partner shall:
3.3.1
Develop and manage a Programme wide process for controlling change
and for obtaining the
Employer’s agreement to changes, before they are
adopted;
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3.3.2
Develop and manage a Programme wide trend process and produce
periodic reports for
Employer review as required.
3.4 Risk
Management
The
Programme Partner shall:
3.4.1 Develop
the
Employer’s risk policy;
3.4.2
Implement a programme of continuous risk management including
identification and assessment of risks, analysis of risk budgets, mitigation
planning, monitoring and records, draw down of contingency and residuals;
3.4.3
Provide risk management input to Programme and commercial insurance
provisions;
3.4.4
Undertake the identification, qualitative and quantitative assessment,
mitigation, management and control of risk throughout the Programme
consistent with the
Employer’s risk management policy;
3.4.5 Obtain
the
Employer’s approval of mitigation, management and control
procedures;
3.4.6 Manage
the
Employer’s business continuity plan including emergency
planning and disaster recovery.
3.5 Programme
Reporting
The
Programme Partner shall:
3.5.1
The Programme Partner shall assist the
Employer in the production of
Programme progress reports that report on progress of Programme. The
format and content of this report is to be agreed with the
Employer;
3.5.2
The Programme Partner shall support the
Employer and provide timely and
accurate information to enable the
Employer to comply with the reporting
requirements set out in the PDA;
3.5.3
Produce progress, commercial and other reports on the status of the
Programme, and all its constituent projects to fully inform the
Employer and
Others of the progress of the Programme, resolution of design and
construction issues and commercial agreements and settlements;
3.5.4
Manage, review and collate progress, commercial and other reports
produced at a project level;
3.5.5
Provide forecasts of future progress, costs and cash-flow;
3.5.6
Attend Programme and project associated progress meetings as required;
3.5.7
Provide accurate and timely technical, status, progress and options
appraisal reports in accordance with good industry practice for all functions
of the integrated Programme delivery team;
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3.5.8
Collect all necessary data for the compilation of these reports and for
developing and managing the associated project level reporting protocols;
3.5.9
Provide these reports at intervals defined by the
Employer;
3.5.10 Contribute, as required, to reports to be produced by the
Employer for
Others.
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4.0 Programme
Implementation
4.1 Procurement
The
Programme Partner shall:
4.1.1 For
the
Employer’s corporate procurement needs (excluding Project
contracts):
i)
Produce work package procurement strategies;
ii)
Prepare OJEU Notices;
iii)
Prepare pre-qualification packs;
iv)
Assess suppliers and prepare tender lists;
v)
Produce and issue tender invitation documents;
vi)
Receive and evaluate tenders;
vii) Prepare recommendations for award
Responsible
Procurement
4.1.2
Assist with the development, maintenance and application of the
Employer’s Responsible Procurement Implementation Framework to fully
comply with the Greater London Authority’s responsible procurement
policies.
4.2 Commercial
The
Programme Partner shall:
Agreements Management
4.2.1 Support
the
Employer in its management of the agreements with Network
Rail, London Underground, Docklands Light Railway, Canary Wharf Group,
Berkeley Homes and in due course the third parties responsible for Rolling
Stock and Depots;
4.2.2
Take responsibility for Programme wide interface management activities
with a particular emphasis on:
i)
Specification of the information to be submitted by third parties to
allow the
Employer to fulfil its Programme management function
across all the constituent projects;
ii)
Ensuring that the plans and programmes of the works elements to be
undertaken by the various Industry Partners are co-ordinated and
integrated within the Programme schedule; and
iii) Understanding and advising on the linkages and dependencies
between the respective schedules;
Value Management
4.2.3 Develop and implement a Programme wide value management,
engineering process and reporting regime to review and assist the
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Employer in achieving value for money in the design, procurement and
construction of projects and contracts.
4.3
Strategic Planning
The
Programme Partner shall:
4.3.1 Assist
the
Employer with the finalisation of the Delivery Strategy.
