United Kingdom-Reading: Data management services
Contract notice – utilities
Section I: Contracting entity
Main address: www.thameswater.co.uk
Section II: Object
Information and Data Management
Thames Water Utilities Ltd (TWUL) are looking to award a long term contract to a supplier(s) to provide a nearshore/offshore team who will be responsible for managing the day-to-day operations by utilising a Business Process Outsourcing (BPO) model.
Our requirement are grouped into four areas of work:
Lot 1: Master Data Management: validation of data, preparation and load into SAP as part of the data change lifecycle for TWUL assets and its associated maintenance plans;
Lot 2: Reporting services: production of various operational performance data, also provided is asset management serviceability daily to monthly reporting requirements;
Lot 3: GIS (Geographic Information System) Updates: translation and audit of network affiliated GIS updates;
Lot 4: Asset Data Capture including GETMaps (gas, electricity and telecoms maps): maintenance of CAD drawings and maintenance of site and other utility information into corporate systems.
Master Data Management
Whole of TW Region.
Validation of data, preparation and load into SAP as part of the data change lifecycle for TWUL assets and its associated maintenance plans.
The supplier shall provide a service team that are suitably trained, qualified, skilled and experienced to deliver the services and to:
— maintain a high quality of asset and work master data in SAP,
— provide accurate plans for data preparation activities,
— develop high quality designs for data changes (according to the example templates provided in the PQQ) working with Thames Water to effectively translate business requirements into data change definitions,
— prepare accurate data load files, based on the designs done during data preparation,
— escalate issues to the Work and Asset Information team,
— determine root cause for failures and agree preventive actions with the Work and Asset Information team,
— demonstrate innovation in service delivery and efficiency during the course of the contract, and contribute to and support innovation initiated by Thames Water,
— meet and report performance against the defined service levels,
— apply best practice approaches,
— provide scalability and flexibility for growth, reduction and significant technology change,
— contribute to commercial and technical justification for all infrastructure investment.
This agreement will be awarded for an initial period of 3 years with options to extend up to a maximum of 8 years.
As stated in the procurement documents.
Production of various operational performance data, also provided is asset management serviceability daily to monthly reporting requirements.
The Wholesale Shared Services (WSS) Reporting Team provide Performance and Regulatory Reporting for the Wholesale Water and Wholesale Wastewater businesses from both an Asset Management and Operations performance aspect. These reports range from Daily to Annual reports.
They enable the business to better understand periodic performance and support them to make Asset Investment decisions and manage operational performance, as well as providing vital reporting to populate regulatory reports such as annual return tables and Periodic Review tables.
Report specifications and process documentation will be provided to the offshore partner along with comprehensive onshore and possible offshore training provision provided by the current WSS Reporting Management team.
The work to be carried out will utilise SAP, SAP Business Objects, Business Objects Report Smart, Enterprise Content Management (ECM), Microsoft Office Applications (Excel, Access, PowerPoint, Outlook, Word), Netbase 6, and Equis, and require engagement across business stakeholders to support report production.
Therefore there is an expectation that the offshore team have an engaging and proactive style to support customer expectations providing reports within the agreed SLAs and to a required quality.
Geographic Information System (GIS) Updates
Translation and audit of network affiliated GIS updates. Thames Water has implemented ESRI GIS as its corporate GIS tool. The scope of the GIS Update services is to maintain the water & wastewater asset data in GIS.
The Supplier will process information from Thames Water detailing the condition, location and attribution of Assets. The Supplier will be required to input this information (an update) on to Thames Water’s corporate asset based GIS.
From the supplied information the Supplier will be required to undertake the following activities:
— record new or modified Assets and related boundaries;
— track and maintain the status update of Assets and l related boundaries;
— correction of erroneous data introduced by the Supplier during an update;
— maintenance of documentation detailing how updates will be processed (data specifications);
— complete QA/QC checks for the data update activities undertaken by the Supplier and designated Thames Water contractors;
— maintain Update Trackers and provide reports/audits to Thames Water on the activity undertaken.
Asset Data Capture — Updates to Key Site Documents
Asset Data Capture including GETMaps (gas, electricity and telecoms maps).
Maintenance of CAD drawings and maintenance of site and other utility information into corporate systems.
Key Site Documents (KSDs) are held in Asset Doc, with a sub-set also held in SharePoint.
Asset Doc is a specific and customised WebTop within Thames Water’s ECM tool, Documentum, to meet the needs of managing TWUL Key Site Documents for above-ground sites. It has metadata (information or properties) associated to all folders and documents.
The CAD drawing source files are currently stored on the “CAD file server” with Key Site Drawings (renditions) published into Asset Doc. Thames Water is currently migrating the CAD drawings to a new primary repository (ProjectWise); to be completed by end of Q2 2019.
Information is received on specific documents to be added or amended such as CAD Drawings, site information, schematics, surveys etc. These are required to be published into Asset Doc, SharePoint and ProjectWise as appropriate with compliant naming conventions.
Section III: Legal, economic, financial and technical information
As detailed in the PQQ.
As detailed in the PQQ Documentation.
Bonds and/or parent company guarantees of performance and financial standing may be required.
Specified in the invitation to negotiate.
Consortia may be required to form a legal entity prior to award.
As detailed in the ITN.
Section IV: Procedure
Section VI: Complementary information
Between 3 and 8 years.
All suppliers who wish to respond to this notice must request a Pre-Qualification Questionnaire (PQQ) by using the link in Section I.3) of this notice, i.e.: https://www.thameswater.co.uk/procurement
Thames Water Utilities Ltd will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Utilities Contracts Regulations 2016 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).