5.0 Logistics
5.1 Logistics
The
Programme Partner shall:
5.1.1
Provide functional expertise to match Programme logistical activities;
5.1.2
Provide geographical co-ordinators to co-ordinate logistics activities within
and across projects;
5.1.3
Co-ordinate logistics activities with other major projects and interested third
parties;
5.1.4 Assist
the
Employer with managing the Programme oversight of logistics
and Programme wide site planning and coordination of transport, labour
movements, material disposal, material requirements, storage and all
related matters;
5.1.5
In conjunction with the
Employer, develop strategies for procuring and
managing any common user services between projects;
5.1.6
Provide a detailed logistic plan for the construction stage of the
Programme, to implement the
Employer’s developing logistics strategy.
6.0
Health, Safety, Quality and Environment
6.1
Health and Safety
6.1.1 The
Programme Partner shall assist the
Employer to develop Health and
Safety strategies, policies and processes in consultation with the Industry
Partners and ensure that the Industry Partners comply with strategies,
policies and processes incorporated into the Industry Partner Agreements.
6.2 Safety
Management
The
Programme Partner shall:
6.2.1
Operate a health and safety management system that fully satisfies BS
OHSAS 18001;
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6.2.2
Promote a positive safety culture across the Programme through leadership
and communication;
6.2.3
Put in place suitable arrangements for the effective implementation of the
HSQE management system;
6.2.4
Set health and safety objectives which shall be monitored and reviewed
and used to improve performance;
6.2.5 Assist
the
Employer to develop and manage the Programme health and
safety assurance process. Health and safety assurance includes obtaining
assurance for the
Employer from Industry Partners. Assistance to be
provided by the
Programme Partner shall include:
i)
Developing arrangements for the health and safety assurance to be
provided to and received from Industry Partners and in reaching
agreement with those organisations; and
ii)
Managing assurance reporting, monitoring and close-out.
6.3 Quality
Management
The
Programme Partner shall:
Quality Management System
6.3.1
Operate an approved Quality Management System (QMS) based on the
‘best-practice’ model BS EN ISO 9001 or equivalent. The QMS shall align
with the
Employer’s Business Management System (BMS)
Management System Audits
6.3.2
Establish an audit schedule for the
Employer’s activities, which includes the
monitoring of their supply chain organisations. The schedule shall be
planned to ensure that all key activities are audited at a time and frequency
appropriate to the significance of the activity under review. The schedule
shall be approved by the
Employer’s team accountable for the work and
integrated into the
Employer’s audit programme once deemed acceptable
by the
Employer’s HSQE management team.
6.3.3
Ensure that the Project Delivery Partner, Design Framework Consultants
and contractors record and manage the timely close out of any audit non-
conformities.
6.3.4
Analyse audit findings and communicating the results to interested parties
to enable system and process improvements and where appropriate
management actions.
6.3.5
Ensure that audits are carried out by appropriately trained and qualified
staff, in accordance with the requirements of BS EN ISO 19011.
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6.4 Environmental
Management
The
Programme Partner shall:
6.4.1
Provide training on environmental requirements to their own staff and to
integrated Project delivery team staff as necessary.
6.4.2
Gather information on environmental performance as it relates to the
Programme.
6.4.3
Provide information on environmental performance at the Programme level
to
Employer’s planning and environment team.
7.0 Human
Resources
7.1 Human
Resources
The
Programme Partner shall:
7.1.1 Where
the
Programme Partner is identified as being responsible for
providing their own Programme related accommodation:
i)
Arrange any office moves and changes to facilities that are required
through the lifetime of the Programme;
ii)
Organise the movement of all employees working on the Programme
and documents and facilities belonging to the
Programme Partner,
after consultation and planning with the
Employer;
7.1.2
Cooperate fully with the
Employer in office accommodation and facilities
arrangements and ensure compliance with all relevant health, safety and
place of work legal requirements and the
Employer’s standards.
8.0 General
Obligations
8.1 Compliance
with
the
Employer’s Procedures
The
Programme Partner shall:
8.1.1
Comply with the provisions set out in the
Employer’s management plan,
which defines the
Employer’s policies, processes and procedures for the
delivery of the Programme;
8.1.2
Ensure that staff are registered with the Construction Skills Certification
Scheme (CSCS) as required by the
Employer’s CSCS policy.
8.1.3
Liaise and co-operate with the
Employer’s procurement expert panel;
8.1.4
Co-locate with the
Employer in the
Employer’s offices.
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8.2 Contract
Reporting
8.2.1 The
Programme Partner shall submit contract reports covering its contract
activities at intervals to be agreed with the
Employer that include but are not
limited to the following:
i)
Progress review of the
Programme Partner’s activities detailing
achievements during the reporting period including progress against
the Interim and Programme KPIs up to the date of submission;
ii)
Measurement of performance against the Interim and Programme
KPIs including a summary of delays and any proposals for recovery
that may be required by the
Employer;
iii)
Programme Partner’s programme update showing the critical path
activities and any variances that exist;
iv) Variations both existing and proposed that may impact on the
progress of
Programme Partner’s services;
v)
Price for services provided to date by the
Programme Partner and
forecasts of the price to completion of the
Programme Partner’s services;
vi)
Programme Partner’s cost summary including variation costs both
agreed and proposed;
vii)
Programme Partner staff matters including any changes to staff that
are proposed and a summary of staff records;
viii) Any other commercial issues;
ix) Demographic information on staffing, training provided, and other
human resources information as required by the
Employer to fulfil the
Employer’s reporting requirements; and
x)
Any other progress or management issues.
8.2.2
Copies of the report shall be numbered in accordance with the
Employer’s document management procedures and shall be delivered to the
Employer no later than noon on the fifth day of the period following the reporting
period or as otherwise agreed with the
Employer.
8.3 Meetings
Progress Meetings
8.3.1
The Programme Partner shall attend progress meetings at four-weekly
intervals, which shall be convened and chaired by the
Employer. The
meetings will include a review of the Programme progress report and the
contract report for the previous period. The
Programme Partner shall be
responsible for writing the minutes of the meetings, which shall be
submitted to the
Employer for approval.
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Quarterly Review Meetings
8.3.2 The
Employer may convene quarterly meetings to be held in London at
approximately three-monthly intervals. The
Employer shall notify the
Programme Partner of the date of such meetings not less than 28 days
before they are to be held.
8.3.3
Quarterly meetings shall be held over a period of up to 3 days in order to
review the overall progress of the Programme. Such meetings shall be
chaired by either the Chief Executive Officer or Programme Director of the
Employer, and the
Programme Partner shall have in attendance one senior
representative of director level from each of the companies comprising the
Programme Partner, together with the managing director of the company
acting as leader or sponsor of the
Programme Partner if it is a joint venture,
consortium or partnership.
8.4
Programme Partner’s Employees
8.4.1 The
Programme Partner shall maintain a register of personnel on the
Programme Partner’s team from commencement until completion of the
Programme. The register shall contain details of the
Programme Partner’s personnel assigned to the Programme and shall be updated daily or as
necessary.
8.4.2
The register shall contain the following minimum information – name;
employer; position and grade; any local/site specific safety/competency
certification; track safety certificate; qualifications or licences held; medical
certificate of fitness; principal duties under this contract. For security
purposes a copy of the passport shall be retained.
8.4.3
The register is subject to initial acceptance by the
Employer and
subsequent acceptance of changes thereto. An update of the register shall
be maintained in the Programme office which shall be available for
inspection at any time by the
Employer.
8.5
Communications and Correspondence
8.5.1 The
Programme Partner’s communications, correspondence and any
associated submissions in connection with the services provided to the
Employer shall be in conformity with the
Employer’s document control
system and shall state if they have been sent for information, comment,
review, acceptance or approval.
8.5.2 The
Programme Partner shall comply with the
Employer’s quality control
procedures in the production of all documents provided by the
Programme
Partner to the
Employer and each document shall indicate that it is
compliant.
8.6 Resource
Schedule
8.6.1 The
Programme Partner shall provide a Resource Schedule to accord with
each programme for the
services that he provides.
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8.6.2
The Resource Schedule shall be a detailed schedule of the resource
analysis of the
Programme Partner’s activities detailing all of the staff
resources required to complete each activity. The
Programme Partner’s activities shall represent all the activities required to carry out and complete
the services.
8.6.3
The Resource Schedule shall detail each staff member together with
contract grades, rates and periods and shall be presented in the form of a
bar chart covering the entire duration of the
services, including the level of
resource fluctuations envisaged.
8.6.4 The
Employer may require proposed changes to the
services to be
supported by detailed resource projections in the manner described above.
The
Programme Partner shall submit such projections to, and in the form
and at the times required by the
Employer.
8.7
Electronic Data Handling
8.7.1 The
Programme Partner shall use the Employers IT systems.
8.7.2
On issuing any electronic data in any form the
Employer’s IT system shall
check for viruses with up-to-date virus-checking software.
8.7.3 The
Programme Partner shall ensure that security arrangements relate to
information security management and legal admissibility of electronically
stored data.
8.7.4 The
Programme Partner shall ensure that all information is safeguarded
and data properly accessed, that the data can be secured and is
interpretable for future reference and a clear audit trail is provided, including
the date and time events occurred.
8.8 Contract
Close
Out
8.8.1
Fifteen months prior to the scheduled date for handover of the Programme,
the
Programme Partner shall review with the
Employer the administrative
procedures to be adopted for close out of the
Programme Partner contract.
8.8.2
The following will form the basis of discussions to enable a close out plan
with supporting procedures to be agreed no later than 9 months before
handover of the Programme:
i)
Submission of proposals by the
Programme Partner, including options
if applicable, for the run down, demobilisation and close out of the
Programme Partner contract. This will take account of advice
provided by the
Employer as to the transition of the
Employer staff
structure from Programme delivery to operational state, post handover
of the Programme;
ii)
Handover and archiving of all Programme record documentation, not
only of hard copy records, but specifically taking account of the
transfer of electronic records in formats compatible with the
Employer’s ongoing operations.
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8.8.3
During the 9 months prior to handover of the Programme, meetings will be
held monthly to review and adjust the close out plan as appropriate:
i)
Clear definition of work outstanding, how and when it will be
completed and by whom;
ii)
Clear understanding of financial position: commitment, expenditure to
date, expenditure to complete; reconciliation between the
Employer and the
Programme Partner of paid values for all contracts and
purchase orders including identification of outstanding invoices and
claims;
iii)
Clear definition of warranties, guarantees etc for all work, material and
equipment, their commencement dates and durations.
9.0 Service
Delivery
Plans
9.1 General
9.1.1 The
Programme Partner performs the
services set out in this Scope.
Further definition of the
services and of deliverables for a period is set out
in the Service Delivery Plan for that period. Service Delivery Plans are
agreed between the
Employer and the
Programme Partner at intervals
required by the
Employer.
9.1.2
Service Delivery Plans shall include the following information:
i)
Further definition of the
services;
ii) Deliverables;
iii) Programme
for
services;
iv) Resource
Schedule;
v)
Key Dates and conditions;
vi)
Key persons and other staff, identifying responsibilities;
vii) Incentive schedule (Interim Incentive Scheme); and
viii) Any further information required by the
Employer or proposed by the
Programme Partner and agreed by the
Employer.
9.2
First Service Delivery Plan
9.2.1
The First Service Delivery Plan has been agreed between the Parties
during the tender process for this contract and is at Appendix 5 to this
contract. The First Service Delivery Plan is the Service Delivery Plan under
the contract until it is replaced with a new agreed plan.
9.3 Advance
plans
9.3.1
The Service Delivery Plan under the contract shall be the plan for the
relevant period of time as agreed from time to time between the Parties. In
addition, the
Programme Partner shall prepare and agree with the
Employer draft plans for the two years following the expiry of the period
covered by the current Service Delivery Plan so that plans are being
considered between the Parties on a rolling 3 year basis.
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9.3.2
These draft plans do not constitute the Service Delivery Plan for the
purpose of this contract, until such time as they are agreed as such.
9.3.3
The purpose of the three year rolling plans is to assist in the forward
forecasting of resources and in setting medium term Programme objectives.
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Part B
Areas of Potential Assistance
These Part B
services are additional to those required from the outset of the contract
(as set out in Part A) and shall only be performed by the
Programme Partner as and
when requested by the
Employer. The expectation is that Part B
services will be
delivered by the
Employer but the scope of this contract allows them to be delivered
by the
Programme Partner as and when required by the Employer. Allowance for
these
services should not be made in the Resource Schedule in the First Service
Delivery Plan. The Part B
services set out below are indicative and there may be
other services that the
Employer may require the
Programme Partner to perform.
10.0 Engineering
The
Programme Partner shall:
10.1 Assurance
10.1.1
Develop requirements from the PDA to define scope and allocate to specific
Programme projects;
10.1.2 Provide assurance that the preliminary and detailed designs at a
Programme and project level are consistent with the requirements of the
CPFR and that Crossrail is capable of being operated and maintained
safely;
10.1.3
Develop and oversee the handover strategy at a Programme level including
spares, training and maintenance and operational data provision;
10.1.4 Develop and programme manage the framework for obtaining HMRI and
similar acceptances and approvals for Programme, project works and
rolling stock;
10.1.5 Provide any assistance to the Operators in obtaining all necessary
Railways Act and ROGs consents and where applicable, the preparation
and establishment of a Safety Management System and a Safety
Verification Scheme;
10.2
Design Management
10.2.1
Consider and assess proposals received relating to the requirement for and
the scope of design Package Orders to be let under the Design Framework
Consultants' agreements;
10.2.2 Manage the procurement and internal authorisation processes leading to
the award of design Package Orders;
10.2.3 In the event of the Project Delivery Partner being unable to perform its
duties, carry out the duties and responsibilities of the Employer’s Agent
under design Package Orders let under the Design Framework Consultants'
agreements;
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Appendix 1 - Scope
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10.2.4 Develop and manage the overall engineering and technical framework for
design development at a Programme and project level;
10.2.5
Develop the Employer’s CPFR, design guides, standards, assurance plans;
10.2.6
Make decisions with regards to the balance of cost, schedule, quality, value
for money, phasing and sustainability;
10.2.7 Monitor the progress of design activities and submissions across all
elements of the Programme;
10.2.8 Carry out performance modelling of the designed and specified
requirements and outputs;
10.2.9 Ensure integration of infrastructure, components and systems across the
Programme including all rolling stock/infrastructure interface issues, to
ensure that the completed railway operates efficiently as a single working
railway system;
10.2.10 Provide
programme
management
oversight of design development.
10.3 Utilities
10.3.1
Set the overall strategy and attend Utility Steering Group meetings;
10.3.2 Ensure that those undertaking works at a project level are aware of the
standards set by the Programme with regard to these works and can
demonstrate that they are being followed;
10.3.3 Ensure that those undertaking works for the Project procure the design,
construction, commissioning and completion of the infrastructure for the
utility supplies in accordance with the requirements of the PDA;
10.3.4 Ensure co-ordination of utility works across projects and with other major
infrastructure works;
10.3.5
Ensure that there are agreed operations manuals with each utility company;
10.3.6 Develop processes and procedures for Programme delivery of utility
diversions and other works;
10.3.7
Provide Programme level oversight of utility works undertaken at a project
level.
10.4
Planning, Environment and Traffic & Highways Consents
10.4.1 Maintain, monitor and report against, the Planning, Environment, Traffic &
Highways (PET) consents element of the Programme (including the
planning consents required for oversite Developments);
10.4.2 Perform PET consents programme review and risk identification and
management;
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Appendix 1 - Scope
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10.4.3 Liaise regularly with all relevant project delivery teams within the
Programme concerning the PET programme.
10.5
Undertakings and Assurances and third party Agreements
10.5.1 Ensure compliance with and performance of all undertakings and
assurances concerning the Programme;
10.5.2 Allocate undertakings and assurances to the different elements of the
Programme to be delivered by Others;
10.5.3 Build appropriate undertakings and assurances activities into the
Programme schedule as appropriate, and ensure that they are carried out
in a timely manner;
10.5.4
Identify risk for any Programme-related undertakings and assurances;
10.5.5 Assist the Employer to fulfil its duties and obligations under any Industry
Partner Agreements or agreements with Sponsors.
11.0 Programme
Controls
The
Programme Partner shall:
11.1 Planning
11.1.1 Develop and document the Programme and project management plans,
incorporating all directly managed projects and all third party activities and
interfaces;
11.1.2
Validate sequencing of design, procurement, logistics, construction, testing
and commissioning and handover for the Programme, including Rolling
Stock, Depot and all Industry Partner works associated with the Programme
or for which there is a Programme interface;
11.1.3
Produce Programme-wide resource forecasts.
11.2
Cost, Schedule and Estimating
11.2.1
Oversee the scheduling of each of the different elements of the Programme
so that progress of design, construction, completion, commissioning,
acceptance, and handover are properly planned and coordinated across
the Programme, in accordance with the requirements of the PDA;
11.2.2
Ensure, in accordance with the PDA, that the progress and delivery of the
Programme meets the Programme Milestones;
11.3 Change
Control
11.3.1
Operate change control procedures for scope change and emerging issues
throughout design and implementation of the Programme, including trend
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Appendix 1 - Scope
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management, cost/benefit analysis of proposed changes and authorisation
of change.
11.4
Information and Document Management
11.4.1 Manage all Programme documentation including plans, drawings, change
control documents, specifications, calculations, subcontracts and supplier
documents;
11.4.2 Develop and implement procedures to meet the requirements of the
Employer, functional guidance and contractual pre-requisites.
12.0 Programme
Implementation
The
Programme Partner shall:
12.1 Delivery
12.1.1 Programme manage all of the projects within the Programme, through
design, procurement, construction, implementation and manufacture
through to hand over, including, but not limited to, enabling works, main
works infrastructure and Rolling Stock and Depot;
12.1.2 Define organisation and communication lines for each project within the
Programme, including the development of RACI charts and other
documents as required to fully define roles, responsibilities and
management interfaces;
12.1.3
Supervise Programme level surveys and investigations;
12.1.4
Develop and manage the
Employer’s industrial relations strategy;
12.1.5
Prepare Programme wide construction plans;
12.1.6 Develop and manage the
Employer’s interface management strategy
including railway and regulatory interfaces;
12.1.7
Programme manage and liaise to achieve successful test running and trial
operations including the provision of suitably trained staff;
12.1.8 Programme manage and assess completion for all works and services
within the Programme;
12.1.9
Establish and implement testing, commissioning and handback procedures
to confirm that the requirements of the CPFR have been satisfied, and in
accordance of the requirements of the PDA;
12.1.10 Provide support to the
Employer in developing and managing the
Programme wide framework for managing, monitoring and reporting on
designer, contractor and supplier performance, and for addressing any non
performance or under achievement by the supply chain;
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Appendix 1 - Scope
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12.1.11 Review the Programme at key stages of development including those in
accordance with the PDA;
12.2 Stakeholder
Management
12.2.1 Manage stakeholder and interface management issues flowing down from
the Industry Partners and third party agreements;
12.2.2 Work with Rail for London (RfL) to plan and provide the Employer’s new
rolling stock;
12.2.3
Work with RfL to plan and provide the train operating company;
12.2.4 Plan and liaise on prospective service and other disruptions to existing
services;
12.2.5 Incorporate and mitigate the impact of dependencies from related bodies
and projects including planning and consents, conditions from stakeholders
and other third party agreements;
12.2.6 Provide assistance to the Project Representative in accordance with the
PDA;
12.3 Procurement
Project Procurement Operations
12.3.1 Support assessment teams with the evaluation of expressions of interest
and tenders for Project contracts;
12.3.2
Support OGC Gateway review processes;
12.3.3
Liaise with Project Delivery Partner procurement team;
12.3.4
Review of work package procurement strategies;
12.3.5 Liaise on strategic opportunities with Network Rail, London Underground,
Canary Wharf Group and Berkeley Homes;
12.3.6
Liaise on strategic opportunities with other major clients (including: planning
shared procurement initiatives with other client organisations, investigating
use of other client frameworks, co-ordinating of procurement, shared
market intelligence and cost-benchmarking);
Other Programme Procurement Operations
12.3.7
Assist with all other
Employer-led Programme procurement;
12.4 Construction
Management
12.4.1 In the event of the Project Delivery Partner being unable to perform its
duties, carry out the duties and responsibilities of the Project Manager and
Supervisor for Project works and/or supply contracts (including enabling
works);
24
Appendix 1 - Scope
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12.4.2
Carry out the duties and responsibilities of the Development Manager
under
the Agreement relating to Procurement of Professional Services for the
Design and Delivery of Enabling Works (Agreement No.1169);
12.4.3 Manage all internal and external Programme interfaces and the
arrangements for ensuring the coordination and management of the
problems which may occur at project boundaries;
12.5 Commercial
12.5.1
Value manage at pre-agreed stages and implementation of agreed outputs;
13.0 Logistics
The
Programme Partner shall:
13.1 Logistics
13.1.1
Define and develop the Programme wide logistics strategy;
13.1.2
Ensure this strategy is cascaded to a project level;
13.1.3
Oversee the production of detailed logistics strategy at a project level;
13.1.4
Co-ordinate these detailed logistics plans across all projects;
13.1.5
Ensure compliance with the logistics functions objectives, undertakings and
assurances and any other constraints;
13.1.6
Manage logistics risks at Programme level;
13.1.7
Manage the logistics interface with other major projects;
13.1.8
Manage the logistics interface with Others;
13.1.9 Manage the Programme oversight of logistics activities including
Programme wide site planning and coordination of transport, labour
movements, material disposal, material requirements, storage and all
related matters;
13.1.10 Ensure compliance with logistics objectives;
13.1.11 Develop strategies for procuring and managing any common user services
between projects;
13.1.12 Plan and monitor railway and highway access, service diversions and rail
and road plant movements;
13.1.13 Develop and implement the Programme wide security function. This will
include consideration of physical and IT based security systems;
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Appendix 1 - Scope
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13.1.14 Investigate the economic feasibility of purchasing materials in advance or in
bulk;
13.1.15 Develop strategies for avoiding or overcoming shortages of materials,
equipment and staff resources for delivering the Programme;
13.2 Supply
Chain
13.2.1 Forecast and monitor workforce requirements necessary to meet the
Programme master schedule and the key milestone dates within it and for
making proposals for addressing any identified shortfalls;
13.2.2 Advise
the
Employer in the decision making process leading up to supplier
selection and sources of supply, including the tracking of material
availability and pricing trends;
13.3 Security
13.3.1 Develop and implement the Programme wide security function, in
accordance with the
Employer’s Programme level strategy, processes and
procedures. This will include consideration of physical security systems.
The security, labour control and health and safety management functions
are likely to be linked;
13.3.2 Liaise with the
Employer and the police service, together with other
emergency services as agreed with the, and for the development,
management and implementation of the Project security strategy.
14.0 Health, Safety, Quality and Environment
The
Programme Partner shall:
14.1
HSQE Policy and Management Systems
14.1.1 Define business principles, policies and requirements under which the
Employer will deliver the Programme. These shall apply to all business
functions and all activities and as such will include the
Employer, the project
delivery teams, the design consultants and all other key supply chain
organisations;
14.1.2
Approve all programme related management plans, related processes and
procedures, for suitability and adequacy, prior to their issue and
implementation;
14.1.3 Manage and maintain the Employer’s corporate business management
system;
14.1.4
Facilitate the establishment of critical business processes that support the
goals of the business;
14.1.5 Maintain independent third party certification against the requirements of
the Quality Management Standard, ISO 9001;
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Appendix 1 - Scope
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14.1.6 Support the business in order to achieve certification to the Occupational
Health & Safety Standard, BS OHSAS 18001;
14.1.7 Establish and maintain an integrated programme of HSQE management
system audits;
14.1.8 Verify the implementation and effectiveness of business management
system arrangements throughout the
Employer and supply chain
organisations, through a programme of internal and external management
system audits;
14.1.9 Provide support to the business to ensure the principles of continual
improvement are rigorously applied throughout the Programme life cycle;
14.1.10 Evaluate consultants, contractors and suppliers prior to their selection to
provide assurance of their ability to fully satisfy the
Employer’s business
requirements;
14.1.11 Co-ordinate business performance meetings and communicate this
information throughout the business;
14.1.12 Ensure that the HSQE management system for Programme delivery aligns
with the
Employer’s corporate arrangements for managing the business
and be designed to continually improve the delivery team’s performance;
14.2 Quality
Management
14.2.1
The achievement of the
Employer’s objectives requires that the Programme
is underpinned by a systematic approach with a ‘right first time’ attitude.
The Programme shall operate a quality management system that fully
satisfies BS EN ISO 9001 ‘Quality management systems - Requirements’;
14.2.2
Promote a positive culture through leadership and communication;
14.2.3
Put in place suitable management arrangements for the effective execution
of the Programme;
14.2.4
Demonstrate commitment to the continual improvement of the management
arrangements throughout the project life cycle;
14.2.5
Set quality objectives which shall be monitored and reviewed and used to
improve performance;
14.3 Environmental
Management
14.3.1 Where appropriate/necessary, develop and manage the
Employer’s
environmental management policies and procedures to ensure compliance
with the requirements of the
Employer’s environmental management
systems;
14.3.2 Comply
with
the
Employer’s environmental policies and procedures
throughout the Programme.
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Appendix 1 - Scope
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15.0 Human
Resources
The
Programme Partner shall assist the
Employer to achieve:
15.1 Human
Resources
15.1.1
The recruitment of suitably qualified and capable people in the appropriate
disciplines to help the deliver the Programme;
15.1.2 The establishment of a series of skills related initiatives that will equip
communities along the line of Crossrail with the skills that will be required to
deliver the Programme infrastructure, including:
i)
Providing secondment opportunities, experiential learning placements
and opportunities for community representatives to attend the
Employer’s skills academies;
ii)
Attending schools and colleges along the route to publicise the
Programme and to encourage young people in a career in engineering
or construction;
iii)
Attending career fairs and universities to explain the Programme and
the benefits of a career in construction;
15.1.3
The appointment of one organisation to oversee the distribution, promotion
and monitoring of take up of all vacancies within the supply chain.
16.0 Operations
The
Programme Partner shall:
16.1.1 Be an active member of the specification steering group and respective
operational working groups, representing the required timeliness and
granularity of the emerging
operational functional requirements and
associated specifications, providing a feedback loop regarding cost and
programme impact;
16.1.2
Work closely with the
Employer to ensure that any changes to functionality
and specification processed through the change control process have been
adequately assessed with respect to programme and cost implications;
16.1.3 Ensure that any agreed changes to operational documentation,
requirements and specification are passed through to the Project Delivery
Partner and the associated Design Framework Consultants;
16.1.4
Ensure, through continual liaison with the
Employer’s Operations team that
adequate timescales are provided for the review of emergent designs
emanating from the Programme;
16.1.5
Work closely with the
Employer, stakeholders and other appointed railway
operating bodies to ensure the timely, managed handover of assets and
associated information for testing and trial running and other associated
28
Appendix 1 - Scope
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activities, ensuring that a proactive culture of openness exists regarding
any risk to the Programme.
29